Seller Checklist B2626812.pdf
PDF 189 KB Posted
- Attached to
- Swag Items
- Solicitation number
- B2626812
- Issued by
- Pennsylvania
About this file
This is a Seller Checklist document from the City of Philadelphia Procurement Department for completing quotes on small purchases through the PHLContracts platform. The document outlines the step-by-step process vendors must follow to submit bids for swag items, a micro purchase opportunity. Sellers must complete all required tabs in the online system, including General, Items, Questions, Terms & Conditions, Attachments, and Summary sections. The 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. Partial quotes for individual items are permitted, allowing sellers to be eligible for award on specific line items.
Key submission requirements include ensuring proper seller role designation in the system, answering all mandatory questions, entering unit costs for each item, downloading and reviewing all terms and conditions, and submitting a valid Consent & Authorization form with the bid. Sellers must also complete all required attachments and address any validation warnings before final submission. While the Local Business Entity (LBE) Program certification question must be answered to proceed, it does not apply to small purchases. Optional documentation such as the LGBTQ Applicant Opportunity Data Form may be submitted. Vendors must not deliver or provide services until notified by the department.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Consent_Authorization B2626812.pdf | ||
| LGBTQ_Applicant_Data_Form_B2626812.pdf | ||
| Swag Order 2026 with color.xlsx | XLSX spreadsheet | |
| Swag Examples.docx | DOCX document | |
| Swag Logo.tif | TIF image | |
| Micro Purchase Terms and Conditions B2626812.pdf |
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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 .