Colorado State Revolving Fund Loan Application Process

Navigating the Colorado SRF application process can be complex, but we’re here to help. Explore the drop downs below to understand the key stages and application elements for both the Water Pollution Control Revolving Fund and Drinking Water Revolving Fund, from pre-qualification to project closeout.

Application Portal (Colorado Environmental Online Services)

As part of the application process, applicants will need to access the Colorado Environmental Online Services (CEOS) platform, which is the platform you use to apply for an SRF loan. If you’re a first-time applicant, you’ll need to create a CEOS user account before you can access the eligibility survey (the first step in the application process).

For guidance on setting up your account, please refer to the instructions below.

  • Responsible Officials (RO), Managing Consultants, and Preparers: This resource explains how a Responsible Official (i.e., an official for a drinking water and/or wastewater facility, such as the town/ city manager, district manager, town/ city clerk, public works director, or other staff) can associate consultants and preparers with their CEOS account, allowing them to complete forms on behalf of the RO’s facility.

Water Pollution Control Revolving Fund Application Process

The Water Pollution Control Revolving Fund (WPCRF) application process involves five key stages that applicants must complete to meet state and federal requirements. As part of this process and as explained below, the Green Project Reserve (GPR) provides additional incentives for projects that promote water efficiency, energy efficiency, green infrastructure, and environmentally innovative solutions. Applicants pursuing GPR-eligible projects should highlight these components early in the application process to maximize benefits.

Here’s an overview of each stage in the application process:

  1. Pre-Qualification: In this initial stage, applicants collaborate with agency personnel to verify whether their project is eligible for SRF funding based on program guidelines and priority criteria.
  2. Project Needs Assessment: Applicants provide detailed documentation explaining the necessity of the project and its expected impact on water quality improvement.
  3. Plans and Specifications: During this stage, applicants submit the project’s technical designs and specifications. All components must be reviewed and certified by licensed engineers or architects to ensure regulatory compliance.
  4. Loan Application: Applicants formally submit their loan application, including establishing critical loan details such as interest rates, repayment schedules, and applicable subsidies.
  5. Project Closeout: In the final stage, applicants complete a project closeout checklist to confirm compliance with all program requirements, finalize certifications, and ensure all financial and construction elements are complete.

Review the loan program flowchart and use the dropdowns below to explore the specific requirements and steps for each stage of the WPCRF application process.

Incentives for Green Projects

Every year at least 10% of the WPCRF must be spent on “green projects.” This set aside is called the Green Project Reserve (GPR) and helps ensure environmentally sustainable water infrastructure projects receive the financial support they need. The GPR promotes investments in green infrastructure, water efficiency, energy efficiency, and innovative environmental solutions.

GPR projects may qualify for reduced interest rates and additional priority points during the WPCRF application process. To ensure eligibility, applicants should document the environmental benefits of their projects and consult the EPA’s Green Project Reserve Eligibility Guidance. By leveraging the GPR, communities in Colorado can invest in environmentally sustainable solutions that improve water quality and enhance climate resilience.

Pre-Qualification 

The pre-qualification phase of the WPCRF loan application process consists of four steps:

  1. Eligibility Survey: Applicants complete a survey to determine if their project meets initial eligibility criteria for WPCRF financing.
  2. Pre-Qualification Form: Applicants provide detailed information about their project by filling out the required pre-qualification form.
  3. Pre-Qualification Meeting: A meeting is held with agency personnel to discuss the project, review the completed form, and address any questions about the process.
  4. Preliminary Environmental Assessment: Applicants conduct an initial environmental review to identify any potential impacts and ensure compliance with environmental regulations.

Complete the Annual Eligibility Survey

The Colorado Department of Public Health and Environment conducts an annual eligibility survey for all publicly owned and private nonprofit water systems. Participation in this survey, typically distributed between May and June, is mandatory for systems seeking Water Pollution Control Revolving Fund loans. Upon completion, a system’s infrastructure needs are listed in Appendix A of the WPCRF Intended Use Plan, a prerequisite for loan qualification. The survey collects essential information, including:

  • System Contacts: Primary and secondary contact details.
  • Population Served: Number of individuals relying on the water system.
  • Project Description: Brief overview of proposed needs or projects.
  • Water Quality or Public Health Issues: Details of existing or anticipated concerns, including emerging contaminants requiring treatment.
  • Proposed Improvements: Plans such as lead service line inventory or replacement.
  • Technical Assistance Needs: Indication of whether support is required.
  • Income Data: Financial information about the population served.
  • External Funding: Disclosure of any additional funding sources for capital improvements.
  • Project Needs Assessment (PNA): Confirmation of whether a PNA has been developed.
  • Capital Improvement Needs: Selection from a provided list of applicable needs. Accurate and thorough completion of this survey is crucial, as it directly impacts eligibility for DWRF funding.

After submitting the survey, check the Eligibility Survey Submittal Confirmation Report to confirm receipt of the submission.

Submit Pre-Qualification Form

The Pre-Qualification Form collects detailed information about the applicant’s proposed project to help the agency evaluate its scope and feasibility. This includes:

  • Project Need: Explanation of why the project is necessary.
  • Alternative Options: Assessment of potential alternatives to the proposed solution.
  • Professional Analysis: Technical evaluations conducted by engineers and architects.
  • Environmental Impact: Analysis of how the project might affect the surrounding environment.
  • Funding and Timeline: Details about how the project will be financed and its projected schedule for completion.

This information helps the agency understand the project’s specific needs and determine eligibility for financing.

Pre-Qualification Meeting

During the Pre-Qualification Meeting, agency staff will review the applicant’s completed Pre-Qualification Form to:

  • Verify the project’s eligibility for WPCRF financing.
  • Identify any components of the project’s planning, design, or engineering that may qualify for additional grant funding.

This meeting ensures that both the applicant and agency staff are aligned on the project’s details and requirements moving forward.

Preliminary Environmental Assessment

At this stage, applicants provide preliminary environmental impact information in the form of an Environmental Assessment (EA). To proceed, projects must receive:

If a project does not meet the criteria for a FONSI or CatEx, the applicant will need to revise their plans to reduce the environmental impact. This step ensures that all funded projects comply with environmental regulations.

Project Needs Assessment

Once the applicant has completed the Pre-Qualification Stage—including submitting the eligibility survey, pre-qualification form, and preliminary environmental assessment—the next step is to complete the Project Needs Assessment (PNA). This comprehensive evaluation provides critical details about the applicant’s water system and the proposed project to determine eligibility and ensure compliance with WPCRF requirements.

The Project Needs Assessment is completed through the Colorado Environmental Online System (CEOS) and includes the following key components:

Project Overview and Justification

Applicants will provide detailed information about:

  • The purpose of the project and why it is necessary, particularly in addressing water pollution, wastewater treatment, or stormwater management challenges.
  • Existing facilities and infrastructure, including documentation of any deficiencies or compliance issues (e.g., discharge permit violations, inflow and infiltration problems).
  • Alternative options that were considered, their feasibility, and why the proposed solution is the best option.
  • Public health risks, environmental degradation, or impaired water bodies that the project seeks to mitigate.

System Information

Applicants must submit documentation about their water or wastewater system, including:

  • Organizational chart.
  • Monitoring plan (e.g., discharge monitoring reports for wastewater systems).
  • Cross-connection plan.
  • Water conservation plan (if applicable).
  • Record-keeping policy.
  • Sewer system evaluation surveys or inflow/infiltration studies, if applicable.
  • Stormwater management plans for projects targeting nonpoint source pollution or stormwater infrastructure.

Additionally, applicants should prepare information regarding their system operators’ certifications, including how the proposed project may impact staffing or certification levels.

Financial Information

Applicants are required to submit current and projected financial data, including:

  • Operation and maintenance costs.
  • Existing debt and reserve accounts.
  • Rate structure and reserve policies (e.g., sewer rates, stormwater utility fees, or connection fees).
  • Other capital improvement programs.
  • A copy of the most recent financial audit (if applicable).
  • General liability insurance documentation.

For WPCRF projects, applicants should also outline revenue sources specific to wastewater or stormwater management systems, including any fees or charges for industrial pretreatment programs or other wastewater services.

Environmental Checklist

As part of the Project Needs Assessment, applicants must submit an Environmental Checklist that details potential environmental impacts of the project on the surrounding area. Specific considerations for WPCRF projects may include:

  • Total Maximum Daily Load (TMDL) compliance if the project is in an impaired watershed.
  • Nonpoint source pollution management measures, such as vegetative buffers, permeable pavement, or green infrastructure.
  • Impacts on wetlands, aquatic habitats, or endangered species due to construction or operational changes.
  • Plans to mitigate any identified impacts to ensure compliance with environmental regulations.

Plans and Specifications

At this stage, applicants provide a comprehensive overview of their project plans and specifications. This includes detailed documentation of how the project will be executed and ensures compliance with all federal and state requirements specific to wastewater and stormwater projects.

Key Requirements:

  1. Project Plans and Specifications
    • Submit a written description of the project plans, including specific methods to be used for all components of the wastewater or stormwater system.
    • Include certifications for the architectural and engineering services used in project design and construction approval.
  2. Process and Basis of Design Documents
    • Provide a process design report that explains how and why the wastewater or stormwater project was designed.
    • Outline any plan deviations and describe self-certified portions of the project (if applicable).
  3. Bid Specification Forms

Loan Application

Colorado’s SRF program accepts loan applications on designated dates throughout the year: January 5 (leveraged, open), February 5 (open), April 5 (limited), June 5 (leveraged, limited), August 5 (limited), October 5 (limited), and November 5 (limited).

  • Open application cycles: Available to all eligible applicants.
  • Limited application cycles: Reserved for applicants who meet the priority point scoring threshold, as determined during the pre-qualification stage and project needs assessment.

Learn more about the loan application deadlines and project prioritization process at the CDPHE website.

Loan Application Readiness Checklist

To successfully submit a loan application for the WPCRF, applicants must complete the following steps:

Submit the Pre-Qualification Form and attend a meeting with SRF agency personnel.

Obtain approval of the Project Needs Assessment with an emphasis on addressing wastewater or stormwater challenges.

Hold a public meeting to inform community members about the proposed project and its anticipated benefits.

Submit the Environmental Assessment that evaluates the project’s environmental impacts and compliance with the Clean Water Act.

Submit the Basis of Design Report focusing on the project’s technical approach to improving water quality.

Submit the Plans and Specifications Forms that outline the detailed engineering and design elements of the project.

Submit the Self-Certification Form (if applicable).

What to Include in the Loan Application

The loan application for the WPCRF collects details about the applicant’s wastewater or stormwater system, financial standing, and the proposed project, including:

  • General information: Details about the system, applicant, and legal counsel (general and bond counsel).
  • Repayment pledge: Specifies repayment sources, financial details, total project costs, and anticipated interest rates.
  • Financial information: Details on existing debts, financial obligations, and audits over the last ten years, along with compliance with the TABOR amendment.
  • System Data: Number of employees, sewer or stormwater connections (e.g., customers served), historical system usage, and rate information for the past five years.

Required Documentation

Applicants must submit the following documents as part of the loan application:

  • Signed loan application
  • Civil Rights Compliance Report (EPA Form 4700-4)
  • Cash flow projections and financial audits (or an exemption application, if applicable)
  • Water use ordinance with rate schedules and amendments for the past five years
  • Relevant agreements, such as:
    • Intergovernmental Agreements (IGAs)
    • Development, annexation, or utility agreements
  • Capital Improvement Plan that demonstrates the need and prioritization of the project
  • Ballot questions related to the proposed project

Project Closeout

After a loan agreement has been executed, the SRF program ensures that all necessary steps are completed to meet federal and state program requirements. This stage focuses on compliance before, during, and after construction to ensure the successful implementation and sustainability of the funded project.

Pre-Construction Meeting

A pre-construction meeting with the project manager is required to address any remaining questions, finalize timelines, and review compliance with SRF requirements. For WPCRF projects, additional attention may be given to ensuring compliance with clean water standards, integration of green project elements (if applicable), total maximum daily load (TMDL) compliance for projects in impaired watersheds, and addressing stormwater or sewer system inspection requirements.

Review the, Guidance for Facilitating a Pre-Construction Meeting, to help prepare for the construction phase and confirm compliance with program standards.

Final Closeout Process

Once construction is complete, the final step is the project closeout, which involves submitting the following:

  1. Final Closeout Documents – These include certifications verifying that the wastewater or stormwater infrastructure meets all federal and state required standards, along with a summary of the project’s financials demonstrating compliance with the WPCRF requirements.
  2. Project Closeout Checklist – Ensures that all aspects of the project have been reviewed, finalized, and properly documented.

These final steps ensure that the project is compliant, financially reconciled, and ready for closure within the SRF program.

Drinking Water Revolving Fund Application Process

The Drinking Water Revolving Fund (DWRF) application process involves five stages that applicants must complete to meet state and federal requirements. As part of the DWRF, set-aside funding is available to priority projects that address emerging contaminants (such as PFAS) and lead service line replacement to improve public health and drinking water quality. Up to 49% of these funds are provided as grants or principal forgiveness to help communities comply with these ever evolving regulatory standards.

Here’s an overview of each stage:

  1. Pre-Qualification: In this initial stage, applicants work with agency personnel to confirm their project’s eligibility for SRF funding.
  2. Project Needs Assessment: Applicants provide detailed information explaining why the project is necessary and how it addresses critical water infrastructure needs.
  3. Plans and Specifications: During this stage, applicants submit the project’s design plans and technical specifications. All components must be certified by qualified engineers or architects to ensure compliance with regulatory standards.
  4. Loan Application: Applicants formally apply for the loan, including determining key loan details such as the interest rate, repayment terms, and any available subsidies.
  5. Project Closeout: In the final stage, applicants complete a project closeout checklist to verify compliance with all loan requirements and finalize the process.

Review the loan program flowchart and use the dropdowns below to explore the specific requirements for each stage of the application process.

Grants for Priority Projects

Through 2026, the DWRF sets aside a portion of its congressional appropriations to support priority projects focused on lead service line replacement and emerging contaminants.

  • Lead Service Line Replacement (LSLR): Funding supports the development of lead service line inventories, full replacement of lead service lines (including galvanized lines downstream of lead components, lead goosenecks, pigtails, and connectors), and planning and design for these projects. Any project involving the replacement of a lead service line must replace the entire lead service line, not just a portion, unless a portion has already been replaced.
  • Emerging Contaminants (EC): Funding is available for projects where the primary purpose is to address per- and polyfluoroalkyl substances (PFAS) or other contaminants listed on the EPA’s Contaminant Candidate Lists. Eligible projects may include advanced treatment technologies, infrastructure upgrades, and source water protection efforts.

To support communities in addressing these challenges, 49% of the funding dedicated to LSLR and 100% of funding for EC projects is provided as grants or principal forgiveness.

Pre-Qualification

The pre-qualification phase of the DWRF loan application process consists of four key steps:

  1. Eligibility Survey: Applicants complete a survey to determine if their project meets initial eligibility criteria for DWRF financing.
  2. Pre-Qualification Form: Applicants provide detailed information about their project by filling out the required pre-qualification form.
  3. Pre-Qualification Meeting: A meeting is held with agency personnel to discuss the project, review the completed form, and address any questions about the process.
  4. Preliminary Environmental Assessment: Applicants conduct an initial environmental review to identify any potential impacts and ensure compliance with environmental regulations.

Complete the Annual Eligibility Survey

The Colorado Department of Public Health and Environment conducts an annual eligibility survey for all publicly owned and private nonprofit water systems. Participation in this survey, typically distributed between May and June, is mandatory for systems seeking Drinking Water Revolving Fund loans. Upon completion, a system’s infrastructure needs are listed in Appendix A of the DWRF Intended Use Plan, a prerequisite for loan qualification. The survey collects essential information, including:

  • System Contacts: Primary and secondary contact details.
  • Population Served: Number of individuals relying on the water system.
  • Project Description: Brief overview of proposed needs or projects.
  • Water Quality or Public Health Issues: Details of existing or anticipated concerns, including emerging contaminants requiring treatment.
  • Proposed Improvements: Plans such as lead service line inventory or replacement.
  • Technical Assistance Needs: Indication of whether support is required.
  • Income Data: Financial information about the population served.
  • External Funding: Disclosure of any additional funding sources for capital improvements.
  • Project Needs Assessment (PNA): Confirmation of whether a PNA has been developed.
  • Capital Improvement Needs: Selection from a provided list of applicable needs. Accurate and thorough completion of this survey is crucial, as it directly impacts eligibility for DWRF funding.

After submitting the survey, check the Eligibility Survey Submittal Confirmation Report to confirm receipt of the submission.

Submit Pre-Qualification Form

The Pre-Qualification Form collects detailed information about the applicant’s proposed project to help the agency evaluate its scope and feasibility. This includes:

  • Project Need: Explanation of why the project is necessary.
  • Alternative Options: Assessment of potential alternatives to the proposed solution.
  • Professional Analysis: Technical evaluations conducted by engineers and architects.
  • Environmental Impact: Analysis of how the project might affect the surrounding environment.
  • Funding and Timeline: Details about how the project will be financed and its projected schedule for completion.

This information helps the agency understand the project’s specific needs and determine eligibility for financing.

Pre-Qualification Meeting

During the Pre-Qualification Meeting, agency staff will review the applicant’s completed Pre-Qualification Form to:

  • Verify the project’s eligibility for DWRF financing.
  • Identify any components of the project’s planning, design, or engineering that may qualify for additional grant funding.

This meeting ensures that both the applicant and agency staff are aligned on the project’s details and requirements moving forward.

Preliminary Environmental Assessment

At this stage, applicants provide preliminary environmental impact information in the form of an Environmental Assessment (EA). To proceed, projects must receive:

If a project does not meet the criteria for a FONSI or CatEx, the applicant will need to revise their plans to reduce the environmental impact. This step ensures that all funded projects comply with environmental regulations.

Project Needs Assessment

Once the applicant has completed the Pre-Qualification Stage—including submitting the eligibility survey, pre-qualification form, and preliminary environmental assessment—the next step is to complete the Project Needs Assessment (PNA). This comprehensive evaluation provides critical details about the applicant’s water system and the proposed project to determine eligibility and ensure compliance with DWRF requirements.

The Project Needs Assessment is completed through the Colorado Environmental Online System (CEOS) and includes the following key components:

Project Overview and Justification

Applicants will provide detailed information about:

  • The purpose of the project and why it is necessary, particular in addressing issues related to safe drinking water, water treatment challenges, or distribution system improvements.
  • Existing facilities and infrastructure, including documentation of any deficiencies or compliance issues (e.g., drinking water quality violations, system capacity deficiencies, lead or copper exceedances).
  • Alternative options that were considered, their feasibility, and why the proposed solution is the best option to improve the drinking water system’s reliability and safety.
  • Public health risks, water quality issues, or unsafe drinking water sources that the project seeks to address.

System Information

Applicants must submit documentation about their water system, including:

  • Organizational chart.
  • Monitoring plan (e.g., water quality testing results and treatment process monitoring for drinking water systems).
  • Cross-connection plan.
  • Water conservation plan (if applicable).
  • Record-keeping policy.
  • Any evaluations or studies related to the drinking water distribution system, including any previous assessments of water quality, infrastructure condition, or capacity.

Additionally, applicants should prepare information regarding their system operators’ certifications, including how the proposed project may impact staffing or certification levels.

Financial Information

Applicants are required to submit current and projected financial data, including:

  • Operation and maintenance costs.
  • Existing debt and reserve accounts.
  • Rate structure and reserve policies (e.g., water rates, connection fees, or special assessments).
  • Other capital improvement programs.
  • A copy of the most recent financial audit (if applicable).
  • General liability insurance documentation.

For DWRF projects, applicants should also outline revenue sources specific to drinking water systems, including any water sales, service fees, or grants.

Environmental Checklist

As part of the PNA, applicants must submit an Environmental Checklist, detailing potential environmental impacts of the project on the surrounding area. Specific considerations for DWRF projects may include:

  • Compliance with the Safe Drinking Water Act (SDWA) and related regulations.
  • Protection of water sources, including watershed management for source water protection and prevention of contamination.
  • Impacts of construction or operational changes on local environments, including water quality, wetlands, and aquatic habitats.
  • Plans to mitigate any identified impacts to ensure compliance with environmental regulations.

Technical, Managerial, and Financial Capacity

The DWRF requires applicants to evaluate their system’s Technical, Managerial, and Financial (TMF) Capacity as part of the PNA. Click out the Drinking Water Projects Technical, Managerial, and Financial Capacity User Guide to see the example capacity questions and response guidelines.

The Local Assistance Unit of the Water Quality Control Division offers free training and assistance to small drinking water systems who would like support with meeting the drinking water TMF Capacity Assessment. The training provides systems with coaching and tools to help the system develop sustainable TMF Capacity Assessment practices and meet the DWRF requirements. Contact David Dani ([email protected]) to learn more.

Plans and Specifications

At this stage, applicants provide a comprehensive overview of their project plans and specifications. This includes detailed documentation of how the project will be executed and ensures compliance with all federal and state requirements specific to drinking water infrastructure improvements.

Key Requirements:

  1. Project Plans and Specifications
  2. Process and Basis of Design Documents
    • Provide a process design report that explains how and why the drinking water project was designed, focusing on factors like:
      • Addressing water quality issues (e.g., lead and copper exceedances, contamination risks).
      • Increasing system capacity to meet current and future demand.
      • Improving the reliability and safety of drinking water infrastructure
    • Outline any plan deviations and describe self-certified portions of the project (if applicable).
  3. Bid Specification Forms

Loan Application

Colorado’s SRF program accepts loan applications on designated dates throughout the year: January 5 (leveraged, open), February 5 (open), April 5 (limited), June 5 (leveraged, limited), August 5 (limited), October 5 (limited), and November 5 (limited).

  • Open application cycles: Available to all eligible applicants.
  • Limited application cycles: Reserved for applicants who meet the priority point scoring threshold, as determined during the pre-qualification stage and project needs assessment.

Learn more about the loan application deadlines and project prioritization process at the CDPHE website.

Loan Application Readiness Checklist

To successfully submit a loan application for the DWRF, applicants must complete the following steps:

Submit the Pre-Qualification Form and attend a meeting with SRF agency personnel.

Obtain approval of the Project Needs Assessment, focusing on the public health or compliance issues the project addresses.

Hold a public meeting to inform community members about the proposed project and its anticipated benefits.

Submit the Environmental Assessment, ensuring the project complies with the Safe Drinking Water Act and other federal / state regulations.

Submit the Basis of Design Report, emphasizing improvements to drinking water quality, system reliability, and compliance.

Submit the Plans and Specifications Forms detailing technical aspects of the project.

Submit the Self-Certification Form (if applicable).

What to Include in the Loan Application

The loan application for the DWRF collects details about the applicant’s drinking water system, financial standing, and project specifics including:

  • General information: Details about the system, applicant, and legal counsel (general and bond counsel).
  • Repayment pledge: Specifies repayment sources, financial details, total project costs, and anticipated interest rates.
  • Financial information: Details on existing debts, financial obligations, and audits over the last ten years, along with compliance with the TABOR amendment.
  • System data: Number of employees, water connections (taps) and population served, historical water usage and rate information for the past five years, and description of water source (surface water, groundwater etc.) and treatment methods.

Required Documentation

Applicants must submit the following documents as part of the loan application:

  • Signed loan application
  • Civil Rights Compliance Report (EPA Form 4700-4)
  • Cash flow projections and financial audits (or an exemption application, if applicable)
  • Water use ordinance with rate schedules and amendments for the past five years
  • Relevant agreements, such as:
    • Intergovernmental Agreements (IGAs)
    • Development, annexation, or utility agreements
  • Capital Improvement Plan that demonstrates the need and prioritization of the project
  • Ballot questions related to the proposed project

Project Closeout

After a loan agreement has been executed, the SRF program ensures that all necessary steps are completed to meet federal and state program requirements. This stage focuses on compliance before, during, and after construction to ensure the successful implementation and sustainability of the funded project.

Pre-Construction Meeting

A pre-construction meeting with the project manager is required to address any remaining questions, finalize timelines, and review compliance with SRF requirements. For DWRF projects, additional attention may be given to ensuring compliance with drinking water standards, system operator certification requirements, and public health regulations.

Review the, Guidance for Facilitating a Pre-Construction Meeting, to help prepare for the construction phase and confirm compliance with program standards.

Final Closeout Process

Once construction is complete, the final step is the project closeout, which involves submitting the following:

  1. Final Closeout Documents – These include certifications verifying that the drinking water infrastructure meets all federal and state required standards, along with a summary of the project’s financials demonstrating compliance with the DWRF requirements.
  2. Project Closeout Checklist – Ensures that all aspects of the project have been reviewed, finalized, and properly documented.

These final steps ensure that the project is compliant, financially reconciled, and ready for closure within the SRF program.