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Attachment 1 3 <br /> ORANGE COUNTY PROCUREMENT AND DISBURSEMENT POLICY <br /> Housing Rehabilitation Programs, Including Local and North Carolina Housing Finance <br /> Agency (NCHFA) Urgent Repair Activities <br /> A. Procurement Policy <br /> 1. To the maximum extent practical, Orange County (the County) promotes a fair, open, and <br /> competitive procurement process as required under the NCHFA Urgent Repair Program <br /> (URP) and the County's local housing rehabilitation programs. Bids are invited from <br /> contractors who are included on the County's Approved Contractor Registry. Any current <br /> contractor listed with and approved by the County and in good standing (i.e., no <br /> unresolved past performance issues and not listed on the federal or state debarred list) <br /> will receive automatic approval status on the Approved 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 <br /> approved by the Rehabilitation Specialist. All contractors' insurance renewals must be <br /> submitted to the County on an annual basis. In order to bid on a pre-1978 property, the <br /> contractor's firm must be Renovate, Repair and Paint (RR&P) certified and have their <br /> RR&P certificate on file with the County. <br /> 3. To the maximum extent practical, a minimum of three (3) eligible contractors on the <br /> Approved Contractor Registry should be invited to bid on each job and the lowest, most <br /> responsive and responsible bidder shall be selected for the contract. "Responsive and <br /> responsible" means: (a) the contractor is deemed able to complete the work in a timely <br /> fashion; (b) the bid is within fifteen percent (15%) in either direction of the County's cost <br /> estimate; (c) the contractor has not been suspended or debarred; and (d) there is no real <br /> or perceived conflict of interest. Due to increasing difficulty of soliciting eligible bids for <br /> urgent repair projects, the County may solicit a bid from an eligible contractor on the <br /> Approved Contractor Registry based on their rotating placement on the Registry. If the <br /> selected contractor submits a responsive and responsible bid, it will be accepted. After <br /> successful completion of the project, that contractor will rotate to the end of the Registry. <br /> If the contractor does not submit a responsive and responsible bid or chooses not to <br /> submit a bid, the next contractor on the Registry will be eligible to submit a bid on the <br /> project. In emergency situations, telephone or email bids or quotes will be accepted and <br /> documentation of the bids or quotes will be maintained in the project file. <br /> 4. Although bid packages may be bundled for multiple job sites, these bids shall be <br /> considered separate when awarded and shall be awarded to the lowest responsive and <br /> responsible bidder(s) for each job site. No contractor shall have more than three (3) open <br /> jobs at any one time. Ajob shall be considered "open" once a contract is signed. <br /> Page 1 <br /> Orange County Urgent Repair Procurement and Disbursement Policy <br /> Revised 02-20-20 <br />