Glossary of Terms

A formal or official change made to a contract that adds, removes, or updates parts of the agreement such as performance period, pricing, scope adjustments, adds or removes products or services.

A contractual arrangement in which an owner employs an agent-consultant called a construction manager to coordinate and manage all of the construction trades. This additional management expertise is usually used on larger, more complex construction projects. However, an owner on a smaller project may retain a construction manager for that person’s construction expertise to act as the representative for the owner on the project.

A commitment of budgeted funds that is typically recorded when processing a purchase requisition for goods and services. A preencumbrance can be converted into an encumbrance once a purchase order has been generated from the requisition.

Statements of the methods for achieving goals and objectives. Strategies guide the near-term work and activities that an agency undertakes to achieve specific goals and objectives.

Business must be: A for-profit business. A small business according to the U.S. Small Business Administration. Eligible owner(s) must: Be a U.S. Citizen or permanent resident. Own at least 51% of the business. Control managerial and day-to-day operations. Be female, African American, Hispanic American, Native American, Asian-Pacific American, or Subcontinent Asian American. (Other individuals may be found to be socially and economically disadvantaged on a case-by-case basis.) Have personal net worth of less than $1.32 M.

Capital projects that cost $5 million or more, or projects that meet the following criteria: have particularly costly elements, are undertaken on a tight design budget or short design schedule, have significant policy implications to a program, or involve state of the art technology.

A plan of financial operation embodying an estimate of proposed expenditures for a given period of time or purpose and the proposed means of financing them.

The actual usage of the mappings in support of technical requirements. The mappings provide the information to build a ‘crosswalk’ that can be used to systematically convert COA data to FDM data and FDM data back to COA data, where possible. Reverse crosswalks can be problematic if multiple COA data elements are being used to derive a single FDM data element, or multiple values for a single COA element are mapping to a single FDM data element value. The ability to recreate that reverse mapping is not possible if multiple Legacy COA element values are mapped to a single FMD value.

A fund classification used to account for the state’s ongoing organizations and activities that are similar to those often found in the private sector. These funds are considered self-supporting in that the services rendered by them are financed through user charges or on a cost reimbursement basis. There are two types of proprietary funds: enterprise funds and internal service funds.

Revenue received which has not been appropriated by the Legislature. The Governor has the authority to approve the allotment of such money within the guidelines of the intent in which they were received and the statutory guidelines of RCW 43.79.270.

Future state describes the ideal, “desired state” of high-functioning systems after the transformation is complete.

A common grouping of expenditures made on the basis of homogenous activity, goods or services purchased, or type of resource to be used. Applies to the character of the article purchased or service obtained (rather than the purpose).

Tangible or intangible assets held and used in state operations which have a service life of more than one year and meet the state’s capitalization policy. Capital assets of the state include land, infrastructure, improvements to land, buildings, leasehold improvements, vehicles, furnishings, equipment, collections and all other tangible and intangible assets that are used in state operations.

An established dollar threshold in which agencies may acquire goods and services directly from a vendor without requiring a competitive process. In the absence of an existing qualified master contract, agencies are authorized to purchase goods and services up to a cost of $10,000 (excluding sales tax) directly from a vendor and without competition. In addition, agencies are authorized to purchase goods and services up to a cost of $13,000 (excluding sales tax) directly from a vendor and without competition if the purchase is being made from a microbusiness, mini-business, or small business as those terms are defined by RCW 39.26.010 (19), (20) and (21).

This is the phase or process prior to beginning the contract life cycle when purchasers seek authority, approval or assistance with a procurement or purchase. Typically includes scope, estimated cost, funding source, timeline, proposed solution.

The cost to test and balance designed heating, ventilation and air conditioning systems, including water flows, at the completion of construction.

Supplier catalogs hosted on DES website—master contract portal pages.

This term is used by the Legacy System Remediation Team to describe the categorization of legacy systems. The Remediation Framework launched in the late spring of 2022, offered three system disposition options to remediating agencies:

1. Retire
2. Maintain
3. Modernize

One Washington holds seven advisory committees; one for each process area, overseen by the process owner, and one for OCM, overseen by the OCM Director. Members are comprised of agency leadership and process SMEs.

Client Purchases – Client Service Contracts are for services provided directly to agency clients by contractors, including but not limited to, medical and dental services, employment and training programs, residential care, education and subsidized housing. Clients are those individuals whom the agency has statutory responsibility to serve, protect or oversee. Clients are the targeted individuals in the public that an agency is responsible to serve. Injured Worker Providers – Client services provided by a network of doctors or other providers that L&I or DSHS has approved by the agency that meet standards similar to those used by health insurance providers.

The first party to the construction contract, who pays the contractor (the second party) for the construction work; also, the party who owns the rights to the land upon which the work is done and who, therefore, owns the work; also, the client of a designer, a construction manager, a project manager, or a development manager.

Electronic tool hosted on DES website to locate/access master contracts via web contract portal pages.

The EIB is a standard Workday template developed by the One Washington team that will enable agencies to prepare a bulk data upload for simple inbound integrations. The EIB replaces the current ‘Financial Toolbox’ and the TALS import template.

Key performance indicator (KPI) is a measurable value that demonstrates how effectively a company is achieving key business objectives. Organizations use KPIs to evaluate their success at reaching targets.

The One Washington agency support team (AST) network was created to support a two-way flow of information between the One Washington project team and the agencies we serve.  The AST network is comprised of representatives from each state agency including a sponsor (typically an agency director or deputy director), a lead who provides project management support, and subject matter experts (SMEs) who are helping to prepare their agency's people, processes, and technology for the changes ahead.

The lowest responsive and responsible Bidder as determined by the bid evaluation process and prior to Bidder negotiations.

An independent individual or entity contracting with an agency to perform a professional service or render an opinion or recommendation according to the consultant’s methods and without being subject to the control of the agency except as to the result of the work. The agency monitors progress under the contract and authorizes payment.

Projects that maintain and preserve existing state facilities and assets, and do not significantly change the program use of a facility. Examples would include roof replacement and exterior renovation, utility system upgrade, and repairing streets and parking lots.

A party to a subcontract who does trade work for a contractor (the other party), which work included under the prime contract between the same contractor and an owner; one who is defined as a subcontractor by the prime contract.

A fee is a charge, fixed by law, for the benefit of a service or to cover the cost of a regulatory program or the costs of administering a program for which the fee payer benefits. For example, professional license fees which cover the cost of administering and regulating that category of professions are fees. Other charges that are categorized as fees include tolls and tuition. Fees must be authorized in statute. The Legislature may set the rates in statute or authorize a state agency to set rates using administrative procedures