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TO: Mayor Richard C. Irvin
FROM: Simon Rodriguez, Youth Services Manager
Viviana Ramirez, Chief Community Services Officer
Chris Ragona, Director, Community Services
DATE: 3/3/2025
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 2025 Summer Programs in the amount not to exceed $180,000.00.
PURPOSE:
The purpose of this resolution is to request approval from the City Council for the city's annual youth services summer programming.
BACKGROUND:
Since 2010, the City has utilized a Third-Party Administrator (TPA), Cities in Schools (CIS), for summer and youth development programs. CIS recently notified the city that they will no longer be providing TPA services, effective the 2025 summer season. Given the urgency of the situation and the abbreviated timeline to secure a vendor and make all of the necessary arrangements required, the city contacted the Boys and Girls Club. The agreement with Boys and Girls Club needs to be approved as soon as possible to complete the planning process to be able to provide summer camps and programs by the start of summer break.
Per the attached memo, since 2022, the Boys and Girls Club has proven to be able to provide the comprehensive services the City needs to run these camps, based on their services for West Aurora SD 129, and also based on our timeline to complete tasks prior to summer programming. 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 $180,000.00. The proposed agreement is similar to our 2024 summer programs. The 2025 proposal includes 4 educational summer camps, 1 theatre camp, all programming and staffing, and field trips for all summer camps. 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. This agreement is for this summer only.
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 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 not formally bid; however, the $180,000 for 2025 is consistent with the costs for the 2024 program of $182,000. Consistent with prior years, the allocated costs include $25,000 in contingency funds. The agreement is for $154,516.57, there is a 15% contingency for additional expenses budgeted for an amount not to exceed $180,000.
The 2025 budget account number 101-1370-440.32-20 has $180,000 for these services.
IMPACT STATEMENT:
Failure to approve this agreement would negatively impact Aurora residents, as the City would be unable to provide critically needed summer programs for our youth.
RECOMMENDATIONS:
We request the proposed resolution be approved.
cc: Public Health, Safety, and 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 approving of Third-Party Administrative Services for the Boys and Girls Club of North Central Illinois to administer the 2025 Summer Programs in an amount not to exceed $180,000.00 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 Cities in Schools (CIS) since 2010; and
WHEREAS, CIS recently notified the City they are no longer able to provide summer youth programming, creating an urgent situation; 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; and
WHEREAS, the Boys and Girls Club is ready, willing and available to fill the gap for the summer of 2025, ensuring the City is able to maintain this important community service; and
WHEREAS, 2025 funds in the amount of $180,000 are available in our contracted services budget, account 101-1370-440.32-20; and
WHEREAS, pursuant to Aurora Code Section 2-335 (c) the contract agreement with the Boys and Girls Club of Northcentral 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 Summer Programs is hereby accepted and that the Director of Purchasing be authorized to sign and execute the necessary documents related to this agreement.