Agenda item

(Portfolio Holder for Asset Management & Economic Development) To consider the attached report (C-078-2013/14).

(1)        That a scheme to install photovoltaic solar panels to two roof elevations of the Civic Offices complex be progressed in 2014/15, provided this could be achieved within the load factors identified in the structural survey;

(2)        That the necessary remedial works/replacement works to the roofs of the main Civic and Conder buildings be carried out as part of the solar panel scheme;

(3)        That the solar panels and associated equipment be purchased by the Council as this option provided the best rate of financial return on the investment, together with ongoing savings on energy costs and income from the feed in tariff;

(4)        That British Gas be appointed to provide a ‘turn key’ solution for the supply and installation of the solar panels under a framework agreement in accordance with contract standing orders;

(5)        That Contract Standing Orders be waived in relation to seeking competitive quotations and Stace LLP be appointed as Project Manager for the solar panels project, including the remedial roof works and roof covering replacement works; and

(6)        That approval be given to make all necessary planning and building regulations applications to enable this project to proceed.

The Portfolio Holder for Asset Management & Economic Development presented a report on the feasibility study for the installation of solar panels at the Civic Offices.

The Cabinet was reminded that it had requested a feasibility study into the installation of photovoltaic solar panels at the Civic Offices when it had considered the Planned Preventative Maintenance Programme at its meeting on 21 October 2013. The Feasibility Study had included options, budget costs, payback periods and the benefits to the Council to enable a decision to proceed or not with this project to be made.

The Portfolio Holder reported that if the Cabinet agreed to proceed with the solar panels project then, based on current data, the Council would generate an estimated 43,914 kWh of energy per annum, which would offset the equivalent of 23,230kg of CO₂ per annum. Outright purchase of the solar panels and associated equipment offered a more beneficial solution than system rental and the total cost of the project was estimated to be £79,689. It was expected that the Council would achieve a simple payback period of eight years on a life expectancy of 20 years for the panels, and receive an estimated average return of 12.1% on its capital investment.

The Portfolio Holder stated that replacement/remedial works to the roofs of the Civic Offices and Condor Building would have to be undertaken, irrespective of whether the solar panels project proceeded or not. This was estimated to cost £139,428 including project management fees. The combined estimated project cost for the installation of the solar panels and the replacement/remedial roof works was £219,117. Adequate budget provision existed for this project and therefore no additional financial provision or supplementary estimates would be required. It was recommended that British Gas be appointed to provide a turn key solution for the supply and installation of the solar panels, and that Stace LLP be appointed to undertake the management of the project, including the remedial works. Finally, approval was sought to make all the necessary planning and building regulation applications for the project.

When asked whether the Council had considered solar panels for heating water as well as electricity, the Assistant Director of Corporate Support Services (Facilities Management & Emergency Planning) explained that the Council had only considered photovoltaic panels. It was confirmed that the Private Mobile Radio system would be kept, but the aerials would be relocated to a better position which would improve the visual appearance of the Conder Building roof.

Decision:

(1)        That a scheme to install photovoltaic solar panels to two roof elevations of the Civic Offices complex be progressed in 2014/15, provided this could be achieved within the load factors identified in the structural survey;

(2)        That the necessary remedial works/replacement works to the roofs of the main Civic and Conder buildings be carried out as part of the solar panel scheme;

(3)        That the solar panels and associated equipment be purchased by the Council as this option provided the best rate of financial return on the investment, together with ongoing savings on energy costs and income from the feed in tariff;

(4)        That British Gas be appointed to provide a ‘turn key’ solution for the supply and installation of the solar panels under a framework agreement in accordance with contract standing orders;

(5)        That Contract Standing Orders be waived in relation to seeking competitive quotations and Stace LLP be appointed as Project Manager for the solar panels project, including the remedial roof works and roof covering replacement works; and

(6)        That approval be given to make all necessary planning and building regulations applications to enable this project to proceed.

Reasons for Decision:

To further reduce the Council’s energy consumption and costs, reduce carbon emissions and demonstrate a community lead with the Safer, Cleaner and Greener agenda.

Other Options Considered and Rejected:

To not proceed with the scheme and forego the reductions that could be achieved in energy consumption, costs and carbon emissions. However, this would result in savings in the Capital Programme during 2014/15.