1-Several Disasters Letcher County Bioengineering Services R2 RFB FINAL.pdf

REQUEST FOR BIDS

LETCHER COUNTY FISCAL COURT

PROJECT NAME: BIOENGINEERING SERVICES

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

Responses are due no later than March 11, 2026; 2:00 PM ET.

Purpose:

Letcher County Fiscal Court is requesting bids for bioengineering services at several locations around Letcher County. Services are to include applying soil and planting KY native vegetation, in the form of live stakes and seeding, in between joint or rock openings into shoulder/embankment channel lining per construction specifications and drawings provided in the Kentucky Transportation Cabinet (KYTC) Best Management Practices (BMPs) for Controlling Erosion, Sediment, and Pollutant Runoff from Construction Sites.

These mitigation measures will reduce the risk of future damage by preventing scour and erosion on associated embankments. Bioengineering adds strength and structure to the soil, and by reinforcing the channel lining, thereby helping to protect the integrity of the road during future flooding events.

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

Required Documents for Submission in DFS Procurement Portal:

Copy of Insurance Copy of Drug Free Workplace Policy

RESPONSE DELIVERY:

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

dfs.bonfirehub.com

Letcher County Fiscal Court Bioengineering Services Page 1 mailto:judgeadams@letchercounty.ky.gov mailto:procurement@erassist.com http://dfs.bonfirehub.com

General Terms & Information

● Bioengineering must be installed per KYTC Specifications for Stream and Wetland Protection which can be found at Best Management Practices (BMPs) for Controlling Erosion, Sediment, and Pollutant Runoff from Construction Sites including but not limited to Sections 4.8.4 Bioengineering: Live Staking and

4.4.2 Permanent Seeding . All specifications and drawings can be found online at the following link:

https://eec.ky.gov/Environmental-Protection/Forms%20Library/09BMPManual_ Final.pdf.

● All streambank stabilization practices, structural and vegetative, are subject to Clean Water Act section 404 permit coverage issued by the USACE and KYDOW Clean Water Act section 401 Water Quality Certification and Floodplain Permits.

● All planted vegetation must be native to the region and in accordance with KYTC Specifications.

● This Request for Bids is for the procurement of all bioengineering service needs resulting from the July 2022 Flood and other federally declared disasters. All work is to be contracted by December 31, 2026.

● All work will be monitored by a county-provided Stream Specialist Engineer or designee.

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

● Prices are to be guaranteed by contractors until December 31, 2026.

● 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.

● Invoice validation will also include contractor certification that all work was completed to specifications published by KYTC Specifications.

Letcher County Fiscal Court Bioengineering Services Page 2 https://eec.ky.gov/Environmental-Protection/Forms%20Library/09BMPManual_Final.pdf https://eec.ky.gov/Environmental-Protection/Forms%20Library/09BMPManual_Final.pdf

● 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.

● This work is for specific sites/repairs 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 per site, and documentation of disposal).

● 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.

● 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.

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Requirements for Bidding

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

● Bidders must use the bid form and must be submitted by February 11, 2026 at 2:00 PM EST through the DFS Procurement Portal: dfs.bonfirehub.com and will be awarded at a subsequent Letcher County Fiscal Court meeting on

February 16, 2026.

● Proposals received after the due date and time will not be considered.

● 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.

● 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

Letcher County Fiscal Court Bioengineering Services Page 4 http://dfs.bonfirehub.com

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

Cost Proposal Form

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

Measure

Provision and Application of soil, KY native seeding, and fertilizer to shoulder/embankments

SF

Provision and Application of soil, KY native Livestakes, and fertilizer to shoulder/embankments

SF

3 Provision and Installation of Coconut Coir Mat SF

4 Mobilization/Demobilization and Traffic Control Lump Sum (per site)

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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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