A hotel energy agreement can distribute costs and responsibilities across several documents. The signature page may refer to a product exhibit, account schedule, pricing attachment, or incorporated terms. Review the whole set before marking an obligation understood. This printable document gives each finding a location and disposition so it can survive staff changes.
Use a separate copy when agreements have different counterparties or product structures. Work from the final proposed version, retaining earlier versions for comparison. The procurement hub supplies the broader decision process. This checklist concerns energy supply and related account obligations; it is not a substitute for the owner’s authorized legal and financial review.
How should clause findings be recorded?
| Clause and document version | Question and affected accounts | Evidence or proposed revision | Owner, decision, exception |
|---|---|---|---|
Record the supplier, customer entity, proposed term, document list, reviewer, signing authority, and review date above the register. Give each issue one of four dispositions: awaiting evidence, proposed change, accepted exposure, or resolved. Add a follow-up owner for any obligation that continues after execution. A checkmark should refer to a completed review, not simply a clause that exists.
Which clauses need a documented disposition?
- Confirm parties, accounts, and document priority.
Match the contracting entity and service identifiers to current account records and the approved quote. Read how the agreement treats exhibits, attachments, incorporated terms, and conflicting language. Identify every account included and any account that remains outside. Confirm who has authority to sign and whether the proposed signature binds only the named entity or additional obligations. If a reference points to a missing document, obtain it before closure. Record the exact document versions that form the reviewed package.
Status: □ Pending □ Complete □ Exception. Clause location: __________. Reviewer: __________. Missing document or scope decision: __________.
- Map prices, additions, and change mechanisms.
Locate the units, fixed components, index references, fees, taxes, pass-through items, and change provisions. Ask what can vary during the term and how notice or billing evidence will be provided. Compare each field with the selected offer. Record broker compensation by payer, amount or formula, units, and embedded or separate treatment, counting embedded amounts once. A label such as fixed should not replace the component map. Leave unresolved inclusions visible until the supplier provides a written answer or the decision owner accepts the stated exposure.
Status: □ Pending □ Complete □ Exception. Price exhibit: __________. Comparison reference: __________. Accepted variable component: __________.
- Read quantity and meter-change treatment.
Locate usage commitments, tolerance bands, imbalance treatment, minimum quantities, and any right to reprice. Review the effect of adding, closing, or moving meters. Compare the language with planned renovation, laundry changes, seasonal operations, or electrification. Do not assume a historical annual quantity covers all future operational conditions. Ask the supplier to describe the treatment of each known change. Keep the response as document-specific evidence and determine whether it needs an amendment or simply informs an accepted commercial exposure.
Status: □ Pending □ Complete □ Exception. Volume clause: __________. Operations owner: __________. Change question and disposition: __________.
- Separate duration, enrollment, and renewal.
Identify when obligations begin, how actual service starts, when the term ends, and whether enrollment acceptance changes those dates. Read notice methods, renewal provisions, and treatment after the stated term. Write the calendar from the agreement’s actual triggers, including different account start dates if applicable. The renewal checklist can hold these events. Do not infer that a property opening date or signature date is the energy service date unless the agreement and account evidence establish it.
Status: □ Pending □ Complete □ Exception. Timing sections: __________. Calendar owner: __________. Notice evidence and open date issue: __________.
- Review billing, correction, and dispute procedures.
Locate invoice timing, payment responsibilities, late charges, estimated billing, correction rights, dispute contacts, and any continuing payment obligation during a dispute. Identify whether the utility or supplier will present the charges and how supporting calculations can be requested. Give accounting the procedures it will actually use. Avoid assuming that withholding an entire invoice is permitted. Record any ambiguous adjustment mechanism and seek the relevant review before acceptance. The practical test is whether a future reviewer can trace a questioned charge to the agreed process.
Status: □ Pending □ Complete □ Exception. Billing clauses: __________. Accounting owner: __________. Procedure clarification: __________.
- Identify credit support and default exposure.
List deposits, letters of credit, payment assurances, additional security requests, and default triggers stated in the proposal. Determine whose financial information or approval is needed and when. Read how notice, cure, suspension, and termination interact, keeping account-specific review separate from general consumer education. Do not dismiss a credit condition as routine without checking its size, duration, and release terms. Assign the owner’s financial reviewer to document the accepted arrangement and any ongoing monitoring needed during the term.
Status: □ Pending □ Complete □ Exception. Credit provisions: __________. Financial reviewer: __________. Approval and monitoring action: __________.
- Examine termination, transfer, and operational changes.
Locate early termination calculations, relocation treatment, assignment restrictions, supplier consent, and obligations associated with a change in account holder. Ask how a possible hotel sale or operator transition would be handled. Avoid assuming that transfer of property ownership transfers the supply agreement. The ownership energy transfer checklist organizes the account handoff. Record any proposed revision and required consent separately from the hotel’s broader transaction documents so the energy issue has a clear responsible person.
Status: □ Pending □ Complete □ Exception. Relevant clauses: __________. Transition owner: __________. Required consent or unresolved exposure: __________.
- Check the execution package and implementation handoff.
Compare the final signature version with all resolved changes and the approved offer. Confirm exhibits are attached, account identifiers are accurate, and approvals still apply to the current price and terms. Retain the executed package, supplier acceptance, and enrollment evidence. Give accounting and operations a concise list of deadlines, reporting responsibilities, variable charges, and accepted exceptions. Set follow-up dates for unresolved implementation items. A review register is complete only when its decisions match the agreement the hotel actually executes.
Status: □ Pending □ Complete □ Exception. Final version: __________. Release authority: __________. Handoff evidence and follow-up: __________.
How should source rules be applied to a hotel account?
Ohio rule 4901:1-21-12 distinguishes provisions for all covered customers from additional residential and small-commercial requirements. It supplies a concrete example of why classification matters. Do not apply every listed disclosure or procedure automatically to a large hotel or a different state; identify the relevant provision and classification in the file.
Pennsylvania’s contract education explains terms such as duration and cancellation. Use it to develop questions, then verify the actual commercial agreement. The Illinois broker authority page identifies a jurisdiction-specific registration framework. It does not establish a particular firm’s status or replace review of the services and compensation the hotel is buying.
How can amendment review stay traceable?
Number the proposed changes and link each one to a finding in the register. Preserve the supplier’s response, the proposed wording, the reviewer’s decision, and the document version in which the change appears. If a requested change is declined, retain the reason and the authorized decision about proceeding under the existing wording. Check that accepted edits do not conflict with an attachment or pricing exhibit. A marked draft is useful during negotiation, but it should not become the operating reference after execution; the final agreed package and its documented review are the records future staff need.
What should the decision owner receive?
Provide the final agreement, selected-offer comparison, resolved revision list, and concise summary of accepted exposures. State the consequence of each material exception in plain language, with its supporting clause. If a question remains unanswered, label it as such and give the decision owner the evidence needed to determine whether to proceed. Retain the approved rationale with the executed version, allowing future bill reviewers to see exactly what was accepted.