6-5075 - Letcher County-Demolition - IFB - Round 7.pdf

INVITATION FOR BID

DEMOLITION SERVICES - ROUND 7

Due May 14th 2026, 9:00 AM ET

Letcher County Fiscal Court is procuring demolition services in support of a disaster related property acquisition and demolition project.

Bid Submission:

● Bids and all required forms shall be submitted through the DFS Procurement Portal at dfs.bonfirehub.com/portal no later than May 14th 2026, 9:00 AM ET. Submissions received after the due date and time will be considered non-responsive and will not be considered.

● Bids will be opened on May 14th 2026, 10:00 AM ET at the Letcher County Judge Executive's Office.

● Award will occur at the Fiscal Court meeting scheduled for May 18th, 2026 at 10:00 a.m.

ET.

● Questions regarding bids should be submitted in the procurement portal. For questions regarding procurement portal navigation, email: procurement@erassist.com.

● BID BOND OR CASHIERS CHECK OF 10% of BID AMOUNT (of all properties bid on) is required. Bid bond (soft copy) can be uploaded to the procurement portal. If submitting a hard copy, a cashier’s check must be submitted to the Letcher County Fiscal Court, at 156 Main St. Suite 107, Whitesburg, KY 41858, by the submission due date and time.

● Proof of liability coverage and workers compensation insurance is required and shall be submitted in the procurement portal.

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

○ Proof of active registration with the federal System for Award Management (SAM) https://www.SAM.gov is required and shall be submitted in the procurement portal.

● Letcher County Fiscal Court reserves the right to accept or reject any or all bids. The right is also reserved to waive any minor irregularities in this bid, and to award the bid to the respondent whose offer is most advantageous to, and in the best interests of the County.

http://dfs.bonfirehub.com/portal mailto:procurement@erassist.com https://www.sam.gov

● Letcher County Fiscal Court is an Equal Opportunity Employer. All companies, including women, minority, and veteran owned businesses are encouraged to submit a bid.

General Terms & Information

● All costs of disposal are the responsibility of the contractor. Costs in this bid are all-inclusive, including disposal transportation and tipping fees.

● Awards will be made per property. There is no guarantee of the quantity of work.

Structures may fall out of the program, be awarded to another contractor to meet state deadline requirements, or be demolished through another program. Contractors with outstanding work may not be awarded.

● If the awarded contractor is not able to start work within 30 days of notice to proceed or complete the work within 60 days of notice to proceed; the county may award the work to the next vendor.

● Demolition services may be subject to delayed start dates, as properties may require additional testing or asbestos abatement prior to demolition. Demolition may not be ready to proceed for several months; contractor will be advised by Notice to Proceed once demolition can begin.

● The selected contractor will have 14 days from the date the contract is issued to sign and return it. Failure to do so within this timeframe will result in the contract being withdrawn and awarded to the next qualified bidder.

● Performance bond, in the form of a cashier’s check, on the part of the contractor for 100 percent of the contract price will be required prior to work starting.

● The Buyout team will send a notice to schedule in lieu of a notice to proceed. Demolition needs to be scheduled with the Buyout Team as a representative from the County will need to be present to perform walk-through inspection immediately prior to the start of demolition.

● The awarded contractor has 7 days from the written notice to proceed to schedule an on site meeting. Site visits must be scheduled not later than 14 days following the written notice to proceed.

● The contractor must perform all work in strict accordance with all applicable Federal, State and Local codes and requirements.

● Contractor invoice must contain 4 before pictures and 4 after pictures from an app such as Solocator or GPS Camera which prints the GPS location and date on photo. Daily photos from app must also be provided to the Letcher Buyout Team each day of work.

Photos of the septic tank removal, if applicable, backfill materials, and seeding materials.

● Any temporary crossings needed to be built to accommodate debris removal operations must be permitted by KDOW. The cost of building the structures will be borne entirely by the contractor doing the demolition. Temporary crossings will likely need to be removed as part of the KDOW permit; however they may stay in place if KDOW permit allows.

Letcher Buyout Team will be available to assist the contractor with KDOW permit submission.

● Storing equipment on or accessing demolition properties from neighboring properties may be acceptable if the contractor obtains a signed right of entry form from the neighboring property owner and provides it to the Letcher Buyout Team prior to entering private property. Any damage to neighboring property must be repaired.

Scope of Work

Demolition Site Preparation

● Contractor furnishes, erects, and maintains approved danger, warning, and “Keep Out” signs at the property or as directed by the Buyout Team and sufficiently lighted per direction of the Buyout Team

● Confirmation of utilities D/C status with documentation of D/C

● The Buyout Team will, immediately prior to the start of demolition on any structure, conduct a walk-through inspection for the purpose of determining that the structure is completely vacant of people, animals, and personal belongings.

● Contractor provides 6’ high temp fence, when demo work is within 5’ of the street lot line (In Accordance With Protection of Public, BOCA Section 3304.0)

● Contractor abides by all safety regulations, as stated in “ Code Of Federal Regulations 29 CFR 1926.850 Through 860”, and these regulations become part of these specifications

● No structure/part of the structure, any flood or temporary support, scaffold, device, equipment shall be loaded in excess of safe carrying capacity, which shall never be considered one third of ultimate structure strength.

● Walkways/passageways provided for workmen use, with instruction provided for use.

○ Adequate lighting provided for walkways/passageways

○ Walkways/ passageways free of debris/other materials

● Establish operating procedures, to control the entrance and exit of equipment to and from the site, to ensure that no damage to public and private property occurs.

● Obtain and pay for temporary water service/tanker trucks for dust control

● Ensure surrounding trees are left free of debris/other materials

● Obtain/abide by all local, state, and federal demo permits

● Non-native shrub and landscape removal

● STRIPPING OF STRUCTURES

○ Upon receipt from the SPONSOR, in writing, of a Notice to Strip and Prepare the Site, the CONTRACTOR will, simultaneously with preparing the site, commence with stripping the structure.

○ The CONTRACTOR shall completely strip the building of all residual furniture and household contents. All debris located on the building lots shall be removed from the premises and be properly disposed of.

○ The CONTRACTOR shall remove from the premises all appurtenant utility fixtures, i.e., electrical fixtures, plumbing fixtures, heating and cooling equipment, duct work, etc., leaving a structure consisting of walls, flooring, roof, windows and doors.

Please note: “Stripping of Structures” consist of removal of residual furniture, household contents and appurtenant utility fixtures, i.e., electrical fixtures, plumbing fixtures, heating and cooling equipment, duct work, etc ONLY. The primary portion of the structure, walls, flooring, roof, windows and doors, is to be torn down with equipment, loaded in a truck and taken to the landfill or recycling center for disposal. Disposal tickets & photos must be provided to show items were disposed of correctly.

Demo of Structures

General

● Prior to all activities outlined in this statement of work, become thoroughly familiar with the site, site conditions, and all portions of the work falling within this section.

● After Sponsor approval in accordance with description of work in above checklist, and with receipt and copy of demo permit for municipality in which demo will occur

● Upon receipt of a written Notice To Proceed, Contractor commences to demo structures in lot lines in accordance with Chapter 33 of the 1996 BOCA National Building Code

● Endangered Species Act – Addressing Bat: ‘This project was analyzed by the State

Biologist in the Biological Assessment (BA) identified under project code FWS 2024-0023067 and is consistent with the Concurrence letter provided by USFWS dated January 30th, 2024. No tree removal will occur, and the Sponsor will provide contractors conducting demolition with a copy of the document ‘EWP Bat Observation Form’. This document will be returned to the State Biologist when completed, as indicated on the form.

Utilities

● Seal all storm drains, sanitary sewer drains leading from structures

● Identify all active utility mains in area of property,

○ Provide adequate measure of protection during demo(i.e. flagging, barriers, etc)

● Identify all gas tanks/associated appurtenances

○ Provide adequate measures to ensure protection during demo (i.e. flagging, barriers, etc.)

○ Contractor is to remove/dispose of Propane tanks/appurtenances per local, state, and federal guidelines/regulations

Contractor provides picture evidence of disposal of above tanks/appurtenances to ensure correct disposal.

● Septic effluent removed from all septic tanks, and disposed of by state permitted septic service

● Septic tanks, once emptied, tops breached, bottom fractured, filled with KY #57 stone, covered with nonwoven Geotextile Class I, soil backfill added to restore void to finished grade

○ Metal septic tanks crushed in place, covered with layer of nonwoven Geotextile Class I, covered with a minimum of 2’ of soil backfill to finished grade

Wells

● Contractor is not to interfere with functioning of wells, cisterns, cesspools, or other ground openings outside of work area

● Wells are to be decommissioned in compliance with governmental regulations, law, permits, licenses (Including KAR Title 401 Chapter 6:310 Water Supply Well Construction Practices And Standards)

○ Completed and submitted uniform KY well maintenance and plugging record by licensed professional provided to the Buyout Team, and KY Energy And Environmental Cabinet Department

○ Well closure report provided and submitted to all government entities by professional decommissioning well

Structure

● The main residence, garage, and any outbuildings must be demolished

● No explosives permitted at any time

● Do not, under any circumstances, set fire to structures or debris material.

● Disposal shall be completed according to the Disposal and Dumping section.

● No method of demolition will be permitted that does not ensure work being strictly confined within the limits of the demolition areas without hazard to adjacent properties or to the public.

● All concrete, asphalt, and masonry structures removed up to a depth of 2’ below finished grade

○ Concrete, asphalt, and masonry debris to be used as backfill has been fractured into pieces no greater than 12” in any dimension

○ Contractor prevents and controls dust from demo operation, which may result from use of chutes

Contractor secures and uses water at own expense to control dust and fire if directed by Buyout Team

● Concrete, asphalt, masonry debris disposed of by burial on site are choked off with 1’ thick layer KY #57 Stone, then covered with a layer of nonwoven Geotextile Class I, then covered with 2’ soil backfill to finished grade

● Curbs, sidewalks, street paving outside lot line undisturbed

○ Contractor corrected damage, if applicable, at no additional expense to

Sponsor

● Contractors and Subcontractors abide by applicable OSHA regulations and employ all required safety precautions

● All demo work performed by employees of the Contractor

● CONTRACTOR shall not conduct a sale of materials within the project limits

● Permission in writing for Contractor entering properties not owned by Sponsor from property owner.

○ Owner permission submitted to Buyout Team

○ Property left clean of debris

○ Damage to property caused by Contractor work/employee work repaired, if applicable.

Disposal and Dumping

● Disposal in accordance to disposal and dumping guidelines

● All waste and equipment resulting from demo (organic refuse, misc environmental items, other wastes) are handled, transported, legally disposed of/recycled in accordance with federal, state, and local regulations

● All non-attached solid/potentially hazardous wastes (paint cans, used, waste oil, antifreeze, household food, etc) removed per Contractor

● Contractor identifies and properly disposes of undisclosed waste (discovered during demo), and all other waste generated by demo operation.

○ Disposal Is In Accordance Of Federal, State And Local Regulations

● Submission of original carbon copy of manifests, disposal disposition of demo waste materials at designated treatment storage, disposal, or recycling facility, including pictures of truck pre- and post-waste disposal.

○ Carbon copy contains signature, date from receiving facility

○ Demo waste materials grouped in bulk disposal identified and quantified by source property address

● Refrigerant recovered/disposed/recycled in accordance with Title 6 of 1990 Clean Air Act

Amendment, Stratospheric Ozone and Global Climate Protection.

○ Certification of disposal in accordance with above stated law submitted to

Buyout Team Clean Up

● Contractor removes all signs, posters, safeguards, debris, etc., from the work site within 5 working days of work completion specified in contract

● All areas disturbed by demo restored to acceptable condition with no additional cost to sponsor

● Demo site left as bare ground suitable for vegetative restoration

Site Grading, Shaping, Seeding, And Mulching

● All bare ground after removal of impervious surfaces (building, concrete, blacktop, asphalt, etc.) graded and shaped, allowing sheet flow of rain runoff until suitable for vegetative establishment

● Seeding implemented per constructive specification 6-seeding, sprigging, mulching guidelines

General

● Do not allow or cause any of the work performed or installed to be covered-up or enclosed by work of this section prior to all required inspection, tests, and approvals.

Should any of the work be so enclosed or covered-up before it has been approved, uncover all such work at no additional cost to the Letcher County Fiscal Court. After the work has been completely tested, inspected and approved, make all repairs and replacements necessary to restore the work to the condition in which it was found at the time of uncovering, at no additional cost to the Letcher County Fiscal Court.

● Final Payment provided upon satisfactory completion https://erassist-files.s3.amazonaws.com/media/uploads/Const_Spec_6_Seeding_and_Mulching_2.pdf https://erassist-files.s3.amazonaws.com/media/uploads/Const_Spec_6_Seeding_and_Mulching_2.pdf

○ The invoice should include the following: an invoice number, invoice amount, tax id # (do not place Social Security number on invoice), the dates covered by the invoice, and a summary of the work performed (to include contract line items with agreed rates and quantities).

○ The Contractor shall not charge Interest or Late Fees on delayed payments.

Invoice approval is subject to a walkthrough of each property to ensure all requirements were met. Invoices must be submitted by the first of the month to allow time for a walkthrough prior to the Fiscal Court Meeting. All corrections identified during the walkthrough must be completed and verified by a Buyout Team member by the second Friday of the month in order for invoices to be submitted to Fiscal Court for payment for that month. Failure to complete the required corrections according to this schedule will delay payment approval.

Potential Properties Associated with this IFB

There is no guarantee of the quantity of work. Structures may fall out of the program, be awarded to another contractor to meet state deadline requirements, or be demolished through another program.

# Address City Coordinates

1 1203 HWY 119 Whitesburg 37.123926, -82.792575

2 403 HWY 1862 Mayking 37.137937, -82.766372

3 142 Charlie White Jenkins 37.155915, -82.718047

4 877 Buck Creek Whitesburg 37.236609, -82.851402

1203 HWY 119

Whitesburg, KY 41858 (37.123926, -82.792575)

Main Structure Standing Yes

House Foundation type Full Basement

Acreage 0.5

Additional buildings No

Driveway type Gravel

Sidewalks or Walkways Yes

Septic System Present Septic

Water Provider City of Whitesburg

Electrical Provider AEP

Link to Property Photos https://erassist-files.s3.amazonaws.com/media/uploads/5075-086_1203_HWY_119_Whitesburg_KY_Demo_Signed.pdf

142 Charlie White Jenkins, KY 41537

(37.155915, -82.718047)

Main Structure Standing Yes

House Foundation type Crawlspace/Concrete Block

Acreage .88

Additional buildings Detached Garage

Driveway type Gravel

Sidewalks or Walkways No

Septic System Present Septic

Water Provider Well https://erassist-files.s3.amazonaws.com/media/uploads/5075-098___142_Charlie_White_Lane_Jenkins_KY_Demo_Plan_signed.pdf

403 HWY 1862

Mayking, KY 41849

(37.137937, -82.766372)

Main Structure Standing Yes

House Foundation type Crawlspace/Concrete Block

Acreage .40

Additional buildings No

Driveway type Asphalt

Sidewalks or Walkways Yes

Septic System Present Septic

Water Provider Letcher County https://erassist-files.s3.amazonaws.com/media/uploads/5075-092_403_HWY_1862_Mayking_KY_signed.pdf

877 Buck Creek Whitesburg, KY 41858 (37.236609, -82.851402)

Main Structure Standing Yes

House Foundation type Crawlspace/Block

Acreage 1

Additional buildings No

Driveway type Gravel

Sidewalks or Walkways Yes

Septic System Present Septic

Water Provider Letcher County https://erassist-files.s3.amazonaws.com/media/uploads/5075-092-_877_Buck_Creek_Whitesburg_KY_signed.pdf