RFP_2026_draft_v1.0.docx

RFP – Replacement – PCR Parking Management System v1.0 Scope of Services

I. BACKGROUND

Pinellas County Parks and Conservation Resources invites all qualified vendors to submit proposals to provide the County with a complete, all-in-one parking enforcement solution that can manage the current parking environment and be expandable to accommodate additional services as the County’s parking requirements change. Parking enforcement solutions should include mobile payment for parking, citation management, digital permits for parking, payment processing, and license plate recognition. Complete specifications and details for all software and hardware are included herein.

Pinellas County currently manages over 5,400 parking spaces, which require user fees. The proposed parking enforcement requires the software/hardware for counting and monitoring occupied/available parking. Parking enforcement requires a cloud-based program accessible from a hand-held device that will interface with the current software and provide a full enforcement suite of services. The system provided should also interface with the County’s current parking software and hardware, which includes paid parking (pay by plate), License Plate Recognition software/hardware, and parking permits. Current software and hardware include Cale by Flowbird pay stations, Text to Pay, and ParkMobile.

Detailed information for all fee spaces, including maps, rates, and hours of enforcement, is available at https://pinellas.gov/beach-and-boat-ramp-parking

II. OVERVIEW PARKING ENFORCEMENT– HARDWARE AND SOFTWARE SUITE

The parking enforcement system must include, but not be limited to, the following:

A. Provide a fully integrated and hosted citation management and processing system with Digital Permits.

B. Configure Citation processing with the County’s business rules on aging and ticket life cycle processing.

C. Cloud-based software accessible from a handheld device that is easily configured by the selected Vendor support team, with options and settings that are customizable for a wide array of parking operations.

D. Parking Enforcement system will integrate with ParkMobile and Cale pay stations and the pay-by-plate system for real-time validation on handheld devices.

E. Provide all handheld devices and wireless Bluetooth printers with accessories. All-in-one units would be preferred.

F. Provide Mobile (in-car) Automatic License Plate Recognition (ALPR) system to be installed in vehicles to be purchased by the County of Pinellas (installed and maintained by vendor) G. System components shall be expandable, meaning the number of workstations, devices, components, or subsystems on the network will be unlimited.

H. Provide full enforcement solutions, including citation issuance, data management, noticing, enforcement, and appeal processing.

I. Allow a user to void, amend, or reprint a citation. (allow for management-level users only) J. Ability for fine escalation and late fee assessment.

M. Include time, date, and GPS coordinates in the case file.

N. The parking management system shall be able to manage access and revenue control data in the same system as the enforcement data.

O. Provide unique customer tracking with the ability to identify duplicate records, provide the ability to send customer notices or statements, track user history including enforcement actions, and accept online payments.

P. Provide access to the State of Florida DMV retrieval service. (Vendor Service – Rangers don’t need this access.)

Q. Identify repeat offenders as well as any outstanding fines.

R. Must be able to integrate with existing software. History from current vendor -IPS S. Produce predefined reports of relevant parking operations and activities with the ability to customize reports to specific queries.

T. Identify service levels and methodology for user support services:

U. Include information about data retention capabilities. The County desires five (5) years of data retention and the rights to maintain copies of all data, as requested, and transfer history to future vendors. (not including LPR).

III. MOBILE PAYMENTS

The vendor should be able to provide services and license software, including all web and mobile applications and related documentation necessary for the Customer to operate a mobile payment for parking program (“MPP”) which allows all parking customers in any parking facilities owned or managed by Customer (the “Premises”) the ability to pay for parking using a smartphone application or mobile web application.

IV. CITATION MANAGEMENT PLATFORM

Vendor to provide services and license all software, including all web and mobile applications and related documentation, necessary for Customer to operate the comprehensive management plan (CMP), which allows Customer’s parking enforcement officers in any or all parking facilities owned or managed by Pinellas County the ability to issue parking citations that may be paid online through Vendor’s payment portal, as follows:

A. Must provide all data in “real-time” to the handhelds within 60 seconds of a transaction.

B. Provide an online payment portal through which parking violators may pay outstanding parking citations.

C. After a set number of days as mutually agreed upon by the Parties, parking citations will escalate in price and automatically generate and send a letter to each parking citation owner for which the Vendor has necessary state licensure authorization to perform a driver record lookup informing such parking violator that they have an outstanding parking citation, and that the citation amount has increased. The “Additional CMP Service and License Fee After Citation Amount Escalation” fees, as indicated above, shall apply to each citation starting with the first letter sent.

D. The vendor will send a second letter after a set number of days as mutually agreed upon by the Parties after issuance for each applicable unpaid citation owner.

E. Ability to recognize then auto-check and correct certain common user errors when writing citations.

V. LICENSE PLATE RECOGNITION-

A. Provide handheld ALPR systems and integrate software with camera providers for mobile or fixed ALPR.

B. The ALPR system will be licensed for installation on five (5ea) ruggedized in-vehicle computers to be used in conjunction with cameras. (Carts 2ea and trucks 3ea).

C. The ALPR software solution will be configured to allow for the issuance of printed citations from the mobile issuance device and printer.

D. Parking Management System must automatically upload all data to the ALPR system in “real-time”. The ALPR system then must update the ALPR data located in the computer of the vehicle that has the ALPR camera. Include ALPR data purging and data retention capabilities. Include full details, specifications, and functions of the Automatic License Plate Reader (ALPR).

VI. PAYMENT PROCESSING

Vendor will provide to Customer certain merchant processing services as a service provider certified by the major card networks (Visa, Mastercard, Discover, and American Express) to process credit and debit card transactions, subject to the terms and conditions applicable to PGMS. Must have the ability to integrate credit card services with a payment management platform.

VII. DIGITAL PERMITS FOR PARKING

A. Provide the county with the ability to issue and manage online parking permits. Include full details, specifications, and functions of the automated permit management solution for both the end-users and the County administrators. As such, the vendor provides the County of Pinellas with its template permit data import format file so that the County can provide the vendor with the permit data to be imported.

B. Include full details, specifications, and functions of pay station kiosks (including any capabilities to configure kiosks for permit purchasing).

C. All imported permits will be assigned a Link Code. The Link Codes allow new Vendor-permit customer accounts to be linked to their digital permits that have been imported or issued through the back-office system. The Link Code allows the customer to import their permit into the customer’s account. Link Codes will be provided to the permit holder via email or through a physical mailing.

D. The vendor will provide the County with direct access to its back-office and vendor portal that allows permit system administrators to manage their entire permit system, including the approval queue, waitlists, and reports. The back office and vendor portal also allow administrators to manage customer accounts and issue permits.

VIII. MANAGEMENT OF PERMITS & WHITELIST

A. Issue Permits Issue permits to function as a quick action drawer user interface to issue permits manually through the back-office system.

Core functionality includes:

1. Waitlist/limit information

2. Outstanding citation check warning against the LPN

3. Eligibility requirement and document submission override

4. Support address first issuance B. Whitelists The vendor will provide the capability to integrate or upload list(s) of users who are approved to park in fee areas with options for:

1. Uploading Approved User Data or import list(s).

2. API integration with PCR Reservation System Vendor.

C. Approval Queue The approval queue functions as a single first in, first out list with searching capabilities. Individual applications can be inspected via a drawer user interface on the same page. Relevant Search and Filtering capabilities are also provided.

The approval queue can be filtered between three separate sections:

1. New permits

2. Change requests

3. Needs more information Approving or rejecting a permit application can be completed from the inspection view progressively over the list order or in bulk from the main list view.

Core functionality includes:

1. Inspect, approve, or reject applications

2. Set aside permits for manual follow-up a la Needs More Information

3. Separate change requests from new permit applications C. Reporting Reports are made available within the Vendor portal. All reports are presented as a list with the ability to filter for reports. The digital permits product has three core reports available:

1. Exportable permit payment and refund report

2. All cashflow is shown in one report.

3. Allows filtering by date range

4. Exportable permit zone report

5. Allows filtering by zone, status, and/or date range.

6. Exportable permit detail report

7. Allows filtering by type, cycle, status, and/or date range.

D. Customer Portal Create a publicly accessible web-based portal for the Client, allowing permit applicants and holders to apply for, purchase, and manage their permits. This permit portal will be available online at a white-labeled domain name chosen by the Vendor, with input from the Client.

E. Branding The vendor provides the County the ability to customize the following for their customer portal:

1. Logo

2. The Client must provide a JPEG (or similar format) of their logo

3. One primary color should be defined by the County of Pinellas.

4. Primary color is used for buttons and links, and it is also applied to illustrations so

5. It must be AA WCAG compliant.

6. The secondary color is derived from the primary color automatically to meet accessibility

7. standards

8. Subdomain -The URL for the customer portal will be <subdomain>. cmrpay.com/permits.

F. Dashboard The Permit Dashboard view should be a highly stylized list view user interface with added quick navigation for using link codes or applying for new permits. The dashboard view must separate saved applications from those fully submitted, which constitute valid permits. Individual applications or permits must have their call to act for provided actions, such as navigation into permit management or removing a saved application.

Core functionality includes:

1. Permit linking quick navigation

2. Apply for Permits for quick navigation

3. Special rate permits, like senior citizen permits, will be offered at their correct rates.

4. View the list of saved applications

5. Remove or re-enter application flow

6. View the list of permits

7. Enter manage permits flow

8. View general permit data, such as permit number, type, valid location (zone), hours (if applicable), status, and valid dates G. Application Workflow Permit applications function as a stepped, progressive series of data collection covering all information required of the applicant. Two application process flows are supported H. Manage Permit Manage Permits functions as a tabbed detail view that transitions into forms for edits, allowing users to view and manage individual aspects of a permit via the following tabs:

1. Permit details/status

2. Permit Holder Information

3. Vehicle Information

4. Payment History

5. Auto-Renew Setup Core functionality includes:

1. Permit details: view general details and call to act to manually renew if eligible

2. Permit holder Information: view/edit all fields related to the permit holder

3. Vehicle Holder Information: view/edit all fields related to a vehicle, add and remove vehicles

4. Payment History: View all previous payments and refunds toward the individual permit as well as download payment receipts.

5. Auto-Renew Setup: Set up or change the current configuration for auto-renew. Includes defining the credit card to bill & user the ability to define the billing date (from an operator configured range).

I. Manage Account Manage Account functions should be provided as a tabbed detail view that transitions into forms for edits, allowing users to view and manage information related to their user account for the customer portal via the following tabs:

1. Profile

2. Payment Methods

3. Payment History Core functionality includes:

1. Profile includes an optional username, address, and telephone number as well as the email and password used for login.

2. Password changes can be executed in the profile section.

3. Payment Methods includes all credit cards saved by the user with the ability to add and remove credit cards.

4. Payment History includes all payments and refunds made by the user historically, regardless of the permit or card, with the ability to download payment receipts.

X. SOFTWARE INTEGRATION CAPABILITY

A. The vendor will provide Citation Enforcement Software that integrates with the County’s existing parking equipment, which includes Cale by Flowbird, Text to Pay, and ParkMobile with reporting features.

B. Ability to take data and upload. Provide details on the integration process that transfers data to ensure that payment information is successfully transferred from the proposed system of record to the County’s system.

C. The vendor should provide a solution that integrates with Pinellas County's platform of choice for purposes of reporting to replace the current system. The selected vendor should have the ability to import daily revenues, citations, permits, and reports.

To be included in your proposal package:

D. Include full details of available reports, ad hoc queries, and the ability to build custom reports (i.e., permit breakdown by type, by purchase, by zone). Include information about the integration and compatibility of the automated permit, digital parking, pay station kiosks, and LPR.

E. Include information pertaining to the integration and compatibility of the automated permit, digital parking, pay station kiosks, and LPR.

F. Include full details of available reports, ad hoc queries, and the ability to build custom reports (i.e., permit breakdown by type, by purchase, by zone).