Hallowell committee recommends BH+ A design contract, presses HUD on grant limits

The Hallowell Review Committee on Oct. 24 recommended that the town council approve a contract with BH+ A for full design services for the multi‑generational center and discussed outstanding federal grant paperwork tied to the Hallowell site.

Committee chair (Speaker 1) said members had been sent documentation on the fiscal‑year 2023 $4,000,000 grant and that the planning department would administer the award. "I have forwarded all of you the grant documents for the fiscal year 20 23, the $4,000,000 grant," Speaker 1 said, and urged the group to identify any questions to send to the town's HUD grant representative.

Why it matters: The paperwork and its deadlines will shape the town's schedule for design, bidding and construction. Committee members flagged both timing and allowable uses as key constraints they need clarified before committing to design decisions and bid language.

Members pressed staff about payment deadlines and eligible uses. Speaker 3 read a date from the paperwork and asked whether the final request for payment was due in what he read as "02/1931," prompting the committee to ask the HUD representative for confirmation. Speaker 1 said the planning department will compile a full project budget and a project narrative to meet HUD requirements and will follow up with the HUD contact for details.

The group also discussed how a separate $1,000,000 recreation grant might be used. Speaker 3 asked whether part of that award could be applied to site work needed for the multi‑generational center, such as driveways or preparation for a driveway. Speaker 1 said the recreation grant could apply to outdoor site work, including the cross‑country trail, a softball field or community‑garden infrastructure: "All of those outdoor things we can use that $1,000,000 for," Speaker 1 said.

On the design contract, Speaker 1 presented a second draft agreement with BH+ A and highlighted the proposed schedule: two months for schematic design, two months for design development and two months for construction documents, followed by bidding and a projected construction start about two months after bidding. "They have 2 months to complete schematic design, 2 months to do design development, 2 months to do construction documents," Speaker 1 said, calling the timetable "very aggressive." The consultant team named in the draft includes landscape, civil, structural, MEP and cost‑estimating subconsultants.

Members discussed phasing and budgeting options, including using ad alternates to remove or add elements based on bids to protect the town against cost overruns. Speaker 6 urged the committee to "design to use and then try to solicit the funds to match the design that best meets our need," arguing against designing strictly to an anticipated budget.

The committee moved to recommend the BH+ A contract to the town council and the chair said the draft would be sent to the town solicitor for review so the council could consider it at its Nov. 18 meeting.

What comes next: Staff will seek clarification from HUD on deadlines and eligible costs, finalize the project budget and narrative for the grant files, and the committee will forward its contract recommendation and the revised resolution language to the town council for action at the Nov. 18 meeting.