Seller_SSE_Checklist_B2626795.pdf
PDF 868 KB Posted
- Attached to
- Service Line Verification Outreach 2026 #1
- Solicitation number
- B2627260
- Issued by
- Pennsylvania
About this file
This is a Seller Checklist document provided by the City of Philadelphia Procurement Department to guide vendors in submitting quotes for Services, Supplies, and Equipment (SS&E) contracts through the PHLContracts system. The checklist outlines a 22-step process that sellers must follow to properly prepare and submit their bids for the Service Line Verification Outreach 2026 #1 micro purchase opportunity in Pennsylvania. All quotes must be submitted electronically through PHLContracts no later than 10:30 AM on the bid opening date, and sellers are required to quote all items to be eligible for award. The contract will be awarded as a whole or by line item, whichever serves the City's best interest, to the lowest responsive and responsible bidder.
The checklist requires sellers to complete multiple prerequisites before submission, including payment of Annual Bid Security Fees, Bid Processing Fees, and Performance Security Fees where applicable. Sellers must acknowledge the bid and all amendments, complete all mandatory questions, enter item pricing, download and accept all terms and conditions without exceptions, and submit required attachments such as executed Consent & Authorization forms, Certificates of Insurance, pricing sheets, MBE/WBE solicitation documentation, and proof of fee payments. The document specifies that sellers must verify their role as "Seller" rather than "Seller Admin," and they must ensure all validation warnings are resolved before final submission. Faxed or mailed quotes will not be accepted, and quotes submitted after the bid opening time will be rejected.
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Text version
CITY OF PHILADELPHIA
PROCUREMENT DEPARTMENT
PHLContracts Seller Checklist Services, Supplies, & Equipment (SS&E)
Seller_SSE_Checklist_V07.xlsx 11/13/2020
*** 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.
Overview
*** 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.
Step 1: Before you submit your quote ensure that you have paid the Annual Bid Security Fee , Bid Processing Fee, and if applicable the Performance Security Fee Annual Bid Security Application (Note: Completed annually)
Click here for the Annual Bid Security Application Or type this URL into your browser: http://www.phila.gov/procurement/aboutus/Pages/Forms.aspx Attach your completed application form to your quote
Paying Fees Click here to pay these fees online Or type this URL into your browser: https://secure.phila.gov/PaymentCenter/AccountLookup/ Click on the appropriate box(es) at the bottom of the page If you paid your fees online be sure to attach your payment receipt(s) to your quote
Step 2: Read the entire bid so that you fully understand all of the requirements. Seller must meet all qualifications and requirements.
Quotes and pricing must be submitted through PHLContracts. Faxed and/or mailed quotes will not be accepted.
All quotes must be submitted through PHLContracts no later than 10:30 AM on the date that the related bid opens Quotes will not be accepted after the bid opening It is the Seller's responsibility to ensure that the quote is submitted in a timely manner
Step 3: Have you acknowledged the bid and all bid amendments?
Creating Quote ‐ Follow these instructions after clicking on the Create Quote button General Tab
Step 4: 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 5: Select Yes if your business is certified as a Local Business Entity (LBE), otherwise select No, then click "Save
& Continue"
CITY OF PHILADELPHIA
PROCUREMENT DEPARTMENT
PHLContracts Seller Checklist Services, Supplies, & Equipment (SS&E)
Seller_SSE_Checklist_V07.xlsx 11/13/2020
Items Tab Step 6: Enter the item pricing for each item listed in the bid
A pricing sheet for completion may be found on the "Terms & Conditions" tab. Enter information from the pricing sheet into the Items tab as instructed in the pricing sheet and item description.
If providing an alternate, please note details in "Alternate Description" box below the line item.
Questions Tab
Step 7: Answer all mandatory questions
Subcontractors Tab If the bid has set participation ranges for inclusion, add subcontractors via the Subcontractors Tab to meet the contract goals
Step 8: Lookup & add vendors for MBE and/or WBE participation.
You can search by vendor name or classification. Click "Save & Exit"
Step 9: Add the dollar value committed to each subcontractor
Terms & Conditions Tab Step 10: Download and save all attachments listed
Step 11: Accept the terms and conditions of the bid Exceptions are not allowed on SS&E contracts
Step 12: Complete any attachments required to be submitted with your quote
Attachments Tab Step 13: 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 14: If applicable, download, complete, and upload the Pricing Sheet
Step 15: Complete any attachments required to be submitted with your quote
Step 16: If applicable, attach a copy of your MBE/WBE solicitations
Step 17: If you completed the Annual Bid Security Application, be sure to attach to your quote
Step 18: Attach payment receipts for fees paid online to your quote.
Step 19: Scan and attach ‐ Certificate of Insurance, Bid Bond when applicable
Summary Tab
Step 20: Review your quote
Step 21: Address any Red validation warnings
Step 22: Submit your quote
File details come from the government source that posted it. Updated .