Facilities Services Renewal and Rebid Playbook

Renewals are leverage events.

If you treat renewals as paperwork, you lose:

• price leverage
• scope clarity
• service accountability

This playbook installs a repeatable renewal and rebid process using performance evidence and clean pricing.

What you will produce

1. Renewal timeline and decision gate checklist
2. Performance evidence pack (KPIs, deficiencies, rework)
3. Market check and pricing comparison template
4. Transition plan if switching vendors

Step-by-step implementation

Step 1: Start early

Recommended timeline:

• 120 days before renewal: performance pack and market scan
• 90 days: rebid decision
• 60 days: negotiations or vendor selection
• 30 days: transition readiness

Renewal timeline checklist (copy and paste)

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Renewal Timeline Checklist

- Confirm contract end date and notice windows
- Compile performance evidence (KPIs, defects, response times)
- Review rate card and markups
- Run market check or rebid decision
- Align internal owners and approvals
- Negotiate price and terms or select new vendor
- Prepare transition plan and cutover date

Step 2: Create performance evidence

Performance evidence pack outline (copy and paste)

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Performance Evidence Pack

- SLA results and response times
- Deficiency log summary
- Rework count and drivers
- Invoice dispute rate and common issues
- Safety incidents or risk flags
- Recommended scope changes

Step 3: Compare pricing consistently

Pricing comparison table (copy and paste)

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Pricing Comparison Table

| Vendor | Labor rate | Trip charge | After-hours multiplier | Markup cap | Not-to-exceed policy | Notes |
| ------ | ----------:| ----------: | ----------------------:| ---------: | ------------------- | ----- |

Step 4: Transition plan

Transition plan (copy and paste)

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Vendor Transition Plan

- Sites included:
- Start date:
- Key contacts and escalation:
- Rate card and SOW effective date:
- Work order intake process:
- Proof of work and acceptance rules:
- Invoice submission rules:
- First 30 day performance check-in:

Common failure modes

• renewal starts too late, so vendors hold the leverage
• no performance evidence, so pricing is negotiated blind
• scope drift is rolled forward instead of corrected