Seller SOP Checklist B2627019.pdf
PDF 231 KB Posted
- Attached to
- TONER CARTRIDGES AND DRUMS
- Solicitation number
- B2627019
- Issued by
- Pennsylvania
About this file
This is a Seller SOP Checklist for Small Purchases issued by the City of Philadelphia Procurement Department through the PHLContracts platform. The document outlines the procedural requirements for vendors submitting quotes for a micro purchase of toner cartridges and drums in Pennsylvania. The contract period runs from April 29, 2026 through June 30, 2026. Sellers must quote all items listed in the bid to be eligible for award, and the City reserves the right to award the micro purchase as a whole or by individual line item, depending on which approach best serves the City's interests. No delivery or services should commence until the vendor receives formal notification from the department.
The checklist establishes a systematic submission process requiring vendors to complete multiple tabs and steps within the PHLContracts system. Key submission requirements include confirming seller role status, declaring Local Business Entity (LBE) certification status, entering unit costs for each item, answering all mandatory questions, accepting terms and conditions, and providing an executed Consent & Authorization form—a prerequisite document without which no quote will be considered. Vendors must also complete any required attachments and may optionally submit an LGBTQ Applicant Opportunity Data Form. The award will be made to the lowest responsive and responsible bidder. All validation warnings must be addressed before submission, and vendors should carefully review their completed quote on the Summary tab prior to final submission through the PHLContracts portal.
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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 .