B2627231_Seller_SOP_Checklist.pdf

This is a Seller Standard Operating Procedure (SOP) Checklist document issued by the City of Philadelphia Procurement Department for participation in small order purchases through the PHLContracts platform. The checklist outlines the step-by-step process required for sellers to submit quotes for the "General Supplies for Intake Sites" micro purchase opportunity in Pennsylvania. Sellers must complete all required tabs in the online system, including providing unit costs for each listed item, answering mandatory questions, accepting terms and conditions, and submitting all required attachments. The micro purchase will be awarded as a whole or by line item, whichever serves the City's best interest, to the lowest responsive and responsible bidder. Importantly, sellers must quote all items to be eligible for award consideration, and no delivery or services should commence until formal notification is received from the department.

Key procedural requirements include obtaining and submitting an executed Consent & Authorization form, which must be on file in the vendor profile or attached with the quote submission, as quotes will not be considered without this documentation. Sellers are also required to indicate whether their business holds Local Business Entity (LBE) certification, though this program does not apply to small order purchases. While optional, sellers are encouraged to submit the LGBTQ Applicant Opportunity Data Form. All submission steps must be completed through the PHLContracts.phila.gov platform, with sellers required to click "Save & Continue" on every tab and address any red validation warnings before final submission of their quote.