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TO: Mayor Richard C. Irvin
FROM: Simon Rodriguez, Youth Services Manager
DATE: 2/9/2023
SUBJECT:
Resolution to extend the agreement with Cities in Schools (formally Communities in Schools) of Aurora to serve as Third Party Administrator for Summer Youth Programs in 2023 for an amount not to exceed $184,400.00.
PURPOSE:
Since 2010, the City has utilized Cities in Schools (CIS) as a Third Party Administrator (TPA) for summer and youth development programs. CIS has strong partnerships with School Districts 131, 129, 308, and 204, as well as many youth-based organizations. These relationships serve CIS well with respect to managing these programs. The agreement with CIS needs to be extended in order to continue with the planning process to be able to provide summer camps and programs by the start of summer break. This agreement is for one additional year.
BACKGROUND:
The cost for proposed services is $184,400.00. The proposed agreement is the similar to the 2022 summer. The 2023 proposal includes 4 educational summer camps, 1 drama camp, and field trips for all summer camps. The locations of these sites have been determined in conjunction with the school districts. Cities in Schools continues to provide quality service, conduct satisfaction surveys with parents and stakeholders, make necessary changes to their programs based on responses from the community, as well as provide an informative annual report to the City of Aurora.
DISCUSSION:
This proposal is beneficial for the City, at a time where our Youth Services department does not have the staff, resources, and budget to provide this service "in-house." The City continues to evaluate the mix of "in-house" staff support/administration with the $184,400 budgeted for contractual administration. For additional enrichment programs, supplies/curriculum, trips, staff, longer/full-day camps, and students, we will continue to pursue grants and donations to provide additional funding for our third party contracts to sustain our summer programs. Youth Services will contract directly with program providers for the enrichment component for the summer programs, and will also be monitored by the Youth Services Manager. Site visits will be made to all program sites. CIS will provide a report at the end of the season. A copy of the 2022 report is attached.
This service was not formally bid. Per the attached memo, CIS has been a strong partner and the only organization that has been able to provide the comprehensive services the City needs to run camps.
The 2023 budget account number 101-1370-440.32-20 has $184,400 for these services.
IMPACT STATEMENT:
No impact on the public, other departments/divisions, or technology. Since there programs have been outsourced to CIS, the City has not been involved in the hiring process, payroll function, logistics, staff training, and other functions. This change has reduced the amount of time required by payroll and human resources staff.
RECOMMENDATIONS:
I request the proposed resolution be adopted."
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution Approving of Third-Party Administrative Services for Cities in Schools to administer the 2023 Summer Programs in the amount not to exceed $184,400.00 for the Youth Services Subdivision.
body
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 CIS since 2010; and
WHERAS, CIS has done a great job of coordinating the administration of summer youth programs including summer camps, ensuring a meaningful summer camp experiences for our youth and stakeholders; and
WHERAS, the City's Community Service Division and Youth Services desires a similar level of services to be provided in 2023; and
WHEREAS, 2023 funds in the amount of $184,400 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 Cities in Schools is being requested; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Cities in Schools agreement to serve as Third Party Administrator for the 2023 Summer Programs is hereby accepted and that the Director of Purchasing be authorized to sign and execute the necessary documents related to this agreement.