time clocks and time clock supplies

The City of Philadelphia is soliciting micro-purchase quotes for time clocks and time clock supplies for the Philadelphia Water Department, with quotes due November 13, 2026, on a sole-product basis limited to Lathem 400E equipment and supplies. A Philadelphia Water Department memorandum dated November 7, 2026 justifies the single-brand requirement, stating that alternative brands failed to meet specifications for punch alignment, employee volume capacity, and overlapping punch prevention. The City prohibits substitutions.

The scope covers eight Lathem 400E-KIT standalone time clock units, 5,000 Lathem E14 timecards, and 16 Lathem 400E replacement ribbons (part VIS6004). The equipment replaces non-functioning Kronos hardware, operates completely offline, and must remain compatible with the department's One Philly payroll system. The justification cites the elimination of recurring Software-as-a-Service subscription fees and licensing costs as the basis for cost-effectiveness.

The contract maximum is $45,000, adjusted annually by the percentage change in the CPI-U from January 1, 2020, and rounded to the nearest $1,000. This is a requirements contract with a term not exceeding 365 days from the Effective Date. The City will award to the lowest responsive, responsible seller, either as a whole or by line item, and sellers must quote all items to be eligible. Sellers may not deliver until the department provides notice. Products are delivered FOB Destination Point, and prices must be quoted net of the City's exempt federal excise, transportation, and Pennsylvania Sales and Use Taxes. Payment follows delivery and City approval by electronic deposit.

Quotes must be submitted through PHLContracts by an authorized representative, and quotes will not be considered without an executed Consent and Authorization Agreement on file. Quoted prices remain valid for 60 days from submission or throughout the contract term. Sellers must maintain Workers' Compensation at statutory limits, General Liability of $500,000 per occurrence, and Automobile Liability of $300,000 per occurrence. Sellers must also certify that they and their parent and subsidiary companies carry no delinquent City tax, lien, or judgment debts. Sellers declare Local Business Entity status in the portal, and the optional LGBTQ Applicant Data Form is voluntary.