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