Seller_Software_Program_Checklist B2728320.pdf
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- Mentimeter
- Solicitation number
- B2728320
- Issued by
- Pennsylvania
About this file
This document is a seller checklist for the City of Philadelphia Procurement Department's Software Program, outlining the procedural steps required for vendors to submit quotes through the PHLContracts platform. The checklist guides sellers through a twelve-step submission process designed to ensure compliance with the City's software procurement requirements. Vendors must complete multiple tabs within the system, including General, Items, Questions, Terms & Conditions, Attachments, and Summary sections. The Local Business Entity (LBE) certification question must be answered to proceed, although the LBE Program does not apply to the Software Program specifically. All mandatory questions must be answered, and vendors are required to download and save all attachments listed in the Terms & Conditions tab before accepting the bid terms.
The checklist emphasizes the importance of addressing validation warnings before submission and maintaining the correct seller role (not seller admin) throughout the process. Vendors must enter unit costs and discounts for each listed item in the Items tab and may provide additional information through alternate descriptions or separate attachments. The City of Philadelphia's procurement policy indicates that all software purchases will be awarded to the City's current software vendors unless otherwise stated, and vendors may be required to submit product literature upon request. The checklist serves as an administrative guide to facilitate orderly quote submission and evaluation rather than establishing specific pricing terms, set-asides, or contract conditions.
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Text version
CITY OF PHILADELPHIA
PROCUREMENT DEPARTMENT
PHLContracts Seller Checklist for Software Program
*** 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 the Software Program but this question must be answered in order to proceed with your quote.
Items Tab
Step 3: Enter the Unit Cost and Discount (optional) for each item listed in the bid
Step 4: Use Alternate Description field for additional information or include in a separate attachment uploaded in the
Attachments tab
Questions Tab
Step 5: Answer all mandatory questions
Terms & Conditions Tab
Step 6: Download and Save all attachments listed
Step 7: Accept the terms and conditions of the bid
Step 8: Complete any Attachments required to be submitted with your quote
Attachments Tab
Step 9: Attach any documents related to your quote
Summary Tab
Step 10: Review your quote
Step 11: Address any Red validation warnings www.PHLContracts.phila.gov
Step 12: Submit your quote www.PHLContracts.phila.gov
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