Seller SOP Checklist B2727624.pdf
PDF 231 KB Posted
- Attached to
- DOCUMENT CONTROL & AUDIT TRACKING SOFTWARE
- Solicitation number
- B2727624
- Issued by
- Pennsylvania
About this file
This is a Seller Standard Operating Procedure (SOP) Checklist for Small Purchases issued by the City of Philadelphia Procurement Department through the PHLContracts platform. The checklist outlines the step-by-step process that vendors must follow to submit quotes for the Document Control & Audit Tracking Software micro purchase opportunity in Pennsylvania. The micro purchase will be awarded as a whole or by line item, whichever serves the City's best interest, to the lowest responsive and responsible bidder. All items must be quoted by sellers to be eligible for award. The contract period runs from July 1, 2026, through June 30, 2027. Vendors are instructed not to deliver or provide services until officially notified by the department.
The checklist requires vendors to complete thirteen sequential steps within the PHLContracts system, including confirming seller role status, selecting Local Business Entity (LBE) certification status (though the LBE Program does not apply to small purchases), entering unit costs for all items, answering mandatory questions, accepting terms and conditions, and submitting required attachments. Critical requirements include the executed Consent & Authorization form, which must be on file in the vendor profile or attached to the quote submission, and any optional LGBTQ Applicant Opportunity Data Form. Vendors must address all validation warnings before submission and review their complete quote on the Summary Tab prior to final submission through the PHLContracts 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 .