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District expands performance‑based contracting, weighs revenue‑share work‑order integration ahead of ERP launch
Summary
Staff told the board they have increased performance provisions in multiple contracts (including health services) and plan to integrate an external work‑order system with the new ERP via APIs, favoring a vendor revenue‑share model to avoid large up‑front costs.
District alignment leads updated the board on contracting and operational workstreams intended to support strategic priorities, including a push for performance‑based terms and plans to integrate a work‑order system with a newly selected ERP.
Presenters said recent contracts now include meaningful performance guarantees — for example, up to 15% of fees at risk in two healthcare‑related contracts — and noted a fully performance‑based contract with a vendor (CESIA) that is paid only when students return to district schools. Staff also confirmed execution of a new ERP contract with CGI that will manage financials and service‑level agreements; the chosen ERP lacks a full work‑order module, so staff are evaluating integration options rather than buying a large standalone product.
To avoid a six‑ or seven‑figure implementation cost for work‑order functionality, staff said they are pursuing a partnership model with an existing facilities/bookings vendor (referred to in the meeting as Facilitron or a similar platform) that would increase the vendor fee share (from about 10% to ~14%) in exchange for building a work‑order module tied to the ERP via APIs. Staff emphasized APIs and financial integration — CGI would handle financial reporting while the work‑order record would live in the partner platform.
Why it matters: the approach is intended to accelerate facilities efficiency while limiting up‑front capital expenditures. Board members asked whether the work‑order vendor integrates with the ERP and whether contract guarantees will be monitored year‑over‑year. Staff replied that contractual metrics will be tracked over the life of each contract where specified and that API integration is their recommended technical approach.
Next steps: staff will continue vendor evaluation and present more detailed integration options and cost‑benefit information; they will also continue to incorporate performance provisions in upcoming procurements and renewals.
