How to Set Up a Retrofit Programme from Scratch

Establishing a retrofit programme requires careful planning, clear governance structures, and strategic investment in people and processes. Whether you're a housing association embarking on decarbonisation commitments or a delivery partner scaling retrofit operations, this guide outlines the essential steps to build a robust, compliant and efficient retrofit delivery system.

1. Define Your Programme Scope and Objectives

Before procuring contractors or designing surveys, establish what your programme will deliver:

• Number of properties and timeframe for completion
• Geographic coverage and property types (terraced, detached, flats, mixed tenure)
• Retrofit standards (PAS2035 compliance, EPC target, fabric-first approach)
• Budget envelope and funding sources
• Performance metrics and success criteria

Document these in a programme business case or delivery strategy. This becomes your reference point for stakeholder alignment and decision-making throughout delivery.

2. Establish Governance and Accountability

Create a clear organisational structure with defined roles and responsibilities:

1. Programme Board: Strategic oversight, budget approval, risk escalation
2. Delivery Team: Day-to-day management, contractor liaison, quality monitoring
3. Technical Lead: Retrofit expertise, standards compliance, design approval
4. Quality Assurance Function: Independent compliance checking, audits, reporting

Ensure clear reporting lines and decision-making authority. Assign an accountable programme owner with executive backing to resolve blockers quickly.

3. Build Your Supply Chain

Retrofit requires coordinated input from multiple specialists. Plan your supply chain strategically:

• Surveyors and Designers: PAS2035-trained assessors for stock condition surveys and retrofit design
• Installation Contractors: Mechanical, electrical, fabric and insulation specialists
• Quality Inspectors: Third-party inspectors for on-site compliance verification
• Commissioning Engineers: Heating system testing and tenant handover support
• Project Coordinators: Site scheduling, tenant liaison, data management

Consider whether to use single prime contractors or multiple specialists. Single primes simplify coordination but may limit competition; multiple specialists require careful management but can improve value for money.

Establish pre-qualification criteria covering:

• Relevant experience and case studies
• PAS2035 and competency scheme accreditation
• Insurance and bonding
• Health and safety record
• Capacity for your programme scale

4. Develop Your Quality Assurance Framework

Quality underpins retrofit success. Establish systems covering:

1. Design Quality: Technical approval process, design standards checklist, peer review
2. Installation Quality: Pre-work inspections, on-site monitoring, final sign-off
3. Testing and Commissioning: Air-tightness testing protocols, heating system performance verification
4. Compliance Documentation: Building Regulations sign-off, warranty registration, as-built records

Create template quality control documents and inspection checklists aligned to PAS2035. Assign responsibility for QA to someone independent of delivery pressure.

5. Plan Tenant and Stakeholder Engagement

Retrofit directly affects occupants. Plan engagement early:

• Communicate programme benefits and timeline to all stakeholders
• Establish a clear tenant notification and access process
• Create guidance on heating system changes and new controls
• Plan post-completion handover and training
• Set up a complaints and feedback mechanism

Allocate dedicated resource for tenant liaison—this role is critical for programme momentum.

6. Set Up Data Management and Reporting Systems

Retrofit programmes generate substantial data. Establish systems from the start:

• Programme Tracking: Property status (surveyed, designed, completed), timeline management
• Technical Data: EPC scores, energy savings calculations, retrofit specifications
• Compliance Records: Quality approvals, test certificates, Building Regulations documentation
• Financial Management: Cost tracking, budget forecasting, payment authorisation

Consider retrofit-specific software platforms but ensure they integrate with your existing systems. Data quality at entry point is essential—establish clear data standards and ownership.

7. Develop Training and Competency Requirements

Your delivery team needs retrofit-specific knowledge:

• PAS2035 principles and design process
• Heat pump and renewable energy system operation
• Building physics and moisture management
• Tenant communication for retrofit programmes

Allocate budget for induction training and ongoing competency development. This investment prevents costly errors and improves programme efficiency.

8. Establish Contingency and Risk Management

Retrofit uncovers unknowns. Build in buffers:

• Financial contingency (typically 10–15% for new programmes)
• Time contingency for surveys and unexpected remedial works
• Contractor performance monitoring with escalation protocols
• Technical assurance for design challenges

Document key risks and mitigation actions in a programme risk register, reviewed monthly.

Getting Started

The most successful retrofit programmes prioritise governance clarity, early supply chain planning, and genuine quality assurance. Start with pilot properties to prove processes before full-scale delivery. This approach builds capability, identifies issues early, and creates confidence with stakeholders and funding bodies.