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Strafford County to refine RFP for regional warming shelter as Dover public hearing, CDBG rules complicate funding
Summary
Commissioners discussed a proposed regional warming shelter and transitional housing project, potential CDBG funding limits because Dover and Rochester are entitlement cities, an RFP timeline with an estimated $4 million construction cost, and next steps including outreach to municipal partners and state CDBG staff.
Strafford County commissioners spent substantial time on Oct. 11 reviewing plans for a regional warming shelter and transitional housing project, agreeing to refine an RFP and seek clarification from state CDBG staff after the state indicated Dover and Rochester are entitlement cities whose involvement affects eligibility for county CDBG funds.
The board heard that Dover’s council is preparing a public hearing on Oct. 22 and that Rochester and Somersworth have acted or are considering action on the concept. Commissioners discussed timing for issuing an RFP, with staff recommending a 30-day bid window; that timetable would put a mid-November due date if the RFP is released the following week.
Cost and scope: Commissioners and staff discussed a concept plan roughly 9,800 square feet and estimated construction costs of about $350 to $450 per square foot, yielding an order-of-magnitude construction estimate in the $4 million range. The discussion also included standard planning contingencies: at least 10% for furniture, fixtures and equipment (FF&E) and additional contingency percentages for project design and site work. Site infrastructure was noted as available near the proposed location (water, sewer, electricity), but tie-in costs and site work remain to be estimated.
Funding and CDBG: Staff reported that the state advised Dover and Rochester are entitlement communities and therefore may need to apply for CDBG funds as beneficiaries; Somersworth’s entitlement status was reported as unlikely. Commissioners discussed options including coordinated applications from cities and county, and agreed staff should follow up with the county’s CDBG contact (Donna) and, if useful, invite her to meet with the commissioners to clarify what combination of municipal and county applications might be allowable.
Partnership risks: Several commissioners warned that municipal approvals are not certain. One commissioner said that if Dover declines to participate, the project may not proceed this year and that Somersworth or other partners might withdraw; commissioners discussed the political sensitivity of asking municipalities to share costs and the statutory limits on county versus municipal responsibilities. The board asked staff to wait on widely advertising the RFP until after the municipal public hearing and to provide an estimated budget range to avoid asking contractors to prepare bids for a project that might not proceed.
Next steps: staff will finalize the draft RFP and circulate it to commissioners for review; follow up with CDBG staff to clarify entitlement/beneficiary rules; and, depending on city actions, proceed with an advertising window of roughly 30 days to allow contractor bids and sub-contractor outreach.
