Approaching a contract renewal is different from a fresh selection: you already have a year of data on how the vendor actually performs. This article covers how to use that data to decide whether to renew, re-bid, or switch.
If you decide to run a full search, see Selecting a Patrol Vendor: Requirements, Shortlist & RFP and Patrol Vendor Contract Terms Worth Reviewing. If you've decided to switch vendors and want the operational steps, see Changing Patrol Vendors.
Renewal vs. New Selection
A few considerations specific to renewals:
Look at the data, not just the relationship. Pull a year of Patrol Analytics, dispute statistics, and resident complaints. The numbers are usually more informative than the sense you have of how things are going.
Compare to the market. Even if you're inclined to renew, getting one or two market quotes informs whether your current pricing is reasonable.
Address known issues explicitly in the renewal. If patrol consistency has been a problem or response times have slipped, the renewal is the moment to negotiate specific commitments.
Renewal isn't automatic. Even a vendor you generally like may not be the right fit for the property's next phase — if the property has grown, changed mix, or shifted priorities.
Keep the incumbent on the shortlist, but treat them like a fresh evaluation. For renewal decisions, the incumbent is on the shortlist by default — not as a guaranteed renewal.
Common Questions
What if we're under contract and unhappy?
Read the termination clause first. Most contracts have a cure period requiring you to formally notify the vendor of issues and allow them time to fix. If the issues persist past the cure period, termination for cause is generally available.
What if we want to switch but the new vendor can't start immediately?
Coordinate the transition carefully. A gap in patrol coverage is worse than waiting an extra month for a better-prepared start. Plan the transition to overlap by at least a week if possible.
How do we evaluate a vendor's quality during the contract?
The Patrol Analytics report is the primary tool. See Using Patrol Analytics to Improve Your Parking Program for an ongoing review framework.
Important Notes
Once selected, the vendor relationship benefits from regular review. See the patrol coverage and analytics articles for ongoing management.
References and data tell you more than a vendor's sales pitch does — and at renewal, your own data is the best reference you have.
Switching costs (ramp time, resident communication, training) are real. Weigh them against the benefit of changing, and never let patrol coverage lapse during a transition.