Subject:
Title
Award of contract to Emerald Facility Management for Restructured Carpet Maintenance Cleaning Services.
label
Recommended Action:
Recommended Action
Award of contract to Emerald Facility Management for Restructured Carpet Maintenance Cleaning Services at various County locations.
• This new contract provides for continual annual requirements of carpet maintenance cleaning services.
• Six bids received with recommendation of award to Emerald Facility Maintenance as the lowest responsive responsible bidder in the total not to exceed amount of $552,672.00 for a thirty-six-month term.
• This Agreement provides for annual pricing adjustments based on the Consumer Price Index (CPI) or five (5) percent, whichever is less and contains two addition 12-month contract extensions if agreed to by the parties.
• Funding for this agreement is included in the Adopted Operating Budget for FY26 and CPM’s proposed Operating Budget for FY27 within the General Fund. Funding for FY27 and future years is dependent on the adoption of the annual County Operating Budget.
• CPM restructured contract standards for this new award, enabling county staff with a pricing structure to better oversee and control service delivery, and eliminating unverifiable premium charges for carpet cleaning. This correction is projected to save the county $400K and strengthens fiscal assurance that contracted services will be properly rendered.
Contract No. 26-0013-ITB in the total not-to-exceed amount of $552,672.00, effective for thirty-six-months with an estimated annual amount of $184,224.00.
Body
Strategic Priorities:
Resilient Infrastructure and Environment
1.2 Maintain and enhance County infrastructure.
Summary:
This contract provides carpet maintenance and cleaning for multiple County facilities.
This contract period is for thirty-six (36) months, with unit prices adjustable at 12 months following date of award with increases not to exceed CPI or 5%, whichever is less.
Background/Explanation:
On May 13, 2026, the Purchasing Division, on behalf of Construction and Property Management department advertised an Invitation to Bid for carpet maintenance and cleaning services. Six bids were received with Emerald Facility Management as the lowest responsive responsible bidder.
CPM refined the structure of the existing contract's standards of service which resulted not only an improved targeting of services that the staff can more efficiently control and oversee, our contract team's effort will save the county a projected $400K in unnecessary premiums it was previously paying a vendor. In particular, the old contract poorly attempted to differentiate service levels from "high/premium" versus "low" carpet cleanings by allowing for premium charges when the premium services could not be readily be verified by field staff. CPM's correction to this old structure of this contract is a significant improvement to CPM’s management control and fiscal assurance that the services provided will be rendered properly.
Fiscal Impact:
Estimated thirty-six-month expenditures not to exceed $552,672,00
Estimated average annual expenditure is: $184,224.00
Funding for this agreement is included in the Adopted Operating Budget for FY26 and CPM’s proposed Operating Budget for FY27 within the General Fund. Funding for FY27 and future years is dependent on the adoption of the annual County Operating Budget.
Delegated Authority:
Authority for the County Administrator to award this bid is granted under Code Section 2-62(a).
Staff Member Responsible:
Bill Greer, Director, Construction and Property Management
Merry Celeste, Purchasing Division Director, Office of Management and Budget.
Chris Rose, Director, Office of Management and Budget.
Partners:
N/A
Attachments:
Agreement
Bid Tabulation