Phase 3b Public Sector Decarbonisation Scheme

Supporting your Phase 3b change requests

Salix is keen to support you through your decarbonisation journey helping you meet all your deadlines.

We only expect to receive scope change requests when there is reasonable confidence in the final design, namely when designs and tenders are complete. For this reason, we expect each grant recipient to submit a maximum of one change request of good quality to minimise queries. Please see below for definitions of a change request. 

Definitions of a change request

  • A ‘change’ is defined as any significant alteration in the scope of the project. This includes adding or removing a site to the scope of Public Sector Decarbonisation Scheme works, changes to the low carbon heating system or including additional energy efficiency measures which were not previously in the agreed scope.   
  • If there is a change to the scope of existing energy efficiency measures saving direct carbon, a formal change request will only be needed if the gas is not to be displaced by the proposed low carbon heating system. 
  • Minor changes that are required to facilitate delivery and do not affect compliance shall not be defined as change requests and will be managed through our usual monitoring processes. This includes increasing or reducing the scope of energy efficiency measures affecting indirect carbon savings.

Multi-year change request deadline for financial year 23/24

For multi-year projects that require change request approval to claim financial year 23/24 grant funds, we ask that change requests are submitted by: 

Monday 22 January 2024

This is to ensure that we have ample time to assess and, if required, query the change request ahead of the deadline for financial year 23/24 payments.

  • For multi-year projects, a change request is generally not necessary to access financial year 23/24 grant funds if you are able to submit your remaining financial year 23/24 payment requests for costs associated with pre-approved technologies and sites.  
  • A change request is required if there are any changes to the low carbon heating system(s). If so, we will be unable to make payment for costs incurred for any measures on the associated site(s) until a revised application form is assessed and the change request approved. 

If you foresee any difficulty with meeting the 22 January 2024 deadline, please contact your relationship manager with your expected date of submission and the reason why. These will be reviewed on a case-by-case basis. 

Single year change request deadline 

For projects with grant end date 31 March 2024, the deadline to submit a change request was Monday 11 September 2023. If you require or are likely to require a change request (see change request definition) please contact your relationship manager as a matter of urgency to discuss options.  

As stated in the change request definitions, minor energy efficiency measures may be removed from scope prior to completion without submitting a change request. However, Salix must be informed of these changes and these should be detailed in a final revised application form submitted as per Schedule 2 of the Grant Offer Letter as part of the completion documentation.  

In order to receive the final payment, all grant recipients will be required to submit a final updated application form to verify the total eligible grant value.

For more information please attend our webinars which are designed to help talk you through the year end and completions processes, see our Events page.

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Step 1

Notify your relationship manager of your change request

Contact your relationship manager either in writing, by telephone or through notification on the Monthly Monitoring Report submission. Your relationship manager will acknowledge your request and you will receive a change request form to complete and return. 

Step 2

Complete and submit relevant documentation to your relationship manager

Complete and submit the Change Request Form.

 

Fill in Part I of the change request form template available above with all proposed adjustments to your project outlined clearly. Part I of the form has four sections that you need to complete:

  1. Description of the proposed change
  2. Updated application form and supporting information (see further detail below)
  3. Revised payment schedule
  4. Appendix
  5. Declarations

Please note: The declaration section of our updated change request form will need to be agreed and signed off by the registered Accountable Officer of your Public Sector Decarbonisation Scheme project (named in the Grant Offer Letter). Without this, a change request will not be considered. If a consultant has updated the application form on your behalf, please ensure you are confident that all changes have been made correctly prior to submitting the change request, as the grant recipient is ultimately accountable for ensuring correct information is provided. Incorrect information may affect the maximum eligible grant value upon completion. 

Please leave Part II of the change request form empty as this is for internal use only. 

The following supporting information is required to assess a scope change:  

  • An application form with all steps updated
  • Updated energy-saving calculations 
  • Updated risk register
  • Updated project programme (with completion by grant end date) 
  • Cost evidence 
  • Information to satisfy outstanding conditions 

Additional information is required to assess a site change, with the expectation that the level of detail will resemble that provided at the initial application stage: 

  • End-of-life boiler evidence
  • Options appraisal 
  • Feasibility study (including peak heat loss calculations) 
  • Energy consumption data 
  • Schematics (existing and proposed) 

Further information required to complete the change request assessment may be requested at the discretion of the assessor. 

Step 3

Salix review

Your relationship manager will acknowledge that you have completed the form, and you will be contacted by either a member of the energy and carbon technical team or one of Salix’s technical advisors if any other supporting information is required for the Salix review process. 

Salix can only begin reviewing the change request once all the requested documentation is received and will aim to make a decision within 20 working days. If insufficient information is provided or there are inadequate responses within a given timeline, Salix reserves the right to reject the change request. 

Important notes

Change requests must be submitted to Salix and approved prior to the delivery of any amended elements of the project. Any changes to the project may affect the project's ability to meet the scheme criteria and therefore the level of funding available, so we advise seeking approval before proceeding with changes to the project as funding is not secure until this point. 

Grant recipients should be aware that a reduction in gas savings may see their eligible grant value decrease and we encourage them to update the application form regularly to understand whether the grant value is impacted by changes to the project. 

We expect all outstanding conditions associated with the 'Project Approval' and/or 'Pre-Design' milestones to be resolved prior to a change request. All other outstanding conditions, that are considered by Salix as reasonable by this stage in your project, should also be resolved prior to a change request. Please contact your relationship manager for more information. 

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