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13 <br /> ATTACHMENT 3 <br /> ORANGE COUNTY PROCUREMENT AND DISBURSEMENT POLICY <br /> Housing Rehabilitation Programs, Including Local and NCHFA Urgent Repair Activities <br /> A. 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) Urban Repair Program (URP) and the County's other housing <br /> rehabilitation programs. Bids are invited from contractors who are included on the <br /> County's Approved Contractor Registry. Any current contractor listed with and approved <br /> by the County and in good standing (i.e. no unresolved past performance issues and not <br /> listed on the federal or state debarred list) will receive automatic approval status on the <br /> Contractor Registry. <br /> 2. To be listed on the Approved Contractor Registry, a contractor must complete an <br /> application, submit proof of insurance and have their recent work inspected and approved <br /> by the County's Rehabilitation Specialist. Orange County will get on an annual basis all <br /> contractors' insurance renewals. All contractors working on pre-1978 properties must <br /> have their firms be Renovate, Repair and Paint (RR&P) certified. Only contractors with an <br /> RR&P certificate on file will be invited to bid on pre-1978 properties. <br /> 3. A minimum of three (3) eligible contractors on the County's Approved Contractor Registry <br /> shall be invited to bid on each job and the lowest, most responsive and responsible bidder <br /> shall be selected for the contract. "Responsive and responsible" means the following: (a) <br /> the contractor is deemed able to complete the work in a timely fashion; (b) the bid is <br /> within fifteen percent (15%) in either direction of the County's cost estimate; (c) the <br /> contractor has not been suspended or debarred; and (d) there is no real or perceived <br /> conflict of interest. For Orange County's Local Urgent Repair Program, in emergency <br /> situations, a contractor may be selected from the Vendor List given their placement in the <br /> rotational process. In addition, for emergency situations, telephone or email bids or <br /> quotes will be accepted. Documentation of such bids or quotes will be maintained in the <br /> applicable file. See Item 8 below for more information on how Orange County will handle <br /> emergency situations. <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. No contractor shall have <br /> more than three (3) open jobs at any one time. A job shall be considered "open" once a <br /> contract is signed. <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. For urgent repair <br /> activities, contractors will be given no less than seven (7) days in which to inspect the <br /> Page 1 <br />