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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 />