Seller SOP Checklist B2626961.pdf
PDF 231 KB Posted
- Attached to
- GUN CLEANING SUPPLIES & ACCESSORIES
- Solicitation number
- B2626961
- Issued by
- Pennsylvania
About this file
This is a Seller Standard Operating Procedure Checklist for the City of Philadelphia Procurement Department's PHLContracts platform, applicable to small purchases including the Gun Cleaning Supplies & Accessories micro purchase. The checklist outlines the required steps for vendors to submit quotes through the online procurement system. Sellers must complete all designated tabs including General, Items, Questions, Terms & Conditions, Attachments, and Summary sections. The Gun Cleaning Supplies & Accessories procurement requirement is effective from April 23, 2026, through June 30, 2026, and will be awarded as a whole or by line item, whichever serves the City's best interests, to the lowest responsive and responsible bidder. Vendors must quote all items to be eligible for award and shall not deliver or provide services until officially notified by the department.
The procedural requirements mandate that vendors maintain the Seller role (not Seller Admin) in the system, answer all mandatory questions, establish or provide proof of a Consent & Authorization form, and accept the bid's terms and conditions. Vendors must enter unit costs for each listed item and complete any required attachments, with the optional LGBTQ Applicant Opportunity Data Form available for submission. The Local Business Entity (LBE) certification question must be answered although the LBE Program does not apply to small purchases. Validation warnings must be resolved before quote submission, and all documentation must be reviewed and submitted through the PHLContracts.phila.gov platform.
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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 .