Seller SOP Checklist B2627166.pdf
PDF 189 KB Posted
- Solicitation number
- B2627166
- Issued by
- Pennsylvania
About this file
This is a seller checklist and procedural guide for small purchases issued by the City of Philadelphia Procurement Department through the PHLContracts platform. The document outlines the stepwise process that vendors must follow to submit quotes for small purchase opportunities with the City of Philadelphia. The checklist requires vendors to navigate multiple tabs within the PHLContracts system, including General, Items, Questions, Terms & Conditions, Attachments, and Summary tabs, ensuring all mandatory fields are completed and validation warnings are resolved before submission. Vendors must confirm their business classification, enter unit costs for all listed items, answer required questions, review and accept terms and conditions, and submit all necessary documentation through the platform at www.PHLContracts.phila.gov.
Critical requirements for quote submission include maintaining the correct Seller role within the system, determining Local Business Entity (LBE) certification status, downloading and saving all provided attachments, and submitting an executed Consent & Authorization form that must be on file in the vendor profile prior to quote consideration. Vendors are also encouraged to submit the optional LGBTQ Applicant Opportunity Data Form. The document emphasizes that all red validation messages must be addressed and cleared before a quote can be submitted, and vendors should review their complete quote on the Summary tab to ensure accuracy and compliance with all procedural requirements.
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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 .