Phase 3c Public Sector Decarbonisation Scheme - Change requests
Project scope change requests
This page provides guidance on Salix requirements to approve a request to change the scope of your Phase 3c Public Sector Decarbonisation Scheme project, detailing the situations where a change request may be required, the information required for Salix to be able to assess and approve a change and the key dates for submitting any change requests.
Supporting your change requests
Salix is keen to support you through your decarbonisation journey helping you meet all your milestones.
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, any 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 and/or building fabric improvements, a formal change request will only be needed if those measures are saving direct carbon.
- Minor changes that are required to facilitate delivery and do not affect compliance are not 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.
Change request deadlines
Please contact your relationship manager at the earliest opportunity if you expect you may need to submit a scope change request, to discuss next steps.
For projects with grant funding allocated in financial year 2024-25, any change requests must be submitted by Monday 30 September 2024.
The expected turnaround time for change request assessments will be 20 working days from the point all required supporting information is received. Any change requests submitted after September 2024 will not be held to this 20 day turnaround.
If you have a Phase 3c multi-year project, please inform your relationship manager as soon as a change is identified as this may need to be assessed by us for you to be able to access your allocated grant prior to final payment in financial year 2024-25.
Please note that any claims submitted to us for measures that are not approved by a change request will not be eligible for payment and the portion of your total grant value impacted will be at risk.
How to submit a change request
Step 1
Notify your relationship manager of your change request
- Contact your relationship manager to discuss any changes – what are the changes and which PSDS-funded measures and sites are affected?
- Forecast an expected submission date for your change request – when will you have the full details and supporting information available? Please include this forecast in step two of your monitoring report.
Step 2
Complete and submit relevant documentation to your relationship manager
1. Change request form
Please 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:
- Description of the proposed change
- Updated application form and supporting information (see further detail below)
- Revised payment schedule
- Appendix
- Declarations*
*Please note: The declaration section of our change request form will need to be agreed and signed off by the registered accountable officer for 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 blank, as this is for Salix internal use only.
2. Supporting information
Please see the webinar slides available to download below for a checklist showing what is required for the different types of scope change.
The following supporting information is required to assess a scope change:
- A project form recording all changes to any sites or measures.
This includes fields to detail the type of change and reason for the change. The data for these measures will be checked against your latest approved application form. If in any doubt, please ask your relationship manager to send you the correct latest version.
- Updated energy-saving calculations
- Updated project programme
If there is any change to the expected practical completion date of your project as a result of the scope change, please speak to your relationship manager to discuss how this may affect your grant.
- Updated risk register
- Updated cost evidence
- Feasibility study, options appraisal
- Data sheets, schematics, peak heat loss calculations
- Information to satisfy outstanding conditions
If your change request includes a site change, additional information is required, 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
- Data sheets, 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 assessment
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. Swift responses to any queries will enable us to support the timely approval of your requested changes.
Salix can only begin reviewing the change request once all the requested documentation is received and will aim to confirm 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.
Step 4
Salix confirms the outcome of your change request
Your relationship manager will inform you when the assessment is completed. If your change request is approved, you will be issued a Grant Amendment Letter confirming the approved changes, for signature by your authorising official.
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.
You should be aware that a reduction in gas savings may see your eligible grant value decrease. We encourage you to update your application form regularly to understand whether your grant value is impacted by changes to the project.
We expect all outstanding conditions associated with the 'project approval' and 'detailed designs complete' 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.
Any questions?
Please see the frequently asked questions page of the Phase 3c Public Sector Decarbonisation Scheme section of our website – or ask your Salix relationship manager for support!