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Attachment 3 1 2 <br /> Orange County <br /> Procurement and Disbursement Policy <br /> URGENT REPAIR PROGRAM <br /> PROCUREMENT POLICY <br /> 1. To the maximum extent practical, Orange County ("the County") promotes a fair, open <br /> and competitive procurement process as required under the North Carolina Housing <br /> Finance Agency's Urgent Repair Program (URP). Bids are invited from Contractors who <br /> are part of the County's approved contractor registry. (To be on the registry, a contractor <br /> must complete an application, have their recent work inspected, reviewed and approved <br /> by the Rehabilitation Specialist and submit proof of insurance.) Any contractor listed with <br /> and approved by the County and in good standing will receive automatic approval status <br /> on the contractor registry. <br /> 2. At least three eligible contractors on the County's approved contractor registry shall be <br /> invited to bid on each job and the lowest responsive and responsible bidder shall be <br /> selected for the contract. "Responsive and responsible" means (a) the contractor is <br /> deemed able to complete the work in a timely fashion, (b) the bid is within 15%, in either <br /> direction, of the County's cost estimate, and (c) there is no conflict of interest (real or <br /> apparent). <br /> 3. Although bid packages may be bundled for multiple job sites, the bids for multiple job <br /> sites shall be considered separate and apart when awarded and shall be awarded to the <br /> lowest responsive and responsible bidder(s) for each job site. <br /> 4. Bid packages shall consist of an invitation to bid, work write up(s) and bid sheet(s) for <br /> each job. <br /> 5. Bids must include a cost-per-item breakdown with line item totals equaling the submitted <br /> bid price. Discrepancies must be reconciled prior to a contract being awarded. <br /> 6. Any change to the original scope of work must be reduced to writing in the form of a <br /> change order to be agreed upon and signed by all parties to the original contract and two <br /> representatives of the County. The change order must also detail any changes to the <br /> original contract price. <br /> 7. 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" <br /> shall be held at the work site prior to commencement of repair work. <br /> 8. The County reserves the right to reject any or all bids at any time during the procurement <br /> process. <br /> 9. 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 <br /> the transaction will be fully documented. <br /> 10. 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 />