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TO: Mayor John Laesch
FROM: Nicole Mullins, Chief Community Services Officer
DATE: October 28, 2025
SUBJECT:
A Resolution authorizing the Director of Purchasing to enter into an agreement with Becoming Oswego Church for the management and operation of a Temporary Warming Shelter on an as needed basis, effective November 4, 2025 through May 31, 2026, for an amount not to exceed $136,141.
PURPOSE:
The City desires to partner with an experienced organization to manage and operate a Temporary Warming Shelter to ensure the health and safety of individuals in need of temporary respite from extreme winter weather and temperature conditions.
BACKGROUND:
The Community Services Department hosted the City’s Temporary Warming Shelter (TWS) from the end of 2020 until spring 2024 at the Aurora Transportation Shelter. Prior to 2020, the City provided warming Shelters at various locations during the winter months when necessary. City staff has previously managed and operated the TWS and private security services were contracted to ensure the safety of guests and staff. In fall 2024, the City released a request for proposals (RFP) to solicit a partner to manage and operate a TWS on behalf of the City. Wesley United Methodist Church was the sole respondent to the RFP and selected as the vendor for the fall 2024 and winter 2025 season. The TWS was housed at the church located at 14 N May St.
Over the past three years, the TWS opened an average of 30 nights per winter. During the peak of the extreme cold periods, the average number of guests was 12-14, with a maximum peak of 30 total guests. Guests typically fell under at least one of the following categories:
- Banned from Hesed House.
- Did not meet Hesed House's residency qualifications or eligibility criteria.
- Required only short-term assistance (1-2 nights).
At the conclusion of the winter season, City staff and community partners met to determine next steps. They decided to release a new RFP to open the opportunity for community partners to submit proposals to house, manage, and operate a TWS on the City's behalf.
The City published the RFP on August 19, 2025, with a closing date of September 3, 2025. Becoming Oswego Church was the sole respondent. (See Bid Tabulation - Attachment A.) Within their proposal, they did not identify a site; however, they offered staff and volunteers to operate and manage a site provided by the City.
DISCUSSION:
Becoming Oswego Church submitted a timely proposal and subsequently met with the City staff to discuss the opportunity and how to accommodate the City's TWS location requirements. Because the church could not provide space, City staff surveyed suitable City owned buildings that could be considered as TWS candidates which would then be managed and operated by the church.
A total of eight (8) buildings were initially selected as part of the review. Inspections and walkthroughs were conducted to confirm that the buildings were in favorable condition, suitable for a TWS, in close proximity to daytime warming shelter, and distanced from parks. City staff also consulted with Hesed House to confirm that the location and building aligned with Hesed House's shelter strategy. Subsequently, 712 S River St. was selected as the TWS location. It has a maximum capacity of 49 and is in close proximity to the Aurora Library which will continue to serve as a daytime warming shelter.
The contract for Becoming Oswego Church will include eligible expenses for paid staff, unarmed security, food, administrative expenses, and training. Prior to activation, the City will use its public safety resources to assist in the provision of de-escalation, CPR, and First Aid training by Aurora Police Department and Aurora Fire Department for TWS staff and volunteers.
The TWS costs are based on an assumption of 100 total nights of activation. In prior years, the threshold was set at 15 Fahrenheit degrees, but that threshold has since changed to 6 or more hours at or below 32 Fahrenheit degrees within a 24-hour period. Due to the uncertainty of the upcoming winter weather, the City established a $50,000 contingency fund. This is intended to cover additional TWS operating nights beyond 100, provide hotel vouchers for families, or address guest overflow needs. City staff will modify the contract should these contingency funds be needed to allow for no gaps in service.
Becoming Oswego Church would be contracted from date of council resolution through May 31, 2026. (See Attachment B - Service Contract.)
Account numbers 101-1302-419.32-20 (2025) and account 215-1305-419.32.20 (2026) have funds available for FY25 and FY26 costs. For reimbursement purposes, project codes will be used to track these costs. Additional funds for FY26 are included in the TWS decision package in the FY26 budget, yet to be approved.
IMPACT STATEMENT:
To ensure unhoused Aurora residents will have access to a safe, warm shelter during cold weather, TWS will provide needed temporary respite and shelter during nights when temperatures make it unsafe to remain outside. By contracting with Becoming Oswego Church and collaborating with local subject matter experts and community partners, the City will operate the TWS according to established operational guidelines and national best practices.
RECOMMENDATIONS:
Staff recommends approval for the Director of Purchasing to enter into a contract with Becoming Oswego Church for the management and operation of the City's Temporary Warming Shelter on an as needed basis for winter 2025-2026 in an amount not to exceed $136,141.
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the Director of Purchasing to enter into an agreement with Becoming Oswego Church for the management and operation of a Temporary Warming Shelter on an as needed basis, effective November 4, 2025 through May 31, 2026, for an amount not to exceed $136,141.
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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 City of Aurora seeks to contract with a qualified not for profit or house of worship for the safe management and operation of an extreme winter weather Temporary Warming Shelter; and
WHEREAS, the City of Aurora conducted a request for proposals in search of a service partner to best meet the City's needs; and
WHEREAS, Becoming Oswego Church was the sole proposer; and
WHEREAS, Becoming Oswego Church's mission and experience align with the City's requirements for managing and operating the City's Temporary Warming Shelter which will be located at 712 S River St.; and
WHEREAS, if approved, the proposed contract will secure a servicing partner, Becoming Oswego Church, to provide consistent as-needed management, and operation of the Temporary Warming Shelter for the City’s residents in need of respite; and
WHEREAS, the total dollar amount for this contract is $136,141 with funds available in accounts 101-1302-419.32-20 (2025 budget) and 215-1305-419.32.20 (2026 budget); and
WHEREAS, due to the uncertainty of the upcoming winter weather, the Director of Purchasing may increase the amount of the contract by up to $50,000 to cover additional Temporary Warming Shelter operating nights beyond 100, provide hotel vouchers for families, or address guest overflow needs, utilizing funds available in Account 215-1305-419.32.20 (2026 budget).
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that a proposed contractual agreement with Becoming Oswego Church to provide services for the Temporary Warming Shelter as described in this Resolution shall be and hereby is approved; and further
BE IT RESOLVED, that $136,141 of budgeted funds for Becoming Oswego Church to fulfill the service agreement, shall be and hereby are encumbered and authorized for disbursement consistent with the purposes of this Resolution.