Renew, Rebid, or Rotate — A Practical Contract Playbook

Vendor Contracts: Renew, Rebid, or Rotate

Procurement doesn’t need to be a labyrinth. The goal is service quality you can measure, at a price you can explain. Use this simple playbook.

1) Start with a performance scorecard.
Before you talk price, evaluate results: safety, reliability, responsiveness, scope compliance, homeowner feedback. Use 1–5 scoring with short evidence notes (e.g., “response within 24h on 9/10 calls”). The scorecard clarifies whether you should renew, renegotiate, or rebid.

2) Tighten the scope.
Most vendor drama is scope drama. Refresh your scope with frequencies, standards, and deliverables. For landscaping, specify mowing/edging cadence; for pool, test logs and parts replacement limits; for janitorial, areas and after‑hours protocols.

3) Choose the path: renew, rebid, or rotate.

• Renew: High score + stable pricing. Consider a term extension with performance clauses.

• Rebid: Mixed scores, unclear scope, or market uncertainty. Invite at least three qualified bidders with the same scope.

• Rotate: Persistently low scores or misfit. Plan a clean handoff with a documented transition checklist.

4) Compare apples to apples.
Create a tab that normalizes prices to the same units and frequencies. Note exclusions and pass‑through costs. Ask for references you can actually reach.

5) Lock service levels and accountability.
Include SLAs (response times, completion windows) and quarterly check‑ins. A good contract protects both sides by reducing ambiguity.

6) Communicate the decision.
Publish a brief summary: what you evaluated, what changed in the scope, and why you chose the path. Transparency turns procurement into governance—not rumor.

Educational content only; not legal advice.
We help boards implement this with practical scopes and scorecards through JAM Consults and the Board Member Society.