Turn a retrofit backlog into a capital plan: bundle work, hit timing windows, reduce disruption, and increase ROI
Finance and capital planning teams
Budget and approval owners
Facilities/engineering and operations
Execution owners
Sustainability teams
Connecting actions to targets
Retrofit planning fails when teams ignore:
access windows
disruption costs
electrical capacity constraints
permitting lead times
tenant/customer constraints
measurement/proof
Beginner rule: Bundling + timing beats "best project on paper."
For each site, capture: scheduled major repairs/replacements, lease events (renewals, turnovers), planned shutdown windows, and known constraints (access limits, critical operations).
For each candidate project: category (controls/RCx, upgrade, replacement, electrification, metering), rough cost level ($/$$/$$$), timing feasibility (0–6 / 6–18 / 18–36 months), and dependencies (engineering, access, capacity, permits).
Examples: If ceiling is opened → do lighting + sensors + controls together. If electrical work is happening → install metering and capacity upgrades. If HVAC replacement is planned → evaluate electrification in same window. If tenant turnover → upgrades are easier and cheaper.
Use gates: Is there a clear objective? Is measurement planned? Is access feasible? Are constraints known? Is this best done during a scheduled event?
Lean: only no-regret + fast-payback + compliance-critical. Base: lean + medium projects aligned to capex cycles. Aggressive: base + transformational projects (electrification, deep retrofits).
Lock calendar, run engineering studies early, standardize scopes where possible, create vendor pipeline (RFP timing, contract vehicles).
| Site | Window date | Planned event | Access constraints | Who owns schedule | Notes | |---|---|---|---|---|---|
| Project | Site | Category | Cost level | Impact (1–5) | Feasibility (1–5) | Best timing window | Dependencies | Measurement plan? | Owner | |---|---|---|---|---:|---:|---|---|---|---|
| Site | Disruption window | Bundle name | Projects included | Why bundled | Risk | Notes | |---|---|---|---|---|---|---|
Retrofit Decision Gate - Objective defined (Y/N) - Measurement plan exists (Y/N) - Access window identified (Y/N) - Constraints known (electrical, permitting, tenant) (Y/N) - Dependencies identified (engineering, metering, data) (Y/N) - Procurement path identified (Y/N) Decision: [ ] Approve [ ] Defer (needs prerequisites) [ ] Kill (not worth it this cycle) Owner: Due date:
| Scenario | Total capex range | Sites covered | Key bundles | Primary benefits | Primary risks | |---|---:|---|---|---|---| | Lean | | | | | | | Base | | | | | | | Aggressive | | | | | |
Retrofit + Capital Plan Summary Time horizon: Objectives: Inputs used: - baseline energy data coverage: - known system EOL list: - access windows: Scenario recommendation: - Lean/Base/Aggressive (choose one) Why: Top bundles (next 12 months): 1) 2) 3) Key constraints and mitigations: - electrical capacity: - access: - permitting: Measurement plan: - how we will prove impact Decisions needed: - approve scenario - approve pilot studies - assign owners
% of projects aligned to planned events
Timing discipline
Number of bundles executed vs singletons
Bundling effectiveness
Reduction in "emergency replacement" events
Proactive planning
Measured energy and cost savings
From completed bundles
v1.0 (2026-01): Latest release