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:

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):