Orange County NC Website
Browse       Search
ATTACHMENT 3 37 <br /> Orange County <br /> Procurement and Disbursement Policy <br /> ESSENTIAL SINGLE FAMILY REHABILITATION LOAN POOL <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 (NCHFA) Essential Single Family Rehabilitation Loan Pool <br /> (ESFRLP). Bids are invited from Contractors who are part of the County's approved <br /> contractor registry. Any current contractor listed with and approved by the County and in <br /> good standing (i.e. no unresolved past performance issues and not listed on the federal or <br /> state debarred list)will receive automatic approval status on the contractor registry. <br /> 2. To be listed in the Approved Contractor Registry, a contractor must complete an <br /> application, have their recent work inspected, reviewed and approved by the County's <br /> Rehabilitation Specialist and submit proof of insurance. All contractors working on pre- <br /> 1978 units must be Renovate, Repair and Paint Rule (RR&P) Certified Renovators <br /> working for Certified Renovation firms; only those contractors with this certificate on file <br /> will be invited to bid on pre-1978 homes. <br /> 3. 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, (c) the contractor has not been suspended or <br /> debarred and(d) there is no conflict of interest(real or apparent). <br /> 4. 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 /> 5. Bid packages shall consist of an invitation to bid, work write up(s) and bid sheet(s) for <br /> each job, including instructions for distribution and receipt of bids. Contractors will be <br /> given no less than seven days in which to inspect the property and prepare bid proposals. <br /> Each contractor will need access to all parts of the house in order to prepare a bid. A bid <br /> opening will be conducted in the Housing, Human Rights and Community Development <br /> Department located at 300 W. Tryon Street, Hillsborough, NC at a specified date and <br /> time, with all bidders invited to attend. <br /> 6. 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 /> 7. The 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 <br /> the transaction will be fully documented. In the event phone bids are used, the County of <br /> Orange will call the first three responsive contractors on the approved contractor list who <br /> have indicated a desire to be on the telephone call list. The County will track who has <br />