Seller_SOP_Checklist-B2418490.pdf
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- Solicitation number
- B2728072
- Issued by
- Pennsylvania
About this file
This is a Seller Standard Operating Procedure (SOP) Checklist for the City of Philadelphia Procurement Department's PHLContracts platform, designed to guide vendors through the small purchase quotation submission process. The checklist outlines a 13-step procedure that vendors must follow to successfully submit quotes for city procurement opportunities. The process requires vendors to navigate multiple tabs within the system, including General, Items, Questions, Terms & Conditions, Attachments, and Summary tabs. Vendors must complete each step sequentially, beginning with confirming their seller role, answering required questions regarding Local Business Entity (LBE) certification status, entering unit costs for bid items, and reviewing all terms and conditions before final submission.
The checklist emphasizes several critical submission requirements that must be fulfilled before a quote can be considered valid. All vendors are required to have an executed Consent & Authorization form on file in their vendor profile, which must be attached if not already submitted. The platform requires vendors to address all mandatory questions and download all specified attachments from the Terms & Conditions tab. Additionally, vendors have the option to submit an optional LGBTQ Applicant Opportunity Data Form. The system employs a validation mechanism that displays red warning messages until all required fields are completed and properly addressed. Vendors must review their complete quote on the Summary tab and resolve any remaining validation warnings before submitting through the PHLContracts.phila.gov platform. The checklist serves as a procedural guide rather than containing specific contract details, pricing information, or award-related data.
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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 .