B2727529_Buyer_SSE_Checklist.pdf
PDF 135 KB Posted
- Solicitation number
- B2727529
- Issued by
- Pennsylvania
About this file
This is a Buyer Checklist for Services, Supplies, and Equipment (SS&E) issued by the City of Philadelphia Procurement Department for use in the PHLContracts system. The checklist serves as an operational guide for procurement staff creating bids within the PHLContracts platform. The document does not specify particular products, services, quantities, response dates, or award information, as it functions as a procedural template rather than a specific solicitation. Instead, it outlines the systematic steps required across multiple tabs and sections of the bidding platform, including scheduling of bid opening dates, entry of commodity codes and specifications, selection of ship-to addresses, input of account codes, and attachment of required documentation.
The checklist establishes mandatory requirements for bid posting and administration, including submission of seller SSE checklists, bid specifications, price lists, bid templates with terms and conditions, bid schedules, seller contact information, customer references, equal employment opportunity documentation, disclosure forms, bid security forms, and antidiscrimination statements. The document indicates that bids may be designated as unrestricted or restricted based on vendor registration status in PHLContracts, with restricted bids visible only to registered vendors on the designated bidders list. The checklist emphasizes that all quotes must be submitted through PHLContracts no later than 10:30 AM on the bid opening date, with late submissions not accepted, and notes that awards will be made to the lowest responsive and responsible bidder on either a whole-bid or line-item basis, whichever serves the City's best interest.
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Text version
CITY OF PHILADELPHIA
PROCUREMENT DEPARTMENT
PHLContracts Buyer Checklist for Services, Supplies, & Equipment (SS&E)
*** Reminder: Click "Save & Continue" on every tab ***
Use this checklist to assist you when creating your bid in PHLContracts General Tab
Work with Bid Unit to schedule Bid Opening Date
Check that Description is accurate
Ensure your location is accurate:
Departmental Bids: Select the appropriate department location
Citywide Bids: Select 95 ‐ Citywide
Select the appropriate type code
Enter following text into Bulletin Desc field:
All quotes must be submitted through PHLContracts no later than 10:30 AM on the date that the related bid opens.
Quotes will not be accepted after the bid opening. It is the Seller's responsibility to ensure that the quote is submitted in a timely manner.
Items Tab
Enter the Commodity Code per line item each Item listed in the bid
Enter the specifications such as description, quantity, unit cost
Search the NIGP class and item
Address Tab
Enter the appropriate Ship‐to Address
Accounting Tab
Enter the correct Account Codes
Attachments Tab
Seller SSE Checklist
Bid Specifications
Price List Sheet, if applicable
Bid Template Inclusive of T's&C's
Bid Schedules including Pre‐bid, Pre‐Qual, Sample testing, Site Inspection
Seller Contact Information
Seller Customer References
OEO Doc ( Anti‐Discrimination, Solicitation and commitment forms, EOP)
Disclosures (Women on Board & Anti‐Slavery) www.PHLContracts.phila.gov
CITY OF PHILADELPHIA
PROCUREMENT DEPARTMENT
PHLContracts Buyer Checklist for Services, Supplies, & Equipment (SS&E)
Annual Bid Security Form
Terms and Conditions
Consent and Authorization Form
Antidiscrimination S C Form
LBBTQ Applicant Form
Notes Tab
Enter instructions or notes regarding the bid
Bidders Tab
Enter if the bid is unrestricted or restricted (must be registered on PHLContracts)
Note: Restricted bids can only been seen by those vendors that have logged on to PHLContracts and are on the Bidders tab for that bid. They cannot be viewed by the general public or by vendors not on the Bidders tab.
Uncheck the "Hide Bid Holder List on Vendor Side"
Provide a vendor ID (perform a vendor search on PHLContracts)
Questions Tab
Enter mandatory questions regarding the bid
Amendment Tab
Changes that occur after the bid is posted
Q&A Tab
This section allow vendors to submit questions
Reminders Tab
BP user can set up reminders with comments to other users within the department & Procurement
Summary Tab
Review all the information
Submit for approval www.PHLContracts.phila.gov
File details come from the government source that posted it. Updated .