Public Sector Decarbonisation Scheme Phase 1
Change Requests Form
The purpose of this form is to enable you to formally seek approval for any
significant changes that you need or want to make to deliver your Public Sector
Decarbonisation Scheme (PSDS) project. As projects are delivered, there are
occasions when applicants decide that they wish to request changes to the terms
of the grant awarded to deal with new circumstances. Therefore, please use this
form as an opportunity to describe the details of your change request to Salix.
To support you in completing the form, below is some useful guidance that outlines
the key principles involved in a change request to your project. You are required
to outline the reason for the request, the options considered and a revised delivery
plan, as appropriate.
On receiving your completed form, Salix will seek to make a decision on your
change request within ten working days, unless there are circumstances that
require more detailed consideration and you will be informed if that is the case.
The outcome of the change request will be communicated, if approved, you will be
issued a letter of amendment to reflect the change.
Change Request Key Guidance Principles
• A change is defined as any significant alteration in the scope of the project or
any request for an extension to the grant end date beyond 30th September
2021.
• Salix will manage change requests taking account and making judgements on
the case as presented, the proposed outcomes and the certainty of delivery.
• All agreed changes to scope or content of projects must remain compliant with
the agreed PSDS criteria including carbon savings and value for money.
• All projects must complete by 31st March 2022, and extension requests must be
supported by robust revised delivery plans. Salix will require the size or nature
of the project to be reduced if this is necessary for completion by 31st March
2022.
• Salix are unable to support extensions beyond 31st March 2022.
• Once you have filled out the Change Request Form, please send it to your
Relationship Manager. Salix will make a decision on your change request within
ten working days and this will be communicated via your Relationship Manager.
Change Request Form
Part I: This section should be completed by the applicant
Organisation name
Torbay Council
Request made by
Phil Black
Date of request
23/07/2021
Project name
Torbay Leisure Centre
Project URN
CTOR01G17627V01/17627
a) Description of proposed change
Reason for change request As detailed design and procurement has progressed and
as anticipated throughout the monthly Salix reports it has
Please outline your request,
been necessary to formally request a change to timescale
giving a short description of
and scope for the following reasons:
the reason for the request,
Grant condition delays
options considered and the
-
Delays in acceptance and Salix offering of the
nature of the proposed
grant has delayed the initial project timetable by
1 month
change with any revisions to
-
Completion of tender to comply with Torbay
delivery programme,
Council’s public procurement procedures as
specification, costs and
required as a condition of the grant delayed the
payment schedule.
initial project timetable by 1 month.
Nesting seagulls
Please list supporting
-
Seagulls are nesting on various parts of the roof
documentation below and
at Torbay Leisure Centre. We have been advised
append with your Change
by Natural England that the redevelopment
works would not qualify for a licence to remove
Request form
the nests and eggs. The Solar PV project therefore
is unable to be started until the nests are legally
Supporting documentation:
allowed to be removed. There is no defined
nesting season but the nest can only be removed
•
Correspondence from
when no longer active, this could be end of
Natural England
August / early September before nests can be
removed and a date scheduled for the PV
installation.
•
Evidence from GOV.UK
-
It is therefore expected that the PSDS project will
regarding wild birds
not be able to be completed by 30 Sep 2021 and
therefore an extension is requested. Attached
protection.
supporting correspondence from Natural
•
Revised project
England, and supporting evidence from GOV.UK
timetable from
to confirm.
principal contractor
-
Programme extension to March 31st 2022, due to
nesting seagulls of the roof not enabling us to
proceed with works.
Supply chain
-
As per the tender response for successful bidder,
project timetable has been delayed.
-
Air Source Heat Pump has been ordered and
expected delivery is mid Sept 2021.However there
remains uncertainty regarding delivery channels
from Europe.
-
Programme extension to March 31st 2022 due to
delays in delivery of ASHP.
Further to the tender exercise we are able to increase the
scope to include the items listed, below, within the
existing budget.
-
Hot water distribution services upgrades and
pipework insulation
-
Increased lighting replacement and lighting
controls
-
The works will also require making good after
completion.
Please see attached updated programme from our
principal contractor; timings are indicative at this stage,
and will be reviewed upon roof survey results, detailed
design, and Asbestos survey.
Risk mitigation
•
Supply chain risk- further unforeseen delays to
the delivery of the air source heat pump from
Please state the key risks and
Europe. Regular communication with supply
outline the mitigation actions
chain. COVID and Brexit delays are well
documented and as such tolerance has been
regarding delivery of the
added to programme timings to reflect current
revised project.
situation. Demand and supply issues are likely
negligible, due to key items already being ordered
and sub-contractor to supplier relationship.
•
Roof structure – full structural survey has been
commissioned. Should the survey identify issues
with the roofs structure, there is sufficient lag
between the programmes proposed end date and
solar installation to allow for re-design of the
solar proposal and/or remedial work to roof
structure.
•
Nesting Seagulls – unknown timescale for seagull
departure. Will work in conjunction with Natural
England regarding the clear up of nests following
end of nesting season. Guls behaviour and
nesting season is well documented and with
support from Natural England, the programme
extension will provide the necessary time to
remove and remediate. Additionally, the design is
being considered for proofing IWO nesting birds,
to limit future issues.
•
Asbestos. Invasive asbestos survey complete in
2019 but full further testing to be completed. Risk
is minimal. Areas of concern in plant room, to be
considered in final design in order to minimise
disturbance and removal of asbestos. To further
minimize risk, an asbestos R&D survey has been
commissioned. Should this survey discover
additional asbestos, the extended project
completion date provides ample opportunity for
remediation during plant design and procurement
windows
•
Wiring faults – if found during lighting
replacement. Minimal risk. The LED lighting works
are being scheduled to start as soon as possible,
this work will provide early indicators of wiring
faults throughout the building, and (as above)
extended completion date will provide ample
window for remediation during design and
procurement windows.
Revised completion date
31st March 2022
b) Revised Payment Schedule
Please specify here your revised grant value, payment received to date and
proposed payment schedule based on your change request and revised delivery
timetable.
Revised grant value
£1,849,899
Payment received to date
£1,849,899
(please remove rows as appropriate)
Month
Payment request
March 2021
Full Grant Value received in March 2021
Total
£1,849,899
c) Project delivery implications of request
Please specify here the implications to your project if your change request is
rejected.
Without the extended deadline, the full project will not have sufficient time to
be completed by any of the bidders whom responded to the Tender.
Without the extended scope fewer savings would be realised.
d) Appendix
Please append any supporting documentation referred to in the above sections
when submitting your change request form.
Part II
This section should be completed by the Salix Relationship Manager and
authorised by a Programme Manager
1. Reason for change request (please check appropriate box and
include short summary)
Change of scope ☐
Small increase in scope - hot water
distribution upgrades and increased
lighting works. Remains within
budget and compliancy – does not
need to be assessed by tech until
conditions are met.
Supply chain issues (specify measure
Delays from ordering of ASHP.
and lead time; contractor
Remains uncertainty over delivery
availability/price) ☐
channels from Europe. ASHP has
been ordered but expected delivery
is mid-September.
Change to completion date☐
Torbay have experienced delays as a
result of following:
-
Complying with Torbay’s public
procurement rules delayed
project by 1 month
-
Nesting seagulls on roof of
building preventing installation
of solar PV
-
Supply chain delays for ASHP
2. Implications to payment schedule
N/A
3. Assessment required from Salix Technical Team (please check
appropriate box and include conditions following technical
assessment)
Yes ☐
No ☐
Technical conditions:
4. Any other conditions to include with Change Request
e.g. fortnightly / monthly meetings to discuss project progress and risk
management
5. Salix recommendation and reason for recommendation
Torbay have completed procurement for principal designer and the contract for
delivery of full project has been signed. Tender for works packages by principal
contractor is also complete.
However, they have experienced delays to the original project programme as a
result of tender delays, nesting seagulls, and ASHP lead in times.
Project risks to new programme have been identified and proposed mitigating
measures are well demonstrated. Potential delay as a result of these risks has
been accounted for within new programme.
Recommendation is to approve the extension request as they will be unable to
complete any of the proposed works by 30th September 2021.
6. Authorisation
Salix Finance Authorisation
Change request
Approved
decision:
Reason for decision:
Happy to approve extension request to 31st March
2022. The project programme shows completion of
the project by March 24th which would allow 5
working days to turn around completion
documentation before the 31st March. The client has
given extensive reasons for the need for an
extension, and has provided a strong list of
mitigating actions it is/will be taking. It is clear that
the two more complex delays are the nesting
seagulls and the supply chain delays. It is
recommended that the client is meet with at least
once a month in order to receive verbal updates on
these delays, as any further delays to the
programme would take the client beyond 31st March.
Programme Manager
Ed Clark
Name:
Signature: