Notes Other Key Definitions Table Word Definition Cite/Location Competitive Procurement A documented formal process providing an equal and open opportunity to bidders and culminating in a selection based on predetermined criteria. Generally accepted term Commodities Goods and services that are purchased, usually classified as a commodity code by the type of product. Generally accepted term Contract A legally binding agreement between the state and another entity, public or private, for the provision of goods or services. Generally accepted term Contract Monitoring Planned, ongoing, or periodic activity that measures and ensures contractor compliance with the terms and requirements of the contract. Generally accepted term Convenience Contract A convenience contract is a contract for specific goods or services, or both, that is solicited and established by the department agency in accordance with procurement laws and rules on behalf of and for use by a specific agency or group of agencies as needed from time to time. A convenience contract is not available for general use and may only be used as specified by the department. Cooperative Purchasing The procurement of any goods or services with one or more states, state agencies, local governments, local government agencies, federal agencies, or tribes located in the state, in accordance with an agreement entered into between the participants. Direct Buy A procurement that does not require a competitive process. & Emergency A set of unforeseen circumstances
beyond the control of the agency that either: (a) Present a real, immediate, and extreme threat to the proper performance of essential functions; or (b) May reasonably be expected to result in material loss or damage to property, bodily injury, or loss of life, if immediate action is not taken. Formal vs. Informal Competition Complexity of a procurement determines whether considered informal or formal, and not just dollar amount. Generally accepted term Goods Products, materials, supply, or equipment provided by a contractor. Qualified Master Contracts A contract for specific goods or services, or both, that is solicited and established by the department in accordance with procurement laws and rules on behalf of and for general use by agencies as specified by the department. Procurement The combined functions of identifying needs, initiating a procurement project, selecting a vendor, contracting with a vendor, purchasing of the goods or services, managing and monitoring the resulting contract and using goods and/or deploying services provided by a entity on behalf of the State. Generally accepted term Purchase Acquisition of goods or services, including the leasing or renting of goods. Scope of Work A detailed, written description of the conceptual requirements for the project contained within a Request for Proposal. The scope of work should establish a clear understanding of what is required by the entity. NIGP Services Labor, work, analysis, or similar activities provided by a contractor to accomplish a specific scope of work. Sole Source A contractor providing goods or services of such a unique nature or sole availability at the location required that the contractor is clearly and justifiable the only practicable source (best source) to provide the goods of services. Statement of Work The response from the supplier/contractor outlining very specifically how the supplier proposes to complete the work as outlined in the Scope of Work. It defines what will be done, how, by whom, and cost factors. NIGP
RCW 39.26.125 – Competitive Solicitation – Exceptions RCW 39.26.210 – List of Agency Contracts – Contract Audits RCW 42.52 – Ethics in Public Service RCW 39.26.125 (6) – Client Service Contracts SAAM 45.10 – Purchase Card Programs State of Washington, Executive Order 10-07 – Performance Based Contracting