Skill: flynndavid/contract-renewal-manager (version 1.0.0)

--- name: Contract Renewal & Expiration Manager version: 1.0.0 price: 19 category: productivity author: Remy Claw last_validated: 2026-03-03 tagline: Never miss a vendor contract renewal — proactive system for the full renewal lifecycle. --- # Contract Renewal & Expiration Manager **Framework: Renewal Readiness Protocol** **Output: A proactive renewal calendar + decision framework + renegotiation prep package** Missing a contract renewal costs real money — auto-renewals at bad rates, emergency re-sourcing, lost leverage. This system gives you a structured process to manage every vendor contract renewal proactively: alert triggers, renewal decisions, renegotiation prep, and documentation. --- ## Phase 1: Renewal Inventory & Calendar Setup **Step 1 — Build your renewal calendar** For every active vendor contract, capture: | Field | What to Record | |-------|---------------| | Vendor Name | Legal name + DBA | | Contract Start | Date | | Contract End | Date | | Auto-Renewal Clause | Yes/No — if yes, notice period required | | Notice Deadline | Contract end date minus notice period | | Annual Value | $ACV or total contract value | | Category | Software / Services / Suppliers / Professional Services | | Owner | Internal stakeholder responsible for this vendor | **Priority flag:** Any contract with ACV > $10K or auto-renewal clause = Priority tier (review 90 days out). All others = Standard tier (review 60 days out). --- ## Phase 2: The 90/60/30-Day Alert Protocol **90 days before renewal:** - Owner receives automated/calendar alert - Trigger: Vendor Performance Audit (see Vendor Performance Audit skill) - Decision: Is this vendor still the right solution? Flag for review. - Action: Schedule renewal decision meeting **60 days before renewal:** - Complete renewal decision (renew vs. renegotiate vs. replace) - If renewing as-is: confirm terms, draft renewal notice - If renegotiating: begin prep (Phase 3) - If replacing: begin vendor search, trigger parallel onboarding timeline **30 days before renewal:** - All paperwork finalized and signed - If auto-renewal with notice clause: send written notice by this date - Confirm successor vendor is ready (if replacing) - Update renewal calendar for next cycle **Emergency Protocol (< 30 days discovered):** If a renewal is discovered < 30 days out: 1. Immediate owner notification 2. Assess: Can we extend month-to-month? Is auto-renewal acceptable short-term? 3. If replacing: begin emergency sourcing 4. Document the miss and add this vendor to Priority tier going forward --- ## Phase 3: Renewal Decision Framework For each renewal, score across 4 dimensions (1-5 each): | Dimension | Score 1 | Score 3 | Score 5 | |-----------|---------|---------|---------| | **Performance** | Consistently below SLA | Meets SLA most of the time | Exceeds SLA reliably | | **Value** | Overpriced vs. market | Market rate | Below market, strong value | | **Strategic fit** | No longer fits our direction | Neutral / functional | Core to our operations | | **Relationship** | Difficult to work with | Professional, transactional | Strong partnership | **Decision matrix:** - 16-20: Renew, consider expanding scope - 11-15: Renew, assess for renegotiation - 6-10: Renegotiate or evaluate alternatives - 1-5: Replace — begin sourcing --- ## Phase 4: Renegotiation Prep If decision is to renegotiate, complete this prep package before any vendor conversation: **Market positioning:** - What are 2-3 comparable alternatives? Get quotes. - What's the market rate for this category today vs. when contract was signed? - What's your BATNA (Best Alternative to Negotiated Agreement)? **Value ledger:** - What have you gotten from this vendor over the contract period? (Quantify where possible) - What problems have occurred? Document with dates and business impact. - What do you want changed? Rank by priority: price → terms → SLA → scope **Opening position:** - State your ask clearly before the first call - Lead with value received, then the gap between current and desired terms - Anchor to market data, not just preference **Concession ladder:** - What will you trade? (longer term for lower price, volume commitment for discount, etc.) - What is non-negotiable? (Define in advance, not under pressure) --- ## Phase 5: Documentation Templates **Renewal Notice Letter (for contracts requiring written notice):** ``` [Date] [Vendor Name] [Address] RE: Contract Renewal Notice — [Contract ID / Service Description] Dear [Vendor Contact], This letter serves as formal notice of our intent to [renew / not renew] the agreement dated [Contract Start Date] for [Service Description]. [If renewing:] We look forward to continuing our relationship under the same terms for an additional [term]. Please confirm receipt of this notice. [If not renewing:] Please consider this our formal notice of non-renewal per Section [X] of our agreement. We will coordinate transition details separately. Regards, [Name, Title] [Company] ``` **Internal Renewal Summary (for stakeholder records):** - Vendor, Contract ID, Term, ACV - Renewal decision + rationale - Changes negotiated (if any) - Next renewal date - Owner sign-off --- ## Implementation Checklist - [ ] Build renewal inventory for all active contracts - [ ] Set calendar alerts at 90/60/30-day marks for all Priority contracts - [ ] Set 60/30-day alerts for Standard contracts - [ ] Assign owners to every contract - [ ] Complete renewal decision framework for any contracts due within 90 days - [ ] Store all contracts in a single accessible location (Drive folder, Notion, etc.)


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