Micro Purchase Quick Start Guide_B2727610.pdf

Micro Purchase Quick Start Guide

Updated: 6/2026

A Micro purchase is used for establishing a new purchase contract with any vendor where the expected value of the contract is $45,000 or less.

Types of Micro Purchases:

Sole Source: Only one (1) vendor can provide the required product or perform the required service. These micro purchases are either Firm Limit or Requirements.

Sole Product: Only one (1) product or piece of equipment can be used by the requesting department. These micro purchases are either Firm Limit or Requirements.

Overall Responsibilities

City Agencies and Departments are responsible for (1) establishing the requirements for small purchases, (2) soliciting price quotes through PHL Contracts from the appropriate vendor pool, (3) evaluating all quotes received and awarding to the lowest responsive and responsible bidder in PHL Contracts, and (4) entering the Purchase Order data into ADPICS.

The Procurement Department is responsible for (1) reviewing and monitoring all small purchases for compliance with procedures (2) verifying Finance and Accounting certification for the purchase order, (3) providing management information to City agencies and departments on their use of small purchases, and (4) training City operating agency and department personnel on effective procurement practices.

Submit for Approval Hint

If not ready to submit for approval, after reviewing approver list, click Cancel & Exit. This cancels submitting for approval, it does not cancel the requisition, bid, or MPBO.

If approvers listed are unexpected, such as Public Works or OIT approvers, review your NIGP codes and change as appropriate or contact Procurement.

VENDOR REGISTRATION HINT

If vendor not registered in PHLContracts, contact vendor using Vendor Outreach Guide.

DEPARTMENTAL STEPS ANDRESPONSIBILITIES

Click the Plus Sign (+) icon Select Bid Solicitation from the dropdown list

Select Create a bid from scratch General tab

Enter Description informative description of bid for you and vendor Select MP, Purchaser as Purchaser Select Type Code ‐ MI ‐ Micro Purchases Select desired Fiscal Year Select your Department Select your desired Location within your department

Updated: 6/2026

Enter Required Date ‐ desired date for contract to start(optional) Enter Bid Opening Date – Date/Time that vendors can no longer submit quotes and when you can “open” bid to create bid tab

• Suggestion ‐ Set bid opening time to be 11:59 PM

Enter Available Date ‐ Date/time vendors can begin submitting quote Select Bid Type ‐ Open Bid

• Bid Type MUST be "Open" to allow for the possibility of a 2nd solicitation Click on Informal Bid box Select Purchase Method ‐ Open Market(default) Enter desired Info Contact information Enter in Bulletin Desc

This micro purchase will be awarded as a whole or by line item, whichever is in the best interest of the City, to the lowest responsive and responsible bidder. Seller must quote all items in order to be eligible for award. Do not deliver or provide services until notified by department.

Select Informal bid? If yes, select the informal bid box ‐ Select Yes

Items tab

Enter each item and associated quantity and unit price Add the appropriate NIGP code to each line item

Address tab ‐ verify the proper "Ship to, Bill to" addresses for your department are reflected. If not, select the correct addresses.

Accounting tab ‐ after entering codes

Click on Saved Based on Percentages Click on Rebuild for All

Items Attachment tab

Download 4 files for attaching to Micro Purchase on the Procurement Intranet (https://phila.city/display/procurement/Procurement+Department)

• Consent and Authorization Agreement (Consent_Authorization.pdf)

• Micro Purchase Terms and Conditions (MP_Terms_and_Conditions.pdf)

• Seller Checklist for Small Purchases (Seller_SP_Checklist.pdf)

• LGBTQ Applicant Data Form (LGBTQ_Applicant_Data_Form.pdf)

Rename each file by adding bid number to end of file name as shown in examples below:

• Rename Consent_Authorization.pdf to: Consent_Authorization_B1801234.pdf

• Rename MP_Terms_and_Conditions.pdf to: MP_Terms_and_Conditions_B1801234.pdf

• Rename Seller_SP_Checklist.pdf to: Seller_SP_Checklist_B1801234.pdf

• Rename LGBTQ_Applicant_Data_Form.pdf to: LGBTQ_Applicant_Data_Form_B1801234.pdf

Click on Add File then click Choose File adding these 4 files Add any additional files by clicking the Save & Add New or Search File options https://phila.city/display/procurement/Procurement%2BDepartment

Updated: 6/2026

Notes tab (internal to City)

Add any additional information

Bidders tab

Add desired vendors

• If a desired vendor is not found in PHLContracts, contact the vendor using the Vendor Outreach Guide

Select Unrestricted, all vendors can view and respond then Save & Continue

• To find OEO vendors (MBE, WBE, DSBE)

> On Bidders tab, click Lookup & Add Vendors > Click Find Vendors for All Commodity Code on the Bid > Select all vendors where there is a number in the Alternate ID column (This is the OEO registration ID)

• To find SBE vendors > On Bidders tab, click Lookup & Add Vendors > Select NIGP Class and NIGP Class Item that was selected (check Items or Summary tab) > Select Yes for Small Business Entity (SBE) > Click Find It to see search results and select vendor

• To find LBE vendors > On Bidders tab, click Lookup & Add Vendors > Select NIGP Class and NIGP Class Item that was selected (check Items or Summary tab) > Select Yes for Local Business Entity (LBE) > Click Find It to see search results and select vendors

View Quote Activity before opening bid, use Advanced Search to view quote details

• Before opening bid, view quote activity (See Quote Activity section)

• If no responses, DO NOT open bid, repeat the steps above to reissue the bid and create a bid amendment changing the Bid Opening Date to later date (See Bid Amendment section) Reminders tab (internal to City) Create and set any reminders that may be helpful for you or other related users

Final Bid Review and Bid Posting

Submit for Approval ‐ After reviewing that all information is correct on the Summary tab

Click on Submit for Approval Micro Purchase usually do not have approvers for bid posting

• Select Automatic approval to get to next stage without approvers

• Or select Manually add approvers to add desired approvers

If your department has approvers, review the approvers then add additional approvers if necessary

Updated: 6/2026

Send Bid

After approvals are completed, find bid through search tool Go to Summary tab Select Change bid status to Sent and notify vendors Click on Send Bid Screen refreshes showing that emails were sent to vendors

Viewing Quotes Before Bid Opening Date (Only for Informal Solicitations)

You can view quotes submitted at any time via Advanced Search Click on Advanced link to the right of the Catalog Search icon Select Document Type: Quotes Enter desired Bid # Click on each quote to view quote details

Open Bid

View Quote Activity before opening bid, use Advanced Search to view quote details Go to Bidders tab

• Click on Quote Activity

• Date and time for any quotes submitted will be displayed

If no responses, DO NOT open bid, create a bid amendment changing the Bid Opening Date to later date (See Bid Amendment section)

At any time after bid opening date/time, bid can be opened Go to Summary tab Open Bid by clicking on Open Bid button at the bottom of the page After screen refreshes, click on Bid Tab at the bottom on the page

• Review all quotes and vendors

• Confirm Consent and Authorization Agreement for desired vendor(s)

> Check vendor profile by clicking on Vendor Number > Terms & Categories > Consent and Authorization Agreement Received should be checked

> Or check attachments vendor submitted in quote for their Consent and Authorization agreement

> Procurement Department will contact vendor for Consent and Authorization Agreement if necessary

• Check each vendor's quote to see if accepted Terms & Conditions without exceptions

Updated: 6/2026

Awarding Bid

After reviewing all quotes and vendors, bid can be awarded Award vendor(s) on Items tab

• Award to vendor by clicking on desired vendor for each item or by clicking on Award All button If one or more items will not be awarded, contact the Procurement Department

Justification memo must be attached for the following:

• Other than low bidder awarded

• Sole source

• Sole product

On Attachment tab, upload justification memo and other files as appropriate On Summary tab, click Submit for Approval

Create PO in ADPICS

After awarding bid in PHLContracts, create your PO in ADPICS

• Enter PHLContracts bid # into notepad

Enter ADPICS PO# into PHLContracts Reminders tab on bid

• For Due Date, select today’s date

• In Comment field, enter ADPICS PO #

• In Remind Whom field, select yourself

• For Date Completed, select today’s date

Enter reasons for reissuing the bid into Reminders tab if 2nd solicitation was necessary

Procurement Department converts to PO in PHLContracts, authorizes PO in ADPICS, and notifies department

Bid Amendment

Can be applied any time before bid has been opened Changes can be made on General tab, Items tab, Attachments tab or Questions tab Commonly used to change bid opening date to a later date Go to Amendments tab

• Click on Create Bid Amendment

• Make necessary changes on General, Items, Attachments or Questions tab

• Go to Summary tab

• Add any additional comments about amendment

• Click on Submit for Approval

Approvers are not required for Bid Amendments

• Select Automatic approval to get to next stage without approvers

• Or select Manually add approvers to add desired approvers

• Click Apply Bid Amendment

• Email sent to all vendors on bidders tab

Updated: 6/2026

Quote Activity

Vendor quote activity can be viewed at any time Bidders tab

Click on Quote Activity Date and time for any quotes submitted will be displayed View quote details as they are submitted by vendors before bid officially "opens" using Advanced Search

Vendor Solicitation Process

Bid Solicitation

• Should be sent to LBE, SBE and OEO certified vendors (MBE, WBE, DSBE)

• On Bidders tab, select Unrestricted then Save & Continue

• To find OEO vendors (MBE, WBE, DSBE)

> On Bidders tab, click Lookup & Add Vendors > Click Find Vendors for All Commodity Code on the Bid > Select all vendors where there is a number in the Alternate ID column (This is the OEOregistration

ID)

• To find SBE vendors

> On Bidders tab, click Lookup & Add Vendors > Select NIGP Class and NIGP Class Item that was selected (check Items or Summary tab) > Select Yes for Small Business Entity (SBE) > Click Find It to see search results and select vendor

• To find LBE vendors > On Bidders tab, click Lookup & Add Vendors > Select NIGP Class and NIGP Class Item that was selected (check Items or Summary tab) > Select Yes for Local Business Entity (LBE) > Click Find It to see search results and select vendors

2nd Solicitation ‐ If no acceptable responses or no responses

• Create a bid amendment to reissue the bid

Use BidSync Vendor tab to add additional vendors not found in PHLContracts (BidSync instructions below)

• Create bid amendment extending opening date, see Bid Amendment section

Updated: 6/2026

BidSync Vendors

BidSync vendors can be added to the bid to expand the vendor pool outside those vendors registered with PHLContracts. Any BidSync vendors who wish to respond to a bid, will need to register with PHLContracts in order to submit their quote.

Bidders tab

• Click on BidSync Vendors

• Click on Lookup BidSync Vendors

• A separate window will pop‐up with search criteria

• Click Select NIGP Codes to search vendors by NIGP codes

• To search within a selected mile radius, select the desired miles from the Located drop‐down and desired zip code

• Select vendors by checking individual vendors or all by clicking on Select Visible

• If multiple pages of vendors returned in search results, you must go to each page to select vendors

• Qualifications column display certification including MBE, WBE, and DSBE

• After selecting desired vendors, click Add and continue or Add and close

Open versus Closed / Restricted versus Unrestricted Bids

Open bids may be viewed and responded to by any vendor Closed bids may be viewed by the public. ONLY those vendors that are added to the Bidders tab can respond to the quote.

Restricted bids can only be 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.

Unrestricted bids can be viewed by the general public. No PHLContracts login is required to view bid. Any registered vendor can submit a quote.

Departmental Responsibilities ‐ Establishing the Requirements

The requesting City agency/department must identify what service, supply or equipment it needs and confirm that the service, supply or equipment is not available on any citywide or departmental contract/Blanket Purchase Order (BPO) via PHL Contracts and/or ADPICS.

• BPOs have already been established for use by all City agencies/departments and should be used whenever possible to meet the department’s needs.

• If, in its review of the department’s request, Procurement finds that the service, supply or equipment should have been obtained from a citywide or departmental contract, it will cancel the small purchase.

Obtain all necessary departmental and/or intra‐departmental approval(s).

Updated: 6/2026

Specify the requirements of the department’s need.

• The requirements are a full and complete description of the service, supply or equipment to be purchased with detailed specifications.

> Specifications for supplies and equipment should include:

Any applicable information about material content, measurements or sizes, color and how the item is packaged and sold to the City (for example: 12/carton or each).

If you have identified an item to be used for reference purposes, please include the manufacturer name and product number of item(s) and not the vendor item number.

Unit price for the service, supply or equipment.

Estimated quantities for requirements small purchases.

> Specifications for service should include:

Type of technician required to perform the work.

What if any special training or certifications required to do the work.

What is the work to be performed (including the equipment or item in need or service).

Specify whether the work to be performed on an hourly basis and/or by the location.

The timeframe or hours during which the technician is to perform the work.

The estimated expenditures for the service.

Departmental Responsibilities ‐ Soliciting Price Quotes from Vendors

Departments are to solicit from vendors that are certified by the City of Philadelphia’s Office of Economic Opportunity (OEO) as minority, women or disabled owned businesses (“M/W/DSBEs”), vendors that are certified by the City of Philadelphia as local business entities, vendors registered through the System for Award Management SAM) with the U. S. Small Business Administration as a small business (SBA), and diverse businesses from alternative vendor registries of diverse businesses recognized by the City such as the Rebuild Emerging Vendors Programs or firms certified by the Philadelphia Independence Business Alliance.

If upon review, the Procurement Department determines there are additional M/W/DSBEs, SBE, Local Business vendor sources, the micro purchase will be rejected and returned to the department with instructions on how to proceed. The department may be required to reissue the solicitation.

Departmental Responsibilities ‐ Evaluating Quotes

Upon receipt of micro purchase quotations, the Department must select the lowest responsive and responsible seller(s).

• Selecting the lowest responsive, responsible bidder means taking into account the factors of price, seller quality, and delivery.

• Selection should be made based on (1) the price and (2) whether the seller has met the specifications and requirements that were indicated. If an alternate is proposed, the seller must submit documentation verifying that the alternate is equivalent to the reference product.

Updated: 6/2026

• If you are obtaining Firm Limit quotations on numerous items at the same time, you must select the lowest responsive and responsible bidder on an item‐by‐item basis. If not awarding to the low bidder, then you must explain why in the ADPICS notepad (i.e. must be obtained and used as a complete set, the total of a purchase order would be less than $750, etc.).

• If you are obtaining Requirement quotations for supplies and/or maintenance on numerous items, you may select the lowest responsive, responsible bidder in the aggregate or by line item.

• If none of the quotations received are acceptable, you may reissue the solicitation.

• Please note that you cannot alter your decision criteria after you receive the micro purchase quotations, negotiate with sellers for better terms, prices, or delivery once the quotations have been received and that if the otherwise lowest responsive and responsible seller has taken any exceptions to the City's Terms and Conditions, their bid is not acceptable.

Helpful Hints

Micro Purchase solicitation must clearly note whether it is a "Firm Limit" or a "Requirements" solicitation.

If Micro Purchase solicitation is a "Requirements" solicitation, it must note the period of the contract term.

Sole Source micro purchases must be accompanied by a letter from the seller confirming its sole source status and a justification memo from the City department explaining why it requires the product, equipment or service.

Sole Product micro purchases must be accompanied by a justification memo from the City department explaining why it could only use the specifically required equipment or product.

City department must note on its solicitation if it intends to award the micro purchase as a whole.

A competitive micro purchase solicitation cannot be awarded to a seller that takes exceptions to the City's terms or offers counter terms and conditions. Contract terms may only be negotiated for sole source micro purchases.

Competitive micro purchases are to be awarded to the lowest responsive and responsible seller.

City department must provide justification for "other than low" awards.

Emails sent to vendors of micro purchase bid announcements or micro purchase bid amendments use the email address PHLContractsSystem@phila.gov. If the vendor clicks Reply, the "To" field will populate with the email address of the person who created the micro purchase or the micro purchase amendment.

Purchasing Unit approves micro purchase and Converts to PO

• Click on Advanced link to the right of the Catalog Search icon

• Search for Bid of with type code Micro Purchase

• Go to Summary tab

• Click on Bid Tab button

• Review all quotes and selected vendor

• Confirm Consent and Authorization Agreement

Purchasing Unit ‐ Evaluated Bid Approved ‐ MBPO Created

Major Steps ‐ REMEMBER: Always "Save and Continue" before leaving any of the PHLContracts tabs

PROCUREMENT DEPARTMENT STEPS AND RESPONSIBILITIES

mailto:PHLContractsSystem@phila.gov

Updated: 6/2026

Check vendor profile by clicking on Vendor Number > Terms & Categories > Consent and Authorization Agreement Received should be checked

Or check attachments vendor submitted in quote for their Consent and Authorization agreement > If Consent and Authorization Agreement is attached within quote, download agreement and send to Customer Service to upload to the vendor's profile

• Go to Summary tab to approve

• Click on the Bid Tab located at the bottom of the page

• Go to Summary subtab within the Bid Tab and click on Create PO button, click on Continue to convert to purchase order

• Click on New Purchase Order number at top of page

Master Blanket Purchase Order ‐ Creation and Approval

• Go to General tab

> Change PO Type to Blanket > Click on OK to confirm changing PO type from Open Market to Blanket > Update Short Description, Purchaser, Department, Location, and other fields as appropriate > Select Type Code‐ SO ‐ Micro Purchase > Catalog ‐ Ignore this required field, not used by City > Enter ADPICS PO# in SSE: Use BPO; PW: Use Contract Number field

− For SSE, enter the BPO number − For PW, enter the contract number

> Enter your POXX or any other encumbrance document that relates to a contract in the Encumbrance Document field (optional) − Separate multiple POXX numbers with a semi‐colon ";"

> LBE Preference Applied ‐ Select No > Sole Source ‐ Select Yes/No > Award from Single Quote ‐ Select Yes/No

• Items Tab ‐ Review all item information > Update item quantity and pricing as appropriate

• Vendor Tab > Click on Distributors > Click on Include Primary Vendor in the Vendor Distributor List

• Control Tab > Use magnifying glass to select appropriate department > Select Master Blanket/Contract Begin Date > Select Master Blanket/Contract End Date > Enter Dollar Limit which should match ADPICS > Click on Save & Continue

• Attachments tab > Add any related attachments and/or forms

• Notes tab (internal to City) > Add any additional information

Updated: 6/2026

• Reminders tab (internal to City) > Create and set any reminders that may be helpful for you or other related users

• Submit for Approval ‐ After reviewing that all information is correct on the Summary tab

• Click on Submit for Approval

> Review the approvers then add additional approvers if necessary > Status changes from In Progress to Ready for Approval

PO Unit ‐ MBPO Approved ‐ PO Posted in ADPICS

Approve MBPO

• Approve MBPO by selecting Approve radio button, add any additional info into Comments field, then click on Save & Exit button

• If disapproving, enter into Comment field reason(s) why micro purchase being returned to micro purchase creator Master Blanket Purchase Order Converted to Sent Status by PO Unit

> On Summary page select Send Email and Notify Vendor or Sent to Printed Status > Click on Save & Continue > PO changes to Sent status

Post PO in ADPICS PO Unit emails department and buyer that micro purchase is complete within PHLContracts (see below for email template)

Micro Purchase Email Template

Subject Line: Micro Purchase XXXXXXXX Processed in PHLContracts

Email Body/Content:

Micro Purchase XXXXXXXX has been processed in PHLContracts and ADPICS PO has been authorized as of mm/dd/yyyy.

If you have any questions, please email bid.help@phila.gov or call 215‐686‐4720 or 215‐686‐4755 for assistance.

Your email signature mailto:bid.help@phila.gov

Updated: 6/2026

No acceptable responses or no responses

Yes

No

END

PO Unit notifies department via email

Department opens bid, evaluates, and selects vendor(s) via Bid Tab

PO Unit posts PO in

ADPICS

PO Unit approves MBPO 2nd Solicitation

Clone bid Solicit to vendor community at large

Open / Unrestricted

Purchasing Unit submits MBPO for approval

Department opens bid and evaluates responses

Purchasing Unit creates MBPO

1st Solicitation Solicit to MBE, WBE, MWBE, DSBE and /or SBA vendors

Open / Unrestricted

Department submits for approval

Department creates PO in ADPICS

Purchasing Unit reviews and approves Bid Tab

Department creates Informal Bid