8000 Glossary

Issued January 6, 1997

Revised December 3, 2019

Note: These definitions come from various sections of the DTMB Administrative Guide to State Government or have been provided by various agencies.

 

Therefore, depending on the context, there may be more than one definition for any given term.

A| B| C| D| E| F| G| H| I| J| K| L| M| N| O| P| Q| R| S| T| U| V| W| X| Y| Z 

A

Aboriginal Antiquities: including but not limited to mounds, earthworks, forts, burials, and village sites, mines or other relics and abandoned property found within or upon any state-owned or controlled lands.

Access Card: an identification card that contains electronic components which allow the card, when used in conjunction with the appropriate card reader, to serve as an electronic key for pedestrian and vehicle doors and/or gates.  This card is for use in the identification of individuals as state employees or contractors. 

Accrued Leave: amount of annual leave, banked leave time or sick leave which an employee has available for use as reflected in the employee's HRMN file.  The total amount of of annual leave or banked leave time shall not exceed the maximums established by collective bargaining agreements or Civil Service Commission rules.

Acquisitions: real property purchases.

Actuarial Funding Requirement: actuarially determined amount to fund the pension benefit obligation, administration and health/vision/dental insurances for the coming fiscal year.

Actuarial Schedules: schedules, tables and information from an Actuary which support the Actuarial funding requirement, pension benefit obligation and the annual reports.

Actuary: statistician that computes funding requirements and pension benefit obligations.

Addendum: (1) a published modification to a posted solicitation.  (2) Synonymous to change when referring to changes to a contract agreement.

Administrative Board: a body comprised of the Governor, Lieutenant Governor, Attorney General, Secretary of State, State Treasurer, Superintendent of Public Instruction and Director of the Department of Transportation. Exercises general supervisory control over the functions and activities of all administrative departments, commissioners and officers of the state and of all state institutions.

Administrative Board Approval: required for all emergency purchases of $100,000 or more. Required for any change to a contract in excess of $50,000. Required for changes to existing imprest cash authorization balances. Required for purchase of all goods or services for $100,000 or more and contract amendments over $50,000 or more.

Administrative Leave: hours of leave with pay for necessary absence from work for which annual, sick or other leave with pay is not applicable. The granting of Administrative Leave is normally subject to requirements of collective bargaining agreements or Civil Service rules.

ADPICS: Advanced Purchasing and Inventory Control System. The State's procurement and materials management software system.

Advance: prepayment of any kind before receiving goods or services.

Adverse Effect: found when, under the terms of Section 106 of the National Historic Preservation Act of 1966, as amended, a federal undertaking may alter, directly or indrectly, any of the characteristics of an historic property that qualify the property for inclusion in the National Register of Historic Places in a manner that would diminish the integrity of the property's location, design, setting, materials, workmanship, feeling, or association.

AFSCME: American Federation of State, County and Municipal Employees, exclusive representative of employees in the Institutional bargaining unit.

Agency: (1) a state department, bureau, board, commission, trustee, authority or officer, created by the constitution, statute or agency action.  Agency does not include an agency in the legislative or judicial branch of state government, the governor, an agency having direct governing control over an institution of higher education, the state Civil Service Commission, or an association of insurers created under the insurance code of 1956, P.A. 218, MCL 500.100 to 500.8302, or other association of facility formed under that act as a nonprofit organization of insurer members.  (2) for MSP LEIN: any entity (e.g., local law endorcement, criminal justice agency ( MSP LEIN is entering into an agreement with.

Agency Liaison: personnel of the DMB Accounting and Financial Reporting Division designated to provide professional accounting guidance and counsel to the agencies of state government.

Agency Head: the Director of a principal agency or department.

Agency Liaison: personnel of the DTMB Financial Services, Fiscal Management Division designated to provide professional accounting guidance and counsel to the agencies of state government.

Agency Procurement Card Administrator: individual designated by a department to administer the procurement card program within their agency and serve as a liaison between the agency and the Statewide Procurement Card Administrator.

Agency Shop: a condition of a labor agreement which requires all employees in the bargaining unit covered by the labor agreement to either be a dues paying member of the union or to pay a representation service fee to the union.

Agenda: a list, plan or outline of things to be done or approved.

Allotment: the assignment or ear marking of funds.

Alternate Bid: a bid submission which varies from specifications or terms and conditions of the solicitation in some areas, must be labeled as such, and is evaluated secondary to submissions in total compliance with the specified requirements.

Annual Leave: hours of paid leave time available to an employee for personal reasons upon prior supervisory approval. Other uses of annual leave may be specified in collective bargaining agreements or Civil Service rules.

Annual Leave Used: hours of absence charged against the accrued annual leave balance.

Antique: any object older than 50 years of age or associated with an event, individual or decision likely to be of long-term historical consequence.

Application Controls: used to succinctly identify controls that relate to input, processing, output and other similar controls which are embedded into business processes to ensure that information is complete, accurate, valid, authorized and that segregation of duties is achieved, whereby the responsibility of establishing, maintaining and monitoring these controls rests with theh business process owner.  In the state of Michigan environment, business process owners are typically the principal departments that use Information Technology (IT) applications to provide services within the department, to other departments, and to the citizenry.

Appointing Authorities: (1) classified or unclassified officials serving as heads of or executives within state departments, responsible for approving appointments to specific positions. (2) single executives heading principal departments or the chief executive officer of each principal department headed by a board or commission or those persons designated by them as being responsible to administer the personnel functions of the department, board, or commission.

Appraisal: an estimate on a given date of the fair-market value of real property. Appraisals may be performed by state employees (internal appraisal) or by outside contractors (external appraisal).

Appraiser: person qualified to issue an appraisal.

Arbitration Tracking System: information system that provides details on arbitration decisions rendered under state collective bargaining agreements. System is administered by the Office of the State Employer.

Archaeological Resource: any physical evidence of past human life or activity. A resource may be a site or individual objects manufactured by humans.

Archival Quality: the characteristic of film and photographs that have been prepared and processed in such a manner that if stored under archival conditions are suitable for preservation of records having permanent value.

Archival Value: public records selected by the State Archives of Michigan as having enduring worth for any of the following reasons: the records document the development of this state from earlier times, including the territorial period; the records evidence the creation, organization, development, operation, functions, or effects of an agency; the records contain significant information about persons, things, problems, or conditions relating to a state or local agency.

Archives of Michigan: the state agency responsible for selecting, preserving and making available public records with archival value.

Area of Potential Effects: the geographic area or areas within which a federal undertaking may directly or indirectly cause alterations in the character or use of historic properties, if any such properties exist.  The area of potential affects is influenced by the scale and nature of an undertaking and may be different for different kings of effects cause by the undertakings.

Artifact: any object that shows evidence or presence of man.

ARTS: see Arbitration Tracking System.

Audit Retention Period: length of time records must be retained in the event they are subject to audit by the Auditor General, Office of Internal Audit Services, or other audit entities (see retention period).

Authorized Contribution Rates: actuarially determined rates for funding of Retirement System for health, vision, dental, administrative and pension benefit obligation. The rate is applied to salary and wages.

Authorized User: department procurement staff or others as authorized who may use the automated purchasing system.

Automated Fingerprint Identification System: computerized system that automatically matches one or many unknown fingerprints and/or plam prints against a database of known and unknown prints.

Automated Purchasing System: on-line, interactive, computerized system by which DTMB Procurement and authorized users perform tasks related to the purchase of commodities and services.

Award: presentation of a purchase order or contract to the selected bidder based on completion of the evaluation and selection process.

Awardable/EEO Business: a business determined to be in compliance with Administrative Board policy for awardability and in compliance with the state's equal employment opportunity requirements as approved by the Michigan Department of Civil Rights.

B

Barcode: a series of printed parallel bars on a mail piece used to facilitate automated processing.

Barcode Sorter: a computer controlled, high speed machine that sorts letters based on an imprinted barcode.

Best Interests of the State: considerations that permit and limit discretion in making decisions and in taking action related to state procurement.

Bid: offer submitted in response to a bid solicitation.

Bid Defect: a flaw in a bid; i.e., failure to conform to a bid submission requirement or failure to comply with a bid term or condition.

Bid Evaluation: a review and examination of bids to determine a bidder's responsibility and responsiveness to the requirements of the solicitation and conformance with the evaluation criteria.

Bidder Lists: DTMB Procurement records of vendors who have applied to be notified of opportunities to bid to supply goods or services to the state, grouped by commodity or service.

Bill of Lading: contract between the shipper and carrier, for transportation.

Biometrics: identifiers that are distinctive, measurable characteristics used to label and describe individuals.  The Two categories of biometric identifiers include physiological and behavioral characteristics.

BMDF: Building Main Distribution Frame.

Bond: interest-bearing certificate of public or private indebtedness.

Bond Counsel: lawyer or law firm with expertise in bond law.

Bond Underwriter: a firm, usually an investment bank, which buys an issue of securities from a company and resells it to investors.  In general, a party that guarantees the proceeds to the firm from a security sale, thereby in effect taking ownership of the securities.

Bottomland: land which is sometimes free of vegetation covered by water, but on the Great Lakes and rivers connected to the Great Lakes, lands lying below the legislatively established elevation which may or may not be covered by water. (See Great Lakes bottomlands preserve.)

Building: a structure enclosing space for occupancy by people and/or equipment for the purpose of carrying out specific state programs or operations.

Building Main Distribution Frame (BMDF): interface between the intra-building distribution and the public network or an inter-building campus network. The incoming facilities are terminated on blocks that are provided with electronic protection devices to guard against damage from electrical disturbances such as lightening. These protected lines are then patched over or cross connected to the interframe Backbone distribution blocks to provide connection to any IDF in the building.

Business: a sole proprietorship, partnership, Michigan corporation, or a non-Michigan corporation.

C

CAFR: Comprehensive Annual Financial Report.

Call Back Payment: payments due an employee due to contacting the employee at a time other than the employee's regular work schedule and requesting the employee to report for work and be ready to perform assigned duties. Terms of receipt of call back pay are covered by collective bargaining agreements or Civil Service rules.

Capital Lease: an agreement that conveys the right to use property, plant or equipment, usually for a stated period of time, that meets one or more of the criteria set forth by GAAP.

Capital Outlay: constructing, remodeling, acquisition, adding to or making major repairs to fixed assets.

Capital Outlay Project: (1) an addition to, remodeling of, or replacement of an existing facility. (2) a new facility. (3) acquisition or development of land. (4) purchase of a building.

Capital Projects Funds: funds and component units which account for acquisition or construction of major state capital facilities, financed by bond proceeds.

Capitol Complex: facilities managed by DMB that are located in the downtown Lansing corridor.

Carbon Snapout: a process where a form or any continuous unit set employs carbon paper for transfer of images.

Carry-forward: unused spending authorization at year-end which continues to be available in the new fiscal year, rather than "lapsing." Carry-forwards are permitted only to the extent authorized by statute or State accounting policy (P.A. 431 of 1984, section 451).

Cash: resources which include coins, currency, checks, warrants and drafts.

CBA: see collective bargaining agreement.

Centennial Farms: a program begun by the Michigan Historical Commission in 1948 which recognizes those family farms that have been owned and operated by members of the same family for over 100 years. The program is now managed by the Historical Society of Michigan.

Cents-per-mile Valuation Method: method used to determine the value of most state employee's personal use of a vehicle. That value is equal to the Federal standard mileage rate multiplied by the total number of personal miles recorded.

Certified Business: a business that has been certified by the Michigan Department of Civil Rights, Contract Relations as a minority-, woman-, or person with disability-owned business.

Certified Mail: a method of mailing that provides a record of delivery at the post office of address to the sender of First Class mail.

Character: a letter, figure, number or sign.

Civil Rights: provisions of the Michigan Constitution and statutory law that guarantee to all persons freedom from discrimination and ensure equal protection of the law.

Civil Rights Commission: established by the Constitution of 1963, the Civil Rights Commission is mandated to ensure all persons within Michigan's jurisdiction are afforded full and equal rights and protections, and none is subjected to discrimination. The Civil Rights Commission appoints the Director of, and sets policy for, the Department of Civil Rights.

Civil Rights Department: the Michigan Department of Civil Rights. The Civil Rights Department implements and administers policies and procedures established by the Michigan Civil Rights Commission. It functions to protect the civil rights of all persons within Michigan's jurisdiction and to eliminate unlawful discrimination in employment, housing, public accommodations, law enforcement, and education.

Civil Rights/Community Affairs: responsible for the prevention and removal of unlawful discrimination.  The Bureau's efforts are directly at voluntary compliance with anti-discrimination guarantees within the state of Michigan, specifically in the areas of employment, education, housing, public accommodation, law enforcement, and within program and services administered by public institutions.

Civil Rights/Contractor Relations: responsible for the contract compliance and business certification programs. Through the contract compliance program, the division reviews the equal employment opportunity practices of companies doing business or seeking to do business with the state and/or other governmental units. The business certification program determines whether a business qualifies to be certified as a minority-, woman-, or person with a disability-owned business. It maintains a record of certified businesses; provides state officials and private industry a copy of its list of certified businesses; and encourages continuing efforts to ensure equal access and opportunities for minority, woman and persons with disability-owned business.

Civil Rights/Enforcement: responsible for enforcement of Michigan civil rights laws. The Enforcement Bureau accepts and investigates complaints of unlawful discrimination, and where it is found, provides legal remedies through conciliation and hearings.

Civil Rights/Law and Policy: in-house legal resource for the Department of Civil Rights. In addition to the support it provides to investigators, the director, and Commission, it manages the conciliations and administrative hearings process, and provides an appeals process for persons challenging decisions made during investigations.

Civil Service: the Civil Service Commission.

Civil Service Forms: all forms, records and reports prescribed by the Michigan Civil Service Commission.

Civil Service Sanctioned Program: any program sponsored or approved by the Civil Service Commission, including any program specifically named as a condition of employment in an approved collective bargaining agreement for exclusively represented employees or in an approved coordinated compensation plan for non-exclusively represented employees.

Cladding: metal coating bonded onto another metal.

Clarification: (1) communication with an offeror for the sole purpose of eliminating minor irregularities, informalities or apparent clerical mistakes in the proposal. It is achieved by explanation or substantiation, either in response to an inquiry from the office or as initiated by the offeror. Clarification does not provide an opportunity for the offeror to revise or modify the proposal except to the extent that a correction of apparent clerical mistakes results in a revision. (2) additional information requested/provided relative to a solicitation or purchase agreement to better establish meaning and expectations of the document or agreement parameters.

Clarety: line of business transactional database containing pension information for each member of all Retirement Systems administered collectively by theh Office of Retirement Services.

Client Agency: department, institution, agency, commission or bureau of the state.

Closed Session: a meeting or part of a meeting of a public body that is closed to the public.

Collective Bargaining Agreement: a written agreement, entered consistent with the requirements of the Employee Relations Policy between the employer (state employer and/or departmental employer) and the exclusive representative of a designated unit of employees, specifying employees' terms and conditions of employment for a certain period of time.

Commercial Motor Vehicle: (1) per the Michigan Vehicle Code: (a) a motor vehicle designed to transport 16 or more passengers, including the driver; (b) a motor vehicle, having a gross vehicle weight rating of 26,001 or more pounds; (c) a motor vehicle with a gross combination weight rating of 26,001 pounds; or (d) a motor vehicle carrying hazardous material and on which is required to be posted a placard as defined and required under 49 C.F.R. parts 100 to 199. A commercial motor vehicle does not include a vehicle used exclusively to transport personal possessions or family members for non-business purposes. The driver of this vehicle needs a Commercial Driver License. (2) per the Federal Motor Carrier Safety Regulations: any self-propelled or towed motor vehicle used on a highway in interstate commerce to transport passengers or property when the vehicle (1) has a gross vehicle weight rating or gross combination weight rating, or gross vehicle weight or gross combination weight of 4,536 kg (10,001 pounds) more more, whichever is greater; or (2) is designed or used to transport more than 8 passengers (including the driver) for compensation; or (3) is designed or used to transorport more than 15 passengers, including the driver, and is not used to transport passengers for compension; or (4) is used in transporting material found by the Secretary of Transportation to be hazardous under 49 U.S.C. 5103 and transported in a quantity requiring placarding under regulatins prescribed by the Secretary under 49 CFR, subtitle B, chapter 1, subchapter C. A driver of this vehicile must have a medical certificate and comply with the Motor Carrier Safety Act.

Commercial Vehicle: (1) per the Michigan Vehicle Code: includes all motor vehicles used for the transportation of passengers for hire, or constructed or used for transportation of goods, wares or merchandise, and/or all motor vehicles designed and used for drawing other vehicles and not so constructed as to carry any load thereon either independently or any part of the weight of a vehicles or load so drawn.

Commodity: a good, supply, material or piece of equipment.

Common Carrier: individual, company, or corporation engaged in transporting commodities.

Commuting: travel between a person's home and place of work.

Compensatory Time: (1) hours credits accrued for time worked, in lieu of monetary compensation. Comp time may be used at the convenience of the employee subject to supervisory approval based on criteria applicable to annual leave usage. (2) hours of paid time off the job given to an employee in lieu of overtime payments. Eligibility for such time is governed by the Federal Fair Labor Standards Act, collective bargaining agreements, or Civil Service rules.

Compensatory Time Earned: hours worked that will increase the accrued compensatory time balance rather than generate additional pay to the employee.

Compensatory Time Used: hours of absence charged against accrued compensatory time balance. These hours generate pay at the employee's regular rate of pay.

Competitive Bidding: process of soliciting vendor participation in the state procurement process to ensure fair and open competition.

Competitive Negotiation: competitive method of contracting for services and commodities, whereby requests for proposals are solicited from vendors, following submission of which bidders deemed by the office to be in a competitive range are allowed to make changes in proposals and prices, as the offer determined by the office to be most advantageous in terms of the criteria as designated in the request for proposal is accepted.

Competitive Solicitation: the manner by which DTMB Procurement/department procurement staff secures prices from more than one vendor for goods and services requested by departments and agencies.

Complaint to Vendor Forms: registering a formal complaint concerning commodities or services a vendor is obligated to supply to the state using MAIN PCHL2460, which provide a written record of the deficiency for the vendor, DTMB Procurement, the agency and the department.

Component Unit: a separate government unit, agency or nonprofit corporation that is combined with other component units to constitute a reporting entity in conformity with GAAP.

Comprehensive Annual Financial Report (CAFR): the state's official annual financial report, which includes combined and fund level statements, supplemental schedules, and statistical data for the state financial reporting entity as defined by GAAP.

Confidential: describes data, documents, or applications that have the potential for a large magnitude of loss or harm from improper handling, processing, disclosure, alteration or destruction.

Conflict of Interest and Disclosure: a general requirement that neither a decision-maker, nor any member of the decision-maker's immediate family, have any substantial interest in any businesses which he/she would be evaluating, or any process in which he/she would be participating.

Consulting Services: services provided under contract by an individual or organization qualified by education, experience, and ability to advise, counsel, and assist government administrators and managers. These services typically involve non-routine review and evaluation of existing systems and procedures and development of new or different systems, processes, or techniques.

Continuity of State Government Plan: the plan coordinated by the Office of State Employer (OSE) to ensure that critical state services are continued during incidents of concerted employee activity or other activity which threatens the continued provision of essential services. Only the director of OSE may implement the plan.

Contract: (1) legally binding agreement which defines the responsibilities of the state of Michigan and the successful bidder and sets forth the specifications, terms, conditions, and prices. (2) a formal document signed by the state's contracting officer and the successful bidder. (3) a purchase order. (4) a legally binding agreement specifying the state's and the successful bidder's respective rights and responsibilities concerning the procurement. (5) a written agreement, enforceable by law, between a state official, board, commission or authority, authorized by law to enter into contracts, and a contractor, for the procurement of supplies, equipment or services.

Contract Abstract: the form agencies use to submit contracts and grants to the State Administrative Board for approval.

Contract Administrator: the individual within a department/agency with authority and responsibility for administration of the contract, including approval and authorization of changes, clarification and compliance of a contractor with the terms and conditions of the contract.

Contract Cancellation: notification of termination which can only be issued by the contracting officer in DTMB Procurement.

Contract Change Notice: formal notification issued by DTMB Procurement which would modify the original formal contractual agreement signed by the state's contracting officer and the successful bidder.

Contract Compliance Inspector: the individual within a department/agency responsible for day-to-day administration of the contract and compliance of a contractor with the terms and conditions of the contract.

Contract Work: work (including labor, material, tools, equipment, supplies, and services) accomplished by agreement for a fixed sum or unit price or for cost plus a fixed fee.

Contracting Officer: the State Purchasing Director or designee, who is the state's designated contracting officer and is responsible for issuing binding agreements between state departments/agencies and vendors.

Contractor: (1) a person or firm holding a contract with the state. (2) any contractor, vendor, subcontractor, or supplier providing or seeking to provide goods and services for the State and other units of government.

Contractual IP Services: Information Processing (IP) equipment or personnel services acquired to extend state IP functions, including, but not limited to: data conversion, computer and IP equipment maintenance, programming, and consulting services.

Contrast: reflective difference between printed material on a document and the background on which it is printed.

Costed Specifications: RFQ and TR specifications which, if not met by a vendor, will cause predetermined dollar costs to be added to the vendor's evaluated bid price.

Credited Service: total hours worked for the state of Michigan, purchased and transferable hours from other qualified entities that accumulate towards one's pension benefit.

CRM: see Cultural Resource Management.

CS-138, Contractual Personal Services Request: form used to request Civil Service approval for a request to make disbursements for personal services outside the classified service. Unless preauthorized, must be completed by agency personnel and approved by Civil Service prior to acquiring contractual services. The CS-138 is used to establish a contract for services.

CSC: see Michigan Civil Service Commission.

Cultural Resources: material and non-material items that represent contemporary, historic and pre-historic human life ways.  Cultural Resources encompass archaeological, traditional and built environment resources, including but not necessarily limited to buildings, structures, objects, districts and sites.

Customer Resources Management (CRM): the process and procedures used to manage, preserve, protect and conserve cultural resources in compliance with state and federal regulations.

Cultural Resource Survey: documentation and research of cultural resources in a partuclar geographic area; aids in determining potential effects on cultural resources and can be used as a research and planning tool.

Customer Agency: state agency which received goods or services from another state agency.

D

Data: for 2600.01 Data Privacy: the collection of all SOM and/or Agency information.

Debarment: removal of a vendor from bidder lists and from consideration for or award of state contracts.

Decision: a determination, action, vote, or disposition upon a motion, proposal, recommendation, resolution, order, ordinance, bill, or measure on which a vote by members of a public body is required and by which a public body effectuates or formulates public policy.

Default: failure of a vendor to fulfill the obligations of a contract or purchase order, including, but not limited to, failure to deliver on time or unauthorized substitution of supplies, equipment, or services for those specified in the contract or purchase order.

Deferred Compensation: a pretax or after tax (Roth deferral) deduction which shelters current taxable income by reducing the employee's pay, thereby deferring tax liability to a future pay period when the compensation is paid, such as retirement, separation, death, or disability. The state has two deferred compensation plans: Deferred Compensation Plan I (457) and Deferred Compensation Plan II (401K).

Deferred Hours: (1) hours credits recognized prior to their being available and recorded by the personnel payroll information system for use at a future date; administered in the same manner as annual leave. (2) hours of paid time off the job accumulated by an employee by having participated in a voluntary pay reduction plan, also known as "Plan B" hours.

Deferred Hours Used: hours of absence charged against the accrued deferred hours balance.

Deferred Retirement: delayed retirement for vested employees who do not meet the age and service requirements.

Deliverables: contracted equipment, system components, reports and/or documentation specified in the work statement which the contractor must provide in accordance with parameters incorporated into a professional/consulting services contract.

Department: one of the principal departments of the executive branch of state government.

Department Head: the Director or Secretary of a principal department.

Departmental Purchase Order (MAIN PCHL2460): (1) used for requesting long-run duplicating and related services from DTMB Print Services. (2) a document which sets forth specifications, terms, conditions, and price and formalizes a purchase transaction obligating the vendor to provide the service or commodity offered in the bid process.

Designated Environmental Area: wetlands and open water area adjacent to Great Lakes coastline providing critical habitat and/or other areas designated under 1970 PA 245, as amended.

Desktop Publishing: the ability to type, draw and layout computerized design with various software packages on a personal computer.

Determination of Policy or Action: all decisions made by an executive branch department or sub-unit concerning policy or actions to be taken, including those related to collective bargaining.

Direct Human Services: services directly concerned with investigation, treatment and material aid of the economically underprivileged and socially deprived, and which provide a direct delivery of service to individual clients.

Director: (1) the director of the Department of Technology, Management and Budget. (2) the head of a principal department or agency.

Disability: generally (1) a determinable physical or mental impairment of an individual which may substantially limit one or more major life activities, and which may result from disease, injury, congenital condition of birth, or functional disorder; a person who has a history or record of such an impairment; or a person who is perceived by others as having such an impairment. See Public Act No. 220 of 1976, as amended, for specific meanings relating to particular sections of the act. (2)  may also be used to describe personal or environmental factors that render a person: (a) unable to be immediately notified of an emergency, (b) unable to negotiate an existing means of egress, or (c) requiring assistance to reach safety, shelter or refuge areas.

Disability Ruling: approval or disapproval of disability retirement based on the Retirement Board's discretion after reviewing the recommendation of the Board's Medical Examiner.

Disbursements Supervisor: finance officer of a state agency.

Discussion: any oral or written communication between DTMB Procurement and an offeror (other than communications conducted for the purpose of clarification), whether or not initiated by DTMB Proocurement that (1) involves information essential for determining acceptability of a proposal, or (2) provides the offeror an opportunity to revise or modify its proposal.

Discrimination: (1) the unequal treatment or harassment of a person or persons based on specific characteristics as defined and prohibited by Michigan and/or U.S. law.  (2) in state employment, as defined in Civil Service Rule 1.81 (a) and (b).

Domestic Mail Manual: the regulations of the U.S. Postal Service that govern its domestic mail services.

DTMB-0132 Meeting Attendance Clearance: form used in DTMB-managed facilities to allow persons without a DTMB-issued Access Card or ID to enter the facility without being escorted by a state employee.

DTMB-Managed Facility: facility owned by the state of Michigan that is maintained and operated by Department of Technology, Management and Budget (DTMB) personnel.

DTMB General Framework: guidance developed by the Office of Internal Audit Services in consultation with the Office of Auditor General that principal departments use to perform evaluations on their respective internal accounting and administrative control systems. The General Framework is required by MCL 18.46.

Duty Disability Retirement: retirement with pension benefits for employee's who are disabled in the line of duty, as certified by the Retirement Board's Medical Examiner and supported by the Retirement Board. The Duty Disability benefits are available regardless of age or service.

E

Easement: a certain right to use the real property of another without possessing the property.

Educational and Governmental Commodities: commodities that can only be acquired through educational or other government entities because of the unavailability of such commodities from the private sector. These commodities are limited to programmatically related research or scientific, educational or governmental programs which are directly linked to the state's needs.

Educational or Governmental Services: services that can only be acquired through educational or other governmental entities because of the unavailability of such services from the private sector. These services are limited to programmatically-related research or scientific, educational or governmental programs which are directly linked to the state's service needs.

EEO: see Equal Employment Opportunity.

Effect: alteration to the characteristics of an historic property that qualifty it for inclusion in, or eligibility for, listing in the National Register of Historic Places.

EFT: see electronic funds transfer.

Electronic Funds Transfer (EFT): an automated transfer of money from one account to another authorized by the payee so the state may direct deposit the employee's or retiree's pay into a designated account.

Emergency: (1) a sudden and unexpected situation beyond the control of the department or agency that requires immediate action to protect the health, welfare or safety of individuals; to protect public property from damage or loss; to protect the natural resources or the environment of the state; or to prevent or minimize serious disruption of government services. (2) a situation showing a need which will result in a highly adverse or critical impact if payment is not disbursed immediately or one in which the state has caused some undue hardship on the payee through its own negligence in processing the payment in a timely fashion. The emergency must be of such a nature that payment is required in less time than can be accomplished through normal payment process. Examples of emergencies include the need of a payee to meet a payroll and the need of a payee to make a payment to prevent mortgage foreclosure proceedings.

Emergency Purchase: (1) a purchase in an emergency situation of a commodity or service which has a value in excess of a department's delegated purchasing authority. (2) a purchase made under extraordinary procedures to protect the immediate health, safety, or welfare of individuals or property.

Emergency Special Maintenance: unforeseen special maintenance projects which cannot be deferred to subsequent budget years without incurring serious and irrevocable consequences to life, health, property, or the natural resources or environment of the state.

Emergency Special Maintenance Funds: money for emergency special maintenance projects which comes from a contingency reserve from each annual lump sum appropriation or funds appropriated specifically for this purpose.

Employee Personal Vehicle: any vehicle provided by a state employee.

Employee Relations Policy: policy as defined in Chapter Six of the Rules and Regulations of the Civil Service Commission.

Employer Contribution Reserves: contributions received to fund the pension benefit obligation as determined by the Actuary.

Encumbrance: (1) future liabilities in the form of purchase orders, contracts or pledges which become payable when materials are delivered or services rendered.

End User: ultimate user of output produced by a program or system.

End User Computing (EUC): all EUC cost items, expended for hardware, software, communications, training maintenance, installation, vendor support, site modifications, freight and other.

End User Computing Resources: information processing resources that are designed to improve and/or enhance the effectiveness or efficiency of the programmatic professional, including, but not limited to: standalone intelligent devices and non-intelligent devices located with the end-user, but whose functionality depends wholly or partially on an interface to a central support resource or a remotely located shared resource capability.

Environmental Assessment (EA): (1) overview and findings of an environmental impact statement; (2) an assessment of the possible positive or negative impact that a proposed project may have on the environment, together consisting of the environmental, social, cultural and economic aspects.  Under the National Environmental Policy Act (NEPA), an EA is an environmental analysis prepared to determine whether a federal action would significantly affect the environment and thus require a more detailed Environmental Impact Statement (EIS). The certified release of an EA results in either a Finding of No Significant Impact (FONSI) or an EIS.

Environmental Impact Statement (EIS): created in accordance with the National Environmental Policy Act (NEPA), a statement regarding impact on the environment of certain conditions.  Format and content of the statement follows current guidelines of relevant state and federal agencies.

Equal Employment Opportunity (EEO): provision of full employment opportunities; i.e., hiring, promotion, etc., without discrimination based on religion, race, color, national origin, age, sex, height, weight, marital status, arrest record, or disability as defined by Michigan law, including the Elliott-Larsen Civil Rights Act, Public Act No. 453 of 1976 and the Michigan Persons' with Disabilities' Civil Rights Act, Public Act No. 220 of 1976, as amended; and/or federal law including the U.S. Civil Rights Act of 1964 and the Americans with Disabilities Act.

Equipment: necessities of the governmental organization to administer and perform required duties and responsibilities.

ERP: see Employee Relations Policy.

EUC: see End User Computing.

Evacuation: movement or relocation of persons away from immediate life-threatening emergency situations to areas of safety, shelter or refuge.

Evacuation Coordinator: on-site person who acts as the department or agency official in an evacuation, possessing both responsibility for, and authority to act in, an immediate life-threatening emergency situation.

Evaluation Criteria: information contained in a solicitation which states the factors by which bids will be evaluated in determining the bid selected for the award recommendation.

Exclusive Representative: an employee organization which has been granted recognition and certified as the sole representative of all employees in an appropriate unit under the terms of the Civil Service Commission's Employee Relations Policy Rule.

Executive Branch Departments and Sub-units: all executive branch departments and independent or autonomous agencies in the executive branch. This term does not include colleges; universities; legislative branches, offices or institutions; or the Supreme Court.

Exempt Vehicles: the following vehicles are excluded from IRS record keeping requirements: (a) clearly marked police and fire vehicles; (b) unmarked vehicles used by law enforcement officers incident to law enforcement functions; (c) ambulances; (d) any vehicle designed to carry cargo with a loaded gross vehicle weight over 14,000 pounds; (e) bucket trucks (cherry pickers); (f) dump trucks; (g) garbage trucks; (h) flatbed trucks; (i) passenger buses with a capacity of at least 20 passengers; (j) specialized utility repair trucks, designed and used to carry heavy tools, testing equipment or parts so that: (1) personal use would be unlikely; and (2) the employer requires the employee to drive the truck home in order to be able to respond to emergency situations; and (k) school buses.

Extension: time added to a contract or grant once any and all option periods have been exhausted.

F

Facility: (1) one or a group of buildings, structures, or other physical entities, including related site and utility systems, used to provide housing and assistance in carrying out a broad program of operations. (2) all or any portions of buildings, structures, equipment, roads, walks, parking lots, or other real or personal property or interest in such property.

Fair Market Value: (1) highest estimated price which real property will bring if offered for sale on the open market, allowing a reasonable time to find a purchaser who would buy with knowledge of the property's possible uses. (2) estimated amount which could be received for an asset in a transaction with a neutral party in an open market at a particular time. Fair market value is normally used to determined valuation when cost is not readily determinable. (3) For vehicles, as defined in current year IRS publication for fringe benefit computation purposes.

Federal Employer Number: nine-digit number assigned by the federal government used to identify payments of withholding and other taxes.

Federal Pass-through Funds: monies received by a government to transfer to or spend on behalf of another entity, in accordance with legal or contractual stipulations.

Federal Surplus Personal Property: surplus property, excluding land and buildings, owned by the federal government which can be used to operate and maintain an agency and which is allocated by the federal government to states for distribution to eligible organizations.

Federal Surplus Property Program: program within DTMB, Office of Support Services, Logistics & Operations Support Division, officially designated to receive, warehouse, and distribute federal surplus personal property within the state of Michigan.

Federal Surplus Real Property Program: When a federal agency no longer needs a property to carry out its program responsibilities, it reports this property as "excess" to its needs. The General Services Administration (GSA) first offers excess property to other federal agencies that may have a program need for it. If there is no further need for the property within the Federal government, the property is determined "surplus" and may be made available for other uses through public benefit conveyances, including homless use, historic monument conveyances if the property is historically significant, negotiated sales or public sales based on GSA's determination of the property's highest and best use. Approximately one-third of former federal property has been conveyed to state or local governments and non-profit organizations at a substantial discount in price.

Federally Sponsored Programs: describes programs such as the U.S. Savings Bond program where related payroll deductions are instituted by DMB.

Fiduciary Funds: trust and agency fund categories. Expendable trust and agency funds are accounted for using the modified accrual basis; pension trust funds follow the accrual basis. (2) trust and agency funds including assets held by the state on behalf of other state funds, outside parties and other governments.

Financial Reporting Entity: oversight unit and all of its component units, if any, that are combined in the Comprehensive Annual Financial Report (CAFR)/General Purpose Financial Statements (GPFS).

Finding: an official determination of the effects of an undertaking upon historic properties and arising from a federal agency, the State Historic Preservation Office (SHPO), or the Advisory Council on Historic Preservation. The finding is based on the review of pertinent information, studies, documentation and surveys.

Fire Protection Modifications: facility modifications required to comply with requirements of the Fire Marshal Division of the Department of State Police, directed specifically at protecting inhabitants from danger due to fire and only incidentally at protecting the structure or its contents. Examples are: addition of fire escapes, introduction of smoke barriers, and fire alarm and smoke detection systems.

First Class Mail: hand-written or typed correspondence, statements of account, or other matter having the character of personal correspondence.

Flood: a temporary increase in the stage of a river, lake or stream resulting in the inundation of lands not normally covered by water.

Floodplain: area of land adjoining a river, lake or stream which will be inundated by a flood which has a 1% chance of occurring in any given year (i.e., flooding caused by approximately 5 inches of rainfall in 24 hours).

Font: a character set in a particular style and size of type, including all alpha characters, numerics, punctuation marks and special symbols.

Food Service Establishment: any facility in which food or drink is prepared for direct consumption through service on the premise or elsewhere.

Force Account Work: any construction work managed by a state department or agency and accomplished by work-people hired individually and specifically for a project and/or by the established working force of a state department and agency and/or by state wards.

Form: an application, publication, questionnaire, permit, order, schedule, record, report, or document in regular and continuing use which is used to obtain information, response, compliance, or application that is required from the public or private sector by the state.

Format: a specific arrangement of data such as that in the address block on letter mail.

Forms Efficiency Analysis: evaluation of a particular form to judge its efficiency as a paperwork system which addresses the productivity, product cost, public image, and management control aspects of the form.

Forms Management Program: a total system intended to improve the efficiency of state government through forms operation, including but not limited to, survey, analysis, design, specification, printing, buying, inventory storage, use and distribution of forms.

Formula: a mathematical statement, or equation of a rule of principle or other logical relation.

Free Astray Bill: a document for a shipment misloaded out-of-route and sent to its proper destination free of charge.

Freight Bill: a bill for fees for transportation services.

Fund: fiscal and accounting entity with a self-balancing set of accounts recording financial resources, related liabilities, residual balances and changes segregated for carrying on specific activities or attaining objectives pursuant to regulations, restrictions or limitations.

G

GAAP: see generally accepted accounting principles.

GAAS: see generally accepted auditing standards.

GASB: see Governmental Accounting Standards Board.

General Controls: the structure, policies and procedures that apply to the IT environment, IT operations, networks, information systems and supporting processes.  In the state of Michigan environment, DTMB generally has primary responsibility for establishing, maintaining and monitoring internal controls over the state's general controls and supporting processes.  However, some of the state's general controls are not in effect entity-wide, instead they are established, maintained and monitored at the local level; therefore, shared responsibility exists between DTMB and the principal departments. 

General Fund: state of Michigan's primary operating fund which accounts for general purpose financial resources and any restricted revenues not required to be accounted for in separate funds.

General Governmental Functions: activities of the state's general and special revenue funds, excluding component units.

General Labor Services: services that are predominantly performed by non-professional services firms or individuals who are responsible for completing tasks defined in an RFQ/RFP in accordance with specifications and methods.

General Maintenance: all basic maintenance required to operate and maintain a facility based on the primary purpose of the structure; i.e., office, parking, warehouse, etc.

Generally Accepted Accounting Principles (GAAP): a technical accounting term that encompasses the conventions, rules, guidelines and procedures that serve as the accepted accounting practices for the fair presentation of financial statements.  The primary authoritative body on applying GAAP to state and local governments is the Governmental Accounting Standards Board (GASB).

Generally Accepted Auditing Standards (GAAS): ranguage: AR-SA;" times="">ules and procedures that govern the conduct of a financial audit.  Auditing standards for entities other than publicly traded companies are developed and issued in the form of Statements on Auditing Standards by the Auditing Standards Board, the senior technical body of the American Institute of Certified Public Accountants designed to issue pronouncements on auditing matters applicable to the preparation and issuance of audit reports on financial statements.

Generally Accepted Government Auditing Standards (GAGAS): standards anguage: AR-SA;" times="">for the conduct and reporting of both financial and performance audits in the public sector promulgated by the United States Government Accountability Office through its publication Government Auditing Standards, commonly known as the "Yellow Book."  GASAS incorporates by reference the Statements on Auditing Standards issued by the Auditing Standards Board.

Goods and Services: includes, but is not limited to: (1) supplies; (2) equipment; (3) consultation; (4) labor; (5) utilities; (6) communications; (7) third-party financing; (8) insurance; and (9) any other type of procurement DMB is authorized to make for the state.

Government-issued Photo Identification: a state-issued driver's license or identification card containing a photo or a United States passport.

Governmental Accounting Standards Board (GASB): the anguage: AR-SA;" times="">private, nonpartisan, nonprofit organization that works to create and improve the rules U.S. state and local governments follow when accounting for their finances and reporting them to the public.

Grant: appropriation providing a specified amount to a specified recipient, either by line item or boilerplate reference, or other statutorily created grant program administered by a department or agency. (2) Money, or property in lieu of money, furnished by the federal government to a state or local government under programs that provide financial assistance through grant or contractual arrangements.

Great Lakes bottomlands preserve: an area located on the bottomlands of the Great Lakes and extending upward to and including the surface of the water, which is delineated and set aside by rule promulgated pursuant to the administrative procedures act of 1969, Act No. 306 of the Public Acts of 1969, as amended, being sections 24.201 to 24.328 of the Michigan Compiled Laws, for special protection of abandoned property of historical value, or ecological, educational, geological, or scenic features or formations having recreational, educational, or scientific value. A preserve may encompass a single object, feature, or formation, or a collection of several objects, features, or formations.

H

Hairline: a very thin rule on a form. It is normally the finest line that printing can produce.

Head Monitor: a key on-site person responsible for a specific area at a work location, who reports to the evacuation coordinator the status of his/her specific area during an evacuation.

Head of Organizational Unit: an employee of the principal department who directs the evaluation of a project, division, agency, section or unit.

Head to Foot: when printing both sides of a sheet of paper, the top of the copy on the back of the sheet is directly opposite the bottom of the copy on the face of the sheet.

Head to Head: when printing both sides of a sheet of paper, the top of the copy on the back of the sheet is directly opposite the top of the copy on the face of the sheet.

Highway: entire width between the boundary lines of every way publically maintained when any part thereof is open to use of the public for purpose of vehicular travel.

Historic State Building: any state-owned or leased building or structure which is listed in or is elegible for listing in the National Register of Historic Places. Any state-owed or leased building which is included in the State Register of Historic Sites.

Historic Structure: a structure formally designated by the State Historic Preservation Office (SHPO), Michigan State Housing Development Authority (MSHDA) as meeting the criteria for inclusion in the State Register of Historic Sites and/or the National Register of Historic Places.

Home to Office Use: use of a state-owned vehicle between an employee's personal residence and their work station as either a driver or a passenger.

Household Goods: all furniture, personal effects, and property used in a dwelling, and normal equipment and supplies used to maintain the dwelling. This definition does not include: automobiles, boats, travel trailers, camping vehicles, motorcycles, snowmobiles, firewood, fence posts, tool sheds, perishable foodstuffs, building materials, fuel, explosive, property likely to damage the mover's equipment, or other similar items.

Household Move: move of a household or mobile homes.

I

IAB: see inter-account bill.

ICO: see Internal Control Officer.

Identification (ID) Card: an identification card that does not contain electronic components issued by the Department of Technology, Management & Budget (DTMB) for use in the identification of individuals as state employees or contractors.

Immediate Life-Threatening Emergency Situation: a situation which includes, but is not limited to: fire, gas leaks, bomb threats or tornado warnings.

Indicia: imprinted designations used on mail pieces to denote payment of postage.

Information Processing (IP): collection, transmission, processing, storage, display or retrieval of data or infiormation through the use of IP equipment, services, software, supplies, personnel and other support items.  Use of a computer and its peripheral devices to process data automatically by sotring, etc. at high reates os speed.

Information System: a system designed to provide useful information in the necessary time frame to enable management to make decisions and to take effective action in planning, organizing, staffing, directing and controlling resources used in the general conduct of an enterprise. Examples of such systems include payroll personnel systems, client reporting systems, uniform billing systems, inventory control systems and grants management systems.

Information Technology (IT): Refers to software, hardware, networking, Internet of Things, and telecommunication products and services that the state uses to store, manage, access, communicate, send and receive information.  IT also refers to data, voice and video technologies. The determination of whether something falls under IT is not dependent on cost (i.e., could be a free service) or whether the product or service is hosted on state systems.

Examples of IT products or services include, but are not limited to, the following:

  • On-premise, commercial-off-the-shelf (COTS) software applications installed on state systems (e.g., Adobe Acrobat).

  • Externally hosted, COTS software applications installed on a vendor’s system (e.g., DocuSign, Salesforce, etc.).

  • Custom developed software applications (e.g., DHHS’ CHAMPS system).

  • Software-as-a-Service (SAAS) applications hosted by a vendor (e.g., LexisNexis, Survey Monkey, etc.).

  • Subscription-based information services (e.g., Gongwer, Gartner, etc.).

  • Social media accounts (e.g., Twitter, Facebook, etc.).

  • Mobile applications (e.g., iTunes).

  • Server hardware and software used to support applications such as database, application/web servers, storage systems, and other hosting services (e.g., Dell EMC PowerEdge Blade server).

  • Hardware devices (e.g., laptops, tablets, smartphones, etc.).

  • Data, voice, and video networks and associated communications equipment and software (e.g., Cisco routers and switches).

  • Peripherals directly connected to computer information systems (e.g., Ricoh scan printers, printers).

  • Internet of Things (IOT) are objects with electronic components that include processing and networking capabilities designed to enhance the functionality of the object by leveraging communications over the internet (e.g., ADT Security, smart thermostat, software-enabled lab equipment, refrigerator with an LCD screen, etc.).

  • Vendor services for software application, installation, configuration, development and maintenance, including staff augmentation arrangements (e.g., CNSI resources assisting with maintenance and support of the DHHS CHAMPS system).

To utilize or source a product or service that includes components that meet the definition of Information Technology, the agency shall engage with the designated General Manager, or Business Relationship Manager for consultation on the need for DTMB IT services, (e.g., Cyber Security, Agency Services, Enterprise Architecture, Telecom, etc.).

Insured: (1) named entity and every organization with express permission to use an insured vehicle. (2) every person with express or implied permission to drive or ride in an insured vehicle in accordance with rules and regulations governing the use of an insured vehicle.

Insured Mail: mail insured to cover loss, damage, or rifling of mail while in transit.

Inter-Account Bill (IAB): a document used to record transactions between units of state government where one unit of state government has provided goods or services to another state agency.

Interagency Voucher (IAV): a document used to record transactions between units of state government where one unit of state government has provided goods or services to another state agency.  See the State of Michigan Financial Management Guide, Part II, Chapter 16, Section 200.

Inter-Departmental (ID) Mail: all items mailed without payment of postage and handled through the state system.

Interested Parties: governments, organizations, members of the public, Native American Tribes, or other entities with a vested interest in cultural resources affected by proposed federal undertakings.

Internal Auditor: a person appointed by the State Budget Director that provides a variety of assurance and consulting services to a principal department as detailed in MCL 18.46.

Internal Control: an ongoing process, affected by the director, management and support staff of each principal department, the purpose of which is to provide reasonable assurance toward the accomplishment of each department's mission, goals and objectives. Although each department has a unique mission, the underlying business strategy and objectives of all departments are typicallly related to effective and efficient operations; development of reliable reports; and compliance with applicable laws, rules and regulations.

Internal Control Officer (ICO): the principal department personnel responsible for coordinating the department-wide effort of evaluating, improving and reporting on internal control in conformance with the General Framework. Because this requires a coordinated effort across organizational ilnes, the ICO should be a senior executive, such as a deputy director or chief deputy director.

Internal Service Funds: fund group similar to enterprise funds except goods or services are provided primarily to state agencies or funds instead of to the general public.

Inter-Office Mail: mail distributed between state offices.

Invitation to Bid (ITB): (1) a request to the vendor community which requires submission of capabilities and a formal plan addressing the requirements and specifications that have been set forth in the solicitatino; (2) a request for bidders which invites submission of a formal offer to address the needs that have been set forth in the solicitation.anguage: AR-SA;" times="">itation.

IRS: Internal Revenue Service.

IP: see Information Processing.

IP address - an Internet Protocol address is a numerical label assigned to each device connected to a computer network that uses the Internet Protocol for communication.

IP Equipment: any device, regardless of its use, size, or capacity, which performs logical, arithmetic and storage functions by electronic manipulation of data and includes any property and communication facility directly reacted to or operating in conjunction with such a device. Standalone calculators without a peripheral data storage capability are excluded from this definition. Types of equipment include, but is not limited to: (1) digital, analog, or hybrid computer equipment and peripherals; (b) auxiliary or support equipment such as plotters, tape cleaners, tape testers and computer performance monitoring equipment to be used in support of ADP function; (c) any equipment such as word processors that can perform or be expanded to perform ADP functions; (d) punched card machines; (e) data entry equipment which transcribes data to media capable of being input to a computer, such as card punches and verifiers, paper tape punches, magnetic tape encoders, key to tape systems, key to disk systems, magnetic character readers, optical character recognition devices, and/or other data capture devices; (f) data transmission or data communications equipment that is used in support of ADP functions such as front end processors, modems and communication transmission media; and (g) computer terminals, both intelligent and nonintelligent.

IP Software: (1) computer programs and routines used to extend the capabilities of IP equipment, including software packages available through least or purchased separately from IP equipment. (2) the documentation and training in support of software.

ITB: see Invitation to Bid

IRS: Internal Revenue Service

 

J

 

JEC: see Joint Evaluation Committee.

Joint Evaluation Committee (JEC): (1) an advisory body which evaluates proposals and makes recommendations to the State Purchasing Director. (2) a temporary working level procurement committee which may be initiated for each MAJOR procurement by the buyer to create bid documents and to evaluate vendor bid responses and vendor demonstrations and benchmarks for that procurement.

Joint Venture: an agreement that combines two or more businesses for specified purposes involving a department-certified person with a disability-owned business and one or more businesses which are certified as a disabled person-owned business and shares at least 25% of the profit and loss attributable to work performed under the joint venture agreement, and the disability-owned business performs at least 50% of the day-to-day operation and shares in the control of the joint venture.

 

 

K

 

No terms in this category.

 

 

L

 

LAN: see Local Area Network.

Late Bid: any bid which procurement authority receives after the established due date and time.

Latent Fingerprints: an impression left by the friction ridges of a human finger.

Law Enforcement Agency: an entity authorized or established pursuant to a state statute that conveys police authority of the state of Michigan to the entity. Police authority includes the responsibility for the prevention and detection of crime and the enforcement of the general criminal laws.

Law Enforcement Officer: an individual employed by a law enforcement agency, who has full authority to enforce the general criminal laws of this state conferred by a sworn oath of office, and who is licensed by the Michigan Commission on Law Enforcement Standards as established by Public Act 203 of 1965 in MCL 28.601 et. seq.

Lease: a contract transferring the right to the possession and enjoyment of real estate or equipment for a definite period of time.

Leased Valuation Method: method used to determine the value of a state employee's personal use of a vehicle where the state vehicle has a value exceeding the IRS allowable amount using the cents-per-mile valuation method.

Leave of Absence: approved paid or unpaid time away from the job granted for a specific reason such as medical, military, educational, union activity, maternity or paternity, etc. The terms for granting a leave of absence as well as issues such as seniority accumulations, extensions and return to work are covered by collective bargaining agreements or Civil Service rules and, federal law.

Lessee: (1) the tenant. (2) one who leases property.

Lessor: (1) the owner of real property. (2) the person or entity who leases property.

Letter of Understanding: a written agreement entered into between OSE and an exclusive representative which modifies the terms of a collective bargaining agreement or specifies the manner in which the parties agree to handle a circumstance unforeseen by the negotiators of the collective bargaining agreement. Letters of understanding must be approved by the Civil Service Commission.

Limited Recognition Organization (LRO): employee organization recognized under the Employee Relations Policy whose membership is limited to most non-exclusively represented employees. An LRO does not have the exclusive right to represent employees in a most appropriate unit, but does have limited rights to meet and discuss terms and conditions of employment and other rights as specified in Employee Relations Policy, Section 6-8.3b.

Live Scan: refers to both the technique and the technology used by law enforcement agencies and private facilities to capture fingerprints and palm prints electronically, without the need for the more traditional method of ink and paper.

Local Area Network (LAN): a network spanning a limited geographic area, such as a building or cluster of buildings, and using technologies to data transfer such as high speed stars, busses or rings. The network components typically include file, print and communications servers, work stations, media, terminating hardware, network operating and administrating software and user applications.

LOU: see Letter of Understanding.

LRL: see Labor Relations Liaison.

LRO: see Limited Recognition Organization.

Lump Sum Appropriation: funds appropriated by the legislature (which may or may not specify minimum and maximum costs of the projects) for allocation for selected remodeling and additions, special maintenance, fire protection, occupational safety and health, and other categories.

 

M

 

Mailable Items: any type of mail or materials deemed necessary in the conduct of state business.

MAIN: Michigan Administrative Information Network.

Maintenance Project: (1) a facilities project for the repair or replacement of any part of an existing facility for the purpose of maintaining it in sound condition. (2) an historic project for the repair or replacement in kind of any part of an existing facility for the purpose of maintaining it in sound condition.

MAJOR Requirement: a requirement which has been or will be included within a PRF submitted to support development and installation of any new or replacement system, has department-wide programmatic impact or which, as a pilot, implies future department-wide impact, or as a service, generates a future department-wide impact.

Mandated: enacted by law for a formal decision by an appeals court.

Mandatory Contract Terms: those terms which a vendor must return signed, with his/her bid response, without modification.

Mandatory Specifications: those specifications which a vendor must meet on a pass/fail basis unless otherwise defined within solicitation documentation.

Manual: a published control device under which an organization functions.

Material/Services Obligation: an amount due a vendor for materials delivered and/or services rendered.

Materials: physical substances that make up the composition of a cultural resource.

MBE: see minority owned business.

MCO: see Michigan Corrections Organization.

Meeting: the convening of a public body at which a quorum is present for the purpose of deliberating toward or rendering a decision on public policy or any meeting of the board of a nonprofit corporation formed by a city under section 4o of the Home Rule City Act of 1909, P.A. 279, MCL 117.4o.

Memorandum of Agreement (MOA): a legal document between two or more parties that outlines the terms and details of an agreement between them, including each party's requirements and responsibilities. Used specifically in the context of Section 106 of the National Historic Preservation Act of 1966, as amended, to record the terms and conditions agreed upon to resolve the adverse effects of a federal undertaking upon cultural resources. This type of MOA is always entered into by a federl agency or delegated authority, the State Historic Preservation Officer, and other interested parties.anguage: AR-SA;" times="">anguage: AR-SA;" times="">  

Method of Award: evaluation process factors, including, but not limited to (1) conformance with specification; (2) unit price; (3) delivery (4) installation; (5) maintenance; or (6) cost of operation, that are used to determine the recommendations for awarding FRP/ITB/FRQ resulting in either a single award; split award; multiple award; or no award.  These are included in the RFP/RFQ.

Michigan Corporation: having complied with the state of Michigan incorporating laws as established by law and all rules, policies and procedures subsequently established by the Michigan Department of Licensing and Regulatory Affairs.

Michigan Corrections Organization (MCO): exclusive representative of employees in the Security bargaining unit.

Michigan Historical Marker Program: program established by Public Act 10 in 1955 to provide official recognition for historic resources in Michigan. To be eligible for a marker the site--whether a structure, object, natural feature or geographic area--must be formally listed in the State Register of Historic Sites. The program is administered by the Department of Natural Resources (DNR).

Michigan State Employees Association (MSEA): exclusive representative of employees in the Labor and Trades and Safety and Regulatory bargaining units.

Michigan State Housing Development Authority (MSHDA): state authority, established in 1966, providing financial and technical assistance through public and private partnerships to create and preserve safe and decent affordable housing, engage in community economic development activities, develop vibrant cities, towns and villages, and address homeless issues. MSHDA's loans and operating expenses are financed through the sale of tax-exempt and taxable bonds and notes to private investors, not from state tax revenues. MSHDA also administers various federal housing programs and houses the State Historic Preservations Office (SHPO).

Michigan State Police Troopers Association (MSPTA): exclusive representative of Michigan State Police troopers and sergeants under an amendment to Article 11, Section 5 of the Constitution of 1963.

Michigan State Register of Historic Sites: a program to provide official recognition for historic resources in Michigan as authorized by the state legislature in 1955 by Public Act 10. Applications are accepted only in association with the Michigan Historical Marker Program and received by the Department of Natural Resources (DNR), which makes recommendations to the Michigan Historical Commission based on whether the properties meet criteria for registration. The Michigan Historical Commission has the final authority to register historic sites.

Minerals: including but not limited to oil, gas, coal, metallic (i.e., copper, iron, diamonds) or nonmetallic (sand, gravel, limestone, peat) substances.

Minimum Age Requirement: age required to retire varying by retirement type. Age does not preclude the minimum service credit requirement.

Minimum Service Credit: credited service required to retire varying by retirement type. Service credit does not preclude the minimum age requirement.

Minority: a person of Black, Hispanic, Native American Indian or Asian origin.

Minority-Owned Business Enterprise (MBE): a business enterprise of which more than 50% of the voting shares or interest in the business is owned, controlled, and operated by individuals who are members of a minority group, and with respect to which more than 50% of the net profit or loss attributable to the business or compensation (salary) accrues to shareholders or owners who are members of a minority group.

Minutes: the instant written record of a meeting that describes the events of the meeting, starting with a list of attendees, a statement of the issues considered, and related responses or decisions on the issues.

Miscellaneous Operating Project (MOP): those projects which require professional service or a work contract.

Mitigate/Mitigation: within the context of U.S. environmental law, refers to projects or programs intended to reduce or offset known impacts to an existing historic or natural resource such as a stream, wetland, endangered species, archaeological site or historic structure. To "mitigate" means to make less harsh or hostile.

Mobile Home: mobile units, including furnishings, used as a residence. Excluded items include: out-buildings, dog houses, swing sets or other items not part of the mobile home which cannot be dismantled and secured inside the unit for movement.

Monitor: a key on-site person responsible for specific area or sub-area at a work location, who reports the status of his/her specific area during an evacuation to the head monitor. In smaller locations, the monitor may report directly to the evacuation coordinator.

Monitor Network Program: DTMB established program build on shared responsibilities with volunteers and building occupants to help plan and prepare for emergencies in DTMB-managed facilities.

MOP: see miscellaneous operating project.

Motor Vehicle: any self-propelled device in, upon, or by which any person or property is or may be transported upon a highway, excepting such devices moved by human power or used exclusively upon stationary rails or tracks; includes multi-axil trailers.

MSC: employees excluded from exclusive representation rights and membership in exclusively recognized organizations because they are managerial, supervisory or confidential.

MSEA: see Michigan State Employees Association.

MSPTA: see Michigan State Police Troopers Association.

Multi-Step Evaluation: a process for evaluation which addresses various aspects of a bidder's capabilities and qualifications as well as price over several steps.

 

N

 

Named Insured: the state of Michigan, including its participating state colleges and universities.

National Historic Preservation Act (NHPA) of 1966, as amended: legislation (Public Law 89-665; 16 U.S.C. 470 et. seq.) intended to preserve historical and archaeological sites in the United States of America. The act created the National Register of Historic Places, the list of National Historic Landmarks, and the State Historic Preservatino Office (SHPO). Section 106 of the act requires federal agencies to evaluate the impact of all federally funded or permitted projects on historic properties (buildings, archaeological sites, etc.).

National Register of Historic Places: part of a program administered by the National Park Service, Department of the Interior, which identifies and evaluates historic, cultural and archaeological resources. Nominations are submitted to the State Historic Preservation Office (SHPO), Michigan State Housing Development Authority (MSHDA) and approved by the Michigan Historic Preservation Review Board. They are then submitted to the Keeper of the National Register in the National Park Service.

Native American Tribe: pertaining to American Indian tribes or groups, Eskimos and Aleuts, and Native Hawaiians, Samoans, Chamorros, Carolinians of the Pacific Islands. An Indian tribe, band, nation or other organized group or community, including a native village, regional corporation or village corporation, as those terms are defined in Section 3 of the Alaska Native Claims Settlement Act (43 U.S.C. 1602), and which is recognized as eligible for the special programs and services provided by the United Staes to Indians because of their status as Indians. Groups recognized by the federal and state governments and named groups with long-term social and political identities who are defined by themselves and others as Indian are included.

NERE: see Non-Exclusively Represented Employee.

NIGP: National Institute of Government Purchasing, Inc. structure for commodity codes.

Non-Classified Employee: those state employees exempted and excepted from classified service, either through specific Constitutional provision or through specific exemption by the Civil Service Commission.

Non-Duty Disability Retirement: retirement with pension for vested employees who are disabled as certified by the Retirement Board's Medical Examiner and supported by the Retirement Board.

Non-Exclusively Represented Employee (NERE): an employee who is not exclusively represented because the employee is an MSC or is in a unit which has not selected an exclusive representative.

Non-Michigan Corporation: having complied with the incorporating laws of the state of incorporation and pertinent Michigan laws, rules, policies, and procedures governing non-Michigan corporations. Non-Michigan corporations must obtain a certificate of authority.

 

O

 

Object: cultural resources that are distinguished from buildings and structures as those constructions that are primarily artistic in nature or are relatively small in scale and simply constructed. Although they may be, by nature or design, movable, objects are associated with a specific setting or environment (e.g., sculpture, statuary, monuments, boundary markers, and fountains).

Occupancy: (1) the act or state of being in a building. (2) the purpose of operations conducted by an agency of the state in any facility which they inhabit or use.

Occupational Safety and Health Modifications: facility modifications required to comply with the Occupational Safety and Health Act (PA 154 of 1974) administered by the Departments of Labor and Public Health. Examples are railings to enclose accessible openings in floors or roofs, guards on hazardous machinery and exhaust of noxious fumes.

OMP: see operations maintenance project.

On-call Payment: payment due an employee because the employee is required to be available to return to duty, work ready, within a specified period of time. Terms of on-call status and on-call payment are specified in collective bargaining agreements or Civil Service rules.

Open Bid: a written response to a solicitation which does not require public bid opening.

Operating Agency: the state entity having jurisdiction over operation, liability, repair, or maintenance of a facility, which is usually the unit of government occupying the building or facility.

Operations Maintenance Project: another name for regular maintenance project.

Optical Character Reader (OCR): an automatic mail sorting system consisting of a scanner, computer, ink jet printer, and sorting mechanism.

Originating Agency: agency responsible for creation of document, project, etc.

Out-state Facility: a facility that is managed by DTMB in Detroit, Escanaba, Flint, Grand Rapids, Jackson, and Saginaw or any other non-Lansing location.

Overtime Hours: hours worked in excess of limits established by collective bargaining agreements or Civil Service rules.

 

P

 

Paper - Bond: paper used for printing, writing, typewriting or ruling. It is characterized by strength, permanence and an even finish.

Paper - Carbonless: any paper stock coated, manufactured or treated to provide part-to-part imaging under pressure without the use of carbon interleaves.

Paper - Index: paper that is heavier in weight and is used for printing of index cards, covers and similar applications.

Paper - Ledger: paper that is strong, smooth-finished, low gloss, with easy erasability.

Paper - Offset: a coated or uncoated paper strong enough to resist the pull of tacky inks used in offset printing.

Paper - Recycled: paper that is made from previously used wood or paper fibers. Some of which would be reused paper mill stock or post-consumer products (items used by the public and recycled by the public). Generally, recycled paper marketed today would have 50% recycled fibers and 50% virgin paper fibers (however, the percentages do vary).

Paper - Virgin: paper made entirely of new wood or cotton fibers.

Parking Fee: fees for parking on state operated parking facilities.

Partnership: two or more persons who have joined together to carry on a trade or business, with each person contributing money, property, labor or skill and each expecting to share in the profits and losses and compensation of the business (must have partnership agreement).

Password: a unique computer generated number assigned by the state's automated purchasing system to authorized users and which is necessary in order for a person or entity to use the automated purchasing system.

Payment Voucher: a document by which a receiver of goods or services can properly record and create payment for the goods or services received.

Payroll Deductions: any voluntary or involuntary withholding from an employee's pay authorized by DMB and CSC, or mandated by statute, court order or by a writ of garnishment or by a government levy.

Pension Benefit Obligation (PBO): actuarially determined present value of future retirement benefits.

Pension Benefits: health/vision/dental insurance and a portion of salary and wages based on service to the State given to vested employees upon retirement.

Permit Mail: a method of paying postage on mailings where you do not use postage stamps or a postage meter. Payment of postage is made in cash at the time of the mailing or as an advance deposit.

Person: an individual, business, association, corporation, or joint venture business.

Person with Disability: a person with one or more disabilities.

Person with Disability-Owned Business: a business of which more than 50% of the voting shares or interest in the business is owned, controlled and operated by persons with disabilities, with respect to which more than 50% of the net profit or loss attributable to the business accrues to the shareholders with disabilities, and in which more than 50% of the employees are residents of this state.

Personal Property: tangible or intangible property which is not land or real estate. "Personal property" includes: (a) money; (b) bills of exchange; (c) stocks, bonds and other securities; (d) credits such as unclaimed wages; (e) outstanding checks, drafts, money orders, cashier's checks, traveler's checks, certificates of deposit or gift certificates; (f) deposits; (g) dividends in cash or stock; (h) funds deposited with fiscal agents to pay dividends; (i) interest and liquidation value of stocks and bonds; and (j) any other ascertainable liquidated choices in action.

Personal Use: any use of a non-exempt state-provided vehicle for other than state business use. This does not include commuting from a personal residence to a work station as either a driver or passenger.

PIN: personal identification number.

Place of Public Accommodation: a business, educational institution, refreshment, entertainment, recreation, health, or transportation facility or institution of any kind, whether licensed or not, whose goods, services, facilities, privileges, advantages, or accommodations are extended, offered, sold, or otherwise made available to the public.

Planetary Camera: an overhead camera capable of providing variable reduction ratios which can photograph one or more documents situated on a fixed copy board. The film and document(s) remain stationary during exposure. It can film documents of almost unlimited size variations. Minimum resolution allowed is 100 line pairs per millimeter (LPM).

Plans and Specifications: all the drawings pertaining to a development under consideration, including the building, landscape layout and mechanical and electricl drawings. Includes written instructions to the builder for materials, workmanship, style, colors and finishes.

Polygraph: an instrument that measures and records several physiological indices such as blodd pressure, pluse, respiration and skin conductivity while the subject is asked and answers a series of questions.

Postal Numeric Encoding Technique (POSTNET): barcode system for encoding ZIP codes on mail.

Potentially Personally Identifiable Data (PPID): a name, number, or other information that is used for the purpose of identifying a specific person or providing access to a person’s financial accounts, including, but not limited to, a person’s name, address, telephone number, driver license or state personal identification card number, social security number, taxpayer identification number, health insurance identification number, credit card number, IP Address, or medical information. Some data elements alone may not be considered personally identifiable, but when combined with other information can be linked to a person. For example, date of birth, ethnic background, gender, height and weight can be considered potentially identifiable information when combined with other data elements. PPID is comprised of more data elements than those listed above; you should check the federal and state laws applicable to the data potentially in your care using terms such as PHI, PII, FTI, PPI, CJI, PCII, and Student Education Records from FERPA.

Potentially Responsible Party (PRP): an individual, business, or government agency identified by the Environmental Protection Agency (EPA) or the state as potentially liable for the release of contaminants.

Pre-bid Meeting: a meeting used to assist the state and the vendor community by providing an opportunity for an exchange of communication through a public forum.

Premium Reimbursement Rate: the higher of two mileage reimbursement rates jointly issued by the Civil Service Commission and DTMB.

Prequalification: the process of screening potential bidders to ensure that they possess the necessary statutory or licensing requirements to be considered for solicitation and award or the process of verifying vendor qualifications to ensure the timely award of contracts.

Preservation: the act or process of applying measures necessary to sustain the existing form, integrity and materials of an historic structure, landscape or object.  Work may include preliminary measures to protect and stabilize the property, but generally focuses upon the ongiong preservation maintenance and repair of historic materials and features rather than extensive replacement and new work.

Preservation Covenance/Easement: a private legal right given by the owner of a property to a qualified nonprofit organization or governmental entity for the purpose of protecting a property's conservation and preservation values. The primary purpose of a preservation easement is to protect a property with historic, architectural or archaeological significance, although the easement may also protect natural land values as part of a property's historic setting. The preservation easement is considered a "partial interest" in real property - the property owner continues to own the property but transfers the specific set of rights represented by the easement to the easement-holding organization.  Typically, a preservation easement protects against changes to a property that would be inconsistent with the preservation of the property, such as a demolition of historic buildings, inappropriate alterations or subdivision of land. The easement may also protect against deterioration by imposing affirmative maintenance obligations. The restrictions of the easement are generally incorporated into a recordable preservation easement deed that is part of the property's title. This title interest is binding both on the present owner and future owners.

Presorting: method by which volume mailers prepare and sort mail by zip code according to Postal Service regulations in order to receive rate concessions based on the presort level used.

Primary Negotiations: collective bargaining negotiations at the central level between OSE and exclusive representatives. Normally, departments having significant numbers of affected employees participate as members of the management bargaining team.

Primary Officials: the Lieutenant Governor, Secretary of State, Attorney General, Auditor General, and Judges of the Supreme Court and Court of Appeals.

Principal Department: one of the executive departments currently established under Article 5, paragraph 1, section 2, of the State Constitution. This definition does not include the Legislature, the Supreme Court, the Executive Office of the Governor or Colleges or Universities. Autonomous Agencies are deemed part of the Principal Department in which they are located.

Print Contrast Ratio: print reflectance divided by the envelope reflectance expressed as a percentage.

Privacy Protection Officers: for EO-2016-24: the primary coordinator of departmental compliance with state and federal privacy laws and advisor to the Department Information Management Governance Board on best practices for enterprise-wide privacy matters.

Private Express Statutes: group of laws that give the Postal Service the exclusive right to carry letters for others over post routes.

Procedure: a group of methods, consisting of all the steps that are taken to record, analyze, transmit, and store information needed to serve a single, specific purpose.

Procurement Card: state issued credit cards used to make small, delegated purchases and payments against authorized contracts.

Professional: an individual, firm, partnership, corporation, association or other legal entity, permitted by law to practice architecture, engineering, landscape architecture, or land surveying in this state or to make property appraisals.

Professional Administrator: a qualified member of the staff of a professional service contractor.

Professional Services: activities that require specialized training or education and which are performed by independent contractors who are responsible for the methods, processes or tasks in performing a service according to the specifications and time parameters defined in an RFQ/RFP.

Program: the nature and characteristics of the functions and operations carried out in a building or facility.

Program Accessibility: provides that a public entity may not deny the benefits to its programs, activities, and services to individuals with disabilities because its facilities are inaccessible. A public entity's services, progarms, or activities, when viewed in their intirety, must be readily accessible to and usable by individuals with disabilities.

Prohibited Mail: items which cannot be sent using the inter-departmental mail system, including, but not limited to items not related to the conduct of state business such as chain letters or religious or political matter.

Project: (1) the conversion of state-owned or leased facility or the repair or replacement of any facility for the purpose of maintaining it in sound condition. (2) feasibility study, property appraisal and survey.

Project Consultants: professionals who provide expert advice and assistance in a specialized field to project sponsors and authorities.

Project Cost: all costs, including land, planning, construction (sites, services and structures), supervision and furnishings of the project, complete and ready to use, unless otherwise provided in statute or other authority.

Project Manager: the individual whose name appears in the executed document and who has overall project responsibility.

PRP: see Potentially Responsible Party.

Public Archival Records: those records created by public funds which are determined worthy of permanent preservation for reference and research used by the creating agency, other state agencies, and/or the public and which have been deposited or selected for deposit in the Archives of Michigan.

Public Body: (1) any state or local legislative or governing body, including a board, commission, committee, subcommittee, authority or council that is empowered by state constitution, statute, charter, ordinance, resolution or rule to exercise governmental or proprietary authority or perform a governmental or propriety function; a lessee of such a body performing an essential public purpose and function pursuant to the lease agreement; or the board of a nonprofit corporation formed by a city under section 4o of the Home Rule City Act of 1909, P.A. 279, MCL 117.4o. (2) a state officer, employee, agency, department, division, bureau, board, commission, council, authority, or other body in the executive branch of the state government, but does not include the governor or lieutenant governor, the executive office of the governor or lieutenant governor or employees thereof;  (3) an agency, board, commission or council in the legislative branch of state government; (4) a county, city, township, village, intercounty, intercity or regional governing body, council , school district, special district, or municipal corporation, or a board, department, commission, council or agency thereof; (5) any other body which is created by state or local authority or which is primarily funded by or through state or local authority; (6) the Judiciary, including the office of the county clerk and employees thereof when acting in the capacity of clerk to the circuit court, is not included in the definition of public body.

Public Employer: the state of Michigan or a political subdivision of the state of Michigan.

Public Form: a form distributed by an agency to a person or entity outside of state government.

Public Record: (1) a writing prepared, owned, used, in the possession of, or retained by a public body in the performance of an official function, from the time it is created. Public record does not include computer software.

Public Service: a public facility, department, agency, board, or commission owned, operated, or managed by or on behalf of the state, a political subdivision, or an agency thereof, or a tax-exempt private agency established to provide service to the public.

Purchase Order: a document which sets forth specifications, terms, conditions, and prices and formalizes a purchase transaction obligating the vendor to provide the commodities or services offered in the bid process, which acts in conjunction with the solicitation and bid response to complete a contractual agreement between the successful bidder and the state.

 

Q

 

Quick Copy Center: a satellite location which provides for copying of documents with any number of originals requiring up to 100 copies. Depending on the location, Rapid Copy service may also be available in addition to other copying related services.

Quick Copy Request Form: a form used to obtain printing from 1 to 100 copies of any number of originals from DMB, Reproduction Services.

 

R

 

R*STARS: Relational Standard Accounting and Reporting System. The State's accounting, budgetary control and financial reporting software system.

RAD: see Requirements Analysis Document.

Rapid Copy: quick turnaround digital printing and copying services.

Rapid Copy Order Form: form used in procuring rapid copy services from Printing Services.

Readable Mail: mail that is prepared consistent with standards and formats required for successful automated processing.

Real Property: land and the appurtenances thereto.

Real Property Interest: the interests, benefits, and rights inherent in the ownership of the physical real estate including the grounds, everything attached to it, and everything under or over it.

Reasonable Accommodation: Title 1 of the Americans with Disabilities Act of 1990 (the "ADA") requires an employer to provide reasonable accommodation to qualified individuals with disabilities who are employees or applicants for employment, unless to do so would cause undue hardship. "In general, an accommodation is any change in the work environment or in the way things are customarily done that enables an individual with a disability to enjoy equal employment opportunities."

Receivable: an amount due from individuals or companies.

Receiving Institution: financial institution designated by an individual designated to receive their payment through direct deposit.

Recognized Employee Organization (REO): an organization of state employees whose purpose is to deal with the employer concerning grievances and terms and conditions of employment. The organization could be a Limited Recognition Organization or an Exclusive Representative.

Record: (1) information that is inscribed on a paper or electronic medium. (2) any document, paper, letter, map, book, form, photograph, sound recording, drawing, magnetic tape or disk, or any other media used (including electronic) to record information regardless of physical form or characteristic mode prepared or received by any agency of the state of Michigan in connection with the transaction of public business as evidence that the information or other information had existed. (3) a document, paper, letter or writing including documents, papers, books, letters or writing prepared by handwriting, typewriting, printing, photostating or photocopying; or a photograph, film, map, magnetic tape, microform, magnetic or punch card, disk, drum, sound or video recording, digital input or other recording medium and includes invidiual letters, words, pictures, sounds, impulses or symbols or combination thereof, regardess of physical form or characteristics.

Records Management Officer (RMO): a position designated in each agency to assist in maintaining a records management program.

Records Subject to Review: "...any paper, book, photograph, motion picture film, microfilm, sound recording, map, drawing, or other document, or any copy thereof that has been made by an agency of the state of Michigan or received by it in connection with the transaction of public business and has been retained by that agency or its successor as evidence of its activities or because of the information contained therein." MCL 18.13 (1970).

Registered Mail: a method of mailing that provides added protection for valuable and important First Class mail, plus evidence of mailing.

Regular Maintenance: (1) a maintenance project completed entirely by funds available in the regular operating appropriation.

Regular Service Retirement: voluntary separation of employment where the employee has achieved the age and service requirements and qualifies to receive pension benefits.

Regular Vendor: one who has submitted a vendor application and has been approved by the state to regularly participate in competing for state business.

Rehabilitation: the process of returning a property to a state of utility through repair or alteration, which makes possible an efficient contemporary use while preserving those portions and features of the property which are significant to its historic, architectural and cultural values.

Rejected Mail: improperly prepared mail that the OCR is not able to read and sort.

Remodeling and Additions: projects designed to enhance the value of a building or facility by addition to the physical plant or altering its form to serve a new or different use. Examples are the addition of a loading dock, modification to remove barriers, conversion of a dormitory to classroom use, or modification of either a structure or a system in order to improve energy efficiency.

Renewal Option: (1) a lease provision giving the lessee the right to extend a lease for an additional period of time with specified terms and conditions. (2) a contract provision giving the state the right to continue the contract for an additional period of time with specified terms and conditions.

Rent or Rental: money or other consideration paid by a lessee for the possession and use of real property.

Rental Rates: rates established by an indepentent appraiser for projects bonded by the State Building Authority.

REO: see Recognized Employee Organization.

Request for Information (RFI): (1) a request to the vendor community to gather information which may result in issuing an ITB/RFQ/RFP. (2) a request to the vendor community for information to be used to ascertain whether the desired level and types of services can be provided in a cost effective manner by the private sector. (3) an inquiry the state directs to vendors when the state is interested in gathering information which may ultimately result in issuing an ITB/RFQ/RFP.

Request for Proposal (RFP): (1) a request to the vendor community which requires submission of credentials and a formal plan addressing the needs that have been set forth in the solicitation. (2) a request for vendors which invites submission of a formal plan to address the needs that have been set forth in the solicitation.

Request for Quotation (RFQ): (1) a request to the vendor community outlining in a definitive fashion the activity to be performed, frequency, and any other pertinent information which would allow a bidder to submit pricing information in accordance with the requirements of the solicitation. (2) a request to vendors which invites submission of a price for a specified commodity or service.

Request for Quotation and Technical Response (RFQ/TA): an RFQ with costed specifications, technical evaluation, and a zone of contention added.

Requirement: (1) a statement of information technology (IT) equipment, software, and services needed addressed to DTMB Procurement. (2) description of the activities to be performed and the frequency or time parameters which insure competition and are in sufficient detail so that an interested bidder can offer a responsible bid to confirm to the quality and performance specifications needed by a department or agency; (3) a detailed description of the characteristics of the commodity or service the sate needs.

Requirements Analysis Document (RAD): document used to detail facts and specifics around actual requirements to insure equivalent interpretation by all parties involved.

Requisition: a document generated by the procurement staff of a requesting department which contains specifications, delivery dates, estimated costs, suggested vendors and the name of the contract administrator and which results in DTMB Procurement issuing a RFI, RFP or RFQ to the vendor community.

Response to a Request for Proposal (RFP): information provided by a vendor, which usually consists of a written technical proposal and a separate price proposal.

Responsible Bidder: a bidder which established to DTMB Procurement's satisfaction that the bidder has the capability and business integrity to provide the specified commodity or service and does not pose a threat to public health, safety, the environment or natural resources or the state or the welfare of the people of the state in the performance of the proposed contract.

Responsive Bid: a bid which conforms in all material aspects to the specifications, terms, and conditions in the solicitation.

Restricted Mail: those items that require notification and approval of Mail and Delivery staff prior to shipping through the ID mail system.

Restricted Mailings: the mailing of chemicals, flammable materials, firearms, explosives, liquids and/or other dangerous or fragile items which have been approved for mailing by the Offices Services Division, and which is properly packaged and marked.

Restricted Revenue: (1) that income of a fund which by law is earmarked (or appropriated) to finance some specific activity or group of related activities. (2) revenue which is not available for the general purposes of the fund to which it is credited because it is legally segregated for a specific purpose. At year-end for reporting purposes, unused restricted revenues which carry forward are reflected as fund balance reservations.

Restrictive Specification: a unique feature which limits bidding to one source or one manufacturer.

Retention and Disposal Schedule: prepared by DTMB, Records Management Services, schedules are legal documents that identify how long the records that are created and maintained by agencies are retained and when/if they can be destroyed or transferred to the Archives of Michigan for permanent preservation. There are two types of schedules: 1) agency specific schedules apply to only the named agency and 2) general schedules apply to the entire Executive Branch.

Retention Period: the period of time a record must be retained to satisfy administrative, legal, financial, audit and historical requirements.

Retirement Board: group of Retirement System members, state appointees and state statutory members who oversee the administration of the Retirement System.

Retirement Board's Medical Examiner: medical authority retained by the Retirement Board that recommends approval or disapproval of disability retirement based on the submission of objective medical opinion supported by medical records and documentation.

Returned Check: a check returned by a commercial bank as unbankable and not credited to an account for the following reasons: insufficient funds, account closed, stale date or unsigned check.

Returned EFT: an EFT of net pay which has been returned to the originating institution by the receiving institution because they are unable to process the transaction. Return EFTs will normally be received by Treasury within 3 business days after settlement.

Returns: items agencies wish to return for credit.

Reversal: for EFT purposes, a transaction to reverse the EFT credit to be deposited in an employee's or retiree's account at the receiving institution. Reversals can be initiated any time after the EFT record has been created.

RFI: see Request for Information.

RFP: see Request for Proposal.

RFQ: see Request for Quotation.

RFQ/TA: see Request for Quotation and Technical Response.

 

S

 

Salvaged Personal Property: property, including equipment and supplies (excluding land and buildings) owned by the state of Michigan and used to operate or maintain an agency, which is no longer needed or is excess to an agency's needs and remains usable in accordance with the Condition Codes listed in Procedure 0340.05.

Scrap Personal Property: property, including equipment and supplies (excluding land and buildings) owned by the state of Michigan and used to operate or maintain an agency, which is no longer needed or is excess to an agency's needs and has not value in accordance with the Condition Codes listed in Procedure 0340.05.

SDM/70: guidelines for systems development which provide assistance in estimating costs and schedules, managing development efforts, identifying methods and tasks required for successful systems development, and in preparing documentation throughout the systems development effort.

Sealed Bid: a written (hardcopyP or online response to a solicitation which requires public bid opening or online posting of results, and which conforms to strict submission criteria.

Secondary Complex: facilities managed by DTMB that are located in Eaton County.

Secondary Negotiations: collective bargaining negotiations expressly authorized in collective bargaining agreements negotiated at the primary level, restricted to topics delegated in the primary agreement to the secondary level. Secondary negotiations are conducted at the departmental level between the departmental employer and an exclusive representative. Secondary agreements require OSE approval prior to being transmitted to the Civil Service Commission for its review and approval.

Secretary of the Interior: the head of the U.S. Department of the Interior.

Secretary of the Interior's Standards: properly titled the Secretary of the Interior's Standards for the Treatment of Historic Properties with Guidelines for Preserving, Rehabilitating, Restoring and Reconstructing Historic Buildings, this document is issued by the National Park Services, U.S. Department of the Interior, and is a nationally recognized tool for the preservation, maintenance and rehabilitation of our nation's heritage. The Standards are accepted benchmark for evaluating the acceptability of proposed changes to historic properties.

Security Controls: the administrative, operational, and technical controls (i.e., safeguards or countermeasures) prescribed for an information system to protect the confidentiality, integrity, and availability of the system and its information.

Security Program Coordinator: Department of Technology, Management & Budget (DTMB), Office of Infrastructure Protection (OIP) employee responsible for security planning and coordination in DTMB-managed facilities. 

SEIU: Service Employees International Union, Local 517M.

Selection Criteria: (1) information in an ITB/RFP/RFQ which defines the factors by which bids/proposals will be evaluated in determining the successful bidder.

SEODC: the State Equal Opportunity and Diversity Council.

Service: general labor, processional services or consulting services.

Service Charge: charges for service by the pharmaceutical warehouse service contractor pursuant to the established agreement between the state and the contractor.

Service Employees International Union (SEIU), Local 517M: exclusive representative for employees in the Human Services Support, Scientific and Engineering, and Technical bargaining units.

Set-Aside: those services which have been identified to be directed to specific entities in accordance with the sheltered workshop sections of the Management and Budget Act, the Correctional Industries Act, and the Handicapper Business Opportunity Act.

Settlement: a resolution between disputing parties about a legal claim.

Settlement Date: date the EFT will be credited to the employee's or retiree's account.

Shift Differential Hours: (1) hours worked, 50% or more of which fall between 4:00 p.m. and 5:00 a.m., including holidays. (2) hours worked by an employee during specified hours, normally afternoon or evening shifts, for which an employee is entitled to a premium payment. Conditions under which shift differential is granted are specified in collective bargaining agreements or Civil Service rules.

Shift Differential Overtime Hours: (1) hours worked in excess of shift differential hours. (2) hours worked by an employee for which the employee is eligible both for shift differential and overtime payments. Conditions under which shift differential overtime is granted are specified in collective bargaining agreements or Civil Service rules.

Sick Leave: paid time off the job which, with supervisory approval, may be used by an employee for illness or other reasons as specified in collective bargaining agreements or Civil Service rules.

Sick Leave Used: hours of absence charged against the accrued sick leave balance.

Signage: any directional or information material to be posted.

Small Claims: claims under $1,000.00.

Social Security Number: a 9 digit number assigned by the federal government to individuals.

Sole Proprietorship: a self-owned and unincorporated business.

Sole-source Acquisition: procurement from a single source.

Sole-source Procurement: the award of a contract to a vendor under circumstances which preclude competitive solicitation.

Solicitation: a request an authorized state agency issues to notify vendors of the state's requirements and of the response necessary to compete for award of a state contract.

Solid Waste Disposal Facility: licensed facility that accepts, treats, stores or processes solid waste.

Sound Systems: public address, paging, recording, playback and studio facilities.

Special Maintenance: (1) a maintenance project for which a specific legislative appropriation has been made or which is financed from other than a regular operating appropriation. (2) the repair or replacement of any part of an existing facility for the purpose of maintaining it in sound condition, for which a specific legislative appropriation has been made or which is financed from other than a regular operating appropriation. Examples are new roofs, replacement or modernization of electrical, lighting, heating or plumbing systems, and repair or replacement of deteriorating doors and windows.

Special Services: services that are not considered general maintenance.

Specifications: (1) description of the activities to be performed and the frequency or time requirements which insure competition and are in sufficient detail so that an interested bidder can offer a responsible bid to conform to the quality and performance requirements needed by a department or agency. (2) a detailed description of the characteristics of the commodity or service the state requires.

Standard Reimbursement Rate: the lower of the two mileage reimbursement rates jointly issued by the Civil Service Commission and DTMB.

State: the state of Michigan (SOM).

State Board, Commission, Council or Task Force Member: an individual elected or appointed to serve as a member of a designated state of Michigan board, commission, council or task force.

State Equal Opportunity and Diversity Council (SEODC): established by Executive Order 2008-22 and chaired by the Department of Civil Rights, the SEODC reviews and recommends policies and procedures to assure compliance by state departments and agencies with equal employment opportunity requirements, equal contracting opportunity requirements, and related state and federal laws and regulations, and reviews and evaluates state personnel rules, policies and procedures, recruitment and retention efforts, and career development programs affecting employees in the classified service to assure a commitment to qual opportunity, diversity and inclusion.

State Historic Preservation Office (SHPO): an agency created by the United States government in 1966 under section 101 of the National Historic Preservation Act (NHPA). A SHPO is established in every U.S. state and territory. The purposes of the SHPO include surveying and recognizing historic properties, reviewing nominations for properties to be included in the National Register of Historic Places, and reviewing federal undertakings for their impact on historic properties. In Michigan, the SHPO is housed within the Michigan State Housing Development Authority (MSHDA).

State Lands: all lands owned by the State regardless of the state executive department which manages the land, all lands and structures owned by private individuals but leased to the state, and all lands owned by private individuals where the deed conveying the land contains a clause reserving to the state a property right in aboriginal antiquities and a right to explore for and excavate aboriginal antiquities by and through an authorized agent of the state.

State Purchasing Director: the individual in DTMB Procurement with final administrative authority to make decisions concerning purchasing or contracting to provide for the state's needs as authorized by law. This individual is also the state's Chief Procurement Officer.

State of Michigan Drivers Guide: policy handbook to be located in state-owned motor vehicle glove box and available to drivers for essential driving information.

State-owned and Leased Vehicles: (1) any motor vehicle under the control and jurisdiction of DTMB Vehicle & Travel Services as provided for in PA 431 of 1984, as amended. (2) any vehicle owned and operated by the state of Michigan.

State Security: State Police officers, security officers, and other civilian guards employed by the Department of Technology, Management & Budget (DTMB).

Statewide Procurement Card Administrator: individual who oversees the statewide procurement card program on a day-to-day basis. This individual serves as the liaison between the Agency Procurement Card Administrators and the providing bank.

Street: the entire width between the boundary lines of every way publically maintained when any part thereof is open to use of the public for purpose of vehicular travel.

Submerged Lands: see Bottomland.

Succeeding Month: the anniversary date of the date when payment is due by the state for goods or services received.

Suggested Vendor: a vendor specified by the ordering department or agency.

Supplemental Plan Member: Corrections officers are supplemental plan members.

Surplus Building: a building determined to be superfluous to present or projected long-range needs, where no further beneficial use can be foreseen by the operating agency or department.

Surplus Personal Property: property, including equipment and supplies (excluding land and buildings) owned by the state of Michigan and used to operate or maintain an agency, which is no longer needed or is excess to an agency's needs and has only minimal value in accordance with the Condition Codes listed in Procedure 0340.05.

System of Reporting: guidance developed by the Office of Internal Audit Services in consultation with the Office of the Auditor General that principal departments use to report the results of the evaluations as directed by the General Framework.  The System of Reporting is required by MCL 18.46.

 

T

 

Technical Evaluation: evaluation of vendor's proposed responses to specifications, including demonstrations and benchmarks, and the determination of assessment of contracted costs for costed specifications not met.

Temporary Visitor Pass: a pass issued by the Department of Technology, Management & Budget (DTMB) for use as identification when DTMB-issued ID/Access Cards have not been assigned or are not available.

Tenant: person or agency occupying space in DTMB managed facilities.

Terms and Conditions: those terms which govern the contractual relationship with which the vendor must agree.

Trucks and Vans: unless specifically excluded, vehicles not exempted from IRS record keeping requirements unless modified so that personal use would, or necessity, be at a minimum. For example, a van which has only a front bench seat for seating and the remainder contains shelving for merchandise or equipment and the exterior has clearly displayed decals or advertising could be considered an exempt vehicle.

Trusted Partner: person (vendor, contractor, third party, etc.) or entity that has contracted with the state to perform a service or provide a product in exchange for valuable consideration. 

Turn-key Lease: a lease requiring a lessor to furnish all utilities, janitorial services and maintenance.

 

U

 

UAW: see United Auto Workers.

Unclassified Employees: those state employees exempted and excepted from classified service, either through specific Constitutional provision or through specific examption by the Civil Service Commission.

Undertaking: a project, activity or program funded in whole or in part under the direct or indirect jurisdiction of a federal agency, including those carrier out by or on behalf of a federal agency; those carried out with federal financial assistance; and those requiring a federal permit, license or approval.

Union Activity Leave: hours of paid time off the job granted under the Employee Relations Policy or collective bargaining agreements for purposes of engaging in representational activities allowed by the ERP or the CBA, such as grievance representation or labor/management meetings.

United Auto Workers (UAW): exclusive representative for employees in the Administrative Support and Human Services bargaining units.

Unusual Circumstances: any one or combination of the following, but only to the extent necessary for the proper processing of a request: (1) the need to search for, collect, or appropriately examine or review a voluminous amount of separate and distinct public records pursuant to a single request. (2) the need to collect the requested public records from numerous field offices, facilities, or other establishment which are located apart from the particular office receiving and processing the request.

Useability: the ability to park, approach, enter and exit, and to benefit from the functions inside the building.

User: (1) anyone who directly or indirectly interfaces with a computer-based system, be it on the data input side or the information output side of the system. (2) the agency or group requesting development of a system. (3) personnel who collect and enter data for the system. (4) department staff who directly receive output of a system. (5) management at all levels who use the system to discharge their responsibilities.  FOR PRIVACY: (6) state employees, contractors, temporary personnel, volunteers, other collaborators and associated, and other agents of the department who use and access personal identifying information.

 

V

 

Vending Machine Location: the room, enclosure, space, or area where one or more food vending machines are located.

Vendor: an individual or firm offering goods or services which the state may wish to acquire or use.

Vendor Invoice: (1) a document by which a provider or goods or services can bill the receiver of those goods or services. (2) a bill for commodities purchased.

Vested: attainment of rights to future retirement benefits based on credited service. The amount of credited service required for vesting by employment classification.

Voluntary Work Schedule Adjustment Program (VWSAP): programs in which employees volunteer to reduce their pay through various adjustments in work schedules, such as working only 32 hours in a 40 hour work week.

VWSAP: see Voluntary Work Schedule Adjustment Program.

 

W

 

Warrant: an order drawn by a governmental unit upon its treasury, directing the treasurer to pay a specified amount to the person named or to an endorsee.

WBE: see woman-owned business enterprise.

Woman Owned Business Enterprise (WBE): a business of which more than 50% of the voting shares or interest in the business is owned, controlled and operated by a woman, and with respect to which more than 50% of the net profit or loss attributable to the business or compensation (salary) accrues to the woman shareholder(s) or owner(s).

Work Contract: construction work (including labor, material, tools, equipment, supplies and services) accomplished by written agreement between a contractor and the DMB.

Work Order: A document (form DTMB-0400) which describes a Capital Outlay project, including authorized cost, project budget, funding releases, the account number and where applicable, a description of project work to be performed by the agency's regular staff.

Work Project: a one-time nonrecurring undertaking to accomplish an objective contained in a specific item. It does not include a work order.

Worthless Personal Property: property, including equipment and supplies (excluding land and buildings) owned by the state of Michigan and used to operate or maintain an agency, which is no longer needed or is excess to an agency's needs and has no value in accordance with the Condition Codes listed in Procedure 0340.05.

Writing: handwriting, typewriting, printing, photostating, photographing, photocopying, and every other means of recording, and includes letters, words, pictures, sounds, or symbols, or combinations thereof, and papers, maps, magnetic or paper tapes, photographic films or prints, microfilm, microfiche, magnetic or punched cards, discs, drums, or other means of recording or retaining meaningful content.

 

X

 

No terms in this category.

 

 

Y

 

No terms in this category.

 

 

Z

 

Zip Code: name derived from "Zoning Improvement Plan." It is a 5 digit code that identifies every individual Post Office and metro-area delivery station in the U.S.

Zip+4 Code: a 9 digit code established in 1981 to provide further delivery information for finer sorting of mail. The added digits designate sector (geographic portion, rural route, box section) and segment (block face, bank of boxes, building, etc.).

Zone of Contention: a zone of contention extends from the lowest qualified base bid to that bid plus all possible dollar penalties for costed technical specifications.