Reporting Agency Contracts
Reporting agency contracts training session
- Use the agency contracts reporting template. View the agency contracts reporting guide for more guidance.
- If you use the Enterprise Contract Management System (ECMS) to track your contracts, follow the WEBI extract instructions to download the information for your report.
- Submit your completed report by uploading the report file. We do not accept email submissions. We will send you an email confirmation once we receive your report.
We post all reported contracts and amendments on data.wa.gov. The list contains agency and contractor names, contract dates and amounts, and purpose and procurement information for each contract. We refer questions about contract data to the agency that submitted the data.
What to report
- Range: All goods and services contracts, including the original contract and any amendments, active from July 1 to June 30.
- Scope: All contracts used to purchase goods and services including:
- Interlocal and interagency agreements, including agreements with other states. Interagency agreements should be reported as interlocal agreements.
- Non-fiscal agreements. Non-financial agreements that are not interlocal should be reported as "non-financial (not interlocal)."
- Grant and sub-grant agreements including federal grants. Revenue-only grants do not need to be reported.
- Click-through agreements, such as software license agreements, are contractual obligations that must be reported
- Memoranda of Understanding (MOU)
- Convenience contracts
- Task orders
- Sole source contracts
- Information technology contracts
- Modifications: Substantive changes to the original contract such as change in cost, scope, or period of performance.
- Amendments: An extension of a contract with the original contract still in place. When reporting an amendment, the original contract and any previous amendments must also be reported to form a complete contract package available to the public. Contract amendments should be reported as a separate line item and reference the original contract using the “Agency Contract No.” reporting field. Contract renewals replace the original contract and do not need to be reported.
- Costs: The federal amount, state amount, other amount, and cost of contract need to be submitted as positive figures for all contracts except revenue contracts. Revenue contract costs must be submitted as negative figures. Exclude tax from the contract cost; if your system is unable to separate tax, then report the contract maximum/contract value.
What not to report
- State purchase orders
- Employment contracts with staff
- Real estate leases
- Direct buys (unless they contain a statement of work, which you must report)
- Purchase card transactions
Reporting exemption request
Your agency head can request an exemption in writing to the DES director. The request must include a detailed explanation of the proposed exemption, why the contract or category needs to be exempt, and how granting the request aligns with the intent of the law. Send exemption requests to ContractReporting@des.wa.gov.
Past reports by fiscal year
A list of all past reports is available on data.wa.gov.
This policy establishes agency contract reporting requirements under Chapter 39.26 RCW. The purposes of these reporting requirements are to promote state agency contract transparency, to centralize the location of contract purchase information, and to provide the public with agency contract spending information in a searchable manner.
RCW 39.26 provides state law regarding the procurement of goods and services by state government entities.