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12 <br /> ORANGE COUNTY <br /> MOUSING DEPARTMENT <br /> Bids must include a cost-per-item breakdown with line item totals equaling the submitted bid price. Any <br /> discrepancies must be reconciled prior to a contract being awarded. <br /> The County reserves the right to reject any or all bids at any time during the procurement process. <br /> In the event of an emergency situation, the County reserves the right to waive normal procurement <br /> procedures in favor of more expedient methods, which may include seeking quotes and bids by telephone, <br /> email,fax and the like. Should such methods ever become necessary the transaction, including the nature <br /> of the emergency,will be fully documented and placed in the project file. In the event telephone bids are <br /> used,the County will call the next eligible contractor on the Approved Contractor Registry who has <br /> indicated a desire to be on the Emergency Call List.The County will track who has been called and been <br /> responsive and will rotate through the Emergency Call List before beginning the rotation again. <br /> All sealed bids will be opened publicly at a date, time, and venue specified in the bid invitation. All bidders <br /> are invited and welcome to attend. Within 72 hours of the bid opening, after the review of bid breakdowns <br /> and construction schedules, the winning bidder(s)will be selected. All bidders and the homeowner will be <br /> notified in writing of the selection of the winning bid,the amount of the winning bid, and the specific <br /> reasons for the selection if the lowest bidder was not selected. <br /> The contractor is responsible for obtaining a building permit for the project before beginning work.The <br /> permit must be posted at the project site during the entire period of construction. If applicable,the <br /> contractor will obtain a permit for lead and/or asbestos hazard-related activities.The Rehabilitation <br /> Specialist will closely monitor the construction to make sure that the work is being done according to the <br /> work write-up (which is made part of the contract by reference) and in a timely fashion. Local code <br /> enforcement officials will, if required, inspect the work for compliance with the NC State Building Code and <br /> the local minimum housing code,when applicable.The homeowner will be responsible for working with <br /> the contractor to clear their personal property from the work areas as needed, as much as practicable.The <br /> contractor will be responsible for all clearing and cleaning activities necessary due to construction. <br /> Any change to the original scope of work must be in writing in the form of a change order to be agreed <br /> upon and signed by all parties to the original contract and two representatives of the County.The change <br /> order must detail any changes to the original contract price. <br /> No work may begin prior to a contract being awarded and executed and a written order to proceed <br /> provided to the contractor. A pre-construction conference and a walk through of the project site must also <br /> be held prior to the commencement of the project. At this time,the homeowner, contractor, and <br /> Rehabilitation Specialist will discuss the details of the work to be completed. Project start and end dates <br /> will be finalized, along with any special arrangements such as weekend or evening work hours and the <br /> disposition of items to be removed from the home. Within 24 hours of the pre-construction conference, <br /> the County will issue a "proceed order"formally instructing the contractor to commence work by the <br /> agreed upon date. <br /> Orange County is an equal opportunity employer, implements non-discriminatory practices in its <br /> procurement and disbursement and will make special outreach efforts to include Minority/Women <br /> Business Enterprise (M/WBE) businesses within its contractor and subcontractor pool. Contractors will be <br /> chosen by the above criteria without regard to race, color, national origin, disability, religion, age, <br /> Orange County Urgent Repair and Housing Rehab Procurement and Disbursement Policy Page 2 <br />