🏡 Working with Contractors for a Successful Home Energy Retrofit

Now that you have one or more models of your home's retrofit path -a Home Energy Score that provides a simulation of the impact of say heat pumps, insulation, and air sealing - it's time to share your plan with contractors.

🛑 Stop: Before Doing Any Efficiency or Electrification Work, Pre-Weatherize

⚠️ Any plan needs to start with pre-weatherization to keep occupants and workers safe.

Address potential hazards before upgrading:

• 🚨 Check for asbestos or lead paint
• 🚨 Inspect for knob-and-tube wiring
• 🚨 Test for radon and moisture problems
• 🚨 Fix leaks and ventilation before sealing

Lesson 1: Understanding & Managing the Scope of Work

The Scope of Work is the foundation of a well-executed retrofit, ensuring that each phase of the project is planned, scheduled, and monitored to prevent costly delays or miscommunication.

✅ What’s Included?

• Project Goals & Deliverables – Energy efficiency, decarbonization, comfort improvements
• Timelines & Milestones – Expected start, key phases, completion dates
• Roles & Responsibilities – Who is doing what, including contractor details
• Budget & Payment Terms – Estimated costs, contingencies, and payment schedules
• Quality Control & Post-Completion Testing – Ensuring all work meets expectations

In an ideal retrofit, a full team manages everything: a general contractor coordinates the job, an energy auditor lays out a data-driven plan, and licensed HVAC and weatherization crews carry out the work. But unless you’re working with a nonprofit under an assistance program or have a budget of 100k+, it’s far more likely that you, the homeowner, will be running the show.

✅ Best Practices for Communicating with Contractors

• ✔️ Use clear terminology – Understand key retrofit terms like “air sealing,” “thermal bridging,” and “R-value” to avoid miscommunication.
• ✔️ Ask about certifications & experience – Ensure contractors are familiar with energy efficiency standards.
• ✔️ Clarify timelines & milestones – Ensure upgrades happen in the correct sequence (e.g., air sealing and insulation before sizing heat pumps to reduce equipment capacity needs and costs).
• ✔️ Request progress updates – Weekly check-ins help prevent small issues from becoming major delays.
• ✔️ Get all agreements in writing – Every upgrade and service should be documented in the Scope of Work and final contract.

Homeowner Tip: Be Your Own GC… Smartly

If you’re managing your own retrofit, organization is key. Create a project folder (digital or printed) that includes:

📁 What to Save:

• Product info (e.g., insulation labels, boiler specs)
• Progress photos before drywall goes up
• Copies of permits, inspection notes, and city correspondence
• Receipts or invoices showing energy efficiency intent (vapor barrier, R-values, etc.)
• Any modeling or scoring tools (e.g., Home Energy Score reports)

✅ Why It Matters:

• Helps you close permits
• Makes it easier to explain your path if you're using a performance-based code option (like the ERI path)
• Simplifies applications for rebates, tax credits, or green financing
• Provides a clear trail for future buyers or appraisers

💡 A Note About AI Support:

One of the best uses of AI is drafting workscopes. While no AI should be used as a final authority, this tool can jump-start your planning, especially when paired with guidance from professionals. We believe this is a safe and responsible use of AI, because the advice you generate will ultimately be checked, revised, and implemented by licensed contractors. Think of it as an extra set of hands to help you plan smarter, ask better questions, and stay organized — without replacing the expertise of the pros doing the work.

📌 When to hire a general contractor or architect

---

Lesson 2: Using Checklists for Quality Assurance

The U.S. Department of Energy (DOE) provides Home Improvement Expert™ checklists to help ensure quality installations. These checklists incorporate best practices from industry leaders for over 20 home improvements.

✅ How to Use DOE Checklists in Your Project:

• ✔️ Include the relevant checklist in contractor bids and contracts to ensure best practices.
• ✔️ Use the checklist during inspections to verify installation quality.
• ✔️ Cross-check contractor work against checklist standards for energy efficiency, comfort, health, and safety.

📌 Example: DOE Guide for Basement Wall Insulation

💡 Pro Tip: Always hire licensed, insured, and certified contractors, and check rebate program guidelines.

---

Lesson 3: Tracking Progress – Timeline, Milestones & Reports

Using a project timeline helps monitor progress and coordinate contractors (e.g., weatherization teams, heat pump technicians).

✅ Key Project Phases & Milestones:

• 1️⃣ Pre-Construction: Home energy audit, permit approvals, financing finalized
• 2️⃣ Building Envelope Improvements: Air sealing, insulation, window upgrades
• 3️⃣ HVAC & Water Heating Upgrades: Heat pump installation, ventilation, water heating
• 4️⃣ Solar & Battery Storage: System installation, utility interconnection
• 5️⃣ Post-Project Testing & Commissioning: Final inspections, system optimization
• 6️⃣ Documentation & Incentives Submission: Final reports, rebate applications

📊 Generating Progress Reports:

• ✔️ Request contractor status updates to ensure work remains on schedule.
• ✔️ Track milestones to confirm steps like blower door testing are completed.
• ✔️ Use a shared document/folder to store project updates, photos, and receipts.

💡 Pro Tip: If a delay occurs, ask how it impacts other work (e.g., insulation must be completed before sizing a heat pump).

---

Lesson 5: Estimating Financial Savings & Organizing Incentive Applications

Many incentives require post-project documentation and proof of energy savings.

✅ Steps to Ensure You Receive Incentives:

• 1️⃣ Confirm with your contractor that all necessary documentation is in your project folder.
• 2️⃣ Submit rebate applications promptly – Some programs have deadlines within 90–180 days of installation.
• 3️⃣ Follow up on processing times – If payments are delayed, contact the program administrator.

📌 Resources for Incentives & Savings:

• 💰 Database of State Incentives for Renewables & Efficiency (DSIRE) – Find local rebates

💡 Pro Tip: Sequence projects wisely to maximize incentives (e.g., upgrading electrical panels first can qualify you for both panel and heat pump rebates).

---

---

🎉 Final Thought Exercise:

📌 Take the quiz!