Project Management Services Specification Guidance
The provision of Project Management services is to aid the CARES applicant in managing their renewable
energy project which can range significantly in both value and scale and in scope. The project manager’s role
may encompass all aspects of what is required to deliver a successful community or locally owned project,
including; planning permission, grid, land leases, finance, technical specifications or to deliver and support
successful shared ownership in commercial developments.
Given the diversity of the role of a Project Manager and the scope of potential projects, this Specification is
segmented into three specialist requirements:
Pre-Planning
Renewable energy Project Development from feasibility to full viability
Post Planning
Renewable energy Project Delivery through design & construction to operation
Shared Ownership Support & Representation for Shared Ownership of Commercial Developments
It is anticipated that project managers will be required to carry out a number of different activities which will be
specified by the CARES applicant when they engage with the Framework. We have listed some examples
below to provide a basis of engagement. The applicant should select their preferred elements, however it is
suggested that support in this regard can come from both the CARES team and potential project managers.
Also, whilst the final Specification between the Framework Supplier and CARES applicant may not vary
materially from below, this Specification should be treated as indicative and other elements may be introduced
as felt appropriate.
General Requirements
In every appointment, and for each project, the Project Manager should:
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Carry out an introductory meeting with the community group to assess needs and preferences, and to
agree ways of working, including service levels and timescales for delivery.
Attend community meetings.
Agree the scope of work for the duration of the project with the applicant/community group.
Provide regular progress reports in close liaison and cooperation with applicant/community group.
Be familiar with support offered through Scottish Government CARES programme and, as such make
use of existing freely available CARES templates, resources and guidance to provide consistency
across projects and save duplication where possible.
Ensure good governance and record keeping including;
- Create/ maintain an accurate record of key project documentation and decision making.
- Create/ maintain an accurate record of project expenditure and sources of funding used.
- Produce and maintain a detailed project management plan and risk register.
Identify and manage critical path issues early and priorities work to minimise risk, maximise cost
efficiencies and to successfully delivery projects to agreed timescales.
Ensure the project has the right expertise in place, utilising the CARES Legal and Financial frameworks
where necessary.
Establish and maintain efficient communications with any other adviser, members of
applicants/community groups or any other stakeholders involved in the project.
Provide complete confidence that all members of the project team (including any subcontractors) fully
understand client requirements.
Pre-Planning: Renewable energy Project Development from feasibility to full viability
Supporting Site Identification, Feasibility and Initial Viability Assessments
 Support application to funding streams to allow work to proceed.
 Support early stage land owner negotiations, grid investigations and pre- planning application
discussions, including (but not limited to) neighbour notification.
 Encourage efficient engagement from an early stage with key stakeholders and statutory bodies.
 Carry out early financial modelling using CARES financial model and other methodology where
required.
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Supporting the Development of a Community Needs Assessment
 Support groups to procure and engage specialist services to carry out community engagement to gain
the views of the local community on spending priorities for income generated by the renewable project
 Support the development of Community Investment Plan (see below for definition).
 Ensure the Community Investment Plan conforms to any funding requirements and best practice.
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Supporting the Development of a Community Mandate
 Ensure community support for the progression and development of the project
 Where required, facilitate a community ballot or other exercise in order to determine support for the
project.
 Endeavour to keep the wider community up-to-date, informed and able to comment as project
progresses
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Delivering a Consented Site, Funding Considerations and Procurement
 Work towards and strive to secure:
- planning consent,
- site and access leases (if required),
- grid connection,
- any other relevant licences or consents (e.g. hydro CAR licence) required for a viable project.
 Maintain a detailed project plan for the project.
 Maintain an accurate record of project expenditure and sources of funding used.
 Maintain an accurate record of key project documentation and decision making.
 Establish whether there are adequate funds to deliver a consented site and if not, pursue and secure
pre-planning funding
 Ensure relevant specialist services are in place to carry out development work required to meet
objectives of the delivery of a consented site.
 Report what types of advisers are appropriate and the level of fees involved, and then engage where
appropriate.
 Utilise the CARES Investor Ready Support (defined below) available.
 Engage with the CARES Advisory Framework and prepare relevant Invitations to Tender for Corporate
Finance and Legal advisers.
 Carry out ongoing viability assessments of the project and provide an early alert should non viability be
a concern at any point.
 Where required, begin discussion with equipment suppliers and all relevant connected works and seek
outline quotations/tenders
 Where required, begin discussions with Power Purchase Agreement suppliers (defined below) and
seek outline quotations.
 Provide a copy of documentation to all relevant parties, including funders, Local Energy Scotland and
statutory bodies, as requested and where appropriate.
Post Planning: Renewable energy Project Delivery through design & construction to operation
Preparing to Secure Investment and Working to Financial Close
 Draw-up costs and budgets required for project to proceed and/or manage advisers to achieve this.
 Be familiar and support to achieve Investment Readiness utilising the support of the CARES Investor
Ready Support package (defined below).
 Fully manage and closely co-ordinate the joint working of specialist corporate advisers to prepare a
comprehensive Investor Ready Business Plan (defined below) with full financial data and
recommendations on appropriate funding structures (debt/equity).
 Initiate and manage early discussions to secure outline offer/expressions of interest or financing the
capital construction phase and ensure advisers are utilised where appropriate in achieving this.
 Ensure that bridge funding is secured if necessary to keep project on track until financial close is
achieved (e.g. for turbine deposits, grid connection fees etc.)
 Create or maintain a project document data room for all up to date key project documentation, ensuring
that an appropriate version control system is in place.
 Continue discussions with equipment suppliers and other contractors with a view to securing supply
contracts.
 Continually evaluate financial parameters of the scheme with up to date costs and re-forecast as
necessary.
 Ensure specialist professional services are in place to realise a successful project and minimise delays.
 Maintain an accurate record of project expenditure and sources of funding used.
 Be principal point of contact for commercial lenders to show awareness and demonstrate
understanding of the requirements of banks and financing institutions so that the project can be
presented to these institutions in the required manner.
 Manage the due diligence process required to bring a project through to financial close, responding
promptly to lenders requests for information.
 Oversee tendering process for construction
 Keep renewable energy subsidy requirements (FiT and ROCs) under close review and ensure any preaccreditation requirements are met for greatest benefit to project.
 Manage grid connection contract requirements (payment schedules, statement of works, dealing with
any grid constraints)
 Ensure the project complies with funding requirements (such as monthly reporting, discharging fund
conditions).
Procurement, Construction and Commissioning
 Maintain a project timetable, construction programme and commissioning programme.
 Discharge of any planning conditions and other statutory requirements as required.
 Ensure deadlines for registration for renewable incentive applications are met.
 Ensure successful procurement of all plant and services required including;
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Equipment supply contract.
Construction Design and Management (CDM) co-ordinator.
Power Purchase Agreement contract.
Electrical, civil and any other construction works.
Engineering, Procurement, Construction (EPC) contractor.
Specialist Project Management.
Ensure a contractor interface agreement is in place.
Ensure that performance guarantees are in place for equipment installed.
Ensure correct and all necessary certification is in place for each generation site.
Manage the installation process to completion in the timeliest and most cost effective way, using local
resources where available.
Lead on activities to complete all agreements & contracts necessary for the installation and subsequent
operation of the equipment, including as an OFGEM accredited electricity generator where appropriate.
Ensure adequate project management through the installation of the project ensuring project plan and
risk register are regularly reviewed
Ensure 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)
Shared Ownership: Support and Representation for Shared Ownership of Commercial Renewable
energy Developments
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Liaise on behalf of, and to the maximum benefit of, the community with commercial developers offering
commercial investment opportunities.
Assist groups to source and procure professional financial and legal advice.
To assist in the procurement of other specialist, technical and project management services.
To act independently on behalf of the community.
To work with legal and financial professionals to set up financially and legally efficient entities to bring
forward or engage in renewable energy developments.
Ensure smooth communications between all parties involved.
Where required, facilitate a community ballot or other exercise in order to determine support for the
investment project.
Support groups to procure and engage specialist services to carry out community engagement to gain
the views of the local community on spending priorities for income generated by the renewable project
Support the development of Community Investment Plan (see below for definition).
Ensure the community investment plan conforms to any funding requirements and best practice.
Endeavour to keep the wider community up-to-date, informed and able to comment as project
progresses
Ensure the group is well placed and supported to manage their investment scheme over the longer
term.
Ensure project has right expertise to call on in place at right time, utilising the CARES Legal and
Financial Frameworks where necessary.