Seller SOP Checklist B2727883.pdf
PDF 189 KB Posted
- Solicitation number
- B2727883
- Issued by
- Pennsylvania
About this file
This is a Seller Standard Operating Procedure (SOP) Checklist for the City of Philadelphia Procurement Department's PHLContracts platform, applicable to small purchase solicitations. The document provides step-by-step guidance for vendors submitting quotes for micro purchases, including the IFSTA Hazardous Materials for First Responders, 6th edition, print procurement. Vendors must complete all required tabs within the system to submit a responsive bid, including the General Tab (confirming seller role and Local Business Entity status), Items Tab (entering unit costs), Questions Tab (answering mandatory inquiries), Terms & Conditions Tab (reviewing and accepting bid terms), Attachments Tab (submitting required documentation), and Summary Tab (reviewing and submitting the final quote). 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, and all items must be quoted to maintain bid eligibility. No delivery or services should commence until official notification from the department.
Submission requirements include a mandatory Consent & Authorization form, which must either be on file in the vendor's profile or attached to the quote; bids lacking this documentation will not be considered. Vendors are encouraged to complete the optional LGBTQ Applicant Opportunity Data Form and may attach additional documents supporting their quote. The procurement emphasizes the importance of clicking "Save & Continue" on every tab to ensure proper submission and to address any red validation warnings before final quote submission through the PHLContracts portal at www.PHLContracts.phila.gov.
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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 .