FY26 Tokay Software Renewal

The City of Philadelphia is soliciting quotes for the FY26 Tokay Software Renewal, a micro purchase opportunity posted on April 27, 2026, with a due date of May 4, 2026. This procurement involves the renewal of Tokay software, which based on the supporting documentation relates to a Water Information Management System (WIMS) solution exclusively developed and operated by Aquatic Informatics, a subsidiary of Veralto Corporation. 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. Sellers must submit quotes for all items to be eligible for award consideration and are prohibited from delivering services or products until officially notified by the City. All quotes must be submitted electronically through the PHLContracts eProcurement platform with a completed and signed Consent and Authorization Agreement prior to bid closing. Quoted prices must remain valid for 60 days from submission, and all products and services must be delivered FOB Destination Point at net prices exclusive of taxes, as the City is tax-exempt. The contract term is automatically 365 days from the effective date and will terminate without notice at the end of that period.

The procurement is structured as a micro purchase under $43,000 (adjusted annually by CPI-U increases) with no specific set-aside designations or restrictions limiting bidder eligibility based on business classification or disadvantaged enterprise status. However, the City encourages voluntary submission of the LGBTQ Applicant Data Form for diversity and inclusion tracking purposes, though this submission is entirely optional and does not affect bid evaluation. Sellers must demonstrate the lowest responsive and responsible bid while maintaining minimum insurance coverage including Workers' Compensation at statutory limits, General Liability of $500,000 per occurrence, and Automobile Liability of $300,000 per occurrence, with the City named as an additional insured. The sole source justification provided by Aquatic Informatics indicates that this software renewal is proprietary, with Aquatic Informatics serving as the exclusive authorized provider of WIMS software, implementation, training, and technical support, suggesting limited competitive alternatives. All contracts are governed by Pennsylvania law with jurisdiction in the Court of Common Pleas of Philadelphia County, and sellers must certify non-indebtedness to the City and compliance with all applicable laws and nondiscrimination provisions.