1-Letcher County Rail and Crib until 6 30 27 RFB due 7.15.2026.pdf

Request For Bids

Letcher County Fiscal Court

156 Main St. #107, Whitesburg, KY 41858

Rail and Crib Road Repairs

Questions: email judgeadams@letchercounty.ky.gov and procurement@erassist.com

Responses are due no later than July 15, 2026; 2:00 PM ET.

Required Documents for Submission in DFS Procurement Portal:

Copy of Insurance

RESPONSE DELIVERY:

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

dfs.bonfirehub.com

Specifications

● Rail & Cribbing work will follow all best construction practices.

● Rail and Cribbing work will generally follow the “Department’s 2019 Standard and Supplemental Specifications, Special Notes and Special Provisions, and Standard and Sepia Drawings, current editions.” published by KYTC in 2019 and can be found at:

http://transportation.ky.gov/Construction/Pages/Kentucky-Standard-Specificati ons.aspx. A copy of these guidelines are available from the Kentucky Transportation Cabinet. Projects may vary from these guidelines as necessitated by terrain, roadway usage, and geotechnical conditions as determined by project managers, subject matter experts, and/or engineering opinion as determined by Letcher County Fiscal Court (not by the contractor awarded this work).

● All Work to be contracted by June 30, 2027.

● 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 mailto:judgeadams@letchercounty.ky.gov mailto:procurement@erassist.com http://dfs.bonfirehub.com http://transportation.ky.gov/Construction/Pages/Kentucky-Standard-Specifications.aspx http://transportation.ky.gov/Construction/Pages/Kentucky-Standard-Specifications.aspx 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 “After” work completion. Photos must be taken with an app that displays the GPS (and preferably road name), and are required (example: Solocator, GPS Camera).

● Invoices must list the quarry location of aggregate.

● Invoices must list the haul off location of any debris, spoils, or waste (permitted landfill, recycling location, or road dept for reuse).

● Rails are to be drilled on 3 ft centers unless otherwise directed/documented (to address geology or safety conditions) as FEMA may prevent funding of or take funding back if rails are not drilled on 3 ft centers.

● There are no guarantees of “quantities” (overall or per site).

● 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.

● Prices are to be guaranteed by contractors until June 30, 2027.

Requirements For Bidding

(these requirements become a part of the contract for the successful bidder)

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

● Bidders must use the bid form and must be submitted by July 15, 2025 at 2:00 PM EST through the DFS Procurement Portal: dfs.bonfirehub.com. Proposals received after the due date and time will not be considered.

● Bids will be opened on July 15, 2026, 3:00 PM ET at the Letcher County Judge Executive's Office at 156 Main St. Suite 107, Whitesburg, KY 41858.

● Award will occur at the monthly Letcher County Fiscal Court meeting on July 2026 at 10:00 AM EST at 156 Main St. Suite 107, Whitesburg, KY 41858.

● Only authorized members of an establishment are to submit a bid. Any individual bidder certifies that he/she has the authority to bind the company in fulfillment of all terms of the project.

● Successful bidders must provide a Certificate of Insurance showing proof of liability coverage for a minimum of $ 1,000,000 and Workers Compensation.

● Successful bidders, assigns, subcontractors must be compliant with all applicable Federal, State and Local laws. As well as be in good standing with the state.

● Letcher County encourages contractors to use underutilized businesses as subcontractors as part of 2CFR 200.321.

● Letcher County Fiscal Court 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.

http://dfs.bonfirehub.com

Rail & Cribbing Repair Unit Cost Bid Form

Unit pricing shall be all-inclusive and include all labor, 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

Options – fully inclusive, billed by length to bedrock Unit of Measure

B1 Rails (Railroad Rails) (Drilled) on 3-ft centers LF

B2 Cribbing (Guardrail, standard height) (Recycled/Used/Surplus

Guardrail such as that available from KYTC may be used)

SF

B3 Excavation & Backfill CY

B4 Geotextile Fabric SY

B5 Maintain & Control Traffic (per site) Lump Sum

B6 Mobilization/Demobilization (per site) Lump Sum