OTHER-2023-056-Orange County Procurement and disbursement ploicy urgent repair and housing rehabilitation programs

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n ORANGECOUNTY 4lol 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