Title
AUTHORIZATION TO ENTER INTO A CONTRACT WITH CLAUSS BROTHERS, INC. FOR OSAKA GARDEN LANDSCAPE MAINTENANCE SERVICES
SPECIFICATION NO. P-18005
Body
To the Honorable Board of Commissioners of the Chicago Park District
I. Recommendation
It is recommended that the General Superintendent and CEO or his designee enter into a contract with Clauss Brothers, Inc., for the purpose of providing Landscape Maintenance Services at Osaka Garden. The contractor was selected pursuant to a publicly advertised Request for Proposals (“RFP”). No work may commence and no payment shall be made to the contractor prior to the execution of a written agreement.
II. Award Information
Company: Clauss Brothers, Inc.
12N330 Switzer Road
Elgin, Illinois 60124
Company Type: Delaware Corporation
Majority Interest: See Attachment
Contract Type: Term
Contract Term: Two (2) years with three (3) one year extension options.
Contract Amount: $125,000 annually, not to exceed $250,000 during the initial two (2) year term.
Basis of Award: Most advantageous to the CPD taking into consideration price and the evaluation factors set forth in the RFP.
Scope of Services: To provide landscape maintenance of Osaka Garden, in Jackson Park near the northern end of Wooded Island in the Jackson Park Lagoon. Services include: specialized maintenance of garden elements; maintenance of trees, shrubs, herbaceous plant material and turf, including spring clean-up and site preparation; on-going maintenance; fall maintenance, clean-up and winterization; and winter maintenance.
Affirmative
Action Goals: The Minority and Women Owned Business Enterprise participation for this contract include: 25% Minority Owned and 5% Women Owned.
Authorization: Authorize the General Counsel to include other relevant terms and conditions in the written Agreement. Authorize the General Superintendent to execute the Agreement and the Secretary to attest as to the signing of the Agreement and keep an original copy of the Agreement on file.
III. Budget and Financial Information
Budget Classification: Operating
Fiscal Year: 2018
Source of Funds: 001.8450.8450.626025.00001.01.01.00001
IV. Procurement Information
Specification Number: P-18005
Date Issued: March 23, 2018
Pre-Submittal Meeting: March 28, 2018
Date Proposals Due: April 11, 2018
Number of Proposals Received: One (1)
This contract was publicly advertised as a Request for Proposals (“RFP”). One (1) proposal was received on the due date, and the proposal was found by the Department of Purchasing (“Purchasing”) to be compliant and responsive.
The Evaluation Committee (“EC”) was comprised of three (3) voting members, all CPD staff. The EC began their evaluation of the proposal at their first meeting on April 12, 2018, and at the end of their meeting they decided to send a request for a Best and Final Offer to the proposer. Purchasing received the Best and Final Offer on April 18, and the EC met on April 19 to continue their evaluation and review including the Best and Final Offer. The EC concluded their evaluation and unanimously scored Clauss Brothers, Inc. the highest.
V. Explanation
The Osaka Garden is a traditional Japanese hillside stroll garden consisting of landscape components carefully designed to symbolically represent specific natural landscapes. Located in Jackson Park near the northern end of Wooded Island, south of the Museum of Science and Industry, the Osaka Garden is one of the Park District’s hidden gems.
The Osaka Garden requires extremely specialized pruning and other maintenance operations to ensure that the plant material and garden elements continue to correctly conform to the stylistic conventions of this type of traditional Japanese garden. Expertise in the specialized techniques detailed in the RFP is critical to the successful and appropriate maintenance of the garden.
Clauss Brothers, Inc. has previously maintained the Osaka Garden with excellent results and has the experience and the demonstrated ability to maintain this specialized landscape to the standards set forth in the RFP. Therefore, it is in the best interest of the CPD to recommend Clauss Brothers, Inc. for award of the Osaka Garden Landscape Maintenance Services contract.
VI. General Conditions
1) Conflicts: The Agreement shall not be legally binding on the Chicago Park District if entered into in violation of the provisions of 50 ILCS 105, the Public Officer Prohibited Activities Act.
2) Ethics: The Chicago Park District’s Ethics Code, Chapter III of the Code of the Chicago Park District, shall be incorporated into and made part of the agreement.
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 Section 17(i) of the Chicago Park District Act, 70 ILCS 1505/17(i). All agreements authorized herein 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.