How to accept and measure a cold storage upgrade: KPIs before and after

Why write the measurement plan first?

If KPIs are agreed only after installation, results become a debate. Writing them into the RFQ and contract gives every bidder the same target and lets you verify outcomes. The measurement-and-verification approach in IPMVP and the baseline concept in ISO 50001 are useful references.

KPI template

KPI	How to measure	Baseline source	Acceptance basis
Temperature stability	Calibrated loggers at agreed positions, fixed interval	Existing logs or pre-project mapping	Within the product's specified range for the agreed share of time
Uniformity	Mapping across heights and zones, empty and loaded	Pre-project mapping	Agreed maximum spread between positions
Pull-down / recovery	Time to return to range after a stated test load or door cycle	Historical recovery times	Contractual time at stated conditions
Energy	Sub-meter on refrigeration, kWh per tonne, weather-normalised	12-month baseline	Reported with method; no guaranteed figure unless contracted
Uptime	Hours available ÷ scheduled hours; fault log	Maintenance history	Agreed minimum, with response times
Product loss	Value or tonnes lost per period, by cause	Spoilage and claims records	Tracked; attributed only where cause is evidenced
Total cost	Energy + maintenance + losses + capex amortisation	Prior year accounts	Reviewed at 12 months

Acceptance tests at handover

1. Instrument check: sensor calibration certificates and positions agreed.
2. Empty-room pull-down and stability test.
3. Loaded or simulated-load test at stated conditions.
4. Alarm, backup and failover test.
5. Defrost cycle observation and recovery.
6. Documentation: as-built drawings, settings, refrigerant records, training.

How to compare before and after fairly

Normalised energy = kWh ÷ tonnes handled, compared for months with similar outdoor temperature. Change = (after − before) ÷ before. If throughput, product mix or opening hours changed, report that alongside the result instead of hiding it.

Hypothetical: before 70 kWh/t, after 63 kWh/t in months with similar weather and mix gives −10%. This is a measured change for that period, not a forecast for future years.

What if there is no baseline?

Measure for at least several representative weeks before work starts. If that is impossible, agree an engineering estimate in writing and label all comparisons as indicative.

How do you make bids comparable in the RFQ?

Ask every bidder to answer the same lines, on the same basis, and to attach evidence. Leave a column for what you verified yourself.

RFQ line	Basis every bidder must use	Evidence to request
Refrigeration capacity	Your stated design ambient, room temperature and product intake	Selection sheets at those conditions
Energy	Your throughput profile and tariff	Calculation method and assumptions
Scope and exclusions	Same scope list (civil, electrical, controls, refrigerant, removal of old plant)	Signed scope matrix
Commissioning and acceptance	The KPI template above	Test procedure and instrument list
Service	Response time, spares, training	Service contract draft, local technician details on request
Lifecycle cost	Same horizon and tariff	Itemised maintenance and replacement assumptions

To screen whether a retrofit or extra capacity fits your data, use the calculator in the related guide on adding capacity vs upgrading.

Checklist

• KPIs, methods and instruments written into the RFQ
• Baseline measured with the same instruments
• Acceptance test procedure and pass criteria signed
• Responsibility for each KPI assigned
• 3-, 6- and 12-month review dates set
• Reports compared like-for-like and published internally

Acceptable temperatures are product-specific and set by specifications and local law. Measurement verifies results; it does not guarantee savings or shelf life.