The most useful renewal calendar starts with an event that can be proved: the end of the active supply obligation for a particular meter. A property’s management agreement anniversary, utility billing cycle, and supplier end date may differ. This document gives the team a place to connect those dates before a new offer becomes urgent.
Print one copy for each contract group. Use additional copies when accounts have different suppliers, end dates, products, or owners. A portfolio overview can show all groups, but each group still needs a traceable decision. The hotel procurement hub explains the broader work; the fields below turn renewal into an assigned task.
Which dates control this renewal?
| Field | Verified entry | Document or contact |
|---|---|---|
| Property, entity, meter group | ||
| Current supply end and notice cutoff | ||
| Utility enrollment lead time | ||
| Decision owner and signing authority | ||
| Calendar version and reviewer |
The Pennsylvania commission’s contract explanation identifies duration, cancellation, and end-of-contract treatment as issues to read. Its consumer education does not establish every hotel’s rights in every state. Use the executed commercial agreement, applicable customer classification, and current utility procedures to populate this calendar. Keep a copy of the evidence behind every important date.
What should the team complete at each stage?
- About day 180: establish the renewal boundary.
List each service address, utility account, meter identifier, commodity, supplier, and contracting entity. Match that list to invoices and the signed contract rather than relying on a property nickname. Identify accounts outside the group, including separately metered restaurants, leased space, or an adjacent building. Ask the incumbent supplier to resolve missing dates in writing. If the hotel is being sold or renovated, mark that dependency now so the procurement team does not assume an unchanged account holder or load.
Status: □ Pending □ Complete □ Exception. Owner: __________. Evidence: __________. Date confirmed: __________. Boundary exception and next action: __________.
- About day 150: assemble a usable load file.
Collect complete historical electricity and natural gas records for the group, using available interval data where the product requires it. Confirm units, service dates, gaps, estimated reads, and major operational changes. Keep original files beside the cleaned summary so a bidder can understand a disputed total. Note pool schedules, laundry operations, kitchen changes, closures, and occupancy shifts that affect the forecast. This stage is finished when someone can explain both the annual quantity and the shape of use, with missing information specifically identified.
Status: □ Pending □ Complete □ Exception. Data owner: __________. File version: __________. Missing period and recovery date: __________.
- About day 120: approve the request and decision criteria.
Decide which accounts and term windows bidders should price, whether a fixed or indexed structure is acceptable, and which uncertainties require separate prices. Specify the response format, fee disclosures, exclusions, credit conditions, and validity window. Agree who can ask clarifying questions and who may accept an offer. The supplier quote document checklist supports this packet. Do not send different bidders contradictory assumptions simply because information arrived at different times; issue a dated correction to every invited bidder when the scope changes.
Status: □ Pending □ Complete □ Exception. Request approver: __________. Criteria record: __________. Issued version and recipients: __________.
- About day 90: reconcile the offers.
Put the bids on a consistent account list, start window, quantity basis, and component map. Identify charges that remain variable, pass through, or sit outside the quoted supply price. Record broker compensation by payer, amount or calculation method, units, and whether it is embedded or separate. Count an embedded charge once. Ask for written explanations of missing fields instead of treating silence as inclusion. Preserve each original quote, its expiration, and the version used for comparison; a later refreshed price is a new decision record.
Status: □ Pending □ Complete □ Exception. Comparison owner: __________. Quote register: __________. Unresolved coverage item: __________.
- Before the actual notice cutoff: decide the incumbent position.
Check whether notice is needed, who must send it, which address or method is accepted, and what acknowledgment is available. Use the agreement’s actual deadline even if it falls before a planning stage above. An internal reminder does not change the contract. Separate a notice about nonrenewal from acceptance of replacement supply, and check whether either creates a service gap. Record the approved action and retained evidence. If review discovers an already-passed date, assign escalation immediately and document the available options without assuming the old agreement has disappeared.
Status: □ Pending □ Complete □ Exception. Notice owner: __________. Deadline source: __________. Sent and acknowledged evidence: __________.
- Before signing: release the chosen offer.
Verify that the final agreement matches the selected bid, account schedule, product, dates, and exceptions. Have the authorized reviewer resolve credit support, assignment, volume treatment, termination, and renewal provisions that matter to the hotel. The person signing should receive a short decision memo showing why the selected structure fits the budget and operational plan. Record any accepted exposure explicitly. A price that changed during review requires the approval process specified by the owner; do not silently substitute it into an earlier approval.
Status: □ Pending □ Complete □ Exception. Signing authority: __________. Approved version: __________. Accepted exception and rationale: __________.
- Before service begins: confirm the enrollment handoff.
Obtain supplier acceptance and the available utility enrollment confirmation for the actual accounts. Reconcile the effective window with the incumbent end date and any notice already sent. Give accounting, property management, and the general manager the billing contacts and escalation route. Keep a list of rejected or delayed accounts instead of marking the whole group complete. If the utility starts accounts on different meter-read cycles, record the resulting dates separately and clarify which agreement treatment applies during that interval.
Status: □ Pending □ Complete □ Exception. Enrollment owner: __________. Account acceptance record: __________. Delayed account and action: __________.
- After the first bill: close the renewal file.
Check the service period, supplier, units, agreed price treatment, separate delivery charges, and any fees against the accepted agreement. Compare actual usage with the billing quantity before escalating a price discrepancy. Preserve the first-bill review and carry unresolved questions into the monthly process. Update the next renewal calendar from the newly executed contract, not from the previous planning estimate. File the final account list, notices, offer comparison, approval, signed documents, acceptance, and billing evidence so the next reviewer can reconstruct the decision.
Status: □ Pending □ Complete □ Exception. Bill reviewer: __________. Closure evidence: __________. Open item owner and due date: __________.
How should timing change when the hotel’s facts change?
The commission’s business shopping page shows why commercial procurement begins with account details and available suppliers. Confirm eligibility before asking for competitive supply; some locations or account arrangements do not support the same choices. A change in entity, major use, or start date can require a revised request and another acceptance review.
EIA’s explanation of price influences identifies fuel, infrastructure, weather, and other drivers. It does not predict the best day for this hotel to sign. Use several budget scenarios and a documented decision window instead of labeling a calendar milestone as a market forecast. If required records are late, shorten review only through a recorded decision by the responsible owner.
Which exceptions must remain visible after approval?
Keep a small exception register with issue, affected account, possible operational or cost effect, evidence needed, responsible person, decision, and review date. Distinguish an accepted exposure from an unresolved fact. The contract clause checklist provides a place to examine the language that creates those exposures.
For example, an account rejected during enrollment stays open even when nine other meters are accepted. A revised renovation schedule stays open until the forecast and relevant contract treatment are reviewed. The calendar should make those differences visible to accounting and property management. Retain the completed document as the record of what the team knew, decided, and verified at each stage.