B2626698 Seller_SOP_Checklist.pdf
PDF 231 KB Posted
- Attached to
- CCOM Folding Tables and Chairs
- Solicitation number
- B2626698
- Issued by
- Pennsylvania
About this file
This document is a seller checklist for small purchases issued by the City of Philadelphia Procurement Department through the PHLContracts platform. The checklist serves as a procedural guide for vendors submitting quotes on small purchase opportunities. The document does not specify particular products or services, project scopes, quantities, response deadlines, or contract award dates, as it functions as a general instructional tool rather than a specific solicitation. Instead, it outlines the systematic steps vendors must complete to submit quotes through the PHLContracts system, including verifying proper user role assignment, completing required fields across multiple tabs, answering mandatory questions, and reviewing quote details before submission.
The checklist emphasizes several critical submission requirements that apply across all small purchase quotes. Vendors must ensure they have an executed Consent & Authorization form on file in their vendor profile or attach one with their quote submission, as bids will not be considered without this documentation. While the Local Business Entity (LBE) certification question must be answered to proceed, the checklist notes that the LBE Program does not apply to small purchases. Vendors have the option to attach an optional LGBTQ Applicant Opportunity Data Form. The document instructs sellers to review and address all red validation warnings before final submission and emphasizes clicking "Save & Continue" on every tab to avoid losing work. No pricing information, funding amounts, or contract terms are specified in this procedural checklist.
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Text version
CITY OF PHILADELPHIA
PROCUREMENT DEPARTMENT
PHLContracts Seller Checklist for Small Purchases
*** Reminder: Click "Save & Continue" on every tab ***
Looking for a quote you started but have not yet submitted?
Click on the Quotes tab to the right of the News and Vendor Communication tabs.
Click on the Working link to continue with your quote.
*** Seller Role ***
Make sure you are in the Seller role, not the Seller Admin role. Click on the user icon on the top right of the screen. If Seller‐Admin appears, click on the down triangle then select Seller. The screen will refresh with the Seller role.
General Tab
Step 1: Save & Continue
Red validation messages will appear at the top of the screen. After reviewing and completing every tab, the warning messages will disappear and you will be able to submit your quote.
Step 2: Select Yes if your business is a certified as a Local Business Entity (LBE), otherwise select No, then click "Save &
Continue"
The LBE Program does not apply to Small Purchases but this question must be answered in order to proceed with your quote.
Items Tab
Step 3: Enter the Unit Cost for each item listed in the bid
Questions Tab
Step 4: Answer all mandatory questions
Terms & Conditions Tab
Step 5: Download and Save all attachments listed
Step 6: Accept the terms and conditions of the bid
Step 7: Complete any Attachments required to be submitted with your quote
Attachments Tab
Step 8: Do you have an executed Consent & Authorization form in your vendor profile?
If not, attach a copy in the Attachments Tab. No quote will be considered without a Consent & Authorization form on file.
Step 9: Have you attached the optional LGBTQ Applicant Opportunity Data Form?
Step 10: Attach any documents related to your quote
Summary Tab
Step 11: Review your quote www.PHLContracts.phila.gov
Step 12: Address any Red validation warnings
Step 13: Submit your quote www.PHLContracts.phila.gov
File details come from the government source that posted it. Updated .