1-August 2026 Letcher County Waterway Debris Removal RFB due 9.21.2026.pdf

Letcher County, Kentucky (hereinafter “County”) was impacted by severe storms in August 2026. In order to recover from this disaster quickly, Letcher County Fiscal seeks to establish a contract with an experienced contractor (hereinafter “Contractor”) with appropriate equipment and immediate capacity via this Request for Bids for waterway removal services. This Request is for immediate limited work in certain areas of the county affected by the recent flooding on an emergency basis based on funds availability.

BID SUBMISSION

Bids and all required forms shall be submitted through the DFS Procurement Portal at dfs.bonfirehub.com/portal no later than September 21, 2026; 8:00 AM ET. Submissions received after the due date and time will be considered non-responsive and will not be considered.

Submission is electronic only through the DFS Portal. Hard copy proposals or offers by telephone, fax, or email will not be accepted.

Questions regarding this RFB are to be submitted within the Portal at dfs.bonfirehub.com. For questions regarding portal registration or navigation, please email: procurement@erassist.com.

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.

Bids are set to be opened on September 21, 2026 at 8:00 AM ET. in the Judge Executive's Office, 156

Main St. Suite 107, Whitesburg, KY 41858, directly following the bid submission deadline.

Award is to follow on September 21, 2026, 10:00 AM ET at a special call meeting of the Letcher County

Fiscal Court, 156 Main St. Suite 107, Whitesburg, KY 41858.

Submission of any bid signifies the Contractor’s agreement that their bid and the content thereof, are valid for ninety (90) calendar days following the submission deadline and will become part of the contract that is negotiated between the Fiscal Court and the successful bidder. All prices submitted with the bid shall remain in effect for the ninety (90) day period.

Bidders must provide insurance policies in the DFS Procurement Portal showing proof of general and professional liability coverage upon submission.

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LETCHER COUNTY - DOWNED TREE DEBRIS REMOVAL FROM WATERWAY

REQUEST FOR BIDS

http://dfs.bonfirehub.com mailto:procurement@erassist.com

GENERAL TERMS & INFORMATION

● All requested information fields in the Portal must be filled out to be considered a valid bid.

● All bidders must provide a full list of equipment to be used for debris removal from waterways.

This includes contractor-owned equipment or long term rental.

● 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.

● Contractor shall be responsible for all expenses incurred while performing services under this Agreement. This includes automobile, truck, and other travel expenses; vehicle maintenance and repair costs; vehicle and other license fees and permits; insurance premiums; road, fuel, and other taxes; fines; radio, pager, or cell phone expenses; meals; and all salary, expenses, and other compensation paid to employees or contract personnel the Contractor hires to complete the work under this Agreement.

● The contractor will restore any landscaping, asphalt, concrete, etc. disturbed during construction to its original state or approved alternative. Any damage to the County’s property caused during construction will be repaired at the contractor’s expense.

● Contractors will be responsible for determining all requirements and permits needed to complete associated components needed to ensure the proper, efficient, and safe completion of this project.

The awarded contractor will also be responsible for obtaining any and all engineering approvals mandated and required by federal, state, or local codes or regulations. All permits, inspections, engineering approvals and associated requirements are the responsibility of the selected Contractor. Copies of required permits and approvals must be provided to the County upon receipt.

● 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.

● 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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SCOPE OF WORK FOR DEBRIS REMOVAL FROM WATERWAY

1. The purpose of this contract is to remove and dispose of downed trees in waterways at several locations around Letcher County .

2. The Contractor is responsible for securing the Kentucky Division of Water permits for all applicable sites.

3. The Contractor shall obtain signed/countersigned Right of Entry forms before entering private property during the performance of this contract, unless specifically authorized by the County in writing. Contractor shall note that a portion of the project will occur in residential areas. The

Contractor shall exercise due care to minimize any damages to trees, shrubs, landscaping and general property. The Contractor shall repair any damages caused to private property by the

Contractor’s equipment in a timely manner at no expense to the County. The debris work area shall be left clear of debris and cleaned, as reasonably and practical under the conditions of this project.

4. Any eligible debris, such as fallen trees, which extend onto the public waterway from private property, shall be cut at the point where it enters the waterway. Only that part of the debris that lies within the waterway shall be removed.

5. For the purpose of bidding, debris shall be removed and transported to the Letcher County

Transfer Station, 2632 Millstone Rd, Millstone 41838. Price includes removal from the waterway and hauling to the transfer station . The county will not charge tipping fees.

6. All equipment shall be approved by the County prior to use. No tracked equipment (rubber or steel) can be used on roads. Damage to the roadway will be deducted from payment for approved invoices. No equipment shall enter any waterway.

7. The County and governmental agencies reserve the right to inspect vehicles, equipment, debris site(s), and to verify quantities, and review operations at any time.

8. All work shall be accomplished in a safe manner in accordance with OSHA standards.

9. There may be immediate limited work in certain areas of the county affected by the recent flooding on an emergency basis based on funds availability.

10.Invoices must include at least 4 “Before” photos of each pay item (each tree) taken prior to removal from waterway and 4 “After” photos of each pay item (each tree) must be taken upon arrival at the debris site. Photos must be taken with an app (such as Solocator or GPS Camera) that displays the GPS (and preferably road name) and date. Multiple trees may be hauled to a debris site on a given trip, but each tree must be clearly visible and distinctly identifiable to support width and length of the pay item (consider using items such as survey tape).

11.Waterway Debris. Debris removal from waterways that is necessary to eliminate an immediate threat to life, public health and safety, or improved property is eligible.

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12.Please do not respond to this RFB if you will not be able to fully provide services to Letcher County.

13.The Contractor shall supervise and direct the work, using skilled labor and proper equipment for all tasks. Safety of the Contractor’s personnel and equipment is the responsibility of the Contractor. Additionally, the Contractor shall pay for all materials, personnel, taxes, and fees necessary to perform under the terms of this contract.

14.The Contractor shall be responsible for taking corrective action in response to any notices of violations issued as a result of the Contractors’ or any subcontractors’ actions or operations during the performance of this contract. Corrections for any such violations shall be at no additional costs to the Town.

15.The Contractor shall be responsible for control of pedestrian and vehicular traffic in the work area.

The Contractor shall provide all flag persons, signs, equipment, and other devices necessary to meet federal, state, and local requirements. The traffic control personnel and equipment shall be in addition to the personnel and equipment required in other parts of this contract. At a minimum, one flag person should be posted at each approach to the work area. Work shall be accomplished in a safe manner in accordance with OSHA standards.

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Attachment 1: Certification and Unit Pricing Sheet

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 Unit Pricing Sheet, you are certifying all of the above as well as the prices and data entered in the Unit Pricing Sheet, in the DFS Portal. The following Cost

Unit Pricing Sheet, is provided for reference only.

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Attachment 1: Certification and Unit Pricing Sheet

Unit Pricing Sheet

Unit pricing shall be all-inclusive and include all labor, equipment, and supply costs needed to remove down trees from the waterway and haul to the Letcher County Transfer Station and shall not be increased or changed for any reason other than changes requested or approved by the County. Not all line items may be used. This form is for reference only. Bid prices should include consideration for the average height of trees based on the stump cut location or the broken off location.

Bid item

Description Unit of

Measure

1 Clear Waterway and Haul to Transfer Station: 0-18 IN Diameter Tree up to 40 LF EA

2 Clear Waterway and Haul to Transfer Station: 18.1-24 IN Diameter Tree up to 40 LF EA

3 Clear Waterway and Haul to Transfer Station: 24.1-35.99 IN Diameter Tree up to 40 LF EA

4 Clear Waterway and Haul to Transfer Station: 36.0-47.99 IN Diameter Tree up to 40 LF EA

5 Clear Waterway and Haul to Transfer Station: 48.0+ IN Diameter Tree up to 40 LF EA

6 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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