SUBJECT/RECOMMENDATION:
Title
Authorize a purchase order (PO) to Cale America, Inc. d/b/a Flowbird, of Clearwater, FL, for the purchase and installation of Europay, Mastercard, and Visa (EMV) tap-to-pay parking kiosk readers and associated services, in the amount not to exceed $234,812.00; authorize an increase to an existing purchase order for secure gateway services for back-office payment security and transaction processing, in the amount of $15,792.00, increasing the purchase order from $812,005.00 to $827,797.00, pursuant to Clearwater Code of Ordinances Section 2.563(1)(c) Piggyback or Cooperative Purchasing, and Section 2.563(1)(d), Non-Competitive Purchase (Impractical), and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
The Parking Division has partnered with Cale America, Inc. d/b/a Flowbird since 2008 and currently operates 94 Flowbird parking kiosks throughout downtown Clearwater and Clearwater Beach. These kiosks process approximately 50 percent of all public parking revenue. A portion of the proposed purchase utilizes pricing available through Sourcewell Contract 080321-PRK, which is currently effective through October 7, 2026.
EasyPark Group acquired Flowbird Group in January 2025 and subsequently introduced “Arrive” as its customer-facing brand. Cale America, Inc. remains the legal contracting entity, and the branding change does not modify the City’s existing contractual relationship with Cale America.
The proposed purchase will upgrade all 94 existing parking kiosks with Europay, Mastercard, and Visa (EMV) certified tap-to-pay hybrid card readers and integrated 5G communication technology. These upgrades will improve customer convenience by providing faster, contactless payment options while enhancing payment security, ensuring compatibility with current payment technologies, and extending the useful life of the City's existing parking kiosk system.
The requested funding includes a one-time $234,812.00 capital purchase for the kiosk hardware upgrades, covering acquisition and installation of EMV tap-to-pay certified hybrid card readers with integrated 5G modem technology for the City's 94 Flowbird parking kiosks. Of this amount, $184,898.00 is based on Sourcewell Contract 080321-PRK, valid through October 7, 2026. Cale America, Inc., a sister company of Parkeon, Inc., is identified under the Sourcewell contract as also doing business as Flowbird. The remaining hardware cost of $49,914.00 is considered impractical to bid, as these components cannot be independently procured, substituted, or supplied by a third party without impacting system compatibility and functionality.
A recurring operating expense of $15,792.00 for secure gateway services is included as an increase to an existing contract. This service provides certified back-office payment security and transaction processing necessary to process electronic payments and maintain compliance with Payment Card Industry Data Security Standards (PCI DSS) and other applicable payment security requirements. The cost represents $8.00 per kiosk per month for the 94 upgraded kiosks over a 21-month period.
The City currently maintains a support agreement with Cale America with a term from August 1, 2024 through June 30, 2028, with an associated purchase order in the not-to-exceed amount of $812,005.00. The secure gateway services represent an expansion of the existing support services provided under this agreement; therefore, staff recommend increasing the existing purchase order rather than establishing a new agreement.
Flowbird is the manufacturer and sole provider of the proprietary hardware, software, and payment processing technology supporting the City's existing parking kiosk system. Because the upgraded equipment must integrate with the City's existing kiosks and proprietary back-office software, these upgrades and associated secure gateway services can only be provided by Cale America. Utilizing another vendor would create compatibility issues and could require replacement of the City's existing parking kiosk system.
Flowbird will continue to be required for ongoing payment technologies and support services for the City's proprietary parking kiosk system unless the City elects to replace the existing system, which is not considered to be in the City's best interest at this time.
APPROPRIATION CODE AND AMOUNT:
3357335-550400-M2612 - $234,812.00
4351333-530300 - $15,792.00
Funds are available in capital improvement project M2612, Parking Lot Improvements, to fund the purchase and installation of the parking kiosk reader upgrades. Funds for the Secure Gateway services are available in the Parking Division operating budget. The operations and capital improvement projects in the parking operation are funded by parking fund revenues.
STRATEGIC PRIORITY:
1.1 Provide evidence-based measurement tools to continually guide municipal performance and promote accountable governance.
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 our customers.
