Small Equip Repair

The City of Philadelphia is soliciting quotes for small equipment repair services through a requirements-based micro purchase on PHLContracts, with quotes due November 12, 2026. The micro purchase threshold is $45,000, adjusted annually by the CPI-U from January 1, 2020. The LBE Program does not apply to small order purchases, but sellers must answer the LBE certification question on the General Tab to proceed.

Sellers must quote all items to be eligible for award. The City will award the micro purchase as a whole or by line item, whichever is in its best interest, to the lowest responsive and responsible bidder, and it reserves the right to reject any and all quotes and accept quotes from multiple sellers. Sellers must not deliver or provide services until the department notifies them. Pricing must be quoted FOB Destination and exclusive of taxes, and payment is contingent on delivery and City approval. Quotes are valid for 60 days or throughout the contract term for requirements contracts. The contract term runs 365 days from the effective date listed in PHLContracts and terminates automatically without further notice.

Before the bid closing deadline, sellers must submit an executed Consent and Authorization Agreement, either attached to their vendor profile or included with their first quote. The Seller Administrator must then mark the Consent and Authorization Agreement Confirmation category as "Yes." A quote without this documentation may be deemed non-responsive. Corporations require signatures from a President or Vice President and a Secretary, Assistant Secretary, Treasurer, or Assistant Treasurer. Sellers must also certify they and their parent and subsidiary companies are not indebted to the City for delinquent taxes or other obligations.

Required insurance includes statutory workers' compensation, general liability of $500,000 per occurrence, and automobile liability of $300,000 per occurrence, with the City named as an additional insured. The seller must indemnify the City against claims arising from its breach, negligence, or infringement of proprietary rights, and all delivered reports and materials become the City's sole property. The submission checklist lists thirteen steps, including unit costs for all items and acceptance of the Terms and Conditions. The optional LGBTQ Applicant Opportunity Data Form is also available for submission.