RFP-25-077 - DBPS Haegler Gieck Ellicott - Final.docx

El Paso County Contracts and Procurement 15 East Vermijo Avenue Colorado Springs, Colorado 80903

REQUEST FOR PROPOSAL #RFP-25-077 COVER SHEET

Release Date August 13, 2025

Solicitation Number RFP-25-077

Solicitation Title Haegler Ranch, Gieck Ranch, and Ellicott Consolidated Drainage Basin Planning Study

Services to be performed for El Paso County – Department of Public Works – Engineering Division

Responses will be received until 1:00 P.M., MT, Wednesday, September 10, 2025 Electronically through the Rocky Mountain E-Purchasing System

Documents included in this package Request for Proposal Cover Sheet Executive Summary Specifications Special Terms and Conditions General Terms and Conditions Response Submittal Requirements Attachments

The undersigned hereby affirms that (1) he/she is a duly authorized agent of the Consultant , (2) he/she has read all terms and conditions and technical specifications which were made available in conjunction with this solicitation and fully understands and accepts them unless specific variations have been expressly listed in his/her offer, (3) that the offer is being submitted on behalf of the Consultant in accordance with any terms and conditions set forth in this document, and (4) that the Consultant will accept any awards made to it as a result of the offer submitted herein for a minimum of ninety calendar days following the date of submission. Offers must contain, in blue ink, a manual signature of an authorized agent of the Consultant or a verifiable electronic time and date stamped signature in the space provided on all appropriate signature lines in this solicitation. Typed names as signatures are not allowed.

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Request for Proposal #RFP-25-077

REQUEST FOR PROPOSAL #RFP-25-077 EXECUTIVE SUMMARY

OFFICIAL SOLICITATION DOCUMENTS: El Paso County officially distributes solicitation documents through the Rocky Mountain E-Purchasing System and the County’s website. Copies of solicitations obtained from any other source are not considered official copies. Only those Consultants who obtain solicitation documents from the Rocky Mountain E-Purchasing System or El Paso County website will be in receipt of officially posted and relevant information regarding solicitations issued by El Paso County. The County cannot be held responsible for incorrect information, nor can it attest to the accuracy of information found on websites other than the Rocky Mountain E-Purchasing System or the County’s website.

PURPOSE OF SOLICITATION: El Paso County is requesting proposals from qualified, experienced, professional Consultants to furnish all services, labor, materials, and equipment necessary for professional services for the Haegler Ranch, Gieck Ranch, and Ellicott Consolidated Drainage Basin Planning Study (“The Project”).

There will be El Paso County oversight of the Project.

TERM OF CONTRACT: The awarded contract(s) is estimated to commence on October 28, 2025, and shall remain in effect through December 31, 2026.

OPTION TO RENEW FOR SUBSEQUENT YEARS (MAINTAINING SAME PRICES): The prices or discounts quoted in this Solicitation shall prevail for term of the contract, at which time the County shall have the option to renew the contract for four additional one-year periods, provided, however, that the Consultant will maintain the same prices or discounts that were awarded during the initial contract. Continuation of the contract beyond the initial period is a County prerogative and not a right of the Consultant. This prerogative will be exercised only when such continuation is clearly in the best interest of the County.

The County may consider an adjustment to the pricing structure outside of the option period, if such adjustment would be detrimental to the Consultant. The Consultant shall submit an immediate request for such an adjustment in writing to the Contracts and Procurement Division and must include detailed justification for the requested adjustment outside of the option period. This consideration is a County prerogative and there is no guarantee that the request will be accepted outside of the option period. The County reserves the right to accept, reject or negotiate any price adjustments submitted by the Consultant and/or to terminate the contract with the Consultant based on such price adjustments.

NON-APPROPRIATION: Pursuant to C.R.S.§ 29-1-110, as amended, the financial obligations of the County as set forth herein after the current fiscal year are contingent upon funds for the purpose being appropriated, budgeted and otherwise available. The awarded agreement will automatically terminate on January 1st of the first fiscal year for which funds are not appropriated. The County shall give the Consultant written notice of such non- appropriation.

SCHEDULE OF ACTIVITIES: The following activities and dates tentatively outline the process to be used to solicit Consultant responses and to review each Consultant Response:

PRE-SOLICITATION MEETING: A pre solicitation meeting will be held as shown above in the Schedule of Activities, at 2880 International Circle, Colorado Springs, CO 80910. A representative of the Consultant is encouraged to attend this meeting in order to become familiar with the Specifications.

EXAMINATION OF SITE AND CONTRACT DOCUMENTS IS RECOMMENDED: The Consultant is advised to carefully examine the requirements outlined in the Specifications. It is not the intent of the specifications to cover each and every detail. Any problems that may arise must be promptly reported to the County and will be subject to the decision of the County. The submitter is expected to carefully examine the size and scope of the proposed work prior to submitting its submittal. The Submitter certifies that it has examined the location of the proposed Work and is familiar with the specifications and all contract documents related thereto, and the local conditions at the place where the Work may be performed. The Submitter should carefully check all the quantities and understand that the County will not be responsible for any errors or omissions on the part of the Submitter in making their submittal.

RESPONSE TO QUESTIONS: Questions which arise during the Response preparation period regarding issues around this Solicitation, purchasing and/or award should be directed electronically, via the Rocky Mountain E- Purchasing system, to Cody Walters, Associate Procurement Specialist, Contracts & Procurement Division, El Paso County. The Consultant submitting the question(s) shall be responsible for ensuring that the question(s) is received by the date and time listed above in the Schedule of Activities for submitting the question(s).

ACCESSIBILITY COMPLIANCE: All non-confidential documents that may be subject to public requests under the Colorado Open Records Act (CORA) must comply with the Web Content Accessibility Guidelines (WCAG) 2.1 and the Americans with Disabilities Act (ADA). Consultants must ensure that their software, products, services, and documents are accessible. Additionally, Consultants should include any Voluntary Product Accessibility Template (VPAT), Accessibility Conformance Report (ACR), or other Accessibility Statements relevant to their offerings. Consultants have the option to provide a recording demonstrating conformance, test results, or an agreement to remediate their technology to meet accessibility standards.

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REQUEST FOR PROPOSAL #RFP-25-077 SUMMARY OF WORK / SPECIFICATIONS

El Paso County is soliciting responses from qualified, experienced Consultants to provide all labor, materials, and equipment necessary to complete phases of the Haegler Ranch, Gieck Ranch, and Ellicott Consolidated Drainage Basin Planning Study. The material and labor services to be purchased pursuant to this RFP are funded by El Paso County.

It is expected that the business and their team members have significant experience with this type of work. The successful Consultant shall be considered and shall remain an independent Consultant throughout the term of any contract awarded pursuant to this Solicitation.

The successful Consultant shall be solely responsible for scheduling and coordinating work of the sub-Consultants, suppliers, and other individuals or entities performing or furnishing any of the work under direct or indirect contract with the successful Consultant.

The successful Consultant shall provide and assume full responsibility for all services, materials, equipment, and labor necessary for completion of the services outlined in this Solicitation as awarded.

The County of El Paso, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (79 Stat. 252, 42 US.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all submitters that it will affirmatively ensure that any contract entered into pursuant to this solicitation, disadvantaged business enterprises (DBE) will be afforded full and fair opportunity to submit bids in response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for any award.

The Projects will be funded through the following sources: El Paso County. There will be El Paso County oversight of the projects.

I. REQUIRED DOCUMENTATION

Failure to provide required information may deem your submittal non-responsive. Submittals must contain, in blue ink, a manual signature of an authorized agent of the Consultant or a verifiable electronic time and date stamped signature in the space provided on all appropriate signature lines in this solicitation. Typed names as signatures are not allowed.

A. Consultant Information Form B. Proprietary / Confidential Statement C. SubConsultant list (if applicable) D. Exhibit 1 – Exceptions Form E. Exhibit 2 – Lobbying Certification F. Exhibit 3 – Non-Collusion Affidavit G. Exhibit 4 – Minimum Insurance Requirements H. Completed and signed Cover Sheet I. Addendum(s) Acknowledgement, if applicable J. Evaluation Criteria Documentation

II. BACKGROUND / GENERAL INFORMATION

A. Background

Drainage Basin Planning Studies (DBPS) are conducted for drainage basins within El Paso County to evaluate existing and future drainage conditions, identify flood hazards, deficient facilities and corrective improvements, identify anticipated future capacity improvements, and establish drainage and bridge fees for new development. The development and adoption of a DBPS requires a public process involving Stakeholders to include the public, property owners, regulatory agencies, developers, plan Sponsor(s) and the appropriate boards and commissions. Plan Sponsor(s) may include the County and/or one or more local municipalities. The primary objectives of the DBPS process are to produce a Drainage Basin Planning Study report and the resultant development fees for future drainage and bridge improvement needs, with the goal of achieving long-term stability and functionality of all aspects of the drainage basin. A DBPS includes a description of the study process, background information on the basin, technical analysis and documentation, the proposed plan, and proposed fees. Finally, the proposed plan and fees are presented to the appropriate government boards and commissions for review and adoption. The adopted plan and fees are then used to implement the proposed improvements as development occurs or as other sources of funding become available.

Fundamental to any project is the planning and execution of the decision-making process, respecting its interdependence with the public process. The ideas, perspectives, and needs of all stakeholders are critical elements for project success. The Project team shall develop and implement a public collaboration plan for the project, including a strategy to involve representative stakeholders and project partners directly in planning, program development, and decision-making processes. The County’s intention is to collaborate with members of the public in all phases of the project, especially during the development of plan alternatives and the identification of preferred solutions. Collaboration through such partnerships promotes communication, acceptance, and support in implementing policies and setting project goals. This level of participation requires adequate time to successfully coordinate and implement.

B. Basin Characteristics / Available Information

The Haegler Ranch, Gieck Ranch*, and Ellicott Consolidated drainage basins lie within central unincorporated El Paso County Colorado, within the northern Chico Creek/Black Squirrel Creek watershed. These combined drainage basins include an area of approximately 33,370 acres (52.1 square miles), with 18.6 square miles in the Haegler Ranch basin, 19.3 square miles in the Gieck Ranch basin, and 14.2 square miles in the Ellicott Consolidated basin. This group of basins generally coincides with the United States Geological Survey (USGS) hydrologic boundary unit Haegler Ranch Sub-watershed (HUC ID 110200040201) and the western flank of the Upper Black Squirrel Creek Sub-watershed (HUC ID 110200040204). The combined basin area originates near the intersection of Ayer Road and Meridian Road and flows to the southeast over 25 miles to Black Squirrel Creek, immediately upstream of the Telephone Exchange drainageway and approximately 4,300 feet east of the intersection of Drennan Road and Ellicott Highway.

* – “Gieck” has also been spelled as “Geick” in many official documents.

The El Paso County drainage basin map, reports, and digital data are available online at the links in following sections of this RFP.

C. DBPS Process The process of developing a DBPS includes:

Phase 1. Scoping, Stakeholder Involvement and Public Collaboration Plan Phase 2. Problem Identification / Existing and Future Conditions Phase 3. Alternatives Development, Evaluation and Plan Selection Phase 4. Conceptual Plan Development Phase 5. Fee Development Phase 6. Plan and Fee Adoption These phases generally occur sequentially, but portions of each phase may occur in conjunction with other phases when approved by the Sponsor(s). Phases include sub-phases that provide intermediate milestones to ensure that decisions and work products are acceptable to the Sponsor(s) and Stakeholders. More detailed descriptions of each phase, the tasks required, and the work products are provided in following sections.

D. Stakeholder Involvement Stakeholder involvement includes not only developing and implementing the Public Collaboration Plan but soliciting, receiving, and documenting concerns and questions, incorporation of comments, communication of the status of the study, notifications of decisions made, milestones reached, and meetings. Communication with Stakeholders provides opportunities to present information about the DBPS process, analyses, and proposed plans. Stakeholder involvement is coordinated with the DBPS phases as follows:

Phase 1. Scoping, Stakeholder Involvement and Public Collaboration Plan

a. Initial Scope of Work (SOW) and Master Project Schedule to be agreed upon with the Sponsor(s).

b. Develop a Public Collaboration Plan.

c. Coordination with potential Stakeholders; identify all parties to be contacted and obtain contact information.

d. Notification to Stakeholders of the planning process, the anticipated schedule and invitation to Phases 1 and 2 public meeting or individual discussions.

Phase 2. Problem Identification / Existing and Future Conditions

a. Stakeholder meeting to introduce the DBPS scope and process, present results of Phase 2 analyses, solicit information about specific drainage issues in the basin, identify issues to be considered and discuss possible solutions.

b. Written notification to Stakeholders to summarize results of Phases 1 and 2, summarize meeting topics, and provide updated DBPS schedule.

Phase 3. Alternatives Development, Evaluation and Plan Selection

a. Stakeholder meeting to present conceptual basin design alternatives and receive recommendations for feasible alternatives to be considered.

b. Written notification to Stakeholders to summarize results of Phase 3a meeting and to update DBPS schedule as needed.

c. Stakeholder meeting to present evaluation of preferred alternatives and receive recommendations for a selected alternative to be used for the proposed plan.

d. Written notification to Stakeholders to summarize results of Phase 3b meeting and to update DBPS schedule as needed.

Phase 4. Conceptual Plan Development

a. Stakeholder meeting to present the proposed basin plan and costs and receive final Stakeholder input and discuss the fee calculation method.

b. Written notification to Stakeholders to summarize results of Phase 4 meeting and to update DBPS schedule as needed.

Phase 5. Fee Development

a. Stakeholder meeting to present fee calculation method and proposed fees (may be combined with Phase 4 Stakeholder meeting).

Phase 6. Plan and Fee Adoption

a. Notification to Stakeholders of the adoption process and the schedule for presentation of the plan to commissions and boards.

b. Public notification for Planning Commission and Board of County Commissioners meetings.

c. Written notification to Stakeholders of the adoption of the DBPS and fees and the availability of the final document.

Stakeholder involvement is integral to the DBPS process and shall be coordinated with and complementary to the DBPS analysis. The specific information and the amount and detail of the information to be provided may vary depending on the results of Stakeholder interactions and direction by Sponsor(s).

E. DBPS Submittals

At key points in the DBPS process, formal submittal of documents will occur for review and concurrence by the Sponsor(s). Documents shall be approved by the Sponsor(s) prior to distribution to Stakeholders or setting Stakeholder meetings. Generally, submittals shall be provided as sections or appendices of the DBPS.

Submittals to be reviewed for concurrence/approval by Sponsor(s) include:

Phase 1. Scoping, Stakeholder Involvement and Public Collaboration Plan

a. Public Collaboration Plan.

b. Updated Scope of Work (if needed), Stakeholders List and Schedule.

c. Memorandum presenting the final Scope of Work, Stakeholders List and Master Project Schedule.

d. Draft and final notification to Stakeholders of DBPS process, time and date of first meeting and first meeting agenda.

Phase 2. Problem Identification / Existing and Future Conditions

a. List of applicable federal, state and local criteria/codes/regulations.

b. Land use data for each planning scenario including percent imperviousness and curve number values

c. Environmental and wildlife data.

d. Basin characteristics including irrigation facilities, structures, etc. as needed.

e. Presentation materials for Phases 1 and 2 Stakeholder meeting.

f. Summary of Stakeholder meeting(s) and schedule update.

g. Hydrologic analyses from the previous DBPS(s) shall be considered and compared to the updated model(s) as appropriate.

h. Draft and final hydrologic analyses and modeling results.

i. Draft and final initial hydraulics analyses and modeling results, including existing system deficiencies.

Phase 3. Alternatives Development, Evaluation and Plan Selection

a. Evaluation parameters and method of alternatives comparison.

b. Unit costs for possible improvements and quantities.

c. Possible alternatives with recommendations for feasible alternatives to be evaluated, including how the alternatives compare to previous DBPS recommendations.

d. Presentation materials for Phase 3 Stakeholder meeting(s).

e. Summary of Phase 3 Stakeholder meeting(s) and schedule updates.

f. Draft and final process for developing and evaluating alternatives and recommending the most appropriate alternative to become the “Selected Plan”.

Phase 4. Conceptual Plan Development

a. Presentation materials for Phase 4 Stakeholder meeting(s).

b. Summary of Phase 4 Stakeholder meeting(s) and schedule updates.

c. Draft and final DBPS chapters, proposed plan and overall report including appendices.

d. Estimated improvements costs (by basin and jurisdiction if applicable).

Phase 5. Fee Development

a. Presentation materials for Phase 5 Stakeholder meetings.

b. Draft and final report chapter of the fee development process, improvements costs by basin and jurisdiction (as applicable) and proposed fees with support data.

Phase 6. Plan and Fee Adoption

a. Presentation materials (PowerPoint and/or display boards) to be used to describe the DBPS process and analyses, the proposed plan, and the proposed drainage and bridge fees to the Drainage Board, Planning Commission and Board of County Commissioners.

b. Incorporate approval resolutions and any meeting minutes and important correspondence as an appendix of the DBPS.

c. Notification to Stakeholders of DBPS adoption and availability of DBPS (may be completed by Sponsor(s)).

More detailed descriptions of each required submittal are provided in the following sections. The timing of each submittal and the time required to complete a DBPS is variable depending on the size of the basin(s), the complexity of the basin(s) and the time required for Sponsor and Stakeholder review and comment. Adequate time for review of submittals by Sponsor(s) and Stakeholders shall be provided in the project schedule.

DBPSs shall be executed in accordance with all Sponsor regulations, criteria and policies and with the intent to meet the requirements and goals described therein. The process of conducting the DBPS must take into account applicable Federal and State laws and regulations related to the management of drainage systems, including water rights, environmental requirements, and accessibility of the final documents.

II. SCOPE OF WORK

The Consultant shall be expected to perform all tasks and provide all documentation and documents described in the Scope of Work (SOW) unless modified in writing.

A. Project Goals

The services requested in this RFP shall assist the County with meeting the following project goals:

· Effective project management and coordination of the identified tasks.

· Development of updated hydrologic models for the subject areas.

· Development of current updated hydraulic models for the subject streams.

· Determination of appropriate regional drainage improvements necessary to accommodate anticipated development in the subject drainage basins.

· Development of appropriate updated drainage and bridge fees.

The County may elect to have the Consultant perform additional services depending on the need.

B. Project Management, Coordination and Administration This task shall include general administration, coordination, documentation, scheduling, reporting, and related activities for the overall successful completion of the Project.

The Consultant shall provide, track, and update the Master Project Schedule and critical milestones. The schedule shall be developed in sufficient detail to track all project tasking reflected in the Statement of Work. Additional tasks and sub-tasks shall be included in the schedule where appropriate.

As needed, the Consultant shall also prepare presentation materials in accordance with project outreach and communications efforts.

The Consultant shall take the lead in scheduling and coordinating all meetings necessary to coordinate with Stakeholders and other affected parties, and to advance the project. The Consultant shall not schedule or attend meetings without the direction and approval of the County PM. It is anticipated that regular coordination meetings, virtual or in person as appropriate, will be held with the Sponsor(s) bi-weekly. Meetings with regulatory agencies, utility companies, and other parties will be scheduled as needed. The Consultant shall facilitate meetings and provide meeting agendas for participants. The Consultant shall provide meeting minutes and track discussion and action items generated by the meeting attendees.

1. Project Management: The Consultant shall designate a Project Manager for this project who is a registered Professional Engineer in the State of Colorado. This individual will work directly with and support the County Project Manager (County PM) and will oversee the management and administration of the Project. The Consultant’s Project Manager must be available and responsive to the County PM on a daily basis, Monday through Friday, throughout the duration of the project. The Consultant shall also designate an Assistant Project Manager who is qualified to assume the Project Manager’s duties in the event of their unavailability due to travel, illness, or any other circumstances lasting longer than one week. The Consultant shall provide appropriate and adequate quality assurance/quality control (QA/QC) procedures throughout the project.

Trimble Unity Construct (e-Builder): The Consultant shall utilize the Trimble Unity Construct (“e-Builder”) software platform for project management and administration throughout the term of the Contract (see Attachment 3). The Consultant shall conduct Project operations as outlined by the County PM utilizing the Trimble Unity Construct platform. The County will provide general training for using Trimble e-Builder after the contract is awarded.

2. Invoicing: An itemized invoice with backup must be submitted monthly to the County PM for approval prior to payment. The County shall reimburse the Consultant’s reasonable, allocable, allowable costs of performance of the work, not exceeding the maximum agreed total amount.

To be eligible for reimbursement, Consultant costs shall be in accordance with the terms and conditions of this solicitation and any corresponding agreement; necessary for the accomplishment of the work; reasonable in the amount for the goods and services provided; actual net cost to the Consultant; incurred for work performed within the contract period of performance; supported by properly executed payrolls, time records, invoices, contracts, or vouchers evidencing in detail the nature of the charges.

The Consultant shall prepare and submit to the County monthly charges for costs incurred on the Project. Invoices shall:

a. Include contract number, purchase order number, description of the services performed, the dates of performance and the amounts, description of reimbursable expenses, and any other project specific information requested by the County. There should be a summary of accounting to include initial contract amount, additional amount(s) added to agreement via change order, amount previously billed, amount billed with current invoice, total amount billed to date including current billing and amount remaining in the agreement.

b. Include a status report that briefly summarizes the work completed within the invoiced pay period and anticipated work for the next month.

c. Be signed by the Project Manager prior to submittal to the County.

d. If personnel (title and/or name) that are not listed on the agreement approved rate sheet are proposed to be used on the Project, the Consultant shall receive prior approval by the County before adding personnel to the agreement by providing a brief introduction of the employee including their Name, Title, billable rate and short description of their previous work, ongoing work and/or future work on the Project. Once approved by the County, this information shall be included in the Status Report.

e. Payment will be made only after the Consultant’s monthly schedule update and required forms/documents are approved by the County.

f. The Project Manager will promptly notify the County PM and the Engineer of Record of any non-compliance issues.

3. Meetings:

a. The Consultant shall organize, conduct, and document all meetings.

b. Participate and facilitate meeting(s) with the County PM, stakeholders, county attorney, county administration, public, and public hearings as applicable.

c. The Consultant will schedule and attend necessary meetings with the County PM for the duration of the Project. These meetings shall include, at a minimum, bi-weekly progress meetings, public hearings, and other stakeholder coordination meetings as required for advancing the Project.

d. The Consultant shall facilitate meetings and provide meeting agendas to all participants at least three (3) days prior to the meetings. The Consultant shall track discussion and action items generated by the meeting attendees and provide meeting minutes to all attendees and an established list of recipients within five working days after each meeting.

e. The Consultant shall not schedule or attend meetings with agencies, developers, or other outside parties without the direction and acknowledgement of the County PM.

4. Documentation / Record Keeping:

a. Upon receiving Notice-to-Proceed, the Consultant shall be responsible for establishing all necessary procedures and controls to administer the Project. The County PM will advise as to the acceptability of the recommended forms and procedures, and if approved, the procedures shall be documented and incorporated into a contract management procedure document for this Project.

b. The Consultant will maintain thorough and complete records of activity. At the close of the Project, all original notes and records will become the property of El Paso County.

c. The Consultant will receive and review requests for information, maintain thorough and complete records of activity, prepare periodic reports/memos that summarize work activities, provide a log of activities, issues, and solutions.

d. The Consultant shall keep a record of all proposed contract changes, the reasoning and basis behind each change.

5. Schedule Management:

a. The Consultant will develop and maintain a Master Project Schedule identifying critical path activities, constraints, and interrelationships that will impact the progress of the project. The County PM will review, comment, and recommend revisions or approval of the initial Master Project Schedule submitted by the Consultant. The schedule will include projected progress of key work activities and anticipated submittals and will extend from the Consultant’s Notice-to-Proceed through DBPS adoption. The Consultant will not commence work without an approved schedule.

b. The Consultant will update and report on the status of Master Project Schedule and monthly “look ahead” monthly or more frequently as appropriate. The Consultant shall submit the Master Project Schedule with updates with the monthly invoice. The updated schedule will be reviewed by the County PM for accuracy, reasonableness, and adherence to the previous schedule update. Variances will be discussed and reviewed considering overall Project and schedule commitments. Monthly invoices will be approved only after updates of the Master Project Schedule are approved.

6. Reporting:

a. The Consultant will prepare bi-weekly project status reports/memos summarizing the activities of the Consultant (scope/schedule/budget) and other individuals and agencies impacting the Project. The Consultant will also advise the County PM of upcoming work activities, updating the status of changes, schedule impacts, and documenting any noteworthy events. This report will be submitted to the County PM for review in advance of regularly scheduled progress meetings for discussion at the meetings.

b. The Consultant will prepare notices as needed, suitable for updating the public via the County or Project website as to the status and progress of the work.

C. Phase 1 – Scoping, Stakeholder Involvement and Public Collaboration Plan The purposes of Phase 1 are to:

1. Finalize the Scope of Work with Sponsor(s).

2. Prepare the Master Project Schedule for presentation to Sponsor(s) and stakeholders.

3. Develop the Stakeholders List; a collaborative effort between the Sponsor(s) and the Consultant to identify a comprehensive list of agencies, organizations, private companies, and individuals that will be routinely notified of the progress of the planning effort, invited to progress meetings and receive draft technical information for review during the course of completing the technical work. The Stakeholders List shall include email and mailing addresses and shall be routinely updated.

4. Prepare memoranda to summarize the discussion and results of each coordination meeting. These memoranda shall be distributed to the Stakeholders and Sponsor(s) as appropriate.

5. Develop the Public Collaboration Plan providing a framework for how Stakeholders interact with the project and with decision-makers. While this plan is likely to evolve and change as circumstances dictate, a well-developed public involvement plan will chart the path the Project team will take to ensure that all appropriate public involvement steps have been completed. To ensure adequate access to project information, appropriate methods will need to be established to keep Stakeholders informed and to allow participation in the Project. A website shall be established and maintained by the Consultant to provide project information and solicit questions and feedback from Stakeholders and any other interested parties.

D. Phase 2 – Problem Identification/Existing and Future Conditions The purposes of Phase 2 are to solicit interest in the planning effort, gather technical information related to the basin’s topographic, hydrologic and hydraulic characteristics, flood history and floodplain boundaries, and to evaluate the potential for flood damages along the major drainageways for existing and future development conditions. The findings shall be presented to the appropriate Stakeholders for review. Comments regarding the Phase 2 work shall be addressed to the satisfaction of the Sponsor(s) prior to commencing with Phase 3 of the Project.

1. Basin Technical Information Gathering

a. Technical information to be gathered includes:

· Drainage Criteria Manuals and policy documents.

· Hydrologic and floodplain studies.

· Flooding history of the basin.

· Previous basin planning studies and drainage studies in the basin.

· USGS mapping.

· Environmental and wildlife resource mapping.

· Jurisdictional boundaries.

· Aerial photos, current and historic.

· Land use/zoning data, existing and future.

· Major land development planning data.

· Soils data.

· Parcel boundaries and planimetric data.

· Survey data, including Township and Range lines and County HARN points.

· Stormwater system inventory data and photos.

· Basin condition observations, field surveys and photos.

· Major transportation corridor plans, including the County’s MTCP.

· Regional parks, trails, and open space plans.

· Utility information, existing and proposed.

· Irrigation facilities.

Additional data requirements shall be identified as necessary. Significant digital information is available through the County’s Information Technology Department. The Consultant shall be responsible for identifying and acquiring background information and data.

b. Federal, state and local regulations: A listing of federal, state and local criteria/codes/regulations that may affect the planning effort shall be provided. Regulations unique to the basin shall be identified and discussed with the Sponsor(s) and stakeholders.

2. Basin Characteristics

a. Overall basin limits: Using the best available topographic mapping (confirm with the Sponsor(s)) the basin boundary shall be established for the entire basin under investigation. Using an appropriate contour interval, an overall basin map shall show the general topography of the basin and significant roadways, property boundaries, landmarks, etc.

b. Soils: A soils map shall be developed showing the NRCS Hydrologic Soil Group designations within the basin and each sub-basin as identified in the El Paso County Soil Survey.

c. Land uses, existing and future: Maps showing the existing and future land uses within the basin and each sub-basin shall be developed. Geographic Information System (GIS) data and map files shall be provided to the Sponsor(s) for review and concurrence. The Land Use maps shall be developed using planning information provided by the Sponsor(s) and supplemented with appropriate current development data. One future land use condition scenario shall be evaluated as determined by the Sponsor(s). For County areas this will typically be projected 2045 or buildout land uses. Land use projections from other jurisdictions within or adjacent to the basin must be incorporated into the future condition land use data as applicable. The land use maps shall be supplied to the Stakeholders and Sponsor(s) for final review and concurrence of Sponsor(s) prior to proceeding with the hydrologic evaluation.

d. Environmental and wildlife concerns: Mapping of environmental and wildlife areas of concern in the basin shall be provided and these areas shall be addressed in the later Alternatives Development and Analysis phase.

e. Narrative description of basin land conditions, hydraulic structures, and irrigation facilities in the sub-basins shall be included. Structural factors affecting basin hydrology shall be identified and shown on basin maps and included in GIS data. Depending on the significance, nature and number of structural factors, a separate map may be necessary.

3. Hydrologic Model Development

a. The U.S. Army Corps of Engineers Hydrologic Engineering Center's Hydrologic Modeling System (HEC-HMS) software package shall be used for the development of the hydrologic characteristics of the basin unless otherwise specifically approved by the Sponsor(s). The program version to be used shall be approved by Sponsor(s).

b. Hydrologic naming conventions and analyses from the previous DBPS, as applicable, shall be considered, revised and incorporated into the analysis as appropriate.

c. Hydrologic sub-basin maps at an appropriate scale for printing in 11 x 17-inch sheet format, with design points at key locations and land features such as major roadways, railroads, irrigation ditches, and tributaries shall be developed. Sub-basins shall be delineated using a preferred size of 100 to 160 acres where development exists or where future development is expected and named/labeled systematically. The size of sub-basins in undeveloped portions of the basin shall be appropriate for application of the hydrologic modeling methods being used. Sub-basins shall be delineated so that basin characteristics (land use, soil types, slopes, etc.) are as uniform as practical throughout the sub-basins. The naming/labeling system shall associate sub-basins with channel mainstems and tributaries to represent their associations. Basins, conveyance elements and design points shall be labeled systematically and consistently to represent their relation to each other and with ease of reference to previous DBPS or other past drainage studies.

d. Rainfall patterns, depths and distributions shall be evaluated for the 2, 5, 10, 100, and 500-year recurrence intervals. El Paso County will work with the Consultant to determine the appropriate storm distribution and depth area reduction factors (DARFs). A comparison of the latest NOAA Atlas rainfall and recommended values shall be included.

e. Schematic routing patterns shall be developed for the entire basin and shown in a model schematic plan. Development of routing methods and elements, typical routing sections, and routing parameters is required.

f. Average imperviousness and runoff curve numbers will be developed utilizing the approved hydrologic land use maps. When basin land use categories are not consistent with standard categories identified in policy documents or data sets, attributes may be determined and provided by the Sponsor(s).

g. Time of concentration calculations for sub-basins shall be developed using methods described in the County’s criteria manuals or other appropriate reference documents.

h. Storage and discharge curves for existing major/regional detention basins and reservoirs, as would be accounted for in FEMA floodplain studies, shall be developed for input to the hydrologic model.

i. Existing condition attributes and hydrologic results for each sub-basin shall be summarized in tables and figures. Contributing areas, imperviousness, peak discharges and runoff volumes shall be produced at design points throughout the basin and included in summary tables and figures. Discharge rates shall be developed for each major drainageway within the basin. The 2, 5, 10 and 100-year recurrence intervals shall be evaluated.

j. Future land use hydrologic results for each sub-basin and design point (without drainageway improvements or proposed regional detention storage structures), shall be summarized in tables and figures, with comparison to existing conditions. Peak discharges and runoff volumes shall be included in the summary tables and figures. Discharge rates shall be developed for each major drainageway within the basin. The 2, 5, 10, 100, and 500-year recurrence intervals shall be evaluated.

k. Provide comparison of results to past studies and alternative methods of peak flow estimation, and reconciliation of differences greater than ten (10) percent. Comparisons to the flood of record through historical accounts, stream gage data or similar basins shall be provided.

l. Provide a sensitivity analysis for two (2) year and 100-year flows using average imperviousness rates at one-half (50%) of the assumed ultimate developed condition in each sub-basin to reflect potential benefits of site infiltration practices / green infrastructure.

m. Prepare and submit draft Introduction, Basin Characteristics, and Hydrology report chapters and technical appendices for review by the Sponsor(s). Submittals shall include draft GIS data sets used in the hydrological model, and the hydrologic model if requested by the Sponsor(s).

n. Update the Project website.

The completion and submittal of the hydrologic analysis represents a project milestone. Significant work on the next phase shall not proceed until comments from the Project Sponsor(s) have been received and addressed.

Note: The Scope of Work does not include a FEMA map revision process and the Consultant will not be required to prepare or process applications for floodplain revisions with the Project. However, the study modeling products will be referred to the Colorado Water Conservation Board (CWCB) for comment and must be compatible with FEMA map revision requirements so that the County, developers, or other parties can utilize the DBPS modeling to proceed with requests for floodplain revisions in the future, if necessary.

4. Hydraulic Analysis

a. Hydraulic analyses from the previous DBPS, as applicable, shall be considered, revised and incorporated into the Project analyses as appropriate.

b. The U.S. Army Corps of Engineers Hydrologic Engineering Center's River Analysis System (HEC-RAS) software package shall be used for the development of the hydraulic characteristics of the basin unless otherwise specifically approved by the Sponsor(s). The program version to be used shall be approved by Sponsor(s).

c. The capacity of all existing major drainageway structures shall be determined using standard hydraulic methods for the estimation of channel and culvert/bridge capacity through the HEC-RAS model. Sponsor criteria for sizing hydraulic structures shall be applied. Deficiencies shall be quantified based on existing capacities compared to a percentage of existing and future flows according to the appropriate criteria. Storm drain systems shall be evaluated using normal depth calculations, without surcharging, or using other Sponsor-approved hydraulic modeling software.

d. Cross-section data for the major drainageways shall be developed using maximum cross-section intervals of 400 feet in undeveloped areas and 200 feet in developed areas unless otherwise approved. Additional cross-sections shall be provided as appropriate to adequately represent changes to channel alignment, area, structures, slope, roughness, and other characteristics that affect hydraulic calculations. LiDAR surface elevation data may be used to generate most cross-sections, except where physical survey is necessary around structures and improvements.

e. Develop Manning’s roughness coefficient values (“n”) as appropriate for each major drainageway segment. Aerial and on-site photographs along representative segments subject to changes in roughness shall be provided for reference.

f. Mapping of existing storm drain locations, slope, size, materials/roughness, and junction information shall be developed to represent approximate system capacities and update existing GIS coverage where necessary. In recent (2005 and later) and new development areas, as-built or in-progress construction plans may be used to develop storm drain system attributes. The level of detail shall be determined by changes in hydrology and significant changes in system capacity, with hydraulic modeling required on systems 48 inches and greater in diameter. Existing storm drains 60 inches and larger shall be analyzed in detail for capacity, age, and condition between junction structures.

g. Floodplains and flood hazard areas of concern shall be mapped for the 1% and 0.2% annual exceedance probabilities (100- and 500-year flood recurrence intervals) for the existing condition and the future development 100-year undetained/emergency condition. 100-year water surface profiles shall be produced, and flood boundaries shall be delineated on topographic mapping along each major drainageway.

i. The hydraulic model shall also include calculations for the 2, 5, and 10-year flows for reference.

ii. Channel alignments with stationing corresponding to the hydraulic model shall be delineated on floodplain maps and plan and profile sheets for the major drainageways.

iii. The location of each cross-section used in the hydraulic model shall be shown with its corresponding identification number and 100-year water surface elevation (water surface elevations may be provided in tabular form) on plan and profile sheets. Plans shall be at an appropriate scale for printing in 11 x 17-inch sheet format.

iv. The best available data shall be used for delineating flood hazard areas of concern.

h. Compare existing condition delineated floodplains to effective regulatory floodplains to identify areas where FEMA map updates may be necessary. Regulatory floodplain map updates are not included in this scope.

i. Summarize major drainageway and structure deficiencies and potential flood damages resulting from the 100-year existing and emergency condition peak discharges to be presented to Sponsor(s) and stakeholders with tables and figures. Potential flood damages shall be based on an average annual cost related to flood velocities and flood depths with a methodology approved by Sponsor(s).

j. Provide 500-year floodplain mapping to inform of potential critical infrastructure impacts and geomorphological impacts.

k. Provide a generalized geomorphic analysis of the existing major drainageways through the following methods:

i. Analysis of historic photography to identify areas of changes to channel dimensions, alignments, and visual stability over time;

ii. Field visits and qualitative channel observations within the basin;

iii. Field survey of select reaches (cross section, profile, and particle size);

iv. Establishment of channel-forming flow through a comparison of attributes for bankfull discharge, effective discharge, and flows of a specified recurrence interval;

v. Use of the HEC-RAS model to analyze potential shear stresses along the channel corridor and compare those to critical shear stresses required to entrain bed and bank materials;

vi. Analysis of sediment transport tendencies;

vii. Analysis of the effects of prolonged release durations of full-spectrum detention facilities in existing and future developed areas on downstream drainageways;

viii. Estimation of long-term stability by comparing a form of Lane-type relationship with particle entrainment calculations using representative Bank Assessment for Nonpoint source Consequences of Sediment (“BANCS”) assessments; and

ix. Substitution or use of additional current geomorphic analysis tools as approved by the Sponsor(s).

l. Provide an overview of the Colorado Fluvial Hazard Zone (FHZ) mapping program, address potential benefits such mapping could provide to the subject study basins and provide a recommendation on whether this should be considered by the Sponsor(s).

m. Prepare draft Hydraulics report chapter and technical appendices, including overlaid FEMA and modeled floodplain mapping and hazard areas of concern, for review by the Sponsor(s) (assume a minimum of three review and revision cycles). Submittals shall include GIS data sets used to generate hydraulic characteristics including streamlines, model alignments, cross sections, ground cover, etc., and the draft hydraulic model if requested by the Sponsor(s).

n. Update the Project website.

o. Conduct Stakeholder meeting(s) to present the Phase 2 results and solicit information about basin conditions, issues to be addressed and alternatives to be considered. Summarize results of Stakeholder involvement and direction provided by Sponsor(s).

The completion and submittal of the hydraulic analysis report represents a project milestone. Work shall not proceed on the next phase until comments from the Project Sponsor(s) have been received and addressed.

E. Phase 3 – Alternatives Development, Evaluation and Plan Selection The purpose of the Alternatives Development phase is to develop the most feasible and beneficial drainage…