Document control & audit tracking software

The City of Philadelphia is soliciting quotes for Document Control & Audit Tracking Software under a micro purchase with quotes due July 28, 2026, and a contract period of July 1, 2026 through June 30, 2027. The LBE Program does not apply to this micro purchase, though vendors may voluntarily submit LGBTQ business demographic data.

This is a requirements contract awarded to the lowest responsive and responsible bidder. The City reserves the right to reject any or all quotes, accept quotes from multiple sellers, and award by line item at its discretion. Sellers must quote all items to be eligible for award and must not submit more than one quote for the same products or services. All quotes must remain valid for 60 days from submission or throughout the contract term.

The total contract value shall not exceed $45,000, adjusted annually by the percentage increase in the Consumer Price Index for All Urban Consumers (CPI-U) from January 1, 2020, rounded to the nearest $1,000. For requirements contracts, purchase orders issued individually or in aggregate cannot exceed this maximum value, and the seller is responsible for monitoring orders to ensure compliance.

Quotes must be submitted electronically through the PHLContracts platform. A duly completed and signed Consent and Authorization Agreement must be on file in the vendor profile or attached to the quote submission at the time of vendor registration. Signature requirements vary by company structure: corporations require signatures from both President or Vice President and Secretary or Treasurer; LLCs, partnerships, and sole proprietorships require signatures from partners, owners, or other duly authorized signers. Prices must be quoted on a net basis, FOB Destination Point, exclusive of federal excise, transportation, and Pennsylvania sales and use taxes. Payment is made via electronic deposit only after City approval of delivered products or services and submission of invoices. Successful sellers must maintain general liability insurance of $500,000 per occurrence, workers' compensation at statutory limits, and automobile liability of $300,000 per occurrence, with the City named as additional insured.