Agenda - 09-05-2023; 8-s - Approval of the Urgent Repair Program 2023 (URP23) Assistance Policy and the Procurement and Disbursement Policy for the North Carolina Housing Finance Agency (NCHFA)

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