Hotel supplier offer comparison worksheet

This worksheet is for offers already received in writing. It gives the team a way to compare what each supplier has actually offered, including differences that cannot be reduced to one rate. It is not a source of current prices, and its blank cells should stay blank until supported by records.

Start with the account group established in the procurement hub workflow. Copy the bid packet version, service window, and historical or forecast quantity basis onto every comparison. If an offer covers different meters or a different term, resolve that mismatch before ranking the numbers. Preserve the original offer alongside the worksheet.

What should the offer sheet record?

Write the comparison preparer, independent reviewer, decision date, and approved account schedule above the table. Add more columns for actual offers rather than merging two supplier versions into one column. Mark a replaced quote as superseded and retain it for the decision history. The currently usable offer needs its own expiration and acceptance conditions.

How should each offer be reconciled?

1. Match the scope and service window.

   Verify meter identifiers, utility territory, commodity, entity, start date, and end date against the request. Check whether every account is priced and whether the supplier used the same historical records or forecast assumptions. Identify any meter that begins later or has a separate price. A longer term may have a different commercial objective than a shorter one, even when their current unit prices look similar. Write the mismatch and the required correction before treating the proposals as alternatives for the same obligation.

   Status: □ Pending □ Complete □ Exception. Scope reviewer: __________. Account evidence: __________. Mismatch and resolution: __________.

2. Transcribe the price mechanism faithfully.

   Copy units, currency convention, fixed components, index names, settlement periods, and additions from the written offer. Distinguish cents per kWh from dollars per kWh, and energy charges from demand charges in dollars per kW. Do not reduce an indexed product to a historical average without saying which period and assumptions were used. Note any escalation or reset rule. If the supplier’s shorthand is unclear, request its calculation definition and keep the answer; the worksheet should describe the mechanism a future bill reviewer will need.

   Status: □ Pending □ Complete □ Exception. Price evidence: __________. Unit check owner: __________. Clarification reference: __________.

3. Build the component coverage map.

   List energy, capacity where relevant, transmission treatment, losses, ancillary services, taxes, delivery, and other named charges according to the actual offer. Mark included, separate, variable, or unconfirmed. The labels may differ across markets, so use the agreement’s definitions. Do not assume that a fixed energy component fixes a utility’s delivery tariff. Ask how changes in law or market charges are treated. Any component omitted from a calculated total should remain visible in the comparison summary rather than disappearing below a favorable number.

   Status: □ Pending □ Complete □ Exception. Coverage map owner: __________. Agreement sections: __________. Unconfirmed component: __________.

4. Check compensation and service scope.

   Record who pays the broker, the amount or formula, the quantity basis, the time period, and whether the charge is embedded or separately billed. If the offer incorporates compensation in its quoted supply price, do not add it again. If the hotel pays a separate advisory fee, identify the deliverables and payment trigger. Obtain a written explanation of any difference in services between offers. The comparison should show both the financial treatment and what ongoing account, invoice, or renewal work the hotel expects to receive.

   Status: □ Pending □ Complete □ Exception. Disclosure record: __________. Reviewer: __________. Counting or service exception: __________.

5. Test quantity and operational exposure.

   Read volume bands, over- or under-use treatment, minimum obligations, and the treatment of new or closed meters. Compare those terms with the hotel’s forecast changes, not just its prior annual total. A renovation, electrification project, or laundry move can change the relevance of historical usage. If the terms depend on actual load shape, retain the interval evidence behind the estimate. Label every scenario assumed, give its input source, and separate observed quantities from management’s forecast of future operations.

   Status: □ Pending □ Complete □ Exception. Forecast owner: __________. Scenario version: __________. Exposure accepted or unresolved: __________.

6. Review conditions that affect acceptance.

   Identify credit requirements, deposits or other credit support, required signatures, enrollment conditions, and offer validity. Read termination, renewal, and assignment provisions with the authorized contract reviewer. A quote can be numerically attractive while still requiring a condition the hotel has not approved. Record the relevant clause and practical question instead of writing a vague risk label. Use the contract clause checklist for the detailed review and bring its accepted exceptions back into this comparison.

   Status: □ Pending □ Complete □ Exception. Contract reviewer: __________. Condition evidence: __________. Required decision: __________.

7. Check the arithmetic independently.

   Calculate the supported components from the stated quantity and units, keeping separate subtotals for charges with different mechanisms. Have another reviewer verify conversions, quantity periods, embedded costs, and excluded charges. Save formulas or a calculation printout with the worksheet. Do not mix an annual forecast with a monthly fixed fee without matching the number of periods. A comparison based on different quantities needs a correction or an explicit explanation of why those quantities represent different product obligations.

   Status: □ Pending □ Complete □ Exception. Calculation preparer: __________. Independent check: __________. Correction and version: __________.

8. Approve the selected position and refresh it.

   Write the selected offer version, reasons, accepted exposures, unresolved items, approval authority, and expiration. Confirm the final contract still matches the approved comparison before signing. If a refreshed quote changes price or terms, apply the owner’s decision rules to that version. File supplier acceptance and enrollment evidence after execution. This worksheet records the selection; the renewal checklist carries the decision through service and the first-bill review.

   Status: □ Pending □ Complete □ Exception. Decision owner: __________. Approved version: __________. Reapproval trigger and action: __________.

What does a limited calculation show?

Assume solely for illustration that annual usage is 1,000,000 kWh and the compared supply component is $0.075 per kWh. That component is 1,000,000 × $0.075 = $75,000. A separately payable assumed $100 monthly administrative charge adds $1,200 over twelve months. These invented inputs explain arithmetic; they are not an available quote. Delivery, taxes, demand, and other excluded items still require their own evidence.

The Pennsylvania commission’s fixed and variable pricing guidance distinguishes price structures. Confirm the exact commercial terms rather than assigning the entire invoice the label fixed. DOE’s utility-rate explanation describes energy, demand, and other rate mechanisms; its federal guidance is a conceptual reference, not this hotel’s tariff.

What should an offer exception record contain?

Keep a separate line for each material exception. Write the supplier, offer version, affected meter, questioned component, person responsible for the answer, date requested, and evidence received. Then state whether the hotel rejected the offer, requested a change, accepted the exposure, or postponed the decision. A general note that pricing was reviewed cannot replace that history. If several people review the worksheet, identify which reviewer resolved each question and who approved the final disposition. Carry any implementation condition into the enrollment handoff so it can be checked after acceptance rather than forgotten at signing.

How should uncertainty appear in the decision record?

EIA’s price-factor explanation describes influences on electricity prices. It cannot supply the hotel’s future index settlement. Use explicitly assumed scenarios where prices remain open, and explain how the approved structure fits the owner’s budget tolerance. Record the chosen exposure rather than claiming that a model predicts the final bill.