1-4860 Letcher County 958182 Eolia Park RFP due 9.16.2026.pdf

Request for Proposals

LETCHER COUNTY FISCAL COURT

PROJECT NAME: 958182 Eolia Park – Embankment and Fence Repairs

Letcher County Fiscal Court is requesting responses to this Request for Proposals (RFP) from qualified contractors with experience in natural stream design features. This project is to help redirect water flow away from the streambank at Franks Creek to prevent erosion and control grade. Work is for the provision and installation of geotextile fabric and channel lining along the embankment as well as installing J-Hook Vane and Cross Vane as points along the creek.

Responses are due no later than September 16, 2026; 2:00 PM ET.

Required Documents for Submission in DFS Procurement Portal:

Copy of Insurance Copy of Drug Free Workplace Policy

RESPONSE DELIVERY:

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

dfs.bonfirehub.com

● All requested information must be filled out to be considered a valid bid.

● Bids and all required forms shall be submitted through the DFS Procurement Portal at dfs.bonfirehub.com no later than September 16, 2026, 2:00 PM ET.

● 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.

● 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.

● Award is set to occur at the Letcher County Fiscal Court meeting on September 21, 2026 at

10:00 AM EST at 156 Main St. Suite 107, Whitesburg, KY 41858.

4860 Letcher County Fiscal Court 958182 Eolia Park Page 1 http://dfs.bonfirehub.com http://dfs.bonfirehub.com http://dfs.bonfirehub.com http://dfs.bonfirehub.com mailto:procurement@erassist.com

● Work is expected to be completed within 60 days of contract award. Any contractor with overdue work for the county is ineligible for additional work from the county 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.

● 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 bidders, assigns, subcontractors must be compliant with all applicable Federal, State and Local laws.

● Letcher County reserves the right to accept or reject any and all bids. Letcher County reserves the right to seek clarification from bidders.

● Letcher County Fiscal Court 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 Letcher County Matt Amburgey at (606) 595-8710 to schedule work and work supervision/inspection.

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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 *

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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 County

● Communication plan for/with the County

● 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

Use Care to not destroy pavement or place equipment in water:

Site 1 Location: Start 37.05258, -82.80047 End 37.05301, -82.80033

1. Install 369 SY of Geotextile Fabric (166’L x 20’W)

2. Install 756 Tons of Class II Channel Lining (166’L x 20’W x 5’D)

3. Install J-Hook Vane consisting of large boulders (24 to 36 IN Diameter)

Site 2 Location: Start 37.05225, -82.80194 End 37.05236, -82.80094

1. Install 183 SY of Geotextile Fabric (330’L x 5’W)

2. Install 458 Tons of Class II Channel Lining (330’L x 5’W x 5’D)

3. Install Cross Vane consisting of large boulders (24 to 36 IN Diameter)

4860 Letcher County Fiscal Court 958182 Eolia Park Page 5 https://www.google.com/maps/place/37%C2%B003'09.3%22N+82%C2%B048'01.7%22W/@37.0524721,-82.8011149,17.02z/data=!4m4!3m3!8m2!3d37.05258!4d-82.80047?entry=ttu&g_ep=EgoyMDI2MDgyNi4wIKXMDSoASAFQAw%3D%3D https://www.google.com/maps/place/37%C2%B003'10.8%22N+82%C2%B048'01.2%22W/@37.0525679,-82.8012631,17.34z/data=!4m4!3m3!8m2!3d37.05301!4d-82.80033?entry=ttu&g_ep=EgoyMDI2MDgyNi4wIKXMDSoASAFQAw%3D%3D https://www.google.com/maps/place/37%C2%B003'08.1%22N+82%C2%B048'07.0%22W/@37.0523652,-82.8013402,17.46z/data=!4m4!3m3!8m2!3d37.05225!4d-82.80194?entry=ttu&g_ep=EgoyMDI2MDgyNi4wIKXMDSoASAFQAw%3D%3D https://www.google.com/maps/place/37%C2%B003'08.5%22N+82%C2%B048'03.4%22W/@37.05236,-82.80094,17z/data=!3m1!4b1!4m4!3m3!8m2!3d37.05236!4d-82.80094?entry=ttu&g_ep=EgoyMDI2MDgyNi4wIKXMDSoASAFQAw%3D%3D

Site 3 Location: Start 37.05262, -82.80122 End 37.05257, -82.80117

1. Remove and replace 96 SF of Aluminum fence, 24 FT long x 4 FT high.

2. Remove and Replace 24 LF of 1 1/2 in diameter top end rail.

3. Remove and Replace 3 each of 6 FT post. #3 2 IN diameter line post.

4. Remove and Replace 6 LF of #1-4 IN diameter terminal post.

4860 Letcher County Fiscal Court 958182 Eolia Park Page 6 https://www.google.com/maps/place/37%C2%B003'09.4%22N+82%C2%B048'04.4%22W/@37.0525813,-82.8006535,17.13z/data=!4m4!3m3!8m2!3d37.05262!4d-82.80122?entry=ttu&g_ep=EgoyMDI2MDgyNi4wIKXMDSoASAFQAw%3D%3D https://www.google.com/maps/place/37%C2%B003'09.3%22N+82%C2%B048'04.2%22W/@37.05257,-82.80117,17z/data=!3m1!4b1!4m4!3m3!8m2!3d37.05257!4d-82.80117?entry=ttu&g_ep=EgoyMDI2MDgyNi4wIKXMDSoASAFQAw%3D%3D

The following forms are provided in this RFB for reference. Bidders must review each form and enter their response as directed in the Portal’s Required Information section. The confirmation or declaration statement for each form for which a response is required is provided in a gray box at the bottom of each form in this document. All responses must be true and accurate and shall be considered the equivalent of a legally-binding electronic signature.

1. Attachment 1: Bid 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

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Attachment 1: Certification and Cost Proposal Form

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

I hereby propose to furnish the goods or services specified in the Request for Bids at the rates quoted in my Bid. I agree that my Bid will remain in effect for a period of up to one hundred eighty (180) days.

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

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

I certify this Bid is made without prior understanding, agreement, connection, discussion, or collusion with any other person, firm or corporation submitting a Bid for the same product or service. I further certify that no officer, employee or agent of

County or of any other Bidder has a financial interest in this Bid. I further certify that the undersigned executed this Bidder'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 County.

Bid item

Description Unit of Measur e Appx Qty

1 Provision and Installation of Geotextile Fabric SY 552

2 Provision and Installation of Class II Channel LIning TON 1,214

Provision and Installation of large boulders (24 to 36

IN Diameter) to create J Hook Vane Lump Sum

Provision and Installation of large boulders (24 to 36

IN Diameter) to create J Hook Vane Lump Sum

Remove existing and provide and install Aluminum fence, 24 FT long x 4 FT high.

SF 96

Remove existing and provide and install 1 ½ IN diameter top end rail.

LF 24

Remove existing and provide and install 2 IN diameter line posts. (3 posts at 6FT Long each)

LF 18

Remove existing and provide and install 4 IN diameter terminal post. (1 post at 6FT Long)

LF 6

9 Mobilization/Demobilization and Traffic Control Lump Sum

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Attachment 2: NON-COLLUSION DECLARATION

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

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

Any person executing this declaration on behalf of a bidder 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 bidder.

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 County 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 bidder has no potential conflict of interest due to any other clients, contracts, or property interest for this project. [ SELECT YES IF TRUE ]

OR

The bidder, 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 bid.

Do you confirm that to the best of your knowledge the undersigned bidder 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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