Vinyl envelopes

This is a micro purchase procurement issued by the City of Philadelphia Free Library's Special Collections Division for the supply of vinyl envelopes, with bids due on March 26, 2026. The procurement will be awarded as a whole or by line item, whichever is in the best interest of the City, to the lowest responsive and responsible bidder. Vendors must submit complete bids quoting all items to be eligible for award consideration and must provide comprehensive item specifications detailing brand and model numbers with their bids; if alternate products are proposed, vendors must submit supporting documentation justifying the alternatives. All pricing must include assembly costs and shipping charges and remain firm for 60 days from submission or throughout the contract term. Deliverables should be directed to Bill Robinson at the Special Collections Division, 1901 Vine Street, Room 203 (Upper Level), Philadelphia, PA 19103, with contact information at (215) 686-8655 or robinsonb@freelibrary.org. Vendors must not deliver products or provide services until receiving official written notification from the City department. The contract term extends for 365 days from the effective date with automatic termination at the conclusion of this period.

The City of Philadelphia has not designated this procurement as subject to set-aside provisions for disadvantaged enterprises, though vendors are invited to voluntarily complete the LGBTQ Applicant Data Form to self-identify as LGBTQ-owned businesses or indicate certifications through the National LGBT Chamber of Commerce or other third-party agencies; submission of this form is entirely optional and does not affect bid eligibility. All quoted prices must be submitted electronically through the PHLContracts eProcurement platform, must be net and exclusive of taxes, and deliveries must be FOB Destination Point. Sellers must maintain Workers' Compensation insurance at statutory limits, General Liability coverage of $500,000 per occurrence, and Automobile Liability coverage of $300,000 per occurrence, and must certify compliance with all applicable laws, nondiscrimination requirements, and that neither they nor their parent or subsidiary companies are indebted to the City for delinquent taxes or other obligations. No incumbent vendors or current contractors are identified in the procurement documents. The total contract value cannot exceed $43,000, which is adjusted annually by the CPI-U percentage increase from January 1, 2020, rounded to the nearest $1,000. Vendors must submit a signed Consent and Authorization Agreement prior to the bid closing deadline, either by attaching a scanned copy to their vendor profile during registration or including it as an attachment to their first submitted quote; for questions regarding submission requirements, vendors should contact the Philadelphia Procurement Department at PHLContracts@phila.gov or (215) 686-4755, 686-4720, or 686-4721.