Know which service contracts end next, and rebid them on time
Snow removal, landscaping, HVAC maintenance, janitorial, elevator, fire and life safety: keep every contract's term in one calendar. PMRFP emails you when a renewal window opens, 14 days out and on the end date, and pre-fills next term's RFP so posting takes one click.
Every contract in one calendar
Building, service, current vendor, start and end dates, annual value in USD and the contract PDF. The next 12 months on one timeline.
Renewal windows you set
Choose how much warning each contract needs (60 days by default). Chips show what's active, in its renewal window, ending soon or expired.
Next term's RFP in one click
"Rebid on PMRFP" opens a new RFP pre-filled with the trade, building, scope notes and a bid deadline worked out from the end date.
Reminders that arrive early
A short email when a contract enters its renewal window, at 14 days and on the end date. Auto-renewing contracts too, before they lock in another term.
How it works
- 1
Add your contracts
Type them in, start from the usual annual contracts, or import the spreadsheet you keep today (CSV).
- 2
Set each renewal window
Pick the warning you need per contract. We watch the dates and email your team when each window opens.
- 3
Post next term's RFP
One click opens the RFP pre-filled. Approved trades quote, you choose, and the contract shows it went out for bids.
Why it's free
PMRFP is where property managers post RFPs and approved commercial trades quote on them. Renewals posted on PMRFP bring more trades to the platform, which means more trades to quote on yours. The calendar costs you nothing.
Questions
Is it really free?
Yes. The calendar is free for property managers, community association managers and landlords, with no limit on contracts. We built it because the managers who use it post their renewals as RFPs on PMRFP.
Which contracts can I track?
Any recurring service contract: snow removal, landscaping, HVAC maintenance, janitorial, elevator maintenance, fire and life safety inspections, pest control, waste and recycling, and anything else with an end date.
What is the renewal window?
How many days before the end date you want to start acting: getting bids, giving notice or renegotiating. It's 60 days unless you change it, and you can set it per contract.
What happens when I click "Rebid on PMRFP"?
A new RFP opens with the trade, building, scope notes and a bid deadline about three weeks before the new term starts. If the contract came from an RFP you posted on PMRFP, that RFP's details are copied in. You review it and post.
Who can see my contracts?
Only people in your company on PMRFP. Contract files are stored privately and opened through short-lived links. Vendors never see your list.
Get ahead of next year's renewals
Create your free property manager account and add your first contracts in a few minutes.