HomeMy WebLinkAboutProcurement and Disbursement Policy for the 2017 Urgent Repair Program Orange County
Procurement and Disbursement Policy
URGENT REPAIR 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 Urgent Repair Program (URP). Bids are invited from Contractors who
are part of the County's approved contractor registry. (To be on the registry, a contractor
must complete an application, have their recent work inspected, reviewed and approved
by the Rehabilitation Specialist and submit proof of insurance.) Any contractor listed with
and approved by the County and in good standing will receive automatic approval status
on the contractor registry.
2. At least three eligible contractors on the County's approved contractor registry shall be
invited to bid on each job and the lowest 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, and (c) there is no conflict of interest (real or
apparent).
3. 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 job site.
4. Bid packages shall consist of an invitation to bid, work write up(s) and bid sheet(s) for
each job.
5. Bids must include a cost-per-item breakdown with line item totals equaling the submitted
bid price. Discrepancies must be reconciled prior to a contract being awarded.
6. Any change to the original scope of work must be reduced to 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 also detail any changes to the
original contract price.
7. No work may begin prior to a contract being awarded, executed and a written order to
proceed provided to the contractor. In addition, a pre-construction conference and "walk
thru" shall be held at the work site prior to commencement of repair work.
8. The County reserves the right to reject any or all bids at any time during the procurement
process.
9. In the event of a true emergency situation, the County reserves the right to waive normal
procurement procedures in favor of more expedient methods, which may include seeking
telephone quotes, faxed bids and the like. Should such methods ever become necessary
the transaction will be fully documented.
10. All sealed bids will be opened publicly at a time and place to be announced in the bid
invitation. All bidders are welcome to attend.
11. Orange County is an equal opportunity employer, implements non-discriminatory
practices in its procurement/disbursement and will make special outreach efforts to
include M/WBE (Minority/Women business Enterprise) businesses within its contractor
and subcontractor pool.
DISBURSEMENT POLICY
1. All repair work must be inspected by (a) an Orange County Rehabilitation Specialist, and
(b) the homeowner prior to any payments to contractors. If all work is deemed
satisfactory and all other factors and written agreements are in order, payment shall be
issued upon presentation of an original invoice from the contractor. Contractor should
allow 21 business days for processing of the invoice for payment. A signed approval
certificate of final inspection from an Orange County Building Code Inspector will be
required for any trade or building permits required on URP17 projects.
2. If any of the work is deemed unsatisfactory, it must be corrected prior to authorization of
payment. If the contractor fails to correct the work to the satisfaction of the County's
Rehabilitation Specialist, payment may be withheld until such time the work is
satisfactory. (Contractors may follow Orange County Urgent Repair Program Assistance
Policy if a dispute occurs; however, contractors shall abide by the final decision as stated
in the policy).
3. The County assures, through this policy, that adequate funds shall be available to pay the
contractor for satisfactory work.
4. All contractors, sub-contractors and suppliers must sign a lien waiver prior to
disbursement of funds.
The Procurement and Disbursement Policies are adopted this the 6 day of June 2017.
Orange County
BY:
ATTEST:
CONTRACTORS STATEMENT:
I have read and understand the attached Procurement and Disbursement Policy.
BY:
COMPANY NAME:
WITNESS: