OTHER-2023-054-Procurement and disbursement ploicy

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ORANGECOUNTY HOUSING DEPARTMENT Procurement and Disbursement Policy Essential Single Family Rehabilitation Program PROCUREMENT POLICY 1 . 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 ' s (NCHFA) Essential Single -Family Rehabilitation Loan Pool (ESFRLP) . Bids are invited from Contractors who are part of the County ' s approved contractor registry . Any current contractor listed with and approved by the County and in good standing (ie , no unresolved past performance issues and not listed on the federal or state debarred list) will receive automatic approval status on the Contractor Registry , 2 . To be listed in the Approved Contractor Registry , a contractor must complete an application, have their recent work inspected, reviewed and approved by the County ' s Rehabilitation Specialist, and submit proof of insurance . 3 . At least three eligible contractors on the Contractor Registry shall be invited to bid on each job and the lowest, most responsive and responsible bidder shall be selected for the contract . "Responsive and responsible " means (a) the contractor is deemed able to complete the work in a timely fashion, (b) the bid is within 15 % , in either direction, of the County ' s cost estimate , (c) the contractor has not been suspended or debarred and (d) there is no conflict of interest (real or apparent) . All contractors working on pre4978 units must be Renovation, Repair and Painting Rule (RR&P) Certified Renovators working for Certified Renovation firms ; only those contractors with this certificate on file will be invited to bid on pre - 1978 homes . For units where abatement is required or with more than $ 25 , 000 of construction costs not attributed to Lead-Based Paint (LBP) stabilization/removal , projects must use a certified lead abatement firm as required by North Carolina ' s Lead Hazard Management Program for Abatement Activities (LHMP) . Both firm types are listed at this website : httpso //schs . dph . nedhhs . gov/lead/accredited . cfm . 4 . Although bid packages may be bundled for multiple job sites , the bids for multiple job sites shall be considered separate and apart when awarded and shall be awarded to the lowest responsive and responsible bidder( s) for each j ob site . 5 . 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 . Contractors will be given no less than seven 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 . A bid opening will be conducted at the Orange County Housing Department Office located at 300 W . Tryon St . , Hillsborough, NC 27278 at a specified date and time , with all bidders invited to attend .