What to Know Before Renewing Your Schools CMMS Contract

Facility management plays a critical role in creating safe, clean, and functional learning environments—but not all service contracts deliver the support schools need. As your current contract nears its renewal date, it’s worth pausing to evaluate whether your provider is truly meeting the needs of your district or if it's time to explore other options.

From inconsistent service to outdated technology or limited support, there are several red flags that may signal your current provider isn’t keeping up. Before signing that renewal, here are the key factors every school facility manager should consider.

1. Service Performance and Responsiveness

First and foremost, has your provider consistently met expectations? Think back over the past year—how quickly were issues resolved? Were emergency repairs handled with urgency? Were routine tasks completed on time?

If response times were slow, work orders frequently slipped through the cracks, or staff had trouble getting answers, those are signs the current provider may be underdelivering.

2. Preventive Maintenance Execution

A strong facility management contract includes more than reactive repairs—it should also prioritize preventive maintenance. Check whether your provider followed a consistent PM schedule and kept detailed documentation.

Neglecting preventive maintenance not only leads to costly breakdowns but also jeopardizes compliance and safety.

3. Technology and Facility Visibility

Does your current provider offer digital tools that give you visibility into your school’s facilities? Today’s best partners use interactive mapping, work order tracking, and real-time reporting to help facility managers stay ahead of issues and make informed decisions.

If you’re still relying on paper logs, manual spreadsheets, or outdated systems, it may be time to upgrade.

4. Compliance and Safety Standards

Compliance is non-negotiable in education. Your provider should play an active role in helping your facility maintain records, prepare for inspections, and meet state and federal safety regulations. If you’ve had to chase documentation or struggled to demonstrate compliance during audits, that’s a major red flag.

5. Communication and Support

Was communication smooth between your team and the service provider? Facility management requires coordination, especially in large school districts with multiple buildings. Look for consistent check-ins, responsive support teams, and proactive updates—not just when something goes wrong.

6. Budget Transparency and Value

Lastly, review the financial side. Have you experienced surprise charges, unclear invoices, or inconsistent billing? Are you seeing real value for what you’re paying? A high-quality facility management partner should offer transparent pricing and clearly communicate the ROI their services provide.

✅Checklist:

Questions to Ask Before You Renew

• Are emergency and routine tasks consistently completed on time?

• Is a preventive maintenance program in place and being followed?

• Does the provider offer digital visibility (maps, dashboards, reports)?

• Has the provider helped maintain compliance with safety standards?

• Are service records accurate, organized, and accessible?

• Is communication with the provider timely and effective?

• Does the cost of services align with the value received?

Rethinking Facility Support for Your School?

Before you renew, be sure your current provider is meeting all your needs—not just some. If you’re missing consistent service, preventive maintenance, or modern facility visibility, it may be time for a better solution.

FacilityONE’s UNITY Solutions Suite is built to help school districts simplify facility operations, track maintenance, and ensure compliance through intuitive digital tools and interactive mapping—all backed by responsive support and transparent pricing.

Ready to see how FacilityONE can support your school’s facility goals?