Federal Grants Management Procurement Policy Assistance Listing Number: 10.CNC (10.553, 10.555) Compliance Requirement Procurement Condition The District procured its food service contractor through competitive proposals during the 2020-21 fiscal year; however, the District was unable to provide us with the original signed contract, Board of Education approval, or any other supporting documentation used to identify who the District requested proposals from and what criteria was used to award the contract. Criteria Uniform Guidance establishes methods of procurement (200.320) related to federal programs which must be compiled with by the District. Since the anticipated contract exceeded the Simplified Acquisition Threshold, procurement by competitive proposal was required and procurement records should include, at a minimum, the basis for contractors selection and the basis for award cost. Cause The District received only one bid during the competitive proposal process which it accepted. The District did not realize that despite receiving only one proposal, documentation supporting the competitive process and the decision to accept the proposal should be retained in accordance with Uniform Guidance. Effect Without adequate procurement records, federal and state agencies could potentially question if the contract was awarded without competition since only one bid was received by the District Questioned Costs None Recommendation We recommend the District review present policies and procedures, including the retention of sufficient support related to procurements to ensure it complies with the methods of procurement (200.320) standards in Uniform Guidance. Procurement records should include some form of cost or price analysis, along with the basis of for the contractor selected, especially in situations when the District receives only one bid. Repeat Finding Yes Views of Responsible Officials There is no disagreement with the audit finding.
Federal Grants Management Procurement Policy Assistance Listing Number: 10.CNC (10.553, 10.555) Compliance Requirement Procurement Condition The District procured its food service contractor through competitive proposals during the 2020-21 fiscal year; however, the District was unable to provide us with the original signed contract, Board of Education approval, or any other supporting documentation used to identify who the District requested proposals from and what criteria was used to award the contract. Criteria Uniform Guidance establishes methods of procurement (200.320) related to federal programs which must be compiled with by the District. Since the anticipated contract exceeded the Simplified Acquisition Threshold, procurement by competitive proposal was required and procurement records should include, at a minimum, the basis for contractors selection and the basis for award cost. Cause The District received only one bid during the competitive proposal process which it accepted. The District did not realize that despite receiving only one proposal, documentation supporting the competitive process and the decision to accept the proposal should be retained in accordance with Uniform Guidance. Effect Without adequate procurement records, federal and state agencies could potentially question if the contract was awarded without competition since only one bid was received by the District Questioned Costs None Recommendation We recommend the District review present policies and procedures, including the retention of sufficient support related to procurements to ensure it complies with the methods of procurement (200.320) standards in Uniform Guidance. Procurement records should include some form of cost or price analysis, along with the basis of for the contractor selected, especially in situations when the District receives only one bid. Repeat Finding Yes Views of Responsible Officials There is no disagreement with the audit finding.
Federal Grants Management Procurement Policy Assistance Listing Number: 10.CNC (10.553, 10.555) Compliance Requirement Procurement Condition The District procured its food service contractor through competitive proposals during the 2020-21 fiscal year; however, the District was unable to provide us with the original signed contract, Board of Education approval, or any other supporting documentation used to identify who the District requested proposals from and what criteria was used to award the contract. Criteria Uniform Guidance establishes methods of procurement (200.320) related to federal programs which must be compiled with by the District. Since the anticipated contract exceeded the Simplified Acquisition Threshold, procurement by competitive proposal was required and procurement records should include, at a minimum, the basis for contractors selection and the basis for award cost. Cause The District received only one bid during the competitive proposal process which it accepted. The District did not realize that despite receiving only one proposal, documentation supporting the competitive process and the decision to accept the proposal should be retained in accordance with Uniform Guidance. Effect Without adequate procurement records, federal and state agencies could potentially question if the contract was awarded without competition since only one bid was received by the District Questioned Costs None Recommendation We recommend the District review present policies and procedures, including the retention of sufficient support related to procurements to ensure it complies with the methods of procurement (200.320) standards in Uniform Guidance. Procurement records should include some form of cost or price analysis, along with the basis of for the contractor selected, especially in situations when the District receives only one bid. Repeat Finding Yes Views of Responsible Officials There is no disagreement with the audit finding.
Federal Grants Management Procurement Policy Assistance Listing Number: 32.009 Compliance Requirements: Procurement and Suspension and Debarment Condition: The District used grant funds to purchase Chromebooks and other devices needed by the District using the same vendor that the District had previously purchased these items from. Per the District's procurement policy the District should have obtained two quotes or documented why the District did not use a competitive procurement method. Additionally, the District did not verify that the vendor was not suspended or debarred. Criteria Uniform Guidance establishes methods of procurement (200.320) which states that if the small purchases method is used, price or rate quotations must be obtained from an adequate number of qualified sources (at least two). Requests for proposals must be publicized and identify all evaluation factors and their relative importance. Proposals must be solicited from an adequate number of qualified offerors. Any response to publicized requests for proposals must be considered to the maximum extent practical. Additionally, when a non-Federal entity enters into a covered transaction with an entity at a lower tier, the non-Federal entity must verify that the entity, as defined in 2 CFR section 180.995 and agency adopting regulations, is not suspended or debarred or otherwise excluded from participating in the transaction. Cause The District did not follow their Federal Funds Procurement and Suspension and Debarment policy related to appropriate methods of procurement and suspension and debarment. Effect Obtaining price quotes or proposals from an adequate number of vendors allows the District to use federal funds in the most fiscally responsible way. The lack of quotes and proposals may cause the District to over pay for supplies or services. Additionally, not verifying that an entity is not debarred or suspended could result in entering covered transactions with debarred or suspended vendors. Questioned Costs None Recommendation We recommend the District follow their procurement and suspension and debarment policy related small purchases which includes obtaining price quotes from an adequate number of vendors (at least two) and suspension and debarment policy for verifying vendors and maintaining this documentation. Repeat Finding No Views of Responsible Officials There is no disagreement with the audit finding
Federal Grants Management Procurement Policy Assistance Listing Number: 10.CNC (10.553, 10.555) Compliance Requirement Procurement Condition The District procured its food service contractor through competitive proposals during the 2020-21 fiscal year; however, the District was unable to provide us with the original signed contract, Board of Education approval, or any other supporting documentation used to identify who the District requested proposals from and what criteria was used to award the contract. Criteria Uniform Guidance establishes methods of procurement (200.320) related to federal programs which must be compiled with by the District. Since the anticipated contract exceeded the Simplified Acquisition Threshold, procurement by competitive proposal was required and procurement records should include, at a minimum, the basis for contractors selection and the basis for award cost. Cause The District received only one bid during the competitive proposal process which it accepted. The District did not realize that despite receiving only one proposal, documentation supporting the competitive process and the decision to accept the proposal should be retained in accordance with Uniform Guidance. Effect Without adequate procurement records, federal and state agencies could potentially question if the contract was awarded without competition since only one bid was received by the District Questioned Costs None Recommendation We recommend the District review present policies and procedures, including the retention of sufficient support related to procurements to ensure it complies with the methods of procurement (200.320) standards in Uniform Guidance. Procurement records should include some form of cost or price analysis, along with the basis of for the contractor selected, especially in situations when the District receives only one bid. Repeat Finding Yes Views of Responsible Officials There is no disagreement with the audit finding.
Federal Grants Management Procurement Policy Assistance Listing Number: 10.CNC (10.553, 10.555) Compliance Requirement Procurement Condition The District procured its food service contractor through competitive proposals during the 2020-21 fiscal year; however, the District was unable to provide us with the original signed contract, Board of Education approval, or any other supporting documentation used to identify who the District requested proposals from and what criteria was used to award the contract. Criteria Uniform Guidance establishes methods of procurement (200.320) related to federal programs which must be compiled with by the District. Since the anticipated contract exceeded the Simplified Acquisition Threshold, procurement by competitive proposal was required and procurement records should include, at a minimum, the basis for contractors selection and the basis for award cost. Cause The District received only one bid during the competitive proposal process which it accepted. The District did not realize that despite receiving only one proposal, documentation supporting the competitive process and the decision to accept the proposal should be retained in accordance with Uniform Guidance. Effect Without adequate procurement records, federal and state agencies could potentially question if the contract was awarded without competition since only one bid was received by the District Questioned Costs None Recommendation We recommend the District review present policies and procedures, including the retention of sufficient support related to procurements to ensure it complies with the methods of procurement (200.320) standards in Uniform Guidance. Procurement records should include some form of cost or price analysis, along with the basis of for the contractor selected, especially in situations when the District receives only one bid. Repeat Finding Yes Views of Responsible Officials There is no disagreement with the audit finding.
Federal Grants Management Procurement Policy Assistance Listing Number: 10.CNC (10.553, 10.555) Compliance Requirement Procurement Condition The District procured its food service contractor through competitive proposals during the 2020-21 fiscal year; however, the District was unable to provide us with the original signed contract, Board of Education approval, or any other supporting documentation used to identify who the District requested proposals from and what criteria was used to award the contract. Criteria Uniform Guidance establishes methods of procurement (200.320) related to federal programs which must be compiled with by the District. Since the anticipated contract exceeded the Simplified Acquisition Threshold, procurement by competitive proposal was required and procurement records should include, at a minimum, the basis for contractors selection and the basis for award cost. Cause The District received only one bid during the competitive proposal process which it accepted. The District did not realize that despite receiving only one proposal, documentation supporting the competitive process and the decision to accept the proposal should be retained in accordance with Uniform Guidance. Effect Without adequate procurement records, federal and state agencies could potentially question if the contract was awarded without competition since only one bid was received by the District Questioned Costs None Recommendation We recommend the District review present policies and procedures, including the retention of sufficient support related to procurements to ensure it complies with the methods of procurement (200.320) standards in Uniform Guidance. Procurement records should include some form of cost or price analysis, along with the basis of for the contractor selected, especially in situations when the District receives only one bid. Repeat Finding Yes Views of Responsible Officials There is no disagreement with the audit finding.
Federal Grants Management Procurement Policy Assistance Listing Number: 32.009 Compliance Requirements: Procurement and Suspension and Debarment Condition: The District used grant funds to purchase Chromebooks and other devices needed by the District using the same vendor that the District had previously purchased these items from. Per the District's procurement policy the District should have obtained two quotes or documented why the District did not use a competitive procurement method. Additionally, the District did not verify that the vendor was not suspended or debarred. Criteria Uniform Guidance establishes methods of procurement (200.320) which states that if the small purchases method is used, price or rate quotations must be obtained from an adequate number of qualified sources (at least two). Requests for proposals must be publicized and identify all evaluation factors and their relative importance. Proposals must be solicited from an adequate number of qualified offerors. Any response to publicized requests for proposals must be considered to the maximum extent practical. Additionally, when a non-Federal entity enters into a covered transaction with an entity at a lower tier, the non-Federal entity must verify that the entity, as defined in 2 CFR section 180.995 and agency adopting regulations, is not suspended or debarred or otherwise excluded from participating in the transaction. Cause The District did not follow their Federal Funds Procurement and Suspension and Debarment policy related to appropriate methods of procurement and suspension and debarment. Effect Obtaining price quotes or proposals from an adequate number of vendors allows the District to use federal funds in the most fiscally responsible way. The lack of quotes and proposals may cause the District to over pay for supplies or services. Additionally, not verifying that an entity is not debarred or suspended could result in entering covered transactions with debarred or suspended vendors. Questioned Costs None Recommendation We recommend the District follow their procurement and suspension and debarment policy related small purchases which includes obtaining price quotes from an adequate number of vendors (at least two) and suspension and debarment policy for verifying vendors and maintaining this documentation. Repeat Finding No Views of Responsible Officials There is no disagreement with the audit finding