Once you’ve formed a community group (see ‘Establishing a community group’), here’s a simple guide to help you start and finish a heat pump project.

This suggested process should act as a guide to help you track your progress. It’s important to note that in practice, some steps may need to be returned to and redone, depending on feedback received. Your funders’ requirements might also mean that the steps listed below could change in order.

1) Identify the project vision and define its boundaries and success criteria.

This helps you share your plans with your community and funders. Key to this is the advice in the ‘What is the goal of the project?’ section under Defining the project later in the guide

2) Seek advice

Talk to other organisations who have carried out a similar project, and funding organisations may be able to help you make connections (see our case studies). Research can help you find design consultants or system installers who can give you concrete and project-specific advice.

3) Identify funders

Understand what types of projects might be supported, what elements can be funded (for example a feasibility report or capital grants), and what requirements the funders will ask for. This could be time periods for spending, funding in arrears, technologies, equipment certification and more. This will help you to understand what is possible for your project.

4) Develop a technical brief

This will help you appoint a contractor, estimate project costs, and seek funding. The Defining the project section of this guide explains how to develop a technical brief in detail.

5) Work with external bodies

It’s important to confirm with the planning authorities that there are no restrictions that you are unaware of. The local building control department can confirm what they will need to give consent to and what they will need to witness on-site before giving approval. The electricity District Network Operator will advise on the possibility of connecting or the timeframe for reinforcement works to take place on the network to allow connection.

6) Tender the works

Seeking tenders from multiple contractors will allow you to achieve the best price. This gives several installers the chance to offer different product options, leading to a variety of choices in areas like efficiency. Installers who help develop your brief should know about the need for an open tender.

7) Confirm the financial viability

Considering the available capital against:

  • the tender price
  • other project costs
  • the likely cash flow during the project.

This will help you confirm if the project is viable or if you need a larger reserve or implementation loan. Make sure you understand your funders’ claim processes when planning cash flow.

8) Confirm that any funding requirements will be met by the preferred bidder

For example, make sure that the installer is Microgeneration Certification Scheme (MSC) accredited, the equipment is certified and the funded portions of the project can be clearly split out from other costs in invoices.

9) Enter the contract and complete the works

Make sure your group has a competent and empowered person to work with the contractor during the works to avoid delays caused by slow committee decisions. There should be an agreement on the payment terms and schedule, including refundable deposits (see the Renewable Energy Consumer Code).

10) Complete the project

Ensure the building control officer has signed off on the relevant work. Address any issues (‘snagging’) and complete a proper handover process (see the Project completion section).

11) Review the performance

Monitor the metering and compare it to any claims or performance guarantees given by your installer (see the Living with heat pumps section).