Request for Proposals: November 3, 2025
Proposals due November 12, 2025 by 9:00 am
PPACG 15 South 7th Street, Colorado Springs CO 80905
(719) 471-7080 Main / (719) 471-1226 Fax
www.ppacg.org / amartell@ppacg.org
I. Summary
The Pikes Peak Area Council of Governments (PPACG) is requesting proposals from professional consultants to assist with updating the Regional Water Quality Management Plan, also known as the areawide 208 Plan, for the Pikes Peak Region. This effort will build upon the existing 208 Plan and initial stakeholder meetings conducted in 2025, and develop updated content for the 208 Plan.
The Project Schedule is:
RFP Issued: November 3, 2025
Cutoff for Requests for Information: November 6, 2025 – Responses to submitted questions (.pdf)
Consultant Proposals Due: November 12, 2025
Consultant Selection: November 14, 2025
Notice to Proceed (estimate): November 2025
Contract End Date (estimate): September 2026
Proposals are due electronically to the PPACG offices by 9:00 am November 12, 2025. If any of the submission requirements are not met, the proposal may not be considered.
Questions regarding this RFP should be directed to PPACG at (719) 471-7080, or amartell@ppacg.org. PPACG will maintain a list of questions and answers on the PPACG environmental program website (www.ppacg.org) for consultant information. Questions will be accepted until November 6, 2025, to ensure all parties have adequate time to review the answers. Additionally, there are no circumstances that would allow proposals received after the deadline to be accepted.
All correspondence should be sent to:
Angie Martell, amartell@ppacg.org
or
Pikes Peak Area Council of Governments
c/o Angie Martell
15 South 7th Street
Colorado Springs, CO 80905
Submissions should be marked in the subject line or on the envelope: “Request for Proposal: PPACG 208 Plan.” Proposals submitted by e-mail or mail are not to be considered received until a confirmation has been sent by PPACG staff.
II. Background
Pikes Peak Area Council of Governments and the Regional Water Quality Planning Area
The Pikes Peak Area Council of Governments (PPACG) is the federally designated 208 Planning Agency for the PPACG Region, including Park, Teller, and El Paso Counties. Formed in 1967 under Colorado law, PPACG is a voluntary organization of municipal and county governments serving a regional community. Since inception, PPACG has worked to ensure that all communities—large and small—have a forum to discuss issues that cross their political boundaries, identify shared opportunities and challenges, and develop collaborative strategies for action. PPACG’s Board of Directors, representing 16 local and county governments, governs the area.
The Pikes Peak Region is a fast-growing area of Southern Colorado. El Paso and Teller Counties are expected to receive an additional 355,000 people and 177,000 jobs by 2045. The region includes rural, urban, and mountain areas that present unique challenges and opportunities. It is home to five major military installations.
The PPACG Regional Water Quality Management Plan (208 Plan) serves as the Region’s vision and framework for protecting and improving water quality across the Pikes Peak region. It establishes a shared vision for the responsible management of water resources, integrating land use, water quality regulations, and watershed protection goals.
The updated 208 Plan will modernize data, refresh information on current regulations, reflect current watershed conditions and concerns, and incorporate priorities related to land use, wildfire as it affects the watershed, watershed restoration activities, nutrient and sediment management, and more. The 208 Plan update should be an inclusive process, and will need to reestablish the value and intent of the 208 Plan across the region.
In June 2025, PPACG received additional funding from the Colorado Department of Public Health and Environment (CDPHE) to complete a Phase 1 update of the 208 Plan. This Phase 1 entailed a series of initial stakeholder meetings within each of the individual watersheds of PPACG’s 208 planning region. Stakeholder meetings covered a variety of topics centered on water quality concerns within each of the watersheds, and produced a baseline for necessary updates to the 208 Plan within each watershed.
Figure 1 – Watersheds in the Pikes Peak Region
208 Plan Requirements
As the designated 208 Planning Agency for the Pikes Peak Region, PPACG is responsible for developing and maintaining the 208 Plan, for identifying implementation strategies, and for identifying responsible water quality partners to implement individual components of the Plan.
For more information on the federal regulations that guide the development of a region’s federally required 208 Plan, please refer to Title 40 of the Code of Federal Regulations Part 130. https://www.ecfr.gov/current/title-40/chapter-I/subchapter-D/part-130?toc=1
The current 208 Plan for the Pikes Peak Region can be found on the CDPHE website at https://drive.google.com/file/d/1JGSxgt1DsFNyd_hlGbjb7hL_G8m1pZL1/view?usp=sharing
The main advisory body for PPACG’s 208 Plan is the Water Quality Management Committee (WQMC), which convenes monthly and provides guidance for water quality decisions, review of PPACG’s 208 planning products, and review of Regulation 22 Site Location and Design Regulations for Domestic Wastewater Treatment Works. All Regulation 22 Permits must be consistent with the 208 Plan. The WQMC also makes recommendations to the PPACG Board of Directors regarding whether documents should receive approval.
Plan Approach
PPACG recognizes that the available funding under this RFP may not be sufficient to support a complete update of the 208 Plan. As such, the Consultant should propose an approach that maximizes progress within the current budget. The Consultant may work with PPACG to further identify priority components for completion. PPACG is actively pursuing additional funding opportunities, and the Consultant should outline a scalable plan illustrating how the project scope could be phased, and activities that could be expanded, should supplemental funding become available during the contract period.
The 208 Plan should:
- Demonstrate understanding of the community and watershed context;
- Identify water quality concerns;
- Engage a broad range of stakeholders; and
- Implement improvements over time.
Creativity and out-of-the-box thinking are encouraged. Flexibility in addressing challenges and new information that develop during the course of the project will be required, as will suggestions for minor adjustments of the project as appropriate and within budget limitations.
The Consultant may need to attend PPACG WQMC meetings, or similar stakeholder meetings, as needed to develop reports and to ensure adequate opportunities for comment on the progress and direction of the 208 Plan.
At key project milestones such as completion of draft documents, sufficient time should be allowed for PPACG internal review.
Budget and Period of Performance
This effort is not to exceed $20,000. The contract timeframe extends until September 30, 2026. If additional funding is received during the contract period, the contract and timeline may be expanded.
III. Scope of Work
Work Item 1 – Project Administration
In coordination with PPACG staff, refine a detailed project timeline with milestones and a refined Scope of Work that meets the intent of the Project, for the approval of the PPACG project manager. Provide a revised labor/dollar allocation and project task cost breakdown if necessitated by scope or schedule refinements. The Consultant will allow sufficient resources to meet with the PPACG project manager as necessary.
Deliverables and Anticipated Timeframes
- At least four meetings with PPACG for project management coordination
- Project Schedule and team assignments
- Project Organization Chart
- Progress Reports – Monthly
- Invoices/Billing on a bi-monthly basis
Work Item 2 – Plan Wide updates
While Phase 1 of the 208 Plan update identified several priority areas for revision, PPACG staff anticipates working closely with the Consultant, who will provide professional guidance and will take a leading role in evaluating the Plan’s broader needs and recommending a cost-effective approach informed by prior experience with similar efforts. PPACG recognizes that the available funding under this RFP may not be sufficient to support all of the updates listed below, as noted previously in the Plan Approach section. The Consultant should identify both section-specific revisions and comprehensive updates applicable across the entire Plan.
The necessary updates identified in Phase 1 are listed below, although the Consultant may identify additional needs for update:
- Executive Summary and introduction to reflect the current water quality landscape, with an added educational section on the purpose of the 208 Plan
- Document formatting, consistency across watershed chapters, table of contents, all references, abbreviations and glossary
- Regional Water Quality Assessment sections
- Updated regulations
- Summary of major planning efforts
- Information on current working groups
- Major Dischargers facility information updates, with a 20-year horizon. PPACG will assist with engaging stakeholders. Prompting questions are needed to guide consistency with individual facility information. This does not include service area maps or population projections.
- Regional Policies section
- Water quality characterization sections – standards, TMDLs, and other regulatory considerations. This section should also take into account information gained from stakeholders during the Phase 1 update.
- Future needs sections for each watershed –These updates should also take into account information gained from stakeholders during the Phase 1 update.
- Non-point Sources – Such as wildfire, OWTS, mining, etc. These updates should also take into account information gained from stakeholders during the Phase 1 update. Additional stakeholders may need to be engaged, as needed.
- Management Associations and Groups sections
- Conclusions and recommendations for each section
Deliverables
- Stakeholder meetings as necessary
- Draft word documents and prompting questions for individual facilities updates
- Draft section documents for review
Work Item 3 – Stakeholder Review and Public Comment
Consultant should develop an outreach plan to take into account a public comment and review period. This will be accomplished in consultation with PPACG. The Consultant will provide assistance and guidance in leading the stakeholder review and public comment period once the 208 Plan edits have been accomplished.
While this Phase of the 208 Plan update may not accommodate Work Item 3 due to funding limitations, the Consultant should be prepared to address this component of the update should additional funding become available.
Deliverables
- Meetings with the PPACG WQMC to outline and discuss edits to the Plan
- Public meeting materials, public comment assistance, and incorporation of public comments into the Plan
- PPACG Board of Directors meeting to outline and discuss edits to the Plan
IV. PROPOSAL REQUIREMENTS
All consultants or consultant teams are required to prepare a proposal as part of this submission. The cost of proposal preparation is not a reimbursable cost. Proposal preparation costs are at the applicant’s expense and are the applicant’s total responsibility. The total written proposal should be no more than three (3) pages in length, including all materials such as consultant experience and introductory letters. One page is defined as one face of an 8½” x 11” sheet; we recommend double siding, with a minimum font size 12.
We strongly recommend clear, concise, and complete information about each firm emphasizing unique qualifications and ability to provide the highest quality services. In order to be considered responsive to this RFP, each proposal must conform to the following requirements. PPACG prefers digital copies of the proposal requirements, however, printed copies will be accepted. The prospective consultant shall:
- Submit one (1) digital copy of the Technical Proposal with all pages numbered consecutively OR one (1) printed copy.
- Clearly indicate the name and address of the prime consultant in either the email or on the sealed package.
The Pikes Peak Area Council of Governments reserves the right to reject any and all proposals, and to waive any formality in proposals received, to accept or reject any or all of the items in the proposal, and award contracts in the best interest of the Pikes Peak Area Council of Governments.
Requirements
The proposal should demonstrate that the proposer understands the intent and scope of the work, the character of the deliverables, the services required for their delivery, and the specific tasks that must be performed to supply these services. In addition, the proposer must demonstrate qualifications to supply the required services.
The proposer shall prepare a Scope of Services for the project, featuring each of the items listed below. The proposer is encouraged to include additional scope of service tasks that it feels should be included. PPACG is interested in different cost-effective approaches to completing the project items and the final Scope of Services will be subject to negotiation. The selected consultant will be responsible for actively managing the project and for providing all services listed under the scope of work.
Guidelines
The Proposal should contain the following information in the order listed:
- Statement of Qualifications and Experience
- Scope of Services and Project Approach
- Project Costs
- Insurance Coverage
Required Detail
1. Statement of Qualifications and Experience
Proposers shall briefly describe recent relevant experience with items outlined in the scope of work. Particular emphasis should be placed on projects completed by the personnel assigned to this project. Include an organization chart for the proposed project team and how the team will interact.
2. Scope of Services
This section should include a detailed description of the proposed approach to the project. Each of the considerations listed in the scope of work must be addressed. This section shall include a description of tasks and products, with reference to the schedule.
The scope of services will ultimately become part of the contract, incorporated in whole or by reference. It should describe in a specific and straightforward manner both the proposer’s understanding of the project and the proposed approach to achieving the objectives and accomplishing the tasks described in this Request for Proposal.
3. Project Costs
The prospective consultant shall provide a proposed budget for completion of the work. The Cost Proposal should include all costs for which the prospective consultant expects to be paid and shall include a total figure for all work to be performed including any supplies, equipment, transportation, or other services necessary to perform the proposed services. The cost proposal shall include the total cost for continued technical support for PPACG staff.
4. Insurance Coverage
Contractor shall obtain and maintain throughout the term of the Contract, at Contractor’s sole expense, workers compensation and/or employer’s liability insurance in an approved company or companies, to cover all classifications of work and workers herein contemplated in accordance with applicable law and regulation within the course and scope of their employment.
Contractor will also carry and maintain throughout the term of this Contract the following insurance:
- General Liability: Commercial general liability insurance written on an Insurance Services Office occurrence form, covering premises operations, fire damage, independent contractors, products and completed operations, blanket contractual liability, personal injury, and advertising liability with minimum limits as follows:
- $1,000,000 each occurrence;
- $1,000,000 general aggregate;
- $1,000,000 products and completed operations aggregate; and
- $50,000 any 1 fire.
- Automobile Liability: Automobile liability insurance covering any auto (including owned, hired and non-owned autos) with a minimum limit of $1,000,000 each accident combined single limit.
- Protected Information: Liability insurance covering all loss of State Confidential Information, such as PII, PHI, PCI, Tax Information, and CJI, and claims based on alleged violations of privacy rights through improper use or disclosure of protected information with minimum limits as follows:
- $1,000,000 each occurrence; and
- $2,000,000 general aggregate.
- Professional Liability Insurance: Professional liability insurance covering any damages caused by an error, omission or any negligent act with minimum limits as follows:
- $1,000,000 each occurrence; and
- $1,000,000 general aggregate.
- Crime Insurance: Crime insurance including employee dishonesty coverage with minimum limits as follows:
- $1,000,000 each occurrence; and
- $1,000,000 general aggregate.
The maintenance of such insurance shall not affect Contractor’s obligation to indemnify PPACG, but maintenance of such approved insurance shall be a condition precedent to the payment to Contractor of compensation for the performance of the contract work.
Certificates of the foregoing insurance coverage shall be furnished to PPACG within fifteen (15) days from the date of execution hereof.
5. Non-Discrimination
The selected contractor shall not discriminate on the basis of race, color, national origin, sex, or any other issue in the performance of this work.
V. CONSULTANT SELECTION PROCEDURE
Review of Proposals The proposal and the proposer’s team will be evaluated and ranked based on the following factors:
| Scoring Factor | Available Points |
|---|---|
| Understanding of PPACG’s desires and general approach to the project as demonstrated in the consultant’s project description and scope of work | 25 |
| Qualifications of the proposer’s staff specifically assigned to this project | 25 |
| Proposer’s experience with similar projects comparable in type, size, and complexity | 25 |
| Demonstrated ability of the proposer to perform high quality work, to control costs and provide a cost-effective approach, and to meet time schedules | 15 |
| Presentation and transparency (not amount) of fees | 10 |
| Total Points | 100 |
Proposals will be evaluated by a selection committee consisting of PPACG staff. PPACG reserves the right to seek clarification of any proposal submitted and to select the proposal considered to best promote the public interest.
To protect the benefits of submitting excellent and creative proposals, all proposals and cost proposals will be considered confidential until the submission deadline.
Interviews
If deemed necessary, a short list of the highest scoring proposers may be selected for interviews. Interviews will be made with the selection committee described above. Each interview shall last no longer than one hour. PPACG will provide all interviewees with the same information and question responses for equal scoring opportunity.
If interviews are conducted, they will also be scored. The selection committee may request revisions to the proposal from each of the proposers at the conclusion of the interviews. However, if it is deemed necessary to seek revisions to the proposals at the conclusion of the interviews, then all interviewed applicants will be requested to submit revisions; and the revisions will be scored accordingly.
Interviews will be evaluated by:
- Responses to provided questions/clarifications
- Ability to respond to general questions
- Requested revisions (if applicable)
Award of Contract
This solicitation of proposals in no way obligates PPACG to award a contract. PPACG reserves the right to award this contract not necessarily to the proposer with the most advantageous price, but to the firm that demonstrates the best ability to fulfill the requirements of this Request for Proposal. PPACG will select the most qualified firm that was proven to understand the needs and scope of the Plan. Aside from announcing the top ranked proposal, the scoring and ranking will be kept confidential.
A contract prepared by PPACG will be negotiated with the selected consultant. In the event that a contract cannot be negotiated with the top ranked firm, PPACG may enter into negotiations with the second highest ranked firm or decide to call for new proposals. Immediately after the notice of award, the contractor will begin planning in conjunction with PPACG staff to guarantee fulfillment of all obligations. PPACG reserves the right to reject any and all proposals received as a result of this solicitation, to negotiate with any qualified source, to waive any formality and any technicalities or to cancel the RFP in part or in its entirety if it is in the best interest of PPACG.