How to bid on Vehicle Condition & Repair Reports for the City of Philadelphia

What the City of Philadelphia is buying

The City of Philadelphia needs 960 books of three-part carbonless vehicle condition and repair reports. These will be supplied as 20 cases. The forms require specific colors (pink, white, canary), 7-digit consecutive numbering in red, and marginal words in red.

The books must have manila wrap covers, scored and folded, with specific printing, stapling, and tape wrap booking details. Each book will contain 50 sets. This is a flat printing purchase, and vendors should note the detailed specifications for the forms and covers.

Key dates and what happens at the deadline

This solicitation was published on September 12, 2026. The deadline for submissions is September 21, 2026, at 10:00 AM ET. All quotes must be submitted before this time.

The City of Philadelphia will award this purchase as a whole or by line item, based on what is in the City's best interest. The award will go to the lowest responsive and responsible bidder. Do not deliver or begin work until the City provides official notice.

Who this opportunity suits

This opportunity is suitable for printing companies or suppliers specializing in custom business forms, carbonless forms, and report books. Firms with experience in flat printing and meeting precise specifications for paper, ink, numbering, and binding will find this relevant.

The category for this procurement is supplies, specifically printed materials. Vendors must be able to produce a high volume of specialized forms with exact details as specified by the City.

How to respond to this solicitation

To access the full solicitation documents, you need to go to PHLContracts, the City of Philadelphia procurement portal. The bid's detail page is public and does not require a sign-in to view the documents.

To submit an electronic quote, you will need to register a free vendor account on the PHLContracts portal. If you prefer not to quote electronically, follow the specific submission directions provided within the bid documents. Ensure your submission is complete and sent before the stated deadline.

Tips for preparing a competitive response

Carefully review all specifications for the vehicle condition and repair reports, including paper type, colors, numbering, printing, folding, stapling, and binding. Any deviation from these details could make your bid non-responsive.

Remember that you must quote every item listed in the solicitation to be eligible for an award. Double-check your pricing for all components to ensure accuracy and competitiveness. Clearly state your lead time for production and delivery, understanding that no work should begin until notified by the City.

Ensure your company is registered and in good standing with the City of Philadelphia's procurement system. A complete and accurate vendor profile can streamline the bidding process and prevent delays.