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TO: Mayor Richard C. Irvin
FROM: Alex Alexandrou, Chief Management Officer
Viviana Ramirez, Chief Community Services Officer
Martha Paschke, Director of Innovation & Strategy
DATE: November 26, 2024
SUBJECT:
A Resolution authorizing the Director of Purchasing to enter an agreement with Wesley United Methodist Church for the hosting, managing, and operating of a Temporary Warming Center on an as needed basis from November 27, 2024 through March 31, 2025 in an amount not to exceed $44,700.
PURPOSE:
The City desires to partner with an experienced local organization to host, manage, and operate a Temporary Warming Center 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 has hosted the City’s Temporary Warming Center (TWC) since the end of 2020 at the Aurora Transportation Center. Prior to 2020 the City provided warming centers at various locations during the winter months when necessary. City staff has previously managed and operated the TWC and private security services were contracted to ensure the safety of guests and staff.
The TWC has been opened an average of 25 nights per winter over the past three years. At the peak period during extreme cold the average number of guests was 12-14.
It was determined that the Aurora Transportation Center was no longer an appropriate location for hosting a TWC for a variety of operational, logistical and liability reasons.
Given the City has no other suitable locations for a TWC, the City published a Request for Proposals on September 13th, 2024 seeking qualified proposers to host the TWC for the 2024-2025 winter season.
Wesley United Methodist Church was the sole respondent to the RFP.
DISCUSSION:
Wesley United Methodist Church submitted a timely proposal and subsequently met with the City to finalize an agreement which includes payment by the City of expenses for paid staff, unarmed security, building use, training and background check fees, and air purifiers. The costs are based on an assumption of 30 total nights of temporary warming center activation. If weather conditions necessitate the operation of the TWC for additional nights beyond the 30 budgeted for, the City retains the right to approve and amend the budget as needed.
The City will use its resources to assist in the provision of de-escalation, CPR, and First Aid training by APD and AFD for volunteers and staff of the TWC in advance of any activation.
The proposal includes collaboration between Wesley United Methodist and the Kane County Health Department, Senior Services, and Kane County State’s Attorney’s Office’s Office of Collaborative Diversion; as well as local subject matter experts Hesed House and Association for Individual Development (AID). In addition Wesley United Methodist Church will partner with other faith-based organizations including Fresh Start City Church, New England Congregational Church, and Becoming Church.
Wesley United Methodist Church would be contracted from date of council resolution through March 31, 2025.
Account numbers 101-1302-419.32-20 (Warming Center security costs) and account 101-1302-419.61-80 (Other - Temporary Overnight Warming Center Meals and Supplies) have funds available for FY24 costs. Project codes will be used to track these costs for reimbursement purposes. Additional funds for FY25 are included in the TWC decision package in the FY25 budget, yet to be approved.
IMPACT STATEMENT:
The TWC provides needed temporary respite and shelter during nights when temperatures make it unsafe to remain outside. Contracting Wesley United Methodist Church to fulfill the hosting, management, and operation of the TWC along with other local subject matter experts and community partners aligns the City with national best practices to safely and effectively provide a temporary winter warming center when required.
RECOMMENDATIONS:
Staff recommend approval for the Director of Purchasing to enter into a contract with Wesley United Methodist Church for the hosting, managing, and operating of a Temporary Warming Center on an as needed basis for winter 2024-2025 in an amount not to exceed $44,700.
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 Wesley United Methodist Church for the hosting, managing, and operating of a Temporary Warming Center on an as needed basis from November 27, 2024 through March 31, 2025 in an amount not to exceed $44,700.
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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 for the safe hosting, management, and operation of an extreme winter weather Temporary Warming Center; and
WHEREAS, the City of Aurora conducted a request for proposals in search of a partner to best fit the City's needs; and
WHEREAS, Wesley United Methodist Church was the sole proposer; and
WHEREAS, Wesley United Methodist Church's mission, experience, and expertise align with the City's requirements for the Temporary Warming Center; and
WHEREAS, if approved, the proposed contract will secure a servicing partner, Wesley United Methodist Church, to provide consistent as-needed hosting, management, and operation of the Temporary Warming Center for the City’s residents in need of adequate respite;
WHEREAS, funding will be paid from accounts 101-1302-419.32-20 and 101-1302-419.61-80)
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that a proposed contractual agreement with Wesley United Methodist Church to provide services for the Temporary Warming Center as described in this Resolution shall be and hereby is approved; and further.
BE IT RESOLVED, that $44,700 of budgeted funds for Wesley United Methodist Church to fulfill the service agreement, shall be and hereby are encumbered and authorized for disbursement consistent with the purposes of this Resolution.