Audit 362541

This finding was a material weakness that the County did not receive sufficient detailed documentation from Motorola Solutions for the AWIN Radio Towers CSLFRF Project for the County. In terms of invoicing, Motorola has only sent a single page invoice summarizing the work performed as of 7/13/2023 for the CSLFRF Project. The County has requested additional detailed documentation multiple times to be provided by Motorola Solutions with the most recent meeting taking place on 1/23/2025. The auditor recommended that the County should require detailed documentation of invoicing with all vendors at the start of all projects be specified out in the initial contract. If the vendors do not adhere to this detailed invoicing then payment may be withheld and/or the invoice may be rejected. We further recommend that the County continue to work with Motorola Solutions to obtain detailed invoicing for the AWIN Radio Towers project. Management of the County is committed to taking steps to communicate with vendors concerning invoicing requirements to be included in initial contracts for CSLFRF projects. The County entered into a signed amendment by both parties as of 6/10/2024 to the original contract that for all future invoices provide a detailed explanation of sales tax amount to be reimbursed to the County and other ancillary costs above $50,000 concerning the AWIN Radio Towers Project. In addition future invoices must contain detailed information specifying exactly the work which was performed. Management has further committed and is making attempts to obtain sufficient detailed documentation from Motorola Solutions on the AWIN Radio Towers Project. The County has continued to request additional detailed documentation multiple times to be provided by Motorola Solutions with the most recent meeting taking place on 1/23/2025. A refund of sales taxes was issued to the County in October 2024 amounting to $340,693.48 relating to this project and Motorola. A letter from the Rose Law Firm was sent on 6/24/2025 to Motorola formally requesting documentation of detailed invoices for work Motorola performed. As of the date of the audit report, detailed invoicing still has not been received from Motorola.

This finding was a material weakness that the County did not receive sufficient detailed documentation from Motorola Solutions for the AWIN Radio Towers CSLFRF Project for the County. In terms of invoicing, Motorola has only sent a single page invoice summarizing the work performed as of 7/13/2023 for the CSLFRF Project. The County has requested additional detailed documentation multiple times to be provided by Motorola Solutions with the most recent meeting taking place on 1/23/2025. The auditor recommended that the County should require detailed documentation of invoicing with all vendors at the start of all projects be specified out in the initial contract. If the vendors do not adhere to this detailed invoicing then payment may be withheld and/or the invoice may be rejected. We further recommend that the County continue to work with Motorola Solutions to obtain detailed invoicing for the AWIN Radio Towers project. Management of the County is committed to taking steps to communicate with vendors concerning invoicing requirements to be included in initial contracts for CSLFRF projects. The County entered into a signed amendment by both parties as of 6/10/2024 to the original contract that for all future invoices provide a detailed explanation of sales tax amount to be reimbursed to the County and other ancillary costs above $50,000 concerning the AWIN Radio Towers Project. In addition future invoices must contain detailed information specifying exactly the work which was performed. Management has further committed and is making attempts to obtain sufficient detailed documentation from Motorola Solutions on the AWIN Radio Towers Project. The County has continued to request additional detailed documentation multiple times to be provided by Motorola Solutions with the most recent meeting taking place on 1/23/2025. A refund of sales taxes was issued to the County in October 2024 amounting to $340,693.48 relating to this project and Motorola. A letter from the Rose Law Firm was sent on 6/24/2025 to Motorola formally requesting documentation of detailed invoices for work Motorola performed. As of the date of the audit report, detailed invoicing still has not been received from Motorola.