Glossary of Terms

Written notification from a vendor raising issues or concerns with the solicitation requirements and/or evaluation process in regard to an open competitive procurement.

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.

A listing prepared by OFM of all dollar appropriations (by agency and account) contained in legislation, along with an assigned code for use in allotment preparation and other accounting requirements.

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.

King County Recognizes self certified LGBTQ Businesses in its contracting in procurement

Converting expenditures that occurred for only part of a biennium into the amount needed for a full biennium of implementation.

An analysis in which consequences of the investment are measured in or converted to economic terms and qualitative benefits.

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.

A competitive procurement process that identifies business needs, initiates and follows a competition, evaluates and selects or awards the successful vendor(s), executes the resulting contract(s), purchase of the contracted goods or services, manages the resulting contract, and using resulting goods and/or services.

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.

Moneys that can be expended without legislative appropriation. Only funds in accounts specifically established in state law as being exempt from appropriation fall into this category. Nonappropriated accounts can be either budgeted (and subject to OFM allotment approval) or nonbudgeted.

An integration containing Workday accounting values.

The high-level categoried that describe major business workflows that were included on the Readiness Spreadsheet (e.g., Accounts Receivable (A/R), Accounts Payable (A/P), Contracting, Recruiting, etc.).

Includes an allowance for uncertainty in scoping and pricing additional services, covers variability in estimating reimbursables, includes design fees for owner directed changes and includes design fees for changes during construction that are beyond the scope of basic services and are not a result of errors or omissions by the A/E. The total amount for design services contingency ranges from 5 to 10 percent of total consultant services cost depending on the complexity of the project.

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 do soils boring, sampling, testing, and prepare recommendations. The soil boring and sampling process, together with associated laboratory tests are necessary to establish subsurface profiles and the relative strengths, compressibility and other characteristics of the various strata encountered within depths likely to have an influence on the design of the project.

The costs of the regular custodial care and repair, annual maintenance contracts, utilities, maintenance contracts, and salaries of facility staff performing O&M tasks. The ordinary costs required for the upkeep of property and the restoration required when assets are damaged but not replaced. Items under O&M include the costs of inspecting and locating trouble areas, cleaning and preventive work, replacement of minor parts, power, labor, and materials. O&M work is required to preserve or restore buildings, grounds, utilities, and equipment to its intended running condition so that it can be effectively used for its intended purpose.

Revenues that meet the appropriate recognition criteria of the fund type involved, but are not realized until a subsequent accounting period. Also refers to Accrual Basis and Modified Accrual Basis.

A written authorization provided to a contractor approving a change from the original plans, specifications, or other contract documents, as well as a change in the cost. With the proper signatures, a change order is considered a legal document.

An indicator of how much work has been completed. The number of units of a product of service produced or delivered.

The shopping experience for the users to include search engine, price lists, punch out catalog, hosted catalog.

Scope refers to the extent of the work that will be done based on capacity and funding. For instance, phase 1 of the One Washington program focuses only on finance processes.

When used with other custom worktags, can be used for state level as well as agency specific purposes.

Proposals that cover a wide range of financial contracts that call for the development or use of space by state agencies through a contractual arrangement with a developer or financing entity. The sale of debt obligations, Certificates of Participation (COPs) through the State Treasurer may be involved, or financing may be offered by a private developer. Title to the property involved may transfer to the state either upon exercise of an option or at the termination of the contract.

The soliciting agency’s written response to a Complaint.

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.

The designator that identifies the nature of the spending authority, such as state, federal, private/local. See SAAM 75.50.10.

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.

The identification of a total life-cycle cost of a facility project. Life-cycle cost analysis is defined as the programmatic and technical considerations of all cost elements associated with capital facility alternatives under consideration. These cost elements may include any or all of the following: Capital Investment Costs, Lease Costs, Financial Costs, Operations Costs, Maintenance Costs, Alternations Costs, Replacement Costs, Denial of Use Costs, Lost Revenue and Associated Costs.

A two-year fiscal period. The Washington state biennium runs from July 1 of an odd-numbered year to June 30 of the next oddnumbered year