Decision details

To seek approval for a project to carry out energy saving measures at Maidstone House and the Link, including a replacement low carbon heating system, replacement glazing, full insulation of the building, upgrading of the lights to LED, and installation of a solar PV on the Link/Business Terrace roof. The project is a key component of the Council’s Biodiversity and Climate Change Programme.

That:

1.  Capital expenditure of up to £3,775,200 million (Council contribution 17%), be agreed; and

2.  Delegated authority be given to the Director of Finance, Resources and Business Improvement to select and appoint contractors for applicable services as necessary.

As part of Action 7.1 to “Deliver Maidstone Borough Council 2030 Net Zero Commitment” of the Council’s Biodiversity and Climate Change Action Plan adopted on 21st October 2020, officers are seeking to secure funding support for the costs of design development, architectural design and installation of low-carbon technologies, insulation, and glazing to substantially cut the Council’s carbon from one of its primary carbon emitters.

Maidstone House and the Link Building are the second largest emissions source of the Council accounting for 17.6% of total emissions (2022-23).

In November officers submitted a largescale bid for Phase 3c of the Public Sector Decarbonisation Scheme (PSDS) of £3,126,536 to retrofit Maidstone House.

This grant is in addition to the Council’s Capital Contribution of £648,664 needed to ensure eligibility for the funding, with a total project cost of £3,775,200 required to upgrade Maidstone House and the Link Building.

The PSDS grant application includes

(i)  Project management costs for a consultant organisation to coordinate the project,

(ii)  Cost for detailed designs of each aspect of the project,

(iii)  A replacement low carbon heating system,

(iv)  Replacement glazing,

(v)  Fully insulating the building,

(vi)  Upgrading the lights to LED, and

(vii)  Installing solar PV on the link business terrace roof

It has been estimated that this project will have an annual savings to Council  of £51,875 and a carbon reduction of 361.8 tCO2e per year.

Should the funding be awarded, the grant will be paid over several milestones throughout 2024 to 2025 financial year, with the condition that the money be spent by March 2025.

This is a large-scale project, with four major elements that require design, tendering, and funding in quick succession to ensure the project can be delivered in line with the PSDS conditions. The four main aspects of the project are:

• Heating: Designs/tendering and ordering a replacement 4-pipe chiller heat pump that is capable of simultaneous heating and cooling all 6 floors of Maidstone House and 4 floors of the Link Building. To be housed in a new plant room installed in the roof.

• Insulation: Architectural detailed drawings and planning permission, for insulating the external walls, insulation under the floors and the under croft. Appointing contractors to insulate the building in conjunction with glazing being replaced.

• Glazing: Upgrading the glazing.

• Solar PV: Design and structural appraisal of the Link building roof, and instillation for a 16kWp solar panel array comprising 42 no. 385W panels.

Funding will be distributed at different milestone dates agreed. A detailed project program has been established in collaboration with Salix, as illustrated in Figure 1, outlining specific milestone dates for funding distribution. Grant funds are contingent on adherence to this timeline, emphasising the necessity for officers to have the authority to spend the allocated funds as needed to ensure the seamless execution of each project element within the specified timeframe. This flexibility is crucial for meeting the PSDS conditions and completing the project within the timeframe.

The proposal described has been included as part of the Capital Programme for 2024/25 onwards, which had been to the Corporate Services PAC, Overview and Scrutiny Committee and Council.

Do Nothing.

This option was rejected as doing nothing could jeopardise the Council’s funding bid to support the project proposed as part of the Biodiversity and Climate Change Action Plan.