Quick Building Snapshot

• Tell me the size of your portfolio in buildings and the rough range of square footage per site. Options: 1 building, 2-4 buildings, 5-10 buildings, 11-20 buildings, 21+ buildings
• How would you categorize the primary use of most buildings in the portfolio? Options: Office, Retail, Mixed-use, Light industrial, Other
• In a typical building, what vintage best describes the mechanical systems—original to the building, partially modernized, or recently overhauled? Options: Original systems (30+ years), Partial modernizations (10–30 years), Recently overhauled (<10 years)
• When did a recent trigger (utility spike, failed audit, tenant request, or mandate) push you to explore energy controls? Options: Within last 3 months, 3–12 months ago, Over a year ago, No single trigger yet
• Describe the typical occupancy pattern across your portfolio on weekdays and weekends. Options: Steady 9–5 occupancy, Variable by building, High evening/weekend use, Mostly unoccupied nights and weekends

Where Energy Is Leaking Value

• If you could point to one persistent operational habit that wastes the most energy across sites, what would it be?
• Which systems tend to run outside normal occupancy in your buildings—HVAC, lighting, ventilation, or something else? Options: HVAC, Lighting, Ventilation/Exhaust, Kitchen/Process equipment, Other
• How many hours per week would you estimate your average building runs at least one major system while unoccupied? Options: <10 hours, 10–30 hours, 31–60 hours, 60+ hours
• Share a recent example when system schedules or manual overrides caused a tenant comfort or bill issue, and what that cost or disrupted.
• What operational consequence would make you stop a project immediately, for example repeated tenant complaints, safety concerns, or interference with critical processes? Options: Tenant comfort failures, Safety or code violations, Unplanned HVAC downtime, No single consequence would stop us

Who Controls the Decision and the Day-to-Day

• Who ultimately signs off on capital or recurring service commitments for energy projects in your organization? Options: Facilities Manager, Property Owner/Investor, Head of Operations, Chief Sustainability Officer, Procurement/Buying Committee
• Which internal team will need to be involved during installations and pilot runs—facilities, IT, property management, or tenant reps? Options: Facilities, IT/Network, Property Management, Tenant representatives, Legal/Compliance
• How often does your procurement or capital approval cycle create timing constraints for starting pilot projects? Options: Immediately available, Next quarter, Next fiscal year, Uncertain
• Identify who owns building automation system (BAS) credentials and who authorizes temporary outages for controller work. Options: Facilities team, Third-party BAS vendor, IT/Network, Property manager
• If the pilot proves the savings model, what is the single organizational barrier that could still stop you from signing a rollout agreement? Options: Budget hold, Procurement timeline, Legal/contract terms, No barrier; we'd proceed

The Alternatives You're Actively Weighing

• Which solution categories are you currently evaluating as alternatives to an outside controls and monitoring partner? Options: Incumbent controls vendor, Utility incentive programs/ESCO, Internal facilities team retrofit, New BAS provider, No clear alternative
• Why would you keep the current approach instead of changing, what outcome would the incumbent or internal option need to guarantee? Options: Lower total cost, Proven measured savings, No tenant impact, Faster install timeline, Other
• Have internal staff proposed solving this without a vendor, and if so, what scope did they suggest (controls, scheduling, occupant sensors, analytics)? Options: Yes—full internal retrofit, Yes—controls and scheduling only, No internal proposal, Undecided
• Rank the factors that would make you choose one external partner over another. Options: Verified savings history, Install speed and disruption, Price/fee structure, Ongoing optimization service, Integration with existing BAS
• What threshold of demonstrated pilot savings or comfort performance would make you decide to move forward within 30 days? Options: Measured savings meet model within margin, Comfort within agreed band, Both conditions met, None would accelerate decision

Integration, Data, and Other Hard Constraints

• Which building automation, meter, or tenant systems must integrate with any new controls and are they accessible via API, BACnet, Modbus, or only manual export? Options: BAS with BACnet, Interval meters via API, Submeter CSV exports, No digital access today, Other
• How ready is your utility data—can your team or meter vendor provide 12 months of interval usage in CSV or API form? Options: Yes, API access, Yes, CSV exports available, Partial data only, No, not available
• Who in your organization owns network and security approvals for new IoT devices connecting to site WiFi or Ethernet? Options: IT/Network, Facilities, Third-party integrator, No clear owner
• Describe any regulatory, insurance, or tenant lease constraints that could limit sensor placement, outages, or remote monitoring.
• Which single technical or compliance constraint would block the project outright if not resolved? Options: No network permission, No meter data, Lease restrictions, Safety/code issue, None

Pilot: What Success Looks Like

• If a single-building pilot met the projected savings and maintained tenant comfort, what would be the next immediate action your team would take? Options: Approve portfolio rollout, Request contract revisions, Run a second pilot, Delay decision
• Which metrics do you want measured during a pilot to consider it successful—kWh reduction, peak demand reduction, tenant comfort scores, or cost savings? Options: kWh reduction, Peak demand reduction, Tenant comfort/temperature variance, Utility cost savings, Other
• How long a calibration and observation window do you require before accepting pilot results—4 weeks, 6 weeks, 3 months, or longer? Options: 4 weeks, 6 weeks, 3 months, Other
• Who must sign off on pilot acceptance—the facilities manager, property owner, tenant rep, or a combination? Options: Facilities manager, Property owner, Tenant representative, Combination
• What specific comfort tolerance would cause you to reject the pilot, for example more than X tenant complaints or average space variance beyond Y degrees? Options: >3 tenant complaints, >2.0°F variance, >5% occupant dissatisfaction, Other

Site Access and Installation Realities

• What onsite constraint tends to make installations harder—limited access windows, parking, elevator use, electrical closet restrictions, or tenant coordination? Options: Limited access windows, Parking/logistics, Elevator restrictions, Electrical closet access, Tenant coordination
• How many consecutive hours of HVAC downtime can you typically schedule for controller replacement in a single building? Options: 2–4 hours, 4–8 hours, Evening/weekend full shutdown, Cannot tolerate downtime
• Who needs to be notified before an installation or outage and who must approve tenant notifications? Options: Property manager, Tenant contact, Building security, Facilities supervisor
• Do you have as-built electrical or room layout drawings available for installers, and if not, how should installers proceed? Options: As-builts available, General floor plans only, No drawings, onsite assessment needed
• Which single onsite logistical issue would make you postpone an install date immediately? Options: No parking or loading dock, Tenant unavailability, Access restrictions, Unresolved safety concern

Commercial Terms, Budget, and Risk Appetite

• Which payment model does your organization prefer for this type of work—capex purchase, opex monthly service, savings-share, or hybrid? Options: Capex purchase, Opex monthly subscription, Savings-share, Hybrid
• What is the budget window or procurement timeline we should target for a portfolio rollout decision? Options: Immediately available, Next 30 days, Next 3 months, Next fiscal year
• Who manages risk allocation for energy projects—your legal team, procurement, or the facilities owner—and what contract terms typically block approvals? Options: Legal, Procurement, Facilities owner, Insurance/Compliance issues
• How important is a performance guarantee or verified savings mechanism versus a fixed service fee to your stakeholders? Options: Prefer performance guarantee, Prefer fixed fee, Open to either, Depends on scale
• What single commercial term, if unresolved, would stop you from signing even if the pilot succeeded? Options: Unacceptable payment terms, No SLA for uptime, Unclear warranty, Other

Timing, Owners, and Next Steps

• Which date or milestone would you consider a hard deadline for having a pilot contract signed? Options: Within 2 weeks, Within 30 days, Within 60 days, No firm deadline
• Provide the names and roles of the two people we should align with to schedule site access, data sharing, and pilot acceptance.
• If we were to deliver a pilot proposal tomorrow, what would be the fastest acceptable start date for your team? Options: Within 2 weeks, 2–4 weeks, 1–2 months, Longer than 2 months
• Which single outcome from our next conversation would move you to say yes to a pilot—signed scope, shared utility access, or budget approval? Options: Signed scope, Shared utility data, Budget approval, Need more info
• Would you like us to prepare a sample pilot scope and a high-level install plan for the building you nominate? Options: Yes, please, Maybe later, No

• Solution Walkthrough Session

• Confirm the current state and its cost
• You confirm that the demonstrated control scenario maintains tenant comfort within your accepted thresholds while reducing off-hour energy use.
• Deliver a modeled baseline versus optimized energy profile for the selected pilot building using your provided utility data within five business days.
• You accept the proposed measurement and verification approach for reporting verified savings against your utility baseline.
• Review the pilot building baseline
• Provide a preliminary sensor and controller count and a wiring impact estimate for the pilot building.
• You commit to a pilot scope and timeline or surface remaining blockers that prevent pilot approval.
• Run the control scenario using your baseline
• Share 12 months of utility interval data, current HVAC and lighting schedules, and recent tenant comfort incident notes for the pilot building.
• Validate assumptions and acceptance criteria
• Confirm the pilot building choice and available installation outage windows within the next 10 business days.
• Agree pilot scope and next steps

• Solution Walkthrough Session
• Solution Walkthrough Deck
• Solution Brief

• meeting
• slides
• document

• Staging and QA of Sensors and Controllers
• Install Occupancy and Ambient Sensors
• Replace and Commission HVAC Controllers
• Controller Wiring and Electrical Hookup
• Install Automated Lighting Controls
• Network Gateway Installation and Configuration
• Integrate with Existing Building Automation System
• Cloud Dashboard Provisioning and User Access
• System Calibration and Occupancy Learning Period
• Monthly Remote Optimization and Performance Tuning
• Energy Savings Measurement and Verification
• Incentive and Rebate Qualification Assistance
• Facilities Staff Training and Operational Handover
• On-site Spare Parts Kit and Preventive Maintenance

Staging and QA of Sensors and Controllers

• What sensor and controller model numbers or catalog SKUs do you want us to stage and QA?
• How many pre-configured sensor and controller units do you want staged per building? Options: None (we supply), 1-5 per building, 6-20 per building, More than 20
• Which firmware baseline and release candidate should we use when bench-testing your controllers?
• Are there environmental stress tests (temperature cycling, humidity soak) you require during bench QA for sensors destined to rooftops or exterior mounts? Options: Yes, No
• Who on your team will accept the staging QA report and sign the bench verification sheet?
• Please upload the single-line diagram or wiring schematic your team wants us to use for bench verification.

Install Occupancy and Ambient Sensors

• How many occupancy sensors do you plan to install per typical floor or zone (provide a per-floor estimate)? Options: < 10, 10-25, 26-50, > 50/large floorplate
• Where do you prefer ambient sensors to be mounted relative to rooftop units, perimeter glazing, and interior cores? Options: Perimeter only, Perimeter and core, Ceiling plenum above HVAC diffusers, Custom (describe)
• Which ceiling types (exposed concrete, suspended tile, T-bar, hard lid) will affect sensor mounting on your floors? Options: Exposed concrete, Suspended tile, T-bar, Hard lid/other
• Are there tenant-restricted areas where sensor installation requires tenant notification or a separate access permit? Options: Yes - notification required, Yes - access permit required, No restrictions known
• Who will provide keys, badge access, or escorts for sensor installs in secured tenant spaces?
• Describe any required weatherproofing or conduit standards for exterior ambient sensors on the roof or facade.

Replace and Commission HVAC Controllers

• What existing controller models and device instance identifiers are installed on the rooftop units and air handlers targeted for replacement?
• List the HVAC equipment tag numbers and physical locations that you want included in the controller replacement scope.
• When can you allocate scheduled HVAC downtime windows (evening or weekend) for controller replacement at each building? Options: Weeknights, Weekends, Custom schedule - describe
• Confirm whether your team will provide lockout/tagout (LOTO) procedures and updated single-line diagrams for each mechanical room prior to work. Options: We will provide LOTO and SLD, We need assistance producing LOTO/SLD
• Specify any spare parts or field-fabricated mounting plates your electricians require for the controller retrofits (part numbers if available).
• Identify the on-site person who will sign the commissioning checklist once controller commissioning is completed.

Controller Wiring and Electrical Hookup

• Provide the count of controller I/O points (digital and analog) per unit based on your terminal schedules.
• Indicate available electrical panel circuits and breaker spaces for new controllers in each mechanical closet.
• List the wiring standards or color codes your electricians require (for example, Belden pair types, 18 AWG, shielded pairs).
• When will a licensed electrician be available on-site to perform permanent terminations and to pull permits if required? Options: On install day, By appointment within 5 business days, We will schedule separately
• Confirm required electrical inspections or authority having jurisdiction (AHJ) sign-offs that must be completed before commissioning. Options: Electrical inspection required, AHJ mechanical sign-off required, No external inspections required/unknown
• Attach or upload the most recent single-line diagrams for each building electrical riser and any as-built updates your team has.

Install Automated Lighting Controls

• Please list the number of lighting circuits and fixture groups in scope per floor for automated zoning.
• Select your preferred lighting control strategy: time-scheduled relays, occupancy-based zone control, or daylight harvesting with photosensor inputs. Options: Time-scheduled relays, Occupancy-based zone control, Daylight harvesting (photosensors), Combination/custom
• Verify whether existing dimmable ballasts or LED drivers are compatible with the proposed controllers and supply model numbers if available. Options: Compatible - model numbers provided, Compatibility unknown - require assessment, Not compatible
• Identify who in your team will manage tenant notifications for planned lighting outages during installation windows.
• State when above-ceiling wiring access will be available and note any ceiling tile or asbestos restrictions we must plan around.
• Describe commissioning tests you require for lighting zones, including lux setpoints, sensor cross-talk checks, and timeclock verification.

Network Gateway Installation and Configuration

• Specify acceptable network gateway interface types (Ethernet, LTE, dual-WAN) and any preferred model constraints for your network topology. Options: Ethernet only, Ethernet with LTE fallback, LTE only, No preference
• Indicate the VLAN ID and subnet where the gateway should be placed and whether a reserved static IP will be provided.
• Detail firewall rules or proxy settings required to permit outbound MQTT and HTTPS traffic to the platform endpoints.
• Name the IT contact (role and email) who will approve temporary VPN or port exceptions for commissioning.
• Explain required certificate provisioning or mutual TLS expectations for the gateway, if applicable. Options: mTLS required, Certificate pinning required, Standard TLS OK, No requirement/unknown
• Verify whether cellular fallback (LTE) requires separate SIM provisioning, APN settings, or roaming approvals from your telecom provider. Options: SIM and APN provided by you, We need vendor to provide SIM/provisioning, No cellular fallback required

Integrate with Existing Building Automation System

• Attach a point map CSV or BACnet object list with instance IDs, engineering units, and point descriptions that we should use for integration.
• Explain required polling intervals and maximum BACnet or Modbus poll rates we should configure to avoid bus congestion on your network.
• Outline required read/write permissions for each point class (analog input, analog output, binary input, binary output) for two-way control integration.
• Name the authentication method your BMS requires for third-party integration (BACnet Secure Connect, VPN, IP ACLs) and provide any credential formats.
• Define expected fallback behavior for points if BMS connectivity is lost (hold last value, revert to safe schedule, local control), and indicate your preference. Options: Hold last value, Revert to safe schedule, Local control only, Custom - describe
• Upload any runbooks, API docs, or BACnet discovery reports your team has to accelerate mapping and testing.

Cloud Dashboard Provisioning and User Access

• Enter the number of dashboard user accounts you want provisioned and the roles required (admin, facilities, read-only).
• Do you require single sign-on (SSO) integration via SAML or OAuth with your identity provider for dashboard access? Options: Yes - SAML, Yes - OAuth, No SSO required, We will discuss
• Would you like role-based dashboards pre-configured for energy KPIs, tenant comfort complaints, and maintenance tasks? Options: Yes - all three, Energy only, Comfort and maintenance only, No - custom later
• Enter the email distribution groups to receive automated alerts and daily summary reports.
• Detail internal data retention or export requirements (for example 24 months of 15-minute telemetry in CSV) you must meet.
• Please supply contact details for the primary admin who will approve user invites and data-sharing permissions.

System Calibration and Occupancy Learning Period

• During the 4-6 week occupancy learning period, what telemetry do you want collected at 15-minute intervals (zone temp, occupancy counts, CO2, HVAC runtime)? Options: Zone temp + occupancy, Add CO2, Add HVAC runtime and setpoints, All available telemetry
• Define the calibration acceptance thresholds you will use (for example max average temperature deviation °F and max tenant comfort complaints per 1,000 sqft over a 4-week steady-state).
• Outline which zones require bespoke calibration (server rooms, labs, retail storefronts) and list the expected comfort bands for each zone.
• Measure expected occupancy variance patterns you want the learning model to target (weekday daytime %, weekend %). Provide historical occupancy sensor files if available.
• Assign the owner on your team who will manage post-calibration issues and provide access to tenant complaint logs during stabilization.
• Do you require a formal calibration sign-off checklist that includes sensor placement verification, zone temperature statistics, and complaint-resolution log? Options: Yes - require checklist, No - informal sign-off OK

Monthly Remote Optimization and Performance Tuning

• How often do you want monthly optimization reports delivered and which metrics must be included (kWh, peak demand kW, comfort events)? Options: Monthly (standard), Bi-monthly, Quarterly, Monthly with executive summary
• Would you like automated anomaly alerts for overnight HVAC runtime, setpoint drift, or unexpected schedule overrides? Options: Yes - all alerts, Yes - critical only, No - manual review only
• Define the escalation path and SLA response times for remote tuning requests (for example 24-hour acknowledgement, 5 business-day resolution).
• Clarify whether seasonal setpoint profiles (cooling-heating handoff, economizer calibration) should be managed by our team or by your internal staff. Options: We manage seasonals, You manage seasonals, Shared responsibility
• Document the performance KPIs that should trigger automatic tuning actions versus those that require manual review.
• Assign the recipient on your team for the monthly optimization action log and the approver for any schedule changes.

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• Master Services Agreement (MSA)
• Statement of Work (SOW)
• Order Form (Subscription & Services Order Form)
• Service Level Agreement (SLA)
• Measurement & Verification (M&V) Agreement
• Warranty & Maintenance Agreement
• Data Processing Agreement (DPA)
• Change Order Agreement
• Rollout Schedule & Responsibilities

• Go-live Health Check (Week 1-4)
• First Measurement Review (Week 4-10)
• Acceptance Gate: 90-day Performance Review
• Quarterly Optimization and Performance Review

• Schedule the next quarterly performance review and identify any required data extracts or meter reconciliations.
• The buyer documents a clear acceptance decision (go/no-go) for the measured outcomes against Installation Scope targets.
• Any failed acceptance criteria have a remediation plan with deadlines and a follow-up verification date.
• Acceptance summary and outcome data are published to the shared workspace within 48 hours.
• Produce the acceptance summary document that lists pass/fail per criterion and circulate to stakeholders.
• Create remediation tasks for any failed criteria with target completion dates and verification steps.
• Schedule the follow-up verification meeting or async check once remediation is completed.
• Rolling performance review
• Confirm whether monthly bill reduction ($) continues to track toward the targets recorded in Installation Scope and note any trend changes.
• Agree a prioritized enhancement backlog and schedule for implementation in the next quarter.
• Ensure persistent operational issues have owners, deadlines, and verification steps defined.
• Publish the prioritized enhancement backlog with estimated impact and target completion dates.
• Deliver a site-level ticket burn-down report for all open operational issues before the next quarterly review.
• Re-confirm success criteria and owners
• All deployed devices and integrations are reporting or have a remediation path with dates.
• Named owners confirmed for onboarding, escalation, and outstanding installation issues.
• Dashboard access validated for the buyer's primary users and alerting baseline is set.
• Document devices not reporting and schedule re-commissioning windows.
• Publish the owner and escalation contact list to the shared workspace.
• Configure initial alert thresholds and confirm alert delivery for the buyer's operations team.
• Present first measurement data vs baseline
• Determine whether verified energy savings (kWh) are trending toward the targets recorded in Installation Scope.
• Determine whether percent of occupied hours within comfort setpoint range meets anticipated operational thresholds, or identify specific adjustments required.
• Agree a prioritized remediation plan with dates that moves the engagement to the acceptance gate window.
• Run a building-level root-cause analysis on any site missing projected kWh savings and deliver findings.
• Schedule targeted sensor re-calibration or re-placement where temperature variance exceeds tolerance.
• Adjust controller schedules or integration polling intervals and document configuration changes.
• Restate acceptance criteria and numeric targets
• Deployment and commissioning verification
• Present outcome data against each criterion
• Tenant comfort and operational exceptions
• Review tenant comfort and temperature variance
• Enhancement requests and backlog prioritization
• Diagnose gaps and root causes
• Dashboard access and user onboarding
• Document pass or fail per criterion and acceptance decision
• Agree corrective actions and timeline to acceptance gate
• Agree remediation plan for any failed criteria
• Open issues, SLA items, and next cadence
• Early operational signals
• Open issues, blockers, and remediation plan