Seller_SOP_Checklist_V5 - Bid -B2626630.pdf
PDF 189 KB Posted
- Attached to
- NC COLL CARE X3 2026
- Solicitation number
- B2626630
- Issued by
- Pennsylvania
About this file
This is a seller checklist and procedural document from the City of Philadelphia Procurement Department for small purchases submitted through the PHLContracts platform, related to a micro purchase opportunity titled "NC COLL CARE X3 2026" in Pennsylvania. The document outlines the step-by-step submission requirements for vendors bidding on this opportunity, which will be awarded as a whole or by line item—whichever serves the City's best interest—to the lowest responsive and responsible bidder. Sellers must quote all items to be eligible for award consideration. The document specifies that vendors must not deliver or provide services until receiving formal notification from the department and must submit item specifications with their bids, with pricing to remain firm for the designated hold period.
The submission process requires vendors to complete multiple tabs within the system: confirming seller role status, selecting Local Business Entity (LBE) certification status, entering unit costs for each line item, answering mandatory questions, accepting terms and conditions, and submitting all required attachments. Critical requirements include submission of an executed Consent & Authorization form, which must be on file in the vendor's profile for the quote to be considered, and completion of any department-specific attachments. Vendors have the option to submit an LGBTQ Applicant Opportunity Data Form. All validation warnings must be resolved before 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 .