What this guide helps you evaluate
commercial property, facilities and finance teams evaluating outsourced operating services and lease-exit support with measurable service levels and exit economics. This renewal and contract checklist helps organize a decision about facility management outsourcing service.
This page is designed to help you compare the moving parts, organize due diligence and ask better questions before you commit money, sign a contract or change an operating process.
Define the business outcome, decision owner, expected term and the evidence needed to validate service scope and asset coverage.
Normalize service scope and asset coverage, staffing slas and escalation and pricing transition and performance reporting before comparing proposals or internal options.
Keep assumptions separate from verified facts and record the source, date and owner for material requirements.
What to compare first
- service scope and asset coverage
- staffing SLAs and escalation
- pricing transition and performance reporting
- asset and service scope
- responsibility allocation and service levels
- transition, evidence and total cost
Step-by-step process
- 01
Record renewal, notice, termination, price-change and evidence deadlines from the signed agreement.
- 02
Compare actual performance and usage against the original assumptions for service scope and asset coverage, staffing slas and escalation, pricing transition and performance reporting.
- 03
Reconcile invoices, service issues, credits, commitments and unresolved obligations.
- 04
Benchmark current economics and identify terms that need repricing, clarification or risk reallocation.
- 05
Document the renew, renegotiate or exit decision before contractual notice windows expire.
Common mistakes and risk checks
- comparing fees without service boundaries
- underestimating transition or reinstatement obligations
- failing to define acceptance evidence and escalation
- Treating a renewal and contract checklist as a substitute for signed agreements, current official rules or qualified professional review.
Documents and evidence to collect
- property and asset inventory
- existing service contracts or lease
- condition records and operating history
- provider proposal and transition plan
Questions to ask before approval
- How is service scope and asset coverage defined, measured and evidenced?
- What changes if staffing slas and escalation is higher or lower than the base case?
- Which fees, exclusions, implementation tasks or operating duties sit outside pricing transition and performance reporting?