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REM Tender - Section 1.6: Handover & Mobilisation (10%)
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tender_response_1.6.md

REM Energy Services Procurement - L7 Energy Tender Response

Section 1.6: Handover & Mobilisation (10%)

📑 Tender Response Navigation

Executive Summary: Low-Risk Transition

L7 Energy has direct access to incumbent knowledge and documentation via RPM Consulting, with whom we have an established relationship. Subject to REM approvals and information governance requirements, this unique position means:

This aligns to the Service Matrix (Annex 4) as applicable.

✅ Access to existing documentation, data, and processes (subject to REM approval)
✅ Deep institutional knowledge of the portfolio available to support transition
✅ Migration preparation underway – portfolio data transition to Loop platform in progress
✅ Collaborative handover – aligned incentives reduce transition friction
✅ Continuity of service – expertise retained, enhanced by next-generation technology

This is not a typical consultant transition. It is a technology upgrade with continuity of expertise.

Our Unique Position

L7 Energy & RPM Consulting: Aligned Relationship

Aspect Benefit to REM
Relationship L7 Energy has direct access to RPM Consulting knowledge and resources
Documentation Access to historical data, contracts, and processes (subject to REM/information governance)
Personnel RPM team members available to support transition
Relationships Existing supplier and stakeholder relationships can be preserved
Knowledge Deep understanding of portfolio-specific requirements available to inform mobilisation

Migration Already Underway

We have already commenced migration of the REM portfolio to our Loop platform:

  • Historical consumption data being imported
  • Meter register and building hierarchy established
  • Tenant allocation rules documented
  • Billing workflows mapped to Loop processes

This means the transition is not starting from zero – it is already in progress.

Implementation Plan and Timetable

Given our unique position, we propose an accelerated but thorough mobilisation:

Phase 1: Transition Planning (Weeks 1-2)

1st – 14th February 2026

Activity Owner Deliverable
Kick-off meeting with REM L7 Account Director Agreed governance and communication plan
Confirm data migration scope L7 Technical Lead Data inventory and validation checklist
Finalise Loop configuration L7 Technical Lead Platform configured for REM portfolio
Supplier notification L7 Account Manager Letters of Authority submitted
User access setup L7 Technical Lead REM users provisioned in Loop

Phase 2: Data Validation & Testing (Weeks 2-3)

10th – 21st February 2026

Activity Owner Deliverable
Complete historical data migration L7 Data Team All historical readings and bills imported
Validate consumption calculations L7 Technical Lead Parallel run comparing RPM vs Loop outputs
Verify tenant allocations L7 Account Manager Allocation rules confirmed with REM
Test billing workflows L7 Operations End-to-end billing cycle tested
User acceptance testing REM Team Sign-off on platform functionality

Phase 3: Go-Live Preparation (Week 4)

24th – 28th February 2026

Activity Owner Deliverable
Final data reconciliation L7 Data Team All data verified and signed off
User training L7 Account Manager REM team trained on Loop platform
Communication to stakeholders L7 / REM Tenants and suppliers notified of change
Cutover plan confirmation L7 Technical Lead Go-live checklist approved
Contingency procedures agreed L7 Account Director Rollback plan documented

Phase 4: Go-Live & Stabilisation (Weeks 5-8)

1st March – 31st March 2026

Activity Owner Deliverable
Go-Live: 1st March 2026 L7 Team Loop platform live for REM portfolio
Hypercare support L7 Operations Enhanced support during first billing cycle
Daily check-ins (Week 1) L7 Account Manager Issue identification and rapid resolution
First billing cycle execution L7 Operations March period processed through Loop
Post-go-live review L7 Account Director Lessons learned and stabilisation confirmation

Detailed Mobilisation Timeline

FEBRUARY 2026
├── Week 1 (1-7 Feb)
│   ├── Contract signature
│   ├── Kick-off meeting
│   └── Governance established
│
├── Week 2 (8-14 Feb)
│   ├── Data migration completion
│   ├── Loop configuration finalised
│   └── User accounts provisioned
│
├── Week 3 (15-21 Feb)
│   ├── Parallel run testing
│   ├── Calculation validation
│   └── UAT with REM team
│
└── Week 4 (22-28 Feb)
    ├── Training delivery
    ├── Final sign-off
    └── Go-live preparation

MARCH 2026
├── 1st March: GO-LIVE
├── Week 1: Hypercare support
├── Week 2-3: First billing cycle
└── Week 4: Stabilisation review

Working with the Incumbent: Internal Collaboration

Unlike typical transitions where incumbent consultants may be reluctant to cooperate, our situation provides:

Knowledge Transfer Status

Knowledge Area Status
Portfolio structure and hierarchy Documented in Loop (subject to validation)
Meter register and specifications Migration to Loop underway
Tenant allocation methodologies Mapped to Loop rules (to be confirmed with REM)
Supplier contracts and contacts Access available subject to REM/information governance
Historical billing and consumption Migration in progress
Known issues and workarounds Internal knowledge available to inform mobilisation

Continuity of Expertise

Key RPM personnel with REM portfolio knowledge will support the transition:

  • Portfolio-specific knowledge retained within L7 Energy
  • No loss of institutional memory
  • Relationships with suppliers and stakeholders maintained
  • Understanding of building-specific quirks and requirements preserved

Risk Mitigation

Transition Risks and Mitigations

Risk Likelihood Mitigation
Data loss during migration Very Low RPM data fully accessible; validated imports with reconciliation
Knowledge gap Very Low RPM team integrated into L7; no external handover required
Supplier notification delays Low Existing relationships; LoAs prepared in advance
System issues at go-live Low Parallel run validation; rollback plan in place
User adoption challenges Low Training programme; familiar processes in enhanced platform
Billing disruption Very Low Hypercare support; same underlying expertise

Contingency Planning

  • Rollback capability: If critical issues emerge, RPM processes can continue while Loop issues resolved
  • Parallel processing: First billing cycle can be validated against RPM calculations
  • Enhanced support: Dedicated resource during hypercare period
  • Escalation path: Direct access to L7 technical leadership

Minimising Disruption

To REM Operations

  • No change in service quality during transition
  • Same points of contact (L7 team already engaged)
  • Enhanced capabilities through Loop platform
  • No gap in reporting or billing cycles

To Tenants

  • Seamless transition with no tenant-facing changes required
  • Billing format improvements communicated positively
  • Self-service portal access (new capability)
  • Same underlying consumption data and methodologies

To Suppliers

  • Letters of Authority updated to L7 Energy
  • Existing relationships maintained
  • No change to billing or payment processes
  • Enhanced data exchange capabilities

Information Governance

L7 Energy will ensure appropriate information governance throughout the transition:

  • GDPR compliance – All personal data handled in accordance with UK GDPR requirements; data processing agreements in place
  • Access controls – Role-based access to REM data within Loop platform; principle of least privilege applied
  • Data sharing agreements – Formal agreements established with REM prior to data transfer, where required
  • Confidentiality – All L7 personnel bound by confidentiality obligations; NDA in place with REM
  • Audit trail – All data access and modifications logged for accountability

We will work with REM to agree appropriate information governance controls prior to any data migration.

Post-Mobilisation Support

Hypercare Period (March 2026)

  • Daily check-ins during first week
  • 4-hour response SLA for any issues
  • Dedicated technical resource available
  • Rapid issue escalation and resolution

Stabilisation Review (End March 2026)

  • Formal review of transition success
  • Lessons learned documentation
  • Confirmation of BAU operating model
  • Handover from mobilisation to operations team

Ongoing Improvement

  • Monthly service reviews
  • Continuous platform enhancement
  • Quarterly strategic reviews
  • Annual contract review

Summary

L7 Energy's relationship with RPM Consulting provides REM with a significantly de-risked transition:

Traditional Transition L7 Energy Transition
❌ Adversarial handover ✅ Internal collaboration
❌ Knowledge loss risk ✅ Full knowledge retention
❌ Data migration from scratch ✅ Migration already underway
❌ Relationship rebuilding ✅ Relationships preserved
❌ 3-6 month stabilisation ✅ 4-week accelerated timeline

This is not a change of consultant. It is a technology upgrade with continuity of expertise.

We are uniquely positioned to deliver a seamless transition to the Loop platform, providing REM with enhanced capabilities, improved transparency, and next-generation energy intelligence—with zero disruption to operations.

[End of Section 1.6]

📑 Navigation

Previous: ← Section 1.5: Complaints Management
Next: Section 1.7: Sustainability →

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