What happens after I select a clean energy provider?

Selecting a provider is a milestone, not the finish line. The period between contract execution and project startup often involves design refinement, permitting, equipment ordering, and site preparation. Unclear handoffs or misaligned expectations during this phase frequently lead to schedule delays and cost overruns.

Immediate Post-Selection Activities (Week 1–2)

• Kickoff meeting — Schedule an in-person or virtual kickoff with the provider's project manager, your project sponsor, and key internal stakeholders. Review the contract scope, timeline, deliverables, and communication processes. Clarify roles and responsibilities.

• Designate primary contact — Identify a single point of contact from your organization (typically facilities or sustainability) for day-to-day coordination. Providers need to know who to call with questions or issues.

• Share site access — Coordinate site access for design visits, equipment delivery, and construction. Clarify any building access restrictions, parking, or security requirements the provider needs to know.

• Finalize scope details — Confirm any details that were ambiguous in the RFP. If your roof condition was uncertain, complete a structural survey jointly. If electrical capacity was estimated, have an electrician verify available capacity.

Permitting timelines vary significantly by jurisdiction. Some areas issue permits in 2 weeks; others take 8–12 weeks. Discuss permit risk and responsibility clearly with your provider. Who bears delay risk if the utility or municipality delays approval?

Equipment Procurement and Supply Chain (4–16 weeks)

The provider orders equipment once design is final and permits are approved. Lead times for panels, inverters, and other equipment are often 4–12 weeks. During this phase, ask the provider for regular updates on equipment delivery status. If supply chain disruptions occur, you need to know immediately.

Confirm that the provider has ordered equipment matching your specifications (model numbers, performance ratings). Some providers substitute equipment if original models are unavailable. Require approval before any substitutions.

Pre-Construction Planning (2–4 weeks before installation)

• Construction schedule — Get a detailed construction schedule from the provider showing phases, crew size, duration, and expected start/end dates. Build in contingency for weather delays.

• Site preparation — Confirm any site preparation your organization must complete (roof repairs, parking area access, electrical upgrades). Budget time for these items.

• Communication during construction — Establish a weekly check-in with the provider's project manager. If issues arise, you'll catch them early.

• Insurance and safety — Confirm the provider's insurance is current and worker safety is covered. Ensure they have appropriate safety protocols for your building.

• Construction Oversight and Quality Control — During installation, your role includes regular site visits to confirm work quality and progress against schedule, documenting any defects or non-conformances and requiring correction before final payment, coordinating inspections with local authorities (building inspector, electrical inspector) if required, and maintaining communication with the provider about any site issues or unexpected conditions.

Startup and Handover (1–2 weeks after construction completion)

Before paying the final invoice, confirm all required permits and inspections are complete and approved, the system has been tested and commissioned (verified to produce expected output), you've received complete documentation (warranties, maintenance manuals, system schematics, operation guides, and monitoring access details), the provider has trained your operations staff on basic maintenance and emergency procedures, and performance monitoring is active and you can access real-time production data.

Many disputes arise because final payment was released before documentation was complete. Require all deliverables before releasing final payment.