SUBJECT/RECOMMENDATION:
Title
Approve a purchase order to Cale America, d/b/a Flowbird, of Clearwater, FL, for the purchase of direct replacement of 50 multi-space parking kiosks, in an amount of $334,810.15, pursuant to Clearwater Code of Ordinances Section 2.563 (1)(d), non-competitive purchase; authorize the trade-in of the damaged meters in accordance with Code of Ordinance Section 2.623(7)(e), trade-in, and authorize the appropriate officials to execute same. (consent)
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SUMMARY:
The Parking Division has 94 Flowbird parking kiosks. The majority of those are located on Clearwater Beach to accept parking payments at our parking lots and on-street parking locations. Hurricane Helene damaged 65 of these kiosks and rendered them inoperable. These kiosks are essential for collecting parking fees at the beach as they account for approximately 70% of total parking payments
On November 15, 2024, the City Manager approved the purchase of 15 replacement kiosks for $98,490.00 to address immediate needs at key locations. The approval also included trading in 15 damaged kiosks, totaling $8,850.00, which will be applied to the purchase, reducing the total cost to $89,640.00.
Approval is now requested to purchase an additional 50 replacement kiosks to fully restore the City’s parking system at a cost of $334,810.15. It is further requested to authorization the trade in of the 50 damaged kiosks, following Section 2.623(7)(e) - Trade-in, with a total trade-in value of $50,775.00, reducing the final payment to $284,035.15.
The purchase of these additional kiosks falls under City Code Section 2.563(1)(d) - Impractical, as the kiosks are standardized equipment. Flowbird is the sole provider of proprietary software and hardware compatible with the City’s existing system. Switching vendors would be impractical and costly, requiring new software, equipment, and infrastructure incompatible with the undamaged Flowbird kiosks. Additionally, such a change would void the City’s current warranty and back-office support agreement.
Although not utilizing the piggyback exemption, the proposed pricing is based on the National Cooperative Purchasing Alliance (NCPA) Region XIV Education Service Center Contract #158971, which was recently awarded on November 15, 2024.
APPROPRIATION CODE AND AMOUNT:
3357335-546300-D2402 $334,810.15
This purchase order will be coded to special program project 181-D2402, Helene, with reimbursement anticipated from FEMA. Parking Enterprise Fund revenues will cover the cost of the purchase until reimbursement is received.
STRATEGIC PRIORITY:
1.2: Maintain public infrastructure, mobility systems, natural lands, environmental resources, and historic features through systematic management efforts.
1.3: Adopt responsive levels of service for public facilities and amenities, and identify resources required to sustain that level of service.
1.5: Embrace a culture of innovation that drives continuous improvement and successfully serves all out customers.
2.3: Promote Clearwater as a premiere destination for entertainment, cultural experiences, tourism, and national sporting events.
4.2: Adopt renewable resource usage and waste reduction practices to ensure a vibrant City for current and future generations.
