Retrofit coordination

The role of the retrofit coordinator is critical in the retrofit process. They act as the keystone to the retrofit process, managing the entirety of the retrofit programme and ensuring that the project is completed safely, efficiently, and in compliance with the industry standards of PAS 2035/2030. 

Over and above this definition, I would venture that the coordinator is the ‘custodian of the truth’ of a retrofit programme. They stand at the interface of all activities and should act as an independent quality assurance manager, without any conflicts of interest which could compromise their position or integrity.  Like Caesar’s wife, they ‘must be above suspicion’!

The role of a Retrofit Coordinator:

To comply with PAS 2035/2030, every domestic retrofit project will need to be managed by an approved Retrofit Coordinator (RC). On each retrofit project the RC fulfils three roles:

• Manage – To undertake the traditional role of a construction project manager in respect of planning, organisation and managing the delivery of projects on time and budget.
• Coordinate – To provide informed advice and support to contractors and consultants to engender understanding and teamwork thus achieving the energy performance that retrofit projects should seek.
• Quality Assure – To provide assurance to clients so that project risk is managed whilst maintaining quality. They also identify and provide solutions for possible risks to the retrofit process and undertake post-occupancy evaluation to determine overall success and ensure that lessons are learned for future projects.

The importance of independence of the retrofit coordinator:

Registered Providers (RP) sometimes appoint contractors to undertake all aspects and roles of their retrofit programmes. The ‘installer lead’ approach often stems from a contractor being embedded in other RP programmes such as planned works, or repairs and maintenance. Whilst this approach is understandable, it is flawed, with the potential of independence between the role of the installer and coordinator being compromised, and a temptation to ‘value engineer’ retrofit programmes at the tender stage to be awarded the contract. 

Value engineering can result in the installer using lower quality, non-compliant standard materials, by unqualified tradesmen, in the wrong process, leading to a poor-quality installation. Additionally, unforeseen on-site issues can arise that requires the designer to amend their initial design to solve the identified problem. The correct approach is for the installer and coordinator to identify the issue and consult the designer to amend their initial design and provide a suitable solution and stipulated materials. Without an independent coordinator to quality assure the installation process, it can be imperilled by installers not seeking an alternate design, and using a process and materials not approved by the designer. Installers can be tempted to use alternative non-approved materials due to a lack of availability from supply chain issues, or simply due to sub-standard materials costing less.

An independent coordinator acts as the safeguard against any of these potential hazards occurring. They ensure that the retrofit programme is installed in accordance with an appropriate design, by qualified tradesmen, in the correct process, using materials approved by the designer and in accordance with PAS 2035/2030. 

Best practice – Ensuring you get retrofit right first time:

• It should be axiomatic that coordinators should be independent, qualified, competent retrofit consultants to coordinate projects, protecting the interests of the client and occupant with no conflicts of interest.
• The sole purpose of the Retrofit Professional must be to ensure the building is properly assessed, designed, and regularly checked to confirm energy efficiency measures are installed to a good standard, in line with a proper compliant design.
• There must be evidence of regular quality assurance checks throughout the project, with mandatory monitoring and evaluation to confirm good results, and most importantly a quicker, and more transparent process with a clear insurance backed remedial process when mistakes have been made to protect the consumer.

At Pi, we provide an overall 6-step process, retrofit assessment, facilitate funding with both institutional finance and Government grants application, independent coordination, design, helping provide the criteria for the appointment of independent installers, and post-monitoring.

To ensure that your retrofit programmes are managed and installed with independent coordination, quality assurance, and in accordance with PAS 2035/2030, please contact us today. 

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