2025 Water Conservation Plan

Project title: 2025 Buena Vista Water Conservation Plan

Project purpose or justification: The Town of Buena Vista developed a Water Conservation Plan to improve long-term water use efficiency and reduce overall demand.

The plan aligned with Colorado Water Values and emphasized community collaboration. It addressed the Town’s identified water gap by contributing to the Arkansas Basin Identified Project 00380: Local Water Conservation Planning. The plan also demonstrated sustainability by incorporating conservation best practices.

To complete this work, the Town contracted with a qualified water resources firm. A Request for Proposal (RFP) outlined the scope of work, requiring that the plan follow the Colorado Water Conservation Board’s (CWCB) Model Conservation Plan Development Guidance Document. The RFP also required a strong community engagement strategy that included diverse perspectives from full-time and part-time residents, Town staff, Buena Vista Schools, and representatives from hospitality, commerce, recreation, development, and agriculture.

Proposals were reviewed by Town staff and the Water Advisory Board, with selection based on “best value” in meeting the RFP requirements.

Project objective: :

• Develop and implement a Water Conservation Plan that reduces water demand in the Town of Buena Vista water service area by 10 percent in a manner that minimizes negative impacts to the community, local economy, or the environment.
• Create a Buena Vista Water Conservation Program that has the committed support and contribution of the community.
• To the extent possible, support population and economic growth through reduction in water use and limit the need for acquiring additional water rights.

Project scope:

Task 1 – Develop Water Conservation Plan Request for Proposal: Develop a Request for Proposal (RFP) that can be widely advertised and elicit proposals from highly qualified water resources firms.

Anticipated Steps

1. Information collection including RFPs for Water Conservation Plans used by other municipalities of similar size; consult with Colorado Water Conservation Board (CWCB) Conservation and Land Use Planning contact Kevin Reidy regarding best practices in scope development for water conservation plans and advertising strategies.

2. Convene a Town staff and Water Advisory Board workshop to develop RFP scope items and requirements.

3. Complete draft RFP for review by Town and Water Advisory Board, and CWCB Conservation and Land Use Planning contact.

4. Issue RFP.

Deliverable:

• Request for Proposal for Town of Buena Vista Water Conservation Plan.

Task 2 – Award Town of Buena Vista Water Conservation Plan Contract: Select the proposal that provides the best value with respect to firm qualifications, similar projects, approach to the scope of work, proposed staff qualifications, and cost and award the contract.

Anticipated Steps

1. Proposal review by Town staff and Water Advisory Board to rate proposals with respect to criteria listed in the RFP.

2. Consider proposal review rankings and select the best value proposal.

3. Award Contract.

Deliverable:

• Fully executed contract with selected contractor.

Task 3 – Develop Water Conservation Plan: Contractor develops the Town of Buena Vista Water Conservation Plan as described in the contract scope of work, schedule, and budget. All efforts will be coordinated and supported by Town staff and the Water Advisory Board.

Anticipated Steps

1. Conduct work as described in the contract.

2. Community Engagement.

3. Coordination and support by Town staff.

4. Review Draft Water Conservation Plan and advertise availability of Draft Water Conservation Plan for community review.

5. Complete Final Water Conservation Plan.

6. Advertise availability of Final Water Conservation Plan.

7. Submit Final Town of Buena Vista Water Conservation Plan to CWCB.

Deliverables:

• Draft Town of Buena Vista Water Conservation Plan
• Final Town of Buena Vista Water Conservation Plan

Task 4 – Reporting, Invoicing, and Close-Out: Project Reports, Invoices, and Final Report

Progress Reports – Submit to CWCB a progress report every 6 months, beginning at the execution of the contract. The Progress Reports will describe the status of the Tasks 1 through 3. Major issues that have occurred since the previous progress report will be described as well as all corrective action taken to address these issues. Town staff will conduct ongoing monitoring of project progress per Exhibit A. Progress shall be detailed in each invoice and in each Progress Report.

Invoices – Submit invoices that include a description of the work accomplished by task, an estimate of the percent completion for individual tasks and the entire Project in relation to the percentage of budget spent, identification of any major issues, and proposed or implemented corrective actions.

Final Report - At completion of the project, submit to CWCB a Final Report on Town of Buena Vista letterhead that:

• Summarizes the project and how the project was completed.
• Describes any obstacles encountered, and how these obstacles were overcome.
• Confirms that all matching commitments have been fulfilled.
• Includes photographs, summaries of meetings and engineering reports/designs.

Close-Out – Submit all the Final Report and project documentation (all products, data and information developed as a result of this contract) to CWCB to receive the remaining 10% of the entire grant.

Anticipated Steps

1. Submit Progress Reports

2. Submit Final Report, project documentation, and Final Town of Buena Vista Water Conservation Plan

Deliverables:

• Progress reports
• Final Report and project documentation
• Final Town of Buena Vista Water Conservation Plan

Project Deliverables:

• Profile of Existing Water Supply System.
• Analysis of Water Demands and Historical Demand Management.
• Integration of Planning and Water Efficiency Goals.
• Selection of Water Efficiency Activities.
• Incorporation of Colorado WaterWise Best Practices.
• Implementation and Monitoring Plan.
• Adoption, Public Review, and Approval of Plan.
  
  

Project stakeholders:

• Swiftwater Solutions
• Water Advisory Board

Project timeline:

• Community Engagement: February 2024
• Water Use Baseline: (March 2024)
• Water Conservation Goals and Actions: (April 5, 2024)
• Implementation and Monitoring: (May 17, 2024)
• Water Conservation Plan: (June 28, 2024)

Performance measures for this contract shall include the following:

• Performance Standards and Evaluation:
  The Grantee produced detailed deliverables for each task. Receipts for project expenses and documentation of in-kind contributions were maintained. Per Grant Guidelines, CWCB withheld the final 10% of funding until the Final Report was accepted. Once approved, the project was closed without further payment.
• Accountability:
  The Town submitted full documentation of project progress with each invoice. Grant conditions were confirmed with each submission. Progress Reports were submitted at least every six months. A Final Report was submitted and approved before final payment.
• Monitoring Requirements:
  The Town monitored ongoing project progress as required. Progress was detailed in invoices and reports. Additional inspections or consultations were arranged as necessary.
• Noncompliance Resolution:
  Payments were withheld if grant conditions were not met. Serious violations resulted in a stop work order and grant cancellation.