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TO: Mayor John Laesch
FROM: Simon Rodriguez, Youth Services Manager
Nicole Mullins, Chief Community Services Officer
Chris Ragona, Director, Community Services
DATE: 8/19/2025
SUBJECT:
A Resolution authorizing the director of purchasing to execute the service agreement for the Boys and Girls Club of North Central Illinois to administer the City of Aurora's After-School and Summer Programs in the amount not to exceed $583,000.00 for the remainder of 2025 into summer 2026, for a one-year term with two one-year options.
PURPOSE:
The purpose of this resolution is to request approval from the City Council for the city's after-school and summer programming.
BACKGROUND:
Since 2010, the City has utilized a Third-Party Administrator (TPA) for summer and after-school, development programs. For the 2025-2026 school year, the City chose to conduct a request for proposals for a new partner to administer these programs. The request for proposal process was conducted and a total of 5 vendors submitted their applications. After a thorough review and scoring process, the City of Aurora's Youth Services division has selected the Boys & Girls Club of North Central Illinois to serve as a Third-Party Administrator for the upcoming 2025-2026 school year and summer.
Since 2022, the Boys and Girls Club has proven to be able to provide the comprehensive services the City needs to run these programs, based on their services for West Aurora SD 129 and in surrounding communities, as well as their expansion into East Aurora SD 131. Since 2022, the Boys and Girls Club has been working to establish strong partnerships with local school Districts, as well as many youth-based organizations. These relationships serve the Boys and Girls Club well with respect to managing these programs.
DISCUSSION:
The cost of the proposed services is $583,000.00 for the remainder of 2025 and into the spring and summer of 2026 of these programs, and $507,000.00 each for the option of 2 additional 1-year extensions. The proposed agreement is similar to our 2025 summer program, but also adding funding for after-school programs. The 2025-2026 proposal includes 20 after-school programs, 4 educational summer camps, 1 theatre camp, and a 4-site Downtown Aurora summer camp, which includes programming, staffing, and field trips. The locations of these sites have been determined in conjunction with the school districts. The Boys and Girls Club continues to provide quality service, conduct surveys with parents and stakeholders, and make necessary changes to their programs based on responses from the community and in consultation with the City.
For additional enrichment programs, supplies/curriculum, trips, staff, longer/full-day camps, and students, we will continue to pursue more funding to provide for our third-party contracts to sustain our after-school and summer programs. Site visits will be made to all program sites. Boys and Girls Club will provide a report at the end of the season.
This service was formally bid and consistent with prior years' budgets, including $226,000 in remaining funds for the 2025 fiscal year.
The 2025-2026 budget account numbers are 215-1370-440.50-30 for after-school programs, 101-1370-440.32-20 for the summer and theatre camps, and 101-1370-440.50-86 for the Downtown Aurora Summer Camp program.
IMPACT STATEMENT:
Failure to approve this agreement would negatively impact Aurora residents, as the City would be unable to provide critically needed after-school and summer programs for our youth.
RECOMMENDATIONS:
We request the proposed resolution be approved.
cc: Public Health, Safety, & Transportation Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the Director of Purchasing to execute the service agreement with the Boys and Girls Club of North Central Illinois to administer the City of Aurora's After-School and Summer Programs in an amount not to exceed $583,000.00 for 2025-2026 school year & summer, for a one-year term with two one-year options, for the Youth Services division.
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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 has contracted the administration of summer youth programs to the Boys & Girls Club since 2025; and
WHEREAS, the Boys and Girls Club is a qualified national organization with a growing local presence who have provided high-quality programing in our community; and
WHERAS, the City's Community Service Division and Youth Services desires a similar level of services to be provided in 2025-26; and
WHEREAS, the Boys and Girls Club submitted a proposal and was selected to be the City of Aurora's vendor for after-school and summer youth programs; and
WHEREAS, 2025-2026 funds in the amount of $583,000 are available in our budgets, accounts 215-1370-440.50-30, 101-1370-440.32-20, and 101-1370-440.50-86; and
WHEREAS, pursuant to Aurora Code Section 2-335 (c) the contract agreement with the Boys and Girls Club of North Central Illinois is being requested;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Boys and Girls Club of North Central Illinois agreement to serve as Third Party Administrator for the 2025-2026 After-School and Summer Programs is hereby accepted and that the Director of Purchasing be authorized to sign and execute the necessary documents related to this agreement.