Seller_SOP_Checklist_B2727551.pdf
PDF 159 KB Posted
- Solicitation number
- B2727551
- Issued by
- Pennsylvania
About this file
This document is a Seller Checklist for Small Order Purchases issued by the City of Philadelphia Procurement Department through the PHLContracts platform. The checklist outlines the procedural steps required for vendors submitting quotes on small order purchases, including a specific micro purchase opportunity for Transportation Support for the Rebuild Workforce Development Program in Pennsylvania. Vendors must complete all required tabs within the PHLContracts system, including the General Tab where they confirm their seller role and Local Business Entity (LBE) status, the Items Tab where unit costs are entered, the Questions Tab where mandatory questions are answered, and the Terms & Conditions Tab where attachments are downloaded and terms are accepted. The award will be made as a whole or by line item, whichever serves the City's best interest, to the lowest responsive and responsible bidder. Importantly, sellers must quote all items to be eligible for award, and services must not commence until formal notification is received from the department.
The checklist requires vendors to maintain a valid Consent & Authorization form in their vendor profile; quotes will not be considered without this documentation on file. Additional documentation requirements include completion of all mandatory attachments and optional forms such as the LGBTQ Applicant Opportunity Data Form. Vendors must review their submitted quotes for red validation warnings on the Summary Tab before final submission through the PHLContracts portal at www.PHLContracts.phila.gov. The process emphasizes the importance of using the "Save & Continue" function on every tab to ensure proper submission and to avoid losing work in progress.
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Text version
CITY OF PHILADELPHIA
PROCUREMENT DEPARTMENT
PHLContracts Seller Checklist for Small Order 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 Order 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 .