Project Management Support Framework

This Framework can be used by organisations that need project management support services. It has been established to streamline the supplier selection process and ensure best value for organisations.

We anticipate that using the Framework will be a condition of CARES funding for project management services. The Framework may also be used by organisations where project management services are not funded by CARES.

The Framework is split into two service support areas:

project development and delivery of renewable energy projects
shared ownership of commercial renewable energy developments.

The role of the project manager is to ensure the successful delivery of a community or locally owned renewable energy project.

This is likely to involve:

co-ordinating work activities
motivating the team of people involved
identifying and managing risk
ensuring that the project is running to time and budget
ensuring work is completed to the correct standard.

Specific responsibilities may include all or some of the following:

defining and agreeing the scope of work required
co-ordinating, motivating and bringing people together to achieve project outcomes
identifying, addressing and resolving differences
securing project resources including using CARES templates, resources and guidance to provide consistency across projects and save duplication where possible
procuring services and working with appointed advisors and CARES Frameworks, monitoring compliance and managing variances
ensuring compliance with CARES funding requirements
preparing and maintaining schedules of activities, considering dependencies and resource requirements
identifying and managing critical path issues early in the process
developing and agreeing budgets, and controlling forecast and actual costs
identifying and managing project risks
developing and applying quality management processes to project activities and outputs
establishing and ensuring effective project governance
documenting key project activity and decision-making
managing project stakeholders
ensuring that project outcomes are fully realised
undertaking clear and concise reporting to the organisation.

Examples of project development services may include the following.

Supporting site identification, feasibility and initial viability assessments

This may include:

supporting the application to funding streams to allow work to proceed
supporting early-stage landowner negotiations, grid investigations and pre-planning application discussions, including (but not limited to) neighbour notification
encouraging efficient engagement from an early stage with key stakeholders and statutory bodies.

Supporting community engagement activities

For example:

supporting activities that keep the wider community up-to-date, informed, and able to comment as the project progresses. This may include activities designed to create a community mandate, a Community Investment Plan, or working with appointed advisers to deliver this.

Delivering a consented site, funding considerations and procurement

This may include:

working towards and striving to secure consents and land
using the CARES Investor Ready Support
engaging with and preparing relevant briefs for appointed sub-contractors of Energy Saving Trust
engaging with contractors, including those to be appointed through a CARES advisory framework or CARES supplier list as required, including the preparation of Invitations to Tender
where required, beginning discussions with equipment suppliers and all relevant connected works, and seeking outline quotations/tenders
where required, beginning discussions with Power Purchase Agreement suppliers and seeking outline quotations.

Preparing to secure investment and financial close

This may include:

drawing up costs and budgets required for the project to proceed and/or managing advisers to achieve this
being familiar with, and supporting the project to achieve Investment Readiness using the support of the CARES Investor Ready Support package
initiating and managing early discussions to secure outline offer/expressions of interest or financing the capital construction phase and ensuring advisers are used where appropriate to achieve this
continuing discussions with equipment suppliers and other contractors with a view to securing supply contracts
being the principal point of contact for commercial lenders
managing the due diligence process required to bring a project through to financial close, responding promptly to lenders requests for information
overseeing the tendering process for construction
managing grid connection contract requirements eg payment schedules, statement of works, dealing with any grid constraints.

Procurement, construction and commissioning

This may include:

creating and maintaining a construction programme
discharging any planning conditions and other statutory requirements as required
ensuring successful procurement of all plant and services required
ensuring that the correct and necessary certification is in place for each generation site
managing the installation process to completion in the timeliest and most cost-effective way, using local resources where available
leading on activities to complete all agreements and contracts necessary for the installation and subsequent operation
ensuring that the resources and skills are in place to provide lenders with ongoing financial reporting information post-financial close (as per the borrowing obligations within loan/investment documentation).

Example services may include:

liaise on behalf of, and to the maximum benefit of, the community with commercial developers offering commercial investment opportunities
engaging with and preparing relevant briefs for appointed sub-contractors
Engaging with contractors, including those to be appointed through a CARES advisory framework or CARES supplier list, including the preparation of Invitations to Tender
Working with legal and financial professionals to set up financially and legally efficient entities to bring forward or engage in renewable energy developments
where required, facilitating a community ballot or other exercise in order to determine support for the investment project
supporting community engagement activity to gain the views of the local community on spending priorities for income generated by the renewable project
supporting the development of a Community Investment Plan
ensuring the community investment plan conforms to any funding requirements and best practice
keeping the wider community up-to-date, informed and able to comment as project progresses
ensuring the group is well placed and supported to manage their investment scheme over the longer term.

Using the framework

Where use of the Framework is a condition of CARES funding, organisations requiring project management services must only use a Framework Contractor. Organisations procuring project development and delivery project management support will be required to issue a specification to a minimum of three Framework Contractors. For shared ownership support a specification must be issued to both of the Framework Contractors.

Contractors

Project Management Support Framework

Using the framework

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