OTHER-2021-044-Orange County Procurement and Disbursement Policy Urgent Repair and Housing Rehabilitation Programs

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6 +,vLw o ® I 512 i 4 1 MEN ORANGE COUNTY HOUSING & COMMUNITY DEVELOPMENT Orange County Procurement and Disbursement Policy Urgent Repair and Housing Rehabilitation Programs Procurement Policy To the maximum extent practical , Orange County ( the " County" ) promotes a fair, open and competitive procurement process as required under the North Carolina Housing Finance Agency ( " NCHFA" ) Urgent Repair Program ( " URP " ) , NCHFA Essential Single - Family Rehabilitation Loan Pool ( " ESFRLP" ) and the County' s local urgent repair and housing rehabilitation programs . Bids are invited from contractors on the County ' s Contractor Registry . Any current contractor listed with and approved by the County and in good j standing ( i . e . , no unresolved past performance issues and not listed on the federal or state debarred list ) will receive automatic approval status on the Contractor Registry . To be listed on the Contractor Registry, a contractor must complete an application , submit proof of insurance and have their recent work inspected and approved by the Rehabilitation Specialist . All contractors' insurance renewals must be submitted to the County on an annual basis . In order to bid on a pre - 1978 property, the contractor' s firm must be Renovate , Repair and Paint ( " RR & P" ) certified and have their RR & P certificate on file with the County . To the maximum extent practical , a minimum of three ( 3 ) eligible contractors on the Contractor Registry should be invited to bid on each job and the lowest, most responsive and responsible bidder shall be i" selected for the contract . " Responsive and responsible " means the following : the contractor is deemed able to complete the work in a timely fashion ; the bid is within 15 % in either direction of the County ' s cost estimate ; the contractor has not been suspended or debarred ; and there is no real or perceived conflict of interest . Because of the increasing difficulty of soliciting eligible bids for URP projects, the County can solicit a bid from an eligible contractor on the Contractor Registry based on their rotating placement on the Registry . If the selected contractor submits a responsive and responsible bid then it will be accepted and after successful completion of the project that contractor' s name will rotate to the end of the Registry . If the contractor does not submit a responsive and responsible bid or chooses not to submit a bid , then the next contractor on the Registry will be eligible to submit a bid on the project . In addition , in emergency situations, telephone or email bids or quotes will be accepted and documentation of such bids or quotes will be maintained in the applicable file . Although bid packages may be bundled for multiple job sites, these bids shall be considered separate and apart when awarded and shall be awarded to the lowest responsive and responsible bidder ( s ) for each job site . No contractor shall have more than three ( 3 ) open jobs at any one time . A job shall be considered " open " once a contract is signed . Bid packages shall consist of an invitation to bid , work write - up ( s ) and bid sheet ( s ) for each job, including instructions for distribution and receipt of bids . For urgent repair activities, contractors will be given no less than seven ( 7 ) days in which to inspect the property and prepare bid proposals . Each contractor will need access to all parts of the house in order to prepare a bid . For minor and comprehensive housing rehabilitation activities, contractors will be given no less than ten ( 10 ) days in which to inspect the property and prepare bid proposals . Orange County Urgent Repair and Housing Rehab Procurement and Disbursement Policy Page 1