Desktop Document Scanner FY27

The City of Philadelphia Procurement Department is soliciting bids for desktop document scanners under micro purchase procedures, with bids due July 21, 2026. The award will be made to the lowest responsive and responsible bidder on a whole-contract or line-item basis at the City's discretion; sellers must quote all items to be eligible for consideration.

This is a competitive micro purchase under Pennsylvania state or local procurement rules. The Consent and Authorization Agreement is a mandatory prerequisite — vendors must submit a fully executed agreement prior to bid closing, either attached to their PHLContracts.phila.gov vendor profile at registration or included with their first quote submission. The City strongly recommends profile attachment at registration to streamline administration for future opportunities. Electronic scans are accepted as equivalent to original signatures. Signature requirements vary by entity type: corporations require signatures from a President or Vice President and a Secretary or Treasurer; limited liability companies, partnerships, and sole proprietorships require signatures from authorized partners or owners.

The procurement process is conducted entirely through PHLContracts, the City's eProcurement platform. All vendors are responsible for their own platform access and account security; the City disclaims warranties regarding platform quality, accuracy, or security. Designated Seller Administrators maintain account access and password confidentiality. Any individual submitting a quote through a vendor account is deemed authorized to bind the company to that quote's terms.

Bidders must reference the Seller's Specification Checklist to understand all technical and operational requirements for the scanners. No delivery or services are permitted until the department issues formal notification of award.

Contact information: Procurement Customer Service at PHLContracts@phila.gov, 215-686-4755, 215-686-4720, or 215-686-4721.