Seller SOP Checklist B2626869.pdf
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- Test Scoring Sheets
- Solicitation number
- B2626869
- Issued by
- Pennsylvania
About this file
This is a Seller Standard Operating Procedure (SOP) Checklist issued by the City of Philadelphia Procurement Department for small purchases through the PHLContracts platform. The checklist outlines the 13-step process that sellers must follow to submit a quote for a micro purchase opportunity that will be awarded to the lowest responsive and responsible bidder. Sellers are required to quote all items listed in order to be eligible for award, and the City reserves the right to award the purchase as a whole or by individual line item, whichever serves the City's best interests. The document emphasizes that sellers must not deliver goods or provide services until officially notified by the requesting department.
The submission process requires sellers to complete multiple tabs within the PHLContracts system, including providing unit costs for each item, answering all mandatory questions, accepting terms and conditions, and submitting required attachments. A critical requirement is the submission of an executed Consent & Authorization form; quotes will not be considered without this document on file. Sellers are asked to indicate their Local Business Entity (LBE) certification status, though the LBE Program does not apply to small purchases. The checklist also encourages optional submission of the LGBTQ Applicant Opportunity Data Form. Sellers must review all downloaded attachments, address validation warnings before submission, and utilize the "Save & Continue" function on every tab to avoid losing their work during the quote preparation process.
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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 .