Vendor Information Form Instructions May 2026.docx

21 KB Posted

Attached to
ADA MENTOR PROTEGE PILOT PROGRAM
Solicitation number
B2727161
Issued by
Pennsylvania

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This document is a Vendor Information Form instruction guide issued by the City of Philadelphia, applicable to vendors seeking to participate in the ADA Mentor Protege Pilot Program in Pennsylvania, with an estimated engineer's budget of $1,000,000.00 to $2,000,000.00 and a bid processing fee of $200.00. The instructions establish requirements for both new and existing vendors to complete and submit the Vendor Information Form with current organizational details including legal entity name, Federal Tax ID (EIN), DBA if applicable, and current registration statuses. All vendors must provide a signed W9 dated within the past six months, and existing vendors must also document any former information previously submitted to the City in a designated column on the form.

The form requires vendors to complete multiple business registration sections addressing City of Philadelphia Local Business Entity (LBE) status, U.S. Small Business Administration program participation (Small Business Enterprise, Small Disadvantaged Business, and 8(a) Business Development Program), and PHLContracts registration status. Additionally, vendors must provide comprehensive address and contact information including corporate address, mailing address, payment address, primary and secondary contact names with phone numbers and email addresses, and business website if applicable. Completed forms and all required attachments must be submitted to pvcoop@phila.gov for processing and consideration in the contract opportunity.

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Vendor Information Form – Instructions

1. Complete the “Current Information” Column All vendors, new or existing- must complete the Current Information column on both pages of the form. This section must reflect your organization as it exists today and include:

· Legal name of the entity (must match Line 1 of the W‑9)

· Federal Tax ID (EIN)

· Disregarded entity details, if applicable

· DBA (Doing Business As), if applicable

· Registration statuses (LBE, SBA categories, PHLContracts)

2. Instructions for New Vendors *If you are submitting the Vendor Information Form for the first time:

· Complete only the Current Information column.

· *Note- organization Information must match a signed W‑9 dated within the past 6 months.

· Submit the W‑9 with this form dated within the past 6 months.

3. Instructions for Existing Vendors **If you are already registered as a vendor with the City of Philadelphia:

· Enter all up‑to‑date details in the Current Information column.

· Only information that reflects your current status should appear in this column.

· Use the Former Information column to list any information previously provided to the City.

· Organization Information must match a signed W‑9 dated within the past 6 months.

· Submit the W‑9 with this form dated within the past 6 months.

4. Business Registration Sections

· City of Philadelphia – Local Business Entity (LBE):

Indicate “Yes” or “No” in both the Current and Former Information columns.

· U.S. Small Business Administration (SBA) Programs:

· Small Business Enterprise (SBE)

· Small Disadvantaged Business (SDB)

· 8(a) Business Development Program

· PHLContracts Registration:

Indicate whether your business is registered in PHLContracts.

5. Address & Contact Information Requirements

· Corporate Address Provide the legal business address (street, suite, city, state, zip).

· Mailing Address Where general correspondence should be sent; may differ from corporate address.

· Payment Address Specify the address where payments should be mailed (e.g., lockbox or finance office).

· Vendor Contact Information

· Primary Contact: Name, phone number, email

· Secondary Contact: Backup contact when the primary is unavailable

· Website Provide your business website, if applicable.

6. Submitting the Form Submit the completed form and required attachments, including W‑9 to: pvcoop@phila.gov

File details come from the government source that posted it. Updated .