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15 <br /> 6. Bids must include a cost-per-item breakdown with line item totals equaling the submitted <br /> bid price. Discrepancies must be reconciled prior to a contract being awarded. <br /> 7. The County reserves the right to reject any or all bids at any time during the procurement <br /> process. <br /> 8. In the event of a true emergency situation, the County reserves the right to waive normal <br /> procurement procedures in favor of more expedient methods, which may include seeking <br /> telephone quotes, electronic bids and the like. Should such methods ever become <br /> necessary the transaction will be fully documented. In the event phone bids are used, <br /> Orange County will call the first three responsive contractors on the approved contractor <br /> list who have indicated a desire to be on the telephone call list. The County will track who <br /> has been called and responsive, and will rotate through the full list before beginning the <br /> rotation again. <br /> 9. All sealed bids will be opened publicly at a time and place to be announced in the bid <br /> invitation. All bidders are welcome to attend. Within 72 hours of the bid opening, after <br /> review of bid breakdowns and construction schedules, the winning bidders will be <br /> selected. All bidders and the homeowner will be notified in writing of 1) the selection of <br /> the winning bid, 2) the amount of the winning bid, 3) the amount of the County's cost <br /> estimate, and 4) the specific reasons for the selection, if other than the lowest bidder was <br /> selected. <br /> 10. The contractor is responsible for obtaining a building permit for the project before <br /> beginning work if supported by the local jurisdiction. The permit must be posted at the <br /> house during the entire period of construction. If applicable, the contractor will obtain a <br /> permit for lead hazard related activities. Orange County ESFRLP staff will closely <br /> monitor the contractor during the construction period to make sure that the work is being <br /> completed according to the work write-up (which is made a part of the rehabilitation <br /> contract by reference) and in a timely fashion. Local Code Enforcement Officials will <br /> inspect the work for compliance with the NC State Building Code and the local minimum <br /> housing code, when applicable. To protect personal property the homeowner will be <br /> responsible for working with the contractor toward clearing work areas of personal <br /> property as needed as much as practicable. The contractor will be responsible for all <br /> clearing and cleaning activities necessary due to construction activities. <br /> 11. Any change to the original scope of work must be reduced to writing in the form of a <br /> change order to be agreed upon and signed by all parties to the original contract including <br /> at minimum, the homeowner, the contractor and two representatives of the County. The <br /> change order must also detail any changes to the original contract price and completion <br /> date. <br /> 12. No work may begin prior to a contract being awarded and executed and a written order to <br /> proceed provided to the contractor. In addition, a pre-construction conference and "walk <br /> through" shall be held at the work site prior to commencement of repair work. At this <br /> time, the homeowner, contractor and Orange County ESFRLP program representatives <br /> will discuss the details of the work to be completed. Starting and ending dates will be <br /> finalized, along with any special arrangements such as weekend or evening work hours <br /> and disposition of items to be removed from the home. Within 24 hours of the pre- <br /> construction conference, Orange County will issue a "proceed order" formally instructing <br /> the contractor to commence work by the agreed-upon date. <br /> PD 1 <br />