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TO: Mayor John Laesch
FROM: Mike Kaufman, Assistant Fire Chief
Theo Van De Sampel, Emergency Management Coordinator
DATE: August 10, 2026
SUBJECT:
Requesting authorization for the use of funds not to exceed $720,000 to complete FF&E (furniture, fixtures, and equipment) purchases for Fire Station 4, Fire Administrative Headquarters, and Emergency Management Agency (EMA).
PURPOSE:
[The requested funding will furnish the new Fire Station 4, Fire Administrative Headquarters, and EMA with furniture, fixtures, equipment, and other essential materials necessary to ensure the facility is fully operational upon opening and provides a safe and functional working environment for fire and administrative personnel.]
BACKGROUND:
The new building is scheduled to open in November 2026. Certain furniture, fixtures, and equipment for the new facility have extended lead times, requiring orders to be placed promptly to ensure timely delivery and secure current pricing.
DISCUSSION:
A properly furnished and equipped fire station is essential to maintaining effective emergency response operations. Modern furnishings and equipment provide a safer, healthier work environment, reduce fatigue, improve morale, and support firefighters in performing effectively during emergency incidents. The completion of a fully operational Fire Station 4 and Administrative Headquarters also demonstrates the City's continued investment in public safety and its commitment to providing high-quality emergency services to residents and visitors.
A new Emergency Management Agency (EMA) building with a properly funded Furniture, Fixtures, and Equipment (FF&E) budget ensures the facility is fully operational from day one. Investing in essential furnishings, communications technology, emergency operations equipment, and security systems improves emergency response, enhances coordination among agencies, increases operational efficiency, and protects the city's long-term investment. A complete FF&E budget also reduces future costs by equipping the facility correctly during construction, providing taxpayers with a fully functional emergency management center that strengthens public safety and community resilience.
Fire Station 4 will replace the existing station located at 800 Michels Street, Fire Administration will relocate from Central Fire Station to the new Administrative Headquarters, and EMA will relocate from APD to their new space. Certain existing furniture and equipment that remain serviceable will be transferred to the new facility to maximize the efficient use of City resources.
Staff have worked diligently to produce an accurate estimation of the dollars needed to furnish and equip the new facility. Although these figures are estimates based on current quotes, we are confident the requested dollar amounts will sufficiently furnish the new building.
The process of arriving at the requested budgeted amount has been a work in progress over the past few months. To develop accurate FF&E estimates, the Fire Department and EMA assembled a committee consisting of six members and a representative from the Purchasing Department. The committee evaluated operational needs and visited Interiors for Business (IFB) in Batavia and The Fitness Connection (TFC) in Elgin to review furniture and fitness equipment options. Both vendors participate in cooperative purchasing programs available to the City, allowing purchases to be made efficiently and competitively.
The committee also developed a comprehensive FF&E inventory using a working spreadsheet that identified anticipated furniture, equipment, appliances, and operational support items required for the facility. Cost estimates were developed using vendor quotations and current market pricing. Because pricing and shipping costs continue to fluctuate and unforeseen needs commonly arise during occupancy of a new facility, a reasonable contingency has been included within the requested authorization.
The breakdown of funding for the building is $197,584 for the fire administration area, $201,233 for the Emergency Management Area, $117,522 for publicly accessible and shared areas, and $138,219 for the fire station portion of the building, along with a 10% contingency of $65,440
All purchases will be made in accordance with the City's Purchasing Ordinance and procurement policies. The Fire Department and EMA have been working with the Purchasing Department throughout the procurement process to ensure transparency, fiscal responsibility, and compliance with all applicable purchasing requirements.
Funding for this expenditure will be provided through the 2025C General Obligation Bond Issue previously approved by the City Council. Funds are available in Account 358-3033-422.72-35, under Project Code C135.
IMPACT STATEMENT:
Approval of this request will ensure that Fire Station 4, Fire Administrative Headquarters, and EMA are fully operational when the facility opens in November 2026. The requested funding will provide the furniture, fixtures, equipment, appliances, and operational support items necessary to support 24-hour emergency response operations and administrative functions. This investment protects the City's capital investment in the new facility while ensuring firefighters and staff have a safe, efficient, and functional workplace from the first day of occupancy.
RECOMMENDATIONS:
I respectfully request that the City Council authorize the expenditure of an amount not to exceed $720,000 for the procurement of Furniture, Fixtures, and Equipment (FF&E) necessary to furnish Fire Station 4, Fire Administrative Headquarters, and EMA in accordance with the City's procurement policies and procedures.
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the use of funds not to exceed $720,000 for Furniture, Fixtures, and Equipment (FF&E) for new Fire Station 4, Fire Administration Headquarters, and Emergency Management Agency.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the Aurora Fire Department is constructing new Fire Station 4, Fire Administrative Headquarters, and Emergency Management Agency with scheduled completion of November 2026.
WHEREAS, the construction of this building is part of a long-term strategic plan to improve emergency response times, expand coverage areas, and enhance public safety for the community.
WHEREAS, in order for the building to be fully operational and functional, it is necessary to furnish the station, administrative headquarters, and Emergency Management Agency with essential Furniture, Fixtures, and Equipment (FF&E).
WHEREAS, the estimated cost to furnish Fire Station 4, the Administrative Headquarters, and Emergency Management Agency with Furniture, Fixtures, and Equipment is $720,000; and
WHEREAS, all purchases will be made in accordance to the City of Aurora, IL purchasing policies and procedures; and
WHEREAS, funding for the purchases will be from account 358-3033-422.72-35 (C135).
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, that the Fire Department is authorized to procure and install the Furniture, Fixtures, and Equipment necessary to fully furnish Fire Station 4, Fire Administrative Headquarters, and Emergency Management Agency. Funding in an amount not to exceed $720,000 shall be appropriated from the previously approved 2025C General Obligation Bond Issue. The Fire Department, in coordination with the Purchasing Division, is authorized to execute all purchase orders and related procurement documents in accordance with the purchasing policies and procedures of the City of Aurora.