PBIP Budget expenditure guidance

Land Acquisition

Applicants must be able to prove that the purchase price does not exceed the market value.  

Please indicate clearly the date the land was acquired and provide evidence as an enclosure to the application form.

 Premises Acquisition

Where purchase of premises is an essential element of a project, eligible expenditure is limited to the market value.

Applicants must be able to prove that the purchase price does not exceed the market value. 

The premises must not have been in receipt of a national/EC grant within the previous 10 years. 

Please indicate clearly the date the premises were acquired and provide evidence as an enclosure to the application form.

Pre-Contract Professional Fees (does not include feasibility studies)

And

Contract Implementation Fees

Pre-contract works including design, bills of quantity and tender preparation. This does not include feasibility studies.

Project management and supervision associated with the implementation of the project works, including Clerk of Works.

Note:

• Fees may be included for external consultants where it can be demonstrated that they have been incurred as a result of a competitive tendering process.
• Fees that have been subject to an approved tender process may be included at the market rate resulting from that exercise.
• Fees may be included for in-house professionals where an in-house market-testing process is in place, e.g. local authority best value process.  Applicants must be able to prove best value and can only charge actual costs directly attributable to the project.

East Renfrewshire Council applicants should ensure that all design costs have been incorporated including Property and Technical Services fees.

Site Investigation

This should take account of specialist investigations required to identify contamination and recommend particular treatments etc.

Site Decontamination

Specialist treatments to clear a site of particular contamination and dangers. 

Site Preparation/Clearance

This should include demolition works and the general preparation of sites, which is not part of specialist decontamination works.

Preliminaries

As detailed in the Bill of Quantity

Internal Services

This should include the provision of services/utilities within a building such as heating, lighting, plumbing and telecommunications

Specialist Treatments

This should cover any specialist treatments not included under other headings such as :

• Stone cleaning
• Floodlighting
• Asbestos removal
• Damp & rot
• Special needs accessibility

Note: 

Applicants should specify the type of treatment(s) in an appendix.  If treatments are associated with listed buildings they should be in accordance with the guidelines set down by Historic Scotland.

Main Building Contract Work

This may include the following elements of work:

• External/structural refurbishment of existing premises
• Internal sub-division of existing premises
• New build premises
• External decoration and associated works as part of a larger project
• Internal decoration and associated works as part of a larger project

Main Environmental Contract Work

This may include the following elements of work:

• Hard and soft landscaping as part of a larger industrial/commercial development.
• Hard and soft landscaping as part of a larger tourism/cultural development.
• Hard and soft landscaping to promote environmental sustainability.
• Street furniture and lighting.
• Traffic management and urban centre regeneration works.
• Creation and improvement of footpaths
• Creation and improvement of cycle paths
• Improvements to inland waterways

Contingencies

Contingencies are an acceptable and reasonable cost at application stage.

Note:

• In the claim form contingencies should be reported against the appropriate, approved expenditure heading where costs have simply overrun. 
• Where the contingency covers genuine, unforeseen eligible expenditure, the costs should be reported against the contingency heading with a full breakdown provided as a separate attachment to the claim.

Security Provision

This should include eligible security provision, which will ensure the success of the wider project.  

Moveable Infrastructure (Fixture and Fittings)

Fixtures and fittings are only eligible if they are purchased for and used specifically for the project for example:

• For vocational training and research and development facilities essential items of equipment for the sole purpose of project delivery such as information technology equipment, research equipment, some teaching furnishings, machinery for skills enhancement delivery may be considered.  The eligibility of such items will be appraised on an individual project basis
• For community economic development essential fixtures and fittings directly related to the sole purpose of the project may be considered. The eligibility of such items will be appraised on an individual project basis
• In cases where items of equipment have been purchased, an inventory must be retained for audit purposes