Seller SOP Checklist B2727420.pdf
PDF 231 KB Posted
- Attached to
- FLAGS
- Solicitation number
- B2727420
- Issued by
- Pennsylvania
About this file
This is a Seller Standard Operating Procedure (SOP) Checklist for the City of Philadelphia Procurement Department's small purchases program conducted through the PHLContracts platform. The document provides step-by-step guidance for vendors submitting quotes for a FLAGS micro purchase opportunity with a contract term of July 1, 2026 through June 30, 2027. Sellers must quote all items to be eligible for award, and the micro purchase will be awarded as a whole or by line item, whichever serves the City's best interests, to the lowest responsive and responsible bidder. No delivery or services should commence until official notification is received from the requesting department.
The submission process requires vendors to complete multiple tabs within the PHLContracts system, including providing unit costs for each listed item, answering mandatory questions, and accepting terms and conditions. All vendors must have an executed Consent & Authorization form on file in their vendor profile; quotes without this documentation will not be considered. Vendors should indicate whether they are certified as a Local Business Entity (LBE), though this designation does not apply to small purchases but is required to proceed. Optional documentation includes an LGBTQ Applicant Opportunity Data Form. Vendors must ensure they are logged in under the Seller role rather than Seller Admin role, review all validation warnings before submission, and save progress at each step to avoid losing information.
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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 .