Seller SOP Checklist B2728210.pdf
PDF 231 KB Posted
- Attached to
- TAPE MEASURE
- Solicitation number
- B2728210
- Issued by
- Pennsylvania
About this file
This is a Seller Standard Operating Procedure (SOP) Checklist issued by the City of Philadelphia Procurement Department for small purchases through the PHLContracts portal. The document provides step-by-step guidance for vendors submitting quotes on the PHLContracts.phila.gov platform. The related micro purchase solicitation is for tape measures with a requirements period of July 1, 2026 through June 30, 2027. The award will be made as a whole or by line item, whichever is in the best interest of the City, to the lowest responsive and responsible bidder. Sellers must quote all items listed to be eligible for award and should not deliver or provide services until officially notified by the department.
The checklist outlines twelve sequential steps vendors must complete to submit a compliant quote, beginning with ensuring proper seller role assignment and proceeding through completion of the General, Items, Questions, Terms & Conditions, Attachments, and Summary tabs. Vendors must enter unit costs for each item, answer all mandatory questions, accept terms and conditions, and submit all required attachments including an executed Consent & Authorization form, which is mandatory for quote consideration. Optional attachments include the LGBTQ Applicant Opportunity Data Form. The Local Business Entity (LBE) certification question must be answered despite the LBE Program not applying to small purchases. Vendors must review their complete quote for red validation warnings before final submission to ensure compliance with all procurement 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 .