1-4860 - City of Jenkins- Elkins Lake Silt Pond Hazard Mitigation RFP .pdf

Request for Proposals

CITY OF JENKINS, KENTUCKY

PROJECT NAME: 960530 Elkhorn Lake Silt Pond Hazard Mitigation –

Rock Installation

The City of Jenkins, Kentucky is requesting responses to this Request for Proposals (RFP) from qualified contractors with experience in natural stream design features. This project is to help mitigate the sediment deposited into Elkhorn Lake, which serves as the primary drinking water source for the population of the City of Jenkins. Ongoing storm events have overloaded the sediment retention pond upstream of the lake causing sediment to be deposited into the lake.

Work is for the provision and installation of seven (7) step pool boulder formations in the sediment retention pond and the creek to the lake.

Responses are due no later than September 2, 2026; 2:00 PM ET.

RESPONSE DELIVERY:

Proposals and all required forms shall be submitted through the DFS Procurement Portal:

dfs.bonfirehub.com

Submissions received after the closing time will not be accepted. Multiple submittals from the same entity will not be accepted. Submission is electronic only through the DFS Portal. Hard copy proposals or offers by telephone, fax, or email will not be accepted.

Addenda regarding this RFB will be posted to the DFS Portal at dfs.bonfirehub.com. Proposers are responsible for obtaining addenda and are advised to check the website frequently.

Questions regarding this RFB are to be submitted to dfs.bonfirehub.com. For questions regarding portal registration or navigation, please email: procurement@erassist.com. Addenda regarding this RFP will be posted to the DFS Portal at dfs.bonfirehub.com. Proposers are responsible for obtaining addenda and are advised to check the website frequently.

The award is scheduled to occur at the monthly Jenkins City Council meeting on September 7, 2026 at 7:00 PM in the Jenkins City Hall.

Exact format of the technical qualification response is at the discretion of the respondent.

Overly complex or lengthy response packages should be avoided.

All requested information must be filled out to be considered a valid proposal

Work is expected to be completed within 60 days of contract award.

Any contractor with overdue work for the city is ineligible for additional work from the city until overdue projects are completed.

Work will not be considered complete until all invoice documents are provided and invoice validation is complete. Final invoice with all required documents must be provided in a single transmission (email or link to a dropbox , google drive, or other file sharing service). Multi-part transmission of invoice documentation will cause a delay in validation which will affect payment processing timelines and designation of completion.

4860 City of Jenkins, KY 960530 Elkhorn Lake Silt Pond Site 1 Page 1 http://dfs.bonfirehub.com http://dfs.bonfirehub.com http://dfs.bonfirehub.com mailto:procurement@erassist.com

Invoices must include at least 4 Photos of “Before” and 4 Photos “After” work completion. Photos must be taken with an app (such as Solocator or GPS Camera) that displays the GPS (and preferably road name) and date.

If rock/aggregate or fill material is supplied as part of this work, the Invoice must list the quarry location of aggregate or the source location of the fill. If rock/aggregate is supplied from a third party, must provide documentation from the third party of the original location of the aggregate or fill. Third party documentation must be signed and submitted on third party letterhead.

This work is for a specific site/repair with quantities listed on a FEMA grant; as such documentation supporting the quantities must be provided (e.g. quarry tickets, or load counts/truck capacities). Invoices must list the haul off location of any debris, spoils, or waste (example: permitted landfill, recycling location, or road dept for reuse).

Payment will follow only after work is completed, all documentation is received from the Contractor and reconciled by the Grants Management Team, and after approval by the Fiscal Court. (Documentation to include items such as before/after photos (always required), quarry documentation, quantity documentation, and documentation of disposal).

Successful proposers, assigns, subcontractors must be compliant with all applicable Federal, State and Local laws.

The City of Jenkins reserves the right to accept or reject any and all proposals. The City of

Jenkins reserves the right to seek clarification from proposers.

The City of Jenkins is an Equal Opportunity Employer and encourages all qualified businesses to respond to this request, including minority, women, veteran owned businesses, as well as hub-zone businesses.

Work can not start until the contract agreement is fully executed and the contractor has made contact with the city to schedule work and work supervision/inspection.

Requested information through the DFS Portal (‘Requested Information’ section) is as follows, items marked with an asterisk (*) are required for submission, additional information can be uploaded in the ‘Alternate/Additional’ Submission section.

● Qualification Package (Technical Response) *

● References * (Debris removal and road repair references will not be considered)

● List of Subcontractors *

● Basis of Pricing*

● Contractor Affidavit under O.C.G.A. § 13-10-91(b)(l) *

In addition, the following forms are provided in this RFP. In lieu of signatures, Proposers must review each form and enter their response as directed in the Required Information section of the Portal. The confirmation or declaration statement respondents will be required to respond

4860 City of Jenkins, KY 960530 Elkhorn Lake Silt Pond Site 1 Page 2 to for each form, as well as any documentation requirements, are provided in a gray box at the bottom of each attachment. All responses must be true and accurate and shall be considered the equivalent of a legally-binding electronic signature.

1. Attachment 1: Proposal Certification and Cost Proposal Form

2. Attachment 2: NON-COLLUSION DECLARATION

3. Attachment 3: CERTIFICATION REGARDING LOBBYING

4. Attachment 4: FORM 200.321 AFFIRMATIVE STEPS

5. Attachment5: CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY and VOLUNTARY EXCLUSION

6. Attachment 6: CONFLICT/NON-CONFLICT OF INTEREST STATEMENT

7. Attachment 7: DRUG-FREE WORKPLACE AFFIDAVIT

8. Attachment 8: INSURANCE COVERAGE DECLARATION

RFP EVALUATION CRITERIA POINTS

Contractor’s Experience, Past Performance, Credentials of Contractor and Team

● Experience in natural stream design features such as J hooks, cross vanes, and weirs.

● Experience with federal reimbursement programs

● Current and past performance record of contractor and subcontractors

● Contractor integrity and current and past compliance with public policies including affirmative steps for subcontracting and equal opportunity and nondiscrimination laws

Proposal/Work Plan

● General work plan as well as specific plan for the City

● Communication plan for/with the City

● Availability and ability of key personnel to perform contract operations

● Price – Contractor’s Cost Proposal Score Calculated as Follows:

● [1 - (B-A)/A] x C = Final Cost Score

● A - the lowest Offeror's cost

● B - the Offeror's cost being scored

C - the maximum number of cost points available

● Note: If the formula results in a negative number (which will occur when the Offeror's cost is more than twice the lowest cost), zero points shall be assigned.

References

● Debris removal and embankment repair references will not be considered 10

Required Interviews 20

Total Points 100

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SCOPE OF WORK - ROCK INSTALLATION

NO WORK CAN BE DONE FROM WITHIN WATER–EQUIPMENT MUST BE FROM EMBANKMENT

Elkhorn Lake Silt Pond Site 1

Location: Start 37.16497, -82.63917 End 37.16500, -82.63865

Pump water from the pond to Elkhorn Lake and install 5 step pool boulder formations to the bottom of the sediment retention pond and two (2) step pool boulder formations in the creek to the lake according to the mitigation specifications provided. This is to provide grade control and preliminary sediment control. Boulders shall be approximately 3ft in diameter and weigh a total of 215 tons for all rock.

4860 City of Jenkins, KY 960530 Elkhorn Lake Silt Pond Site 1 Page 4 https://www.google.com/maps/place/37%C2%B009'53.9%22N+82%C2%B038'21.0%22W/@37.1649696,-82.6494697,15z/data=!3m1!4b1!4m4!3m3!8m2!3d37.16497!4d-82.63917?entry=ttu&g_ep=EgoyMDI1MTIwMS4wIKXMDSoASAFQAw%3D%3D

Rock Installation Drawings

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Attachment 1: Certification and Cost Proposal Form

Proposal Certification: I have carefully examined the Request for Proposals and any other documents accompanying or made a part of this Request for Proposals.

I hereby propose to furnish the goods or services specified in the Request for

Proposals at the rates quoted in my proposal. I agree that my proposal will remain in effect for a period of up to one hundred eighty (180) days.

I agree to abide by all conditions of this proposal l and understand that a background investigation may be conducted prior to award.

I certify that all information contained in this proposal is truthful to the best of my knowledge and belief. I further certify that I am duly authorized to submit this proposal on behalf of the proposer as its act and deed and that the proposer is ready, willing and able to perform if awarded the Contract.

I certify this proposal is made without prior understanding, agreement, connection, discussion, or collusion with any other person, firm or corporation submitting a proposal for the same product or service. I further certify that no officer, employee or agent of the City or of any other proposer has a financial interest in this proposal. I further certify that the undersigned executed this proposer's Certification with full knowledge and understanding of the matters therein contained and was duly authorized to do so.

DFS Portal Confirmation / Declaration:

By completing and submitting the Cost Proposal Form, you are certifying all of the above as well as the prices and data entered in the Cost Proposal Form in the DFS Portal. The following

Cost Proposal Form is provided for reference only.

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Attachment 1: Certification and Cost Proposal Form

Total Quantity List

Unit pricing shall be all-inclusive and include all labor (including equipment programming), equipment, material, and supply costs and shall not be increased or changed for any reason other than changes requested or approved by the City.

Bid item

Description Unit of

Measure Appx Qty

Pump water from the pond to Elkhorn Lake and provision and install Rock to the bottom of the pond according to the mitigation specifications provided. This is to provide grade control and preliminary sediment control.

TON 215

2 Mobilization/Demobilization and Traffic Control Lump Sum

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Attachment 2: NON-COLLUSION DECLARATION

The proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The proposal is genuine and not collusive or sham. The proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal. The proposer has not directly or indirectly colluded, conspired, connived, or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from proposing. The proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any other proposer , or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer.

All statements contained in the proposal are true. The proposer has not, directly or indirectly, submitted his or her proposal price of any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham proposal, and has not paid, and will not pay, any person or entity for such purpose.

Any person executing this declaration on behalf of a proposer that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the proposer.

I declare under penalty of perjury under the applicable laws that the foregoing is true and correct.

Do you confirm that you have read the Non-Collusion declaration and therefore declare under penalty of perjury under the applicable laws that the Non-Collusion Declaration is true and correct? (Y/N)

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Attachment 3: CERTIFICATION REGARDING LOBBYING

The undersigned certifies that, to the best of their knowledge and belief, that:

1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a

Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure

Form to Report Lobbying,” in accordance with its instruction.

3. The undersigned shall require that the language of this certification be included in the award document for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31

U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

Do you, the Contractor, confirm that you have read the Certification Regarding Lobbying form and certify or affirm the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that the provisions of 31

U.S.C. Chap. 38, Administrative Remedies for False Claims and Statements, apply to this certification and disclosure, if any. (True/False)

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Attachment 4: FORM 200.321 AFFIRMATIVE STEPS

CONTRACTING WITH SMALL AND MINORITY BUSINESSES, WOMEN’S BUSINESS

ENTERPRISES, AND LABOR SURPLUS AREA FIRMS §200.321

The City is required to take all necessary affirmative steps to assure that minority business, women's business enterprises, and labor surplus area firms are used when possible. If contractor uses subcontractors, they are also required to take the following affirmative steps:

1. Placing qualified enterprises on solicitation lists.

2. Assuring that enterprises are solicited whenever they are potential sources.

3. Dividing total requirements when economically feasible into smaller tasks or quantities to permit maximum participation by enterprises.

4. Establishing delivery schedules, where the requirement permits, which encourage participation by enterprises.

5. Using the services and assistance, as appropriate, of such organizations as the Small

Business Administration and the Minority Business Development Agency of the

Department of Commerce.

Do you confirm that you have read the 200.321 Affirmative Steps Confirmation and agree to take the listed affirmative steps when using subcontractors. (Y/N)

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Attachment 5: CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY and

VOLUNTARY EXCLUSION

Neither the entity or its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.

Do you confirm that neither the entity nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency? (Y/N)

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Attachment 6: CONFLICT/NON-CONFLICT OF INTEREST STATEMENT

To the best of our knowledge the proposer has no potential conflict of interest due to any other clients, contracts, or property interest for this project. [ SELECT YES IF TRUE ]

OR

The proposer, by attachment, submits information which may be a potential conflict of interest due to other clients, contracts, or property interest for this project. [ SELECT NO

IF TRUE & UPLOAD DOCUMENTATION ]

Failure to answer appropriately may result in disqualification of your proposal.

Do you confirm that to the best of your knowledge the undersigned proposer has no potential conflict of interest due to any other clients, contracts, or property interest for this project?

(Y/N)

If answered no, documentation must be uploaded containing information regarding what may be a potential conflict of interest due to other clients, contracts, or property interest for this project.

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Attachment 7: DRUG-FREE WORKPLACE AFFIDAVIT

The undersigned certifies that the responding firm has taken steps to :

1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

3. Give each employee engaged in providing the commodities or contractual services that are proposed, a copy of the drug- free workplace statement.

4. In the statement specified in drug-free workplace statement, notify the employees that as a condition of working on the commodities or contractual services that are under bid the employee will abide by the terms of the statement and will notify the employer of any conviction of or plea of guilty or nolo contendere to any violation of any controlled substance law of the United States or any state for a violation occurring in the workplace no later than five (5) days after such conviction.

5. Impose a sanction on or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community by any employee who is so convicted.

6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

I certify that this firm complies fully with the above requirements.

Do you confirm that you have read the Drug-Free Workplace Affidavit and certify that the responding company complies fully with the listed requirements? (Y/N)

- Upload the contractor's Drug Free Workplace Policy

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