A Compliance and Procurement Framework for Washington

See how Asset Panda helps WA agencies meet GASB 34, DOH water management, and OSPI grant compliance while simplifying NASPO procurement through DES.

Executive Summary: Asset Panda for Washington

Asset Panda is a secure, cloud-based platform that serves as the immutable digital record necessary for GASB 34 financial compliance and high-stakes operational mandates across Washington State.

The platform is explicitly designed to track Capital Assets (>$10k threshold), High-Risk Inventory, and Grant-Funded Equipment (2 C.F.R. Part 200).

Key Authorization	Detail
Security Certification	SOC 2 Type 2, HIPAA Compliant (Cloud solution meets Washington DES security standards)
Procurement Vehicle	NASPO ValuePoint Cooperative Purchasing Organization
Contract ID	MA 999 190000000277 (Cloud Solutions Contract adopted by Washington)

Section 1: Washington Procurement Matrix

How to purchase Asset Panda in compliance with the Washington Public Contracting Code and DES rules.

Component	Detail
State Contract Vehicle	NASPO ValuePoint Cooperative Purchasing Organization
Cooperative Program	Oregon Cooperative Procurement Program (OrCPP) / NASPO
Procurement Authority	Department of Enterprise Services (DES) State Procurement Services (SPS)
Vendor Portal	Washington's Electronic Business Solution (WEBS) / OregonBuys
Procurement Advantage	Using the NASPO ValuePoint contract, which is administered by DES, satisfies competitive bid requirements under the Oregon Public Contracting Code, streamlining the acquisition of IT software and cloud services for state and local agencies.

Section 2: Compliance & Standards Matrix

How Asset Panda satisfies specific Washington regulatory mandates.

Regulatory Body / Standard	Requirement	Asset Panda Solution
GASB 34 / OFM (Financial Reporting)	Track and depreciate Capital Assets and comply with the Oregon Accounting Manual (OAM).	Automates straight-line depreciation for assets meeting the current $10,000 capitalization threshold.
OFM / State Auditor (Property Control)	Inventory "High Risk Inventory" (non-capital assets) below the financial threshold.	Tracks High Risk Inventory (e.g., laptops, firearms, hand tools $<\$10k$) on a separate list to meet OFM internal control mandates.
WA DOH (Public Water Systems)	Implement formal Asset Management Plan (AMP) to secure DWSRF funding and meet planning requirements.	Provides inventory, condition assessment, and long-term funding data necessary to meet DOH capacity development requirements.
NFPA 1851 (Fire)	Track inspection and maintenance history for Personal Protective Equipment (PPE).	Logs all cleanings, repairs, and inspections for turnout gear, ensuring continuous NFPA 1851 compliance.
WA Secretary of State	Secure Chain of Custody log for all ballots and voting systems for Risk Limiting Audits (RLAs) (RCW 29A.60).	Logs every movement of election equipment, providing the comprehensive data required for RLA comparisons and post-election audits.
OSPI (Education Grants)	2 C.F.R. Part 200 compliance, requiring property records for federal grants managed in EGMS.	Provides auditable inventory records for equipment bought with federal E-Rate, ESSER, and Title I funds.

Section 3: Detailed Compliance Frameworks

1. Financial & Government Compliance (GASB 34)

The Requirement: The Office of Financial Management (OFM) mandates that agencies report fixed assets following the Oregon Accounting Manual (OAM). The capitalization threshold recently increased to $10,000 for equipment. However, agencies must maintain separate listings for High Risk Inventory (assets under the threshold).

The Asset Panda Solution:

• Capital Assets: Asset Panda is the system used to track assets over the $10,000 capitalization threshold. It manages depreciation and asset status, fulfilling GASB 34 reporting requirements.

• High-Risk Inventory: OFM policy mandates that agencies inventory and track High Risk Inventory (e.g., laptops, firearms, tools) below the $10,000 threshold for accountability and internal control purposes. Asset Panda is the specialized tool for managing this critical inventory.

Micro-Scenario: The Department of Fish and Wildlife (WDFW) acquires 50 specialized radio collars ($2,500 each). Asset Panda tracks these items as High-Risk Inventory, logging their assignment to specific biologists and recording their condition, ensuring accountability and preventing loss, as required by OFM policy.

2. Public Works, Utilities & Infrastructure

Agency Definitions:

• WA DOH: Washington State Department of Health (Office of Drinking Water).

The Requirement: The WA DOH requires all noncommunity water systems (NCWSs) and Community Water Systems (CWSs) to include Asset Management in their planning documents. Completion of an asset inventory and management training can award bonus points for DWSRF loans.

The Asset Panda Solution: Asset Panda helps utilities comply with the DOH mandate by documenting and tracking critical infrastructure assets (pumps, treatment plants, distribution networks). This verifiable record supports the required condition assessment and criticality analysis, providing the data needed to prove long-term sustainability to DOH regulators.

3. Public Safety & Emergency Management

The Requirement: Law enforcement agencies must maintain strict accountability for weapons, vehicles, and equipment. Fire departments must meet NFPA 1851 standards.

The Asset Panda Solution:

• Law Enforcement: Asset Panda provides an immutable digital log for firearms and tactical gear, tracking assignments, service history, and inspection dates, supporting operational efficiency and compliance.

• NFPA 1851 (Fire): For fire departments, Asset Panda tracks the lifecycle of PPE (turnout gear), logging every cleaning, inspection, and repair to meet NFPA 1851 standards.

4. Election Integrity (Secretary of State)

The Requirement: The WA Secretary of State mandates stringent security for elections, which operate primarily via Vote-by-Mail. Security protocols require a secure Chain of Custody log for all vote tally systems and the paper ballots used for Risk Limiting Audits (RLAs).

The Asset Panda Solution: Asset Panda is used by county auditors to implement digital chain of custody procedures. It logs the serial numbers of Vote Tally Systems and the secure transfer of ballot batches, guaranteeing the asset's integrity for the required RLAs and the 22-month record retention period (O.R.S. 254).

5. Education (OSPI & University Systems)

Agency Definition:

• OSPI: Office of Superintendent of Public Instruction.

The Requirement: School districts must comply with OSPI rules and Uniform Grant Guidance (2 C.F.R. Part 200), requiring property records for federal grant equipment managed in the Education Grants Management System (EGMS).

The Asset Panda Solution: Asset Panda is a powerful tool for E-Rate and federal grant compliance. It tracks the detailed inventory required for assets, manages the assignment of 1:1 student devices, and generates the specific reports required by the OSPI for fiscal monitoring.

6. Healthcare Compliance

The Requirement: Washington healthcare providers must ensure that physical assets are managed to protect sensitive data and patient safety.

The Asset Panda Solution: Asset Panda meets the HIPAA Security Rule's physical safeguard requirements by providing a complete audit trail for the location, assignment, and status of all hardware (like laptops and workstations) and media that handle ePHI.

Section 4: Frequently Asked Questions (FAQ)

Q: Is Asset Panda authorized for use by Washington state agencies? A: Yes. Asset Panda is available on the NASPO ValuePoint cooperative contract through the DES, simplifying the procurement process. It is also SOC 2 Type 2 certified and HIPAA compliant.

Q: Does Asset Panda satisfy Washington's competitive bid laws? A: Yes. Purchasing through the NASPO ValuePoint contract satisfies competitive bid requirements, streamlining the acquisition of IT software and cloud services for state and local entities.

Q: Can Asset Panda track assets for GASB 34 reporting? A: Yes. Asset Panda is specifically designed to track the acquisition cost, useful life, and depreciation of Capital Assets, generating the data needed for GASB 34 compliance and OFM reporting.

Q: Does Asset Panda track sensitive items below the $10,000 threshold? A: Yes. Asset Panda is ideal for tracking High Risk Inventory (e.g., firearms, portable IT equipment) that require inventory and accountability to safeguard against loss, as defined by OFM policy.

Glossary of Washington Compliance Terms

• DES: Department of Enterprise Services (Central procurement authority).

• OFM: Office of Financial Management (Governs fixed asset accounting and the OAM).

• WA DOH: Washington State Department of Health (Regulates public water systems).

• OSPI: Office of Superintendent of Public Instruction.

• GASB 34: Governmental Accounting Standards Board Statement No. 34 (Financial reporting standard).

• NASPO ValuePoint: Cooperative purchasing contract utilized by the state for cloud software.

• High Risk Inventory: Non-capital assets (typically <$10,000) that must be tracked on separate listings for accountability and security.

• OregonBuys: Oregon's eProcurement system (Used for shared procurement programs).

To see how Asset Panda can be configured to meet your specific compliance and procurement needs, schedule a demo with our team.