🧰 Step 3 • Working with contractors

Working with Contractors for a Successful Home Energy Retrofit

Now that you’ve modeled one or more retrofit paths (your Home Energy Score and/or a Green Home Score scenario), it’s time to translate that plan into a clear scope, good sequencing, and quality checks.

🛑 Stop: Before Doing 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: Start With a Scope of Work

The Scope of Work is the foundation of a well-executed retrofit. It ensures each phase is planned, scheduled, and monitored—reducing delays and 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 – verifying work meets expectations
Reality check: In an ideal retrofit, a full team manages everything (GC + auditor + licensed trades). But unless you’re in an assistance program or running a $100k+ project, it’s more likely that you—the homeowner—will be coordinating.

✅ Best Practices for Communicating with Contractors

  • ✔️ Use clear terminology (air sealing, thermal bridging, R-value)
  • ✔️ Ask about certifications & experience
  • ✔️ Confirm sequencing (seal/insulate before heat pump sizing)
  • ✔️ Request progress updates (weekly check-ins)
  • ✔️ Get everything in writing (scope + change orders)

📁 Homeowner Tip: Be Your Own GC… Smartly

Create a project folder (digital or printed) that includes:

  • Product info (insulation labels, equipment specs)
  • Progress photos before drywall goes up
  • Permits, inspection notes, and city correspondence
  • Receipts/invoices that show efficiency intent (R-values, vapor barrier, etc.)
  • Modeling outputs (HES report, predictor scenarios)

Why it matters: makes closing permits easier, supports rebates/tax credits, and creates a clear trail for future buyers/appraisers.

📌 When to hire a general contractor or architect

🧪 Lesson 2: Using Checklists for Quality Assurance

The U.S. Department of Energy provides Home Improvement Expert™ checklists to help ensure quality installations based on industry best practices.

✅ How to Use DOE Checklists in Your Project

  • ✔️ Attach relevant checklists to bids and contracts
  • ✔️ Use them during site walks / inspections
  • ✔️ Cross-check work for comfort, health, safety, and performance

Example: DOE Guide for Basement Wall Insulation

Pro Tip: Hire licensed/insured contractors and confirm rebate program requirements before work starts.
📅 Lesson 3: Tracking Progress — Timeline, Milestones & Reports

A simple project timeline helps coordinate trades (weatherization, HVAC, electrical, solar) and prevents rework.

✅ Key Phases & Milestones

  • 1️⃣ Pre-construction: audit, permits, financing
  • 2️⃣ Envelope: air sealing, insulation, windows
  • 3️⃣ HVAC/DHW/ventilation: heat pumps, water heating, ERV/HRV
  • 4️⃣ Solar & storage: install + interconnection
  • 5️⃣ Testing & commissioning: inspections, optimization
  • 6️⃣ Documentation: rebates, tax credits, close-out

📌 Progress Reporting

  • ✔️ Request contractor status updates
  • ✔️ Track milestone completion (e.g., blower door post-seal)
  • ✔️ Use a shared folder for photos, receipts, and change orders
Pro Tip: If a delay occurs, ask how it impacts other work (e.g., insulation must be done before heat pump sizing).
🔍 Lesson 4: Ensuring Work Quality — Post-Project Inspection & Retro-Commissioning

Before releasing final payments, confirm the work matches the scope and performs as intended.

📝 Checklist for Homeowners

  • 🔲 Verify installed materials & systems match the Scope of Work
  • 🔲 Ensure air sealing & insulation meet targets
  • 🔲 Test heating/cooling/ventilation operation
  • 🔲 Review solar monitoring (if applicable)
  • 🔲 Collect warranties, manuals, and maintenance instructions

🔬 Retro-Commissioning

  • ✔️ Heat pumps tested across conditions
  • ✔️ Solar monitoring confirms expected production
  • ✔️ Blower door testing validates air sealing

⚠️ Common Pitfalls & How to Avoid Them

🚩 Vague scope language — make deliverables measurable.

  • ❌ Bad: “Install insulation to improve efficiency.”
  • ✅ Good: “Install R-49 blown cellulose in attic per DOE guidance.”

🚩 No contingency planning — mold, wiring, or hidden damage can add time/cost.

✔️ Solution: include contingency and a change-order process.

🚩 Ignoring permits/codes — can delay or void incentives.

✔️ Solution: confirm required inspections and document them in the timeline.

💰 Lesson 5: Estimating Savings & Organizing Incentive Applications

Many incentives require documentation and proof of efficiency intent.

✅ Steps to Ensure You Receive Incentives

  • 1️⃣ Confirm documentation is in your project folder
  • 2️⃣ Submit rebate applications promptly (often 90–180 days)
  • 3️⃣ Track processing; follow up with the administrator if delayed

📌 Resource

Pro Tip: Sequence projects to maximize incentives (e.g., panel readiness + heat pump eligibility).

📌 Lesson 6: Leveraging Community Resources & Staying Engaged

Using Your Neighborhood Listserv for Post-Project Support

  • ✔️ Share retrofit experiences — “Anyone install a heat pump? How’s it working?”
  • ✔️ Discuss incentives — “Has anyone had success with insulation rebates?”
  • ✔️ Find vetted contractors — “Looking for a HPWH installer—recommendations?”

Ways to Stay Engaged

  • ✔️ Join quarterly check-ins to review savings and performance
  • ✔️ Attend home energy open houses to see projects in action
Pro Tip: Group purchasing for heat pumps, insulation, or solar can unlock bulk discounts.

🎉 Final Thoughts

✅ You now understand how to:

  • ✔️ Improve comfort & efficiency
  • ✔️ Work with contractors and verify installations
  • ✔️ Maintain energy-efficient systems
  • ✔️ Apply for rebates & incentives
  • ✔️ Stay engaged with community support

🔗 Next Steps

  • 📌 Encourage friends & neighbors to start their own retrofits
  • 📌 Share your experience to help others

🏡 Your home is now part of the clean energy future.