Tokay Software Renewal

The City of Philadelphia Water Department is seeking quotes for Tokay Software renewal under a micro purchase solicitation due September 7, 2026, with award on a sole-source basis to Aquatic Informatics, Inc. (AQI), the exclusive developer and provider of Tokay Software.

AQI is the sole developer and authorized distributor of the Tokay suite of proprietary software products for data management of backflow and cross-connection control programs. AQI, a 100% owned subsidiary of publicly traded Veralto Corporation, is the only organization permitted to provide Tokay Software, implementation services, training, and support.

The micro purchase 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 quote all items to be eligible for award. The contract term is 365 days from the effective date with no extensions permitted. All products and services must be delivered FOB Destination Point at quoted prices, net and exclusive of taxes. The City is exempt from federal excise, transportation, and Pennsylvania sales and use taxes.

The solicitation carries a micro purchase ceiling not to exceed $45,000, adjusted annually by the CPI-U percentage increase from January 1, 2020 and rounded to the nearest $1,000. Quotations must remain valid for 60 days from submission. All quotes must be submitted electronically through PHLContracts with a completed Consent and Authorization Agreement; the City will not consider quotes without this executed form.

An executed contract addendum between the City and Aquatic Informatics, dated September 2, 2026, establishes governing terms including a liability cap at the greater of $100,000 or two times the total contract amount, with carve-outs for bodily injury, property damage, intellectual property infringement, and data loss or breach. The contract is subject to the Pennsylvania Political Subdivision Tort Claims Act. Sellers must maintain general liability insurance with a $500,000 per occurrence limit and workers' compensation at statutory limits. Payment is due within sixty days of invoice submission.

Submission of the voluntary LGBTQ Applicant Data Form is optional. Vendors must comply with all Philadelphia tax ordinances and ethics requirements, including disclosure of financial interests held by current City employees or officials.