PWD Memo Justification for timeclocks and supplies as a sole product B272841.docx

Benjamin C. Jewell, Commissioner

MEMORANDUM

DATE: 11/7/2026

TO: Procurement Department FROM: Joseph McAninley Water Conveyance Superintendent CC: Contracts Audit Supervisor, Philadelphia Water Department RE: Justification Memo for the purchase of Time Clocks, Cards and Ribbons Lathem 400E Electronic Time Recorder

Product: Lathem 400E-top feed time clock bundle model/SKU:400E-KIT (also referenced as LTH400EKIT) Quantity: 8

Product: Lathem E14 Timecards Quantity: 5000

Product: Lathem 400E replacement ribbon part #VIS6004 Quantity: 16

Procurement Justification: Transitioning to Standalone Lathem Time Clocks Approval is needed to purchase standalone Lathem time clocks to replace our current, non-functioning Kronos hardware. While department preference is to utilize existing equipment, the Kronos units cannot be repaired without entering into a costly, recurring software service subscription.

Switching to the Lathem standalone system is the most cost-effective and efficient solution for our specific workflow due to the following reasons:

· Eliminates Double-Billing: Our payroll and time tracking are already fully handled by One Philly. Kronos requires a secondary, ongoing "Software as a Service" (SaaS) subscription just to keep their hardware active. Utilizing Lathem removes this redundant software expense entirely.

· Zero Ongoing Fees: The Lathem clock is a one-time hardware purchase with no monthly fees, licensing costs, or service contracts forever.

· Zero IT/Network Dependability: Unlike cloud-reliant digital systems, Lathem clocks operate completely offline. They are immune to network drops, server glitches, or internet outages, ensuring zero downtime for our operations.

· Maintains Our Existing Workflow: Because our timekeeper already manually input raw hours directly into One Philly, the unalterable physical paper trail provided by Lathem gives her exactly what she needs without digital headaches.

By making a small, one-time investment in Lathem hardware today, we will permanently eliminate recurring vendor subscription fees while securing a foolproof, zero-maintenance time-tracking solution.

Procurement Justification – No Substitutions Permitted The specified Lathem products are required to ensure compatibility, consistency, and uninterrupted operation of our standalone timekeeping system. Other time clock brands and models were evaluated but did not meet our operational specifications due to issues with punch alignment, the number of employees that could reliably utilize each clock and overlapping employee punches. These issues could result in inaccurate time records, employee punch errors, and additional administrative work.

The Lathem 400E time clocks, E14 timecards, and VIS6004 replacement ribbons are specifically designed to work together and meet our department's timekeeping requirements. Purchasing the exact specified products will ensure proper alignment, accommodate our employee volume, prevent overlapping punches, and maintain accurate and reliable time records.

Substituting these products with alternate brands or models could reintroduce the issues identified during our evaluation and compromise the effectiveness of our timekeeping process.

For these reasons, no substitutions will be accepted. The exact products, models, part numbers, and specifications listed are necessary to ensure the successful implementation and continued operation of our standalone timekeeping system.

Thank you for consideration and approval.

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