Solar PV Project Delivery FAQ’s
We hope the following information is helpful. Please note that all templates and processes, including contracts were successfully tested and used through the “Net Zero Accelerator Pathfinder”: completing a similar programme of works, with 25 schools, November 2024 to Summer 2025.
Our programme deadline for installation of all Solar PV is the end of February 2026, this is an ambitious programme, with little flexibility in timings. Let’s work together so that all our schools can benefit from completed installations within the time we have. This will mean term time working, which has also been tried and tested through the Pathfinder, and more recently with 12 successful installations completed through this programme already.
Works are mainly carried out externally and simple by nature. We have included some case studies of successful installations to show what is possible here.
As always, if you have any specific queries or concerns, please contact Vackas Mohammed or Helen Purssord.
Solar PV Maintenance, Warranties and Defects
Who does the Solar PV belong to once completed?
The Solar PV will belong to the Trust/School/Responsible Body once completed.
Who is responsible for maintenance of the Solar PV?
Following the 12 months’ defects period, post installation, the maintenance of the solar PV falls to the Trust/School/Responsible Body. All inverters, panels and associated equipment will belong to the school. Post defects period, the funding, and the services of Barker do not include maintenance of systems.
What are the maintenance requirements for Solar PV?
Typical servicing costs are estimated at around £750 for the first inverter and approximately £250 for each additional inverter, although prices vary by contractor. Schools may engage their installer or any qualified provider independently after the 12-month defects period.
Please see attached a link which refers to the manufacturers guidelines: A Guide to Solar System Maintenance | SolarEdge
What warranties are in place for the Solar PV?
There are extensive warranties in place for a number of items:
Workmanship, under the terms of the JCT contract for 12 months.
Inverters – 12 years
Panels – 25 years
Warranty issues must be raised via the installers in the first instance, but please reach out to Barker should you have any queries on this.
Solar PV Maintenance, Warranties and Defects
Contractors are already procured, how was this completed?
In collaboration with the DfE and LocatED, procurement was completed via the Crown Commercial Services framework, reference RM6313 Demand Management and Renewables. The process is in line with public sector procurement requirements, adhering to the Trust Academy Handbook. The Crown Commercial Services Framework, is a public sector specialist framework, where pre-approved contractors can respond to tenders.
We would like further information on Procurement
At contract issue, a full pack of information is issued, as below. However, if you would like this information in advance, to aid approvals, please let us know.
Solar PV Technical Specification
Preferred Bidder Letter
About the Procurement
Evaluation Criteria
Statement of Requirement
Tender Return and Clarifications
What are the contractual arrangements for works?
The relevant Responsible Body for each school is to enter into a JCT Design and Build Contract with the relevant contractor directly. This will be circulated via Docusign and signed electronically by the appropriate parties. The Barker Consortium will ensure correct contract signatories are agreed. It should be noted that the Responsible Body are therefore responsible for paying the contractor invoices directly, however, please only release funds to contractors once you have received a payment certificate from Barker Associates.
Who is the Principal Designer?
Barker operates as Principal Designer pre contract. The appointed contractor operates as Principal Contractor with responsibility for Design post contract. (JCT D&B)
Who is the Client?
The party signing the contract (Responsible Body) are the client.
How was the form of contract agreed, and can we seek legal advice?
The JCT Design and Build Contract has been agreed in collaboration with DfE/LocatED, and the legal firm DAC Beachcroft, who are instructed by DfE. All contracts are reviewed by DAC Beachcroft prior to issue to all parties. All Responsible Bodies will be in receipt a ”Letter of Reliance” from DAC Beachcroft. Should Responsible Bodies seek independent legal advice, this is at their own cost.
Funding
How will we receive funding?
The DfE issue funding through the normal payment channels to the Responsible Body. Payments are processed around the 20th or 28th of each month. The initial automatic payment represents 90% of the anticipated contract value, with a requirement to submit two reconciliation funding claims thereafter: one at completion of the project, and the other after 12 months’ defects, post completion. Barker will assist you with the claims process.
Remember – payments to contractors should be made in accordance with the contract administrator’s payment certificates.
Responsible Bodies are required to sign a Funding Agreement Letter issued by DfE – Barker will manage the process. The “FAL” must be signed by the Accounting Officer, or appropriate Director with correct authority.
Link to DfE grant letter (Academies)
Link to DfE grant letter (VA Schools)
Landlord Consents & Stakeholder Approvals
How do we ensure we have the correct approvals in place for our Solar PV project?
The Barker Consortium have mapped all stakeholders across the programme, relevant to each school, and will help to ensure consents are obtained, in collaboration with all participants. The Consortium will also ensure each school fully approves proposals before installation begins.
Stakeholder mapping includes details of:
Freeholders (land registry)
Leaseholders (land registry)
Dioceses
Responsible Bodies (Diocese, Local Authority, Multi Academy Trusts, Colleges, Local GB)
Federations
A suite of template consent letters are available and will be shared.
There are legal costs associated with obtaining my landlord’s consent, are these covered?
This is covered under the funding, up to the value of £3000 for fair and reasonable legal costs associated with obtaining landlord consent. This is both for the Local Authority and School/Trust’s legal costs. Please ensure invoices are obtained for any services, which must be sent as part of the claim drawdown process at project completion.
We are a Local Authority, and we need information on Modern Slavery from the contractor for our exemption report?
The tender process captured information relating to how contractors and their supply chains mitigate the risks associated with this subject. Please reach out to your Barker Project Manager to connect to your contractor for the specific details required in order to seek approvals. We are aware in some cases that your process may demand a form to be completed, this is no problem, please send it to us as soon as possible.
We are a Local Authority, and we need information on Social Value from the contractor and Consortium for our exemption report?
There are extensive commitments both through Basket 1 and Basket 2 around Social Value, please reach out to Helen Purssord or Edwin O’Connell who can furnish you with relevant information for exemption reports to gain approval, however examples include apprenticeships, usage of local supplier chain, as well as engagement, and training through schools and local communities on Sustainability and the wider programme.
We are a Multi Academy Trust, and we need further information to complete a Board Report for Trustee approval?
If you require assistance, or further information in order to seek Board/Trustee approvals, please reach out to us, and we can help with the detail needed for your report.
Delivery
Can solar panels be installed safely during term time while the school is occupied?
Yes, they can. Many UK schools have panels installed during term time without any disruption or safety issues. Most of the work happens on the roof, and any ground areas the contractor needs are securely fenced off so pupils and staff can’t access them. The contractor also plans any noisier or busier jobs for quieter times in the school day and follows school safeguarding rules, including DBS checks where required. Tools and equipment are kept securely stored when not in use. With proper planning and clear communication, installation can take place safely while school life continues as normal.
Who is managing the delivery of my Solar PV project?
The Barker Consortium provide Project Management and Contract Administration Services for the delivery of all projects – please note that schools are not required to settle any professional fees associated with these services, this is covered as part of the programme.
Will we receive a Construction Phase Plan, Risk Assessment and Method Statement (RAMS)?
A full pack will be shared prior to works starting on site.
Are contractors and Barker Associates DBS checked?
Yes, all contractors and representatives from Barker are enhanced DBS checked. DBS numbers and start dates will be provided in advance of works starting, as well as Letters of Assurance. If you have a specific template Letter of Assurance, please send this to your Project Manager or Helen Purssord.
How are meetings structured before, during and after delivery?
Meetings are structured as follows, please note that we have standard agendas for our meetings.
Online “Kick Off Meeting” to review design and finalise approvals.
On site “Pre Start Meeting”
On site progress meetings weekly, however for shorter installations, we will go straight to completion meetings (less than a week).
On site completion or “handover” – it is helpful to ensure site teams are available to receive training from the contractor on emergency shut off procedures.
An Electrical Engineer will also visit to complete our technical checklist as part of the sign off process; this may happen separately to the Handover meeting.
Link to Pre Start Meeting Agenda
We have an existing roof warranty in place, what will happen to this?
No problem – this information is gathered by the contractor as part of their due diligence. The contractor will ensure that roof warranties are not invalidated as part of the installation, however the information must be provided in order for this to be achieved.
We have an issue with pigeons on our roof, is there something more we need to do?
If pigeons or seagulls are an issue on your roof, please let the contractors know during their site visit, or notify your Project Manager, and we can look at the viability of bird protection within your scheme.
