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3 <br />Orange County <br />2014 Single - Family Rehabilitation (SFR) Program <br />PROCUREMENT POLICY <br />To the maximum extent practical, Orange County promotes a fair, open and competitive <br />procurement process as required under the North Carolina Housing Finance Agency's Single - <br />Family Rehabilitation (SFR) Program. Bids are invited from Contractors who are part of the <br />County's approved contractor registry. (To be on the registry, a contractor must complete an <br />application, have their recent work inspected, reviewed and approved by the Rehabilitation <br />Specialist and submit proof of insurance at the appropriate levels required by the County.) <br />1. Three to six eligible contractors on the County's approved contractor registry shall be invited <br />to bid on each job and the lowest responsive and responsible bidder shall be selected• for the <br />contract. "Responsive and responsible" means (a) the contractor is deemed able to complete <br />the work in a timely fashion, (b) the bid is within 15 %, in either direction, of the County's <br />cost estimate, and (c) there is no conflict of interest (real or apparent). <br />2. Although bid packages may be bundled for multiple job sites, the bids for multiple job sites <br />shall be considered separate and apart when awarded and shall be awarded to the lowest <br />responsive and responsible bidder(s) for each job site. <br />3. Bid packages shall consist of an invitation to bid, work write up(s) and Non - Collusive <br />Affidavit form (s) for each job. <br />4. Bids must include a cost - per -item breakdown with line item totals equaling the submitted bid <br />price. Discrepancies must be reconciled prior to a contract being awarded. <br />5. Any change to the original scope of work must be reduced to writing in the form of a change <br />order to be agreed upon and signed by two (2) representatives of Orange County and all <br />parties to the original contract. The change order must also detail any changes to the original <br />contract price. <br />6. No work may begin prior to a contract being awarded and a written order to proceed <br />provided to the contractor. In addition, a pre - construction conference and "walk thru" shall be <br />held at the work site prior to commencement of repair work. <br />7. Orange County reserves the right to reject any or all bids at any time during the procurement <br />process. <br />8. In the event of a true emergency situation, the County reserves the right to waive normal <br />procurement procedures in favor of more expedient methods, which may include seeking <br />telephone quotes, faxed bids and the like. Should such methods ever become necessary the <br />transaction will be fully documented. <br />9. All sealed bids will be opened publicly at a time and place to be announced in the bid <br />invitation. All bidders are welcome to attend. <br />This Procurement Policy is adopted this the �day of d V . 2014. <br />