Envisionware X25 Kiosks with SideCars

The City of Philadelphia is requesting quotes for Envisionware X25 Kiosks with SideCars under a small order purchase, with quotes due May 29, 2026. The procurement is structured as a sole-source acquisition; EnvisionWare documentation on file establishes the vendor as the sole qualified provider based on exclusive control of source code, software downloads, diagnostic systems, and ongoing support infrastructure for the Free Library of Philadelphia's existing EnvisionWare ecosystem, which currently manages computer reservation systems and public printing services.

Sellers must quote all line items to be eligible for award. The contract will be awarded as a whole or by line item, whichever serves the City's best interest, to the lowest responsive and responsible bidder. The City is not initiating delivery or service provision until formal departmental notification.

The contract term is one year commencing on the effective date specified in PHLContracts, with the option to renew for up to three additional one-year periods, not to exceed four years total. The maximum contract amount is $94,000 annually, adjusted each City fiscal year by the percentage increase in the CPI-U from January 1, 2020, to the most recently published CPI-U and rounded to the nearest thousand dollars. All prices quoted must be net and exclusive of taxes; the City is exempt from federal excise, transportation taxes, and Pennsylvania Sales and Use Tax. All products must be delivered FOB Destination Point.

Quote validity is 60 days from submission. No price or term changes are permitted after bid opening. Successful sellers must maintain workers' compensation at statutory limits, general liability insurance of $500,000 per occurrence, and automobile liability insurance of $300,000 per occurrence. All contracts are governed by Pennsylvania law and subject to Philadelphia's business tax requirements and ethics regulations. Vendors must submit a completed and signed Consent and Authorization Agreement through PHLContracts to ensure quote responsiveness. The City requests but does not mandate completion of an optional LGBTQ Applicant Data Form.