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REQUEST TO EXERCISE THE AGREEMENT’S FIRST ONE (1) YEAR EXTENSION OPTION WITH CLAUSS BROTHERS, INC., FOR OSAKA GARDEN MAINTENANCE SERVICES
SPECIFICATION NO. P-23014
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To: The Honorable Board of Commissioners of the Chicago Park District
I. Recommendation
Pursuant to Chapter XI, Section C.3.a of the Code of the Chicago Park District, the Director of Purchasing and the Director of the Department of Cultural and Natural Resources recommend an order be entered authorizing the General Superintendent or their designee (“General Superintendent”) to exercise the first one (1) year extension option with Clauss Brothers, Inc. (“Clauss Brothers”) for maintenance services for Osaka Garden, Specification No P-23014.
II. Initial Award Information
Date of Award: March 13, 2024, Park District Commissioners Board Meeting
Contractor Clauss Brothers, Inc.
12N330 Switzer Road
Elgin, Illinois 60124
Company Type: Illinois Business Corporation
Majority Interest: Walter H. Clauss 43.76%, Gladys M. Stevenson 35.74%, James A. Stevenson 10.5%, Peter A. Stevenson 8.0%, Patricia Clauss 2.0%.
Contract Period: The initial contract period is from March 28, 2024 to March 28, 2026. The contract provides for three (3) additional one (1) year extensions options to the contract period, none of which have yet been exercised. If the first one (1) year extension option is exercised, the first extension option will run from March 28, 2026 to March 28, 2027. If the first extension option is exercised, funding shall be subject to annual appropriations.
Contract Amount: Not to exceed $500,000 for the initial two-year term; not to exceed $250,000 annually for all remaining extension options. Expenditures for services remain subject to annual appropriations and each year’s budget.
Scope of Services: Maintenance of Osaka Garden.
Authorization: Authorize the General Counsel to include other relevant terms and conditions in the Extension Agreement. Authorize the General Superintendent to execute the Extension Agreement and the Secretary to attest as to the signing of the Extension Agreement and keep an original copy of the Extension Agreement on file.
II. Performance to Date:
Clauss Brothers has provided highly specialized maintenance services for Osaka Garden, a traditional Japanese stroll garden in Jackson Park, in a timely and exemplary manner.
III. Current Expenditures:
Contract Start Date: March 28, 2024
Contract End Date: March 28, 2026
Contract Amount: $500,000
Payments to Date: $262,175.26 (52.4% as of 10/10/2025)
IV. Current MBE/WBE Compliance
Original MBE: 25%
Goals: WBE: 5%
Current MBE 37.067%
Compliance: WBE 8.604%
V. Explanation of Recommendation
The Department of Purchasing and the Department of Cultural and Natural Resources request approval by the Board of Commissioners of the Chicago Park District (“Board”) to authorize the first of three one (1) year extension options to Clauss Brothers for a new contract end date of March 28, 2027.
The Osaka Garden, also known as the Garden of the Phoenix, is a traditional Japanese hillside stroll garden consisting of landscape components carefully designed to symbolically represent specific natural landscapes. Located in Jackson Park on the northern end of Wooded Island, south of the Museum of Science and Industry, the Osaka Garden is a popular attraction for both residents and tourists. Visitors to the Osaka Garden have increased dramatically in the last several years, thanks in part to a robust partnership with the City of Osaka, the Japanese Chamber of Commerce and Industry in Chicago, and the Garden of the Phoenix Foundation. The annual cherry blossom festival in the spring draws thousands of visitors.
The Osaka Garden requires highly specialized pruning and other maintenance services to ensure that the plant material and garden elements continue to correctly conform to the stylistic conventions of this type of traditional Japanese garden. The garden is also in need of repairs due to aging infrastructure, damage from high lake levels in 2020-2021, and impacts from large crowds. Clauss Brothers has the specialized expertise that is critical to the successful and appropriate maintenance of the garden. Clauss Brothers has maintained the Osaka Garden with excellent results.
Therefore, it is in the best interest of the Chicago Park District to award Clauss Brothers a one (1)-year extension of its contract for Osaka Garden Maintenance Services, Specification No. P-23014.
VI. General Conditions:
1. Conflicts: No agreement authorized herein shall be legally binding on the Chicago Park District if
entered into in violation of the provisions of the Public Officer Prohibited Activities Act, 50 ILCS
105/0.01 et seq.
2. Ethics: Unless already provided for in the original contract, the Extension Agreement shall contain a provision requirement compliance with Chapter III of the Code of the Chicago Park District (“Governmental Ethics”).
3. Contingent Liability: Any agreement lawfully entered-into for a period of more than one year
shall be executory only for the amounts for which the Park District may become liable in succeeding
fiscal years pursuant to 70 ILCS 1505/17(i). Unless already provided for in the original contract, the Extension Agreement shall contain a clause that any expenditure beyond the current fiscal year is subject to appropriation in the subsequent fiscal year
budget.
4. Economic Disclosure Statement (“EDS”): Contractor has submitted a full and complete EDS prior to submission to the Board.