Glossary of Terms

See: Purchase

This is a phase within the contract life cycle. Typically, the Agency is working with stakeholders to develop the requirements and initiate a solicitation. Activities include; defining the scope, product, or service, vendor, market review, budget, procurement documents and drafting the contract.

A chart of accounts (COA) is a financial organizational tool that provides a complete listing of every account in an accounting system. An account is a unique record for each type of asset, liability, equity, revenue and expense.

Stakeholder engagement is the systematic identification, analysis, planning and implementation of actions designed to influence individuals who may be affected by decisions or who can influence the implementation of decisions.

This is work that improves or restores the operational and service capacity to extend the useful life of a facility but does not significantly affect the programs and services housed within the facility. This work generally differs from ordinary maintenance in the extent and cost of the work undertaken. The distinction between ordinary maintenance and preservation is made for the purpose of segregating these types of projects by funding source, either operating or capital budget.

Those lease agreements that extend beyond five years (the normal facility lease period). Leases beyond a five-year term will be considered when: the agency has a stable and consistent program to be housed, there is demonstrated economic advantage to the extended term, and the location meets facilities standards established by the Department of Enterprise Services (DES). A lease of up to 10 years may be negotiated by DES after consultation with OFM. A long-term lease of more than 10 years can be negotiated by DES and must be approved by OFM. Any lease over 20 years in duration must have legislative authorization. Contact OFM Facilities Oversight for more information on this subject.

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 work necessary to define the scope of a project, conduct master planning for future work, or delineate the existing conditions. This work may require field measurements or building systems testing and surveys.

The soliciting agency’s written response to a Complaint.

Creation of a biennial plan for the revenues and expenditures necessary to support the administrative and service functions of (state) transportation agencies including (operations, safety) and the long-term financing and expenditure plan of capital assets.

The excess of the assets of an account over its liabilities and reserves. For governmental funds, fund balance represents the difference between fund assets (beginning balance and estimated revenues for the period) and fund liabilities (including reserves and appropriations for the period).

Funds provided by federal and private/local sources.

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

The revised drawings that truly reflect what was constructed including field verification.

Identifies financial responsibility & management for business units. It typically includes a multiple level hierarchy to an agency wide view.

As used in the context of use of bond/COP proceeds to pay the costs of facilities expected to be owned or used by, or to make any loan or grant to, a state and local government unit as defined in Treas. Reg. 1.103-1. This includes any state or political subdivision thereof that has been delegated substantial taxing, police, or condemnation power under state law or any instrumentality thereof

A measure of the result of a service provided. This type of measure indicates the impact on the problem or issue the service or program was designed to achieve. Also known as results.

What is the ‘APPLE’ team and what does APPLE stand for? 

A team of subject matter experts solely focused on making enterprise decisions to resolve outstanding design questions. This team was formed in the spring of 2022 to assess and propose needed adjustments to plans to complete functional baseline design. 

A - Accounting 

P – Procurement  

P – Personnel  

L – Legislative Budget 

E – Enterprise & System 

The BTB is an element of the One Washington Governance body that consists of agency subject matter experts who share the goal of informing program decision-making with their business and operational expertise.

An application used by general government agencies to estimates the costs of salaries and benefits for budgetary control and allotments. Also used by general government agencies to prepare data for the Compensation Impact Model.

The cost for design document plan check that is performed by the International Conference of Building Officials (ICBO) only when required by local code officials. This requirement should be identified in the permit review process.

As required by RCW 39.35, the Department of Enterprise Services will review the Energy Conservation Report (ELCCA) for a project. The fee for this review shall not exceed $2,000 unless mutually agreed to.

See: Interagency Agreements

To help assist agencies with getting outbound information, a new process has been created to give agencies within the SGN access to Statewide Titles and Agency Descriptor tables. Agencies will be able to query data and then create their own unique outbound interfaces using this new server. Agencies who plan to create automated processes will need to refer to OFM Planned Server maintenances to help reduce potential outages.  See Production Schedule here:  Server Patching Schedule. Once agencies create their new AFRS Outbound interface jobs we will request removal of current jobs in AFRS or Enterprise Reporting that agencies are using to gather this data. AFRS Outbound Interface Server

This type of project includes the acquisition of land, structures, and buildings. These are fixed assets that have no relationship to the addition or improvement to, or the repair or replacement of, existing fixed assets. Examples of an acquisition are purchase of a tract of land or purchase of a building.

A report and process completed at the beginning of a project that clearly and accurately defines the need/problem to be addressed. The predesign study provides an analysis of alternatives and describes the selected alternative in detail with cost estimates. This study is the basis for large stand-alone capital projects.

An application used by OFM State HR to manage salary schedule and job class specifications. Interfaces with HRMS and facilitates backend transfer of salary schedule & job class data to other systems (SPS & CIM).

A data store with both general government and higher education HR & payroll data. Used to augment data for the Compensation Impact Model, provide data for mandatory federal reporting (new hires, Affordable Care Act, and unemployment eligible/ineligible earnings, as well as business intelligence/data analytics for higher education and general government data.

A process in which certain portions of the A/E's design services overlap with construction activities in order to expedite the owner's early occupancy of all or a portion of the project.

The bidder who fully complied with all of the bid requirements and whose past performance, reputation, and financial capability is deemed acceptable, and who has offered the most advantageous pricing or cost benefit, based on the criteria stipulated in the bid documents.