IT Vendor and Contract Management Kit – contract register, notice dates, bid scoring, SLA, exit plan

A managed services contract that renews itself because the notice letter did not go out in time. A cloud bill that drifts by 14%. SLA service credits that are never claimed. A managed SOC that nobody knows how to leave. This kit gives the CIO, the IT buyer and the project manager the three dates, the figures and the documents to manage their vendors, without a contract management tool or a specialized procurement team.

The IT Vendor and Contract Management Kit is a professional pack, in English, with no macros, built by a senior IT project manager for companies and organizations of 200 to 5,000 employees that manage ten to a hundred IT contracts: managed services, telecoms, licenses, cloud, development, building management system (BMS) maintenance, security, hardware.

International edition: French legal references have been removed or generalized into "check the governing law of your contract"; a currency setting (default "$") drives every amount header; the letters are English business letters (invitation to bid, notice of non-renewal or termination).

What you get

• IT-Vendor-Contract-Workbook.xlsx – the management workbook, 9 sheets, native Excel formulas, works in Excel 2016+ and Google Sheets:
  • Read me: get started in 45 minutes, color code, calculation rules.
  • Settings: as-of date, currency symbol, 10 alert thresholds (90 days' lead time, 30 days for "Notice due soon", 5% / 10% budget overrun, missed SLA months, knock-out score, exit readiness thresholds, action due soon, reference term for bids), 9 drop-down lists.
  • Contract register: one contract per row; notice deadline calculated (end date − notice period), days remaining, automatic alert: Renegotiate, Notice due soon, Notice deadline missed, Expired: out of contract, Prepare exit.
  • Bid scoring: weight per criterion (price, functional compliance, SLA, security, exit, references, sustainability), price score calculated on the total cost over the term, knock-out criteria, score out of 100, ranking, score rationale, decision.
  • SLA tracking: contractual service-credit schedule per contract, monthly readings (availability, resolution time, on-time rate), Met / Missed status, service credits calculated and capped, SLA alert.
  • Vendor reviews: standard 30-minute agenda, log of decisions and actions with calculated delays.
  • Exit readiness: 8-point checklist per contract (data, documentation, licenses, access, exit plan, exit clause, skills, data copy), readiness score, level, priority P1 / P2 / P3.
  • Budget: committed spend and full-year forecast per contract vs budget, alerts, roll-up by category, 24-month renewal schedule.
  • Dashboard: one A4 page for the executive committee, 8 KPIs, spend by category, 5 most urgent contracts, SLA alerts and service credits, overdue actions, 2 charts. Supplied filled with a complete fictitious data set (Novalis Industries, 1,200 employees, 14 IT vendors, 54 SLA readings, 22 decisions and actions): every calculation is visible as soon as you open it; just replace the data with yours.
• IT-Vendor-Contract-Guide.pdf – 22 A4 pages: why IT contracts go wrong (seven causes); the contract lifecycle in seven stages and the three dates never to lose sight of; the reverse calendar of a critical contract; writing a requirements specification you can defend; building a bid scoring grid you can defend; realistic SLAs (what the "nines" are worth, usual targets); service credits that actually apply (formula, worked examples, caps); the 30-minute vendor review; preparing the exit from day one; the 10 clauses to review, presented as points of attention with the question to ask your lawyer; how to use the workbook; three checklists; glossary; sources.
• IT-Vendor-Contract-Templates.docx – 6 Word templates to complete, fields in highlighted [square brackets]: requirements specification for a tender (complete structure in ten sections), invitation to bid letter, grid of 30 questions for bidders, vendor review minutes, notice of non-renewal or termination letter (two versions), exit plan (six-section outline).

The method

Three dates per contract (end date, notice period, notice deadline), one SLA reading a month, one review a month for critical contracts, one dashboard a quarter for the executive committee. The workbook calculates the 90-day and 30-day alerts, the bid scores, the service credits, the exit readiness scores and the roll-ups; the guide explains the method; the templates save hours of drafting.

Quality

No macros, no add-ins. Formulas only in calculated cells, drop-down lists, frozen panes, filters, conditional formatting, named ranges, A4 print areas. Formulas recalculated in Excel (0 error cells) and checked by an independent recalculation, carried out by the publisher, on the fictitious data set (notice deadlines, alerts, bid scores and ranking, capped service credits, roll-ups, renewal schedule: 1,032 checks). Written with the help of AI and reviewed by a senior IT project manager.

Same files, three levels of rights, chosen at checkout. The Company or personal use level is open to everyone, businesses and consumers. The Team and Consultancy / White label levels are for businesses only: they cover several entities or deliverables handed to your clients.

• Company or personal use – $290 excluding taxes ($348 including 20% VAT for a consumer in France): one company, all its staff and sites; copy, adapt and share the workbook, the guide and the templates internally; resale, redistribution outside the company and publication prohibited; 12 months of updates; also open to consumers, for personal use.
• Team – $590, businesses only: up to 5 entities of the same group, a public body with its affiliated bodies, or the same consortium, each with the Company rights; 45-minute onboarding video call; reply within 2 working days.
• Consultancy / White label – $1,290, businesses only: you adapt the workbook, the guide and the Word templates to produce deliverables for your own clients (unlimited) under your own brand and hand them the adapted files; reselling, redistributing or publishing the template itself is prohibited; 45-minute video call, reply within 2 working days.

Which one is for you? Company or personal use for the contracts of your own company. Team if you are a group CIO giving the same register and rules to several subsidiaries (5 entities at most). Consultancy / White label if you are a consultancy, an IT services company or an independent buyer handing your clients an adapted register, bid grids, SLAs and exit plans, under your brand. Consumers: Company or personal use, for personal use; the other levels are not open to them.

More than five entities, firm networks, software or training use: message the MOE CAPITAL Digital LinkedIn page. Team or White label license: at checkout, enter the legal name and the registration or VAT number of the licensed entity (required for these levels; if it is missing, we ask for it by e-mail; optional for the Company or personal use level). Full license terms available before purchase at lesbonsmots.gumroad.com/license-terms; the PDF is attached to every purchase. Prices exclude taxes: Gumroad, the reseller, adds VAT or sales tax at checkout according to the buyer's country.

Consumers: 14-day right of withdrawal from purchase, even after download and whatever the level ordered, with a refund within 14 days : Withdraw from contract here; two-year statutory guarantee of conformity; consumer mediator: Société de la Médiation Professionnelle (SMP), Alteritae, 5 rue Salvaing, 12000 Rodez, France – www.mediateur-consommation-smp.fr. Terms of Service: lesbonsmots.gumroad.com/terms.

Publisher: SASU MOE CAPITAL (MOE CAPITAL Digital brand), which operates the "Les bons mots" shop: 95 impasse des Garennes, 81710 Saïx, France, Castres Trade and Companies Register 979 936 085, [email protected]. Gumroad, the reseller, takes the payment.

Company or personal use level details below.