Finding Number: 2023-001 Internal Control over Compliance and Compliance with Procurement, Suspension and Debarment
Summary of Finding:
The Federal Acquisition Regulation (FAR) 52.244-5 outlines the following regarding competition: (a) The Contractor shall select subcontractors (including suppliers)...
Finding Number: 2023-001 Internal Control over Compliance and Compliance with Procurement, Suspension and Debarment
Summary of Finding:
The Federal Acquisition Regulation (FAR) 52.244-5 outlines the following regarding competition: (a) The Contractor shall select subcontractors (including suppliers) on a competitive basis to the maximum practical extent consistent with the objectives and requirements of the contract.
(b) If the Contractor is an approved mentor under the Department of Defense Pilot Mentor-Protégé Program (Pub.L.101-510, section 831 as amended), the Contractor may award subcontracts under this contract on a noncompetitive basis to its protégés.
The FAR subpart 6.3 outlines policies and procedures, and identifies authorities, for contracting without providing for full and open competition:
Per FAR 6.302 the following are circumstances permitting other than full and open competition 6.302-1 Only one responsible source and no other supplies or services will satisfy agency requirements. 6.302-2 Unusual and compelling urgency. 6.302-3 Industrial mobilization; engineering, developmental, or research capability; or expert services. 6.302-4 International agreement. 6.302-5 Authorized or required by statute. 6.302-6 National security. 6.302-7 Public interest.
In accordance with FAR 9.405 (e)(1) After the opening of bids or receipt of proposals or quotes, the contracting officer shall review the exclusion records in SAM.
During our testing of compliance and controls, we identified the following matters:
•For four procurement samples of a total of 15 items sampled management utilized a single source justification. However, the rationale did not conform to the requirements of FAR 6.302 Circumstances Permitted Other than Full and Open Competition.
•For three procurement samples of a total of 15 items sampled management was not able to provide evidence that they reviewed the exclusion records in sam.gov in accordance with FAR 9.405 (e)(1).
Response to finding:
•BlueForge Alliance (BFA) agrees with the comments provided and will take Corrective Action as identified below. Once Corrective Action is undertaken BFA will update policies and procedures to include the use of tools which will lead to full compliance with the requirements of FAR 6.302. BFA will also consolidate this information into BFA’s procurement user manual which will be available to all staff members via BFA’s SharePoint site. BFA agrees with the comments provided and will take Corrective Action as identified below. Once Corrective Action is undertaken BFA will update policies and procedures to include instruction which will lead to full compliance with the requirements of FAR 9.405 (e)(1). BFA will also consolidate this information into BFA’s procurement user manual which will be available to all staff members via BFA’s SharePoint site.
Corrective Action:
•BFA is currently in the implementation stages of the CPSR Pro Docs tool. BFA is expected to go live with this system no later than August 31, 2024. CPSR Pro Docs will allow BFA to process compliant procurement transactions efficiently and effectively from Micro-Purchases through the issuance of major Subcontracts. The software leverages expert knowledge and streamlines the Procurement process with automated workflow software. CPSR ProDocs is a logic and rule-based system that uses pre-existing text and meta-data to assemble compliant Procurement documentation. It is driven by regulatory compliant logic resulting in output documentation formulating customized results.
CPSR ProDocs will allow BFA to check 30 CPSR Audit Points, analyze source elements (prime contracts, thresholds, customized procedures), guide BFA buyers through process of compliant file documentation, and create checklists at the end that show missing items necessary for completion. These CPSR Pro Doc capabilities will result in BFA’s full compliance with FAR 6.302.
•BFA is currently in the implementation stages of the Deltek Costpoint tool. BFA is expected to go live with this system no later than October 31, 2024. The Supplier Module tool within Deltek Costpoint will allow BFA to do automatic visual compliance checks when suppliers are onboarded to the portal. Additionally, BFA will consolidate instruction on completing Sam.gov checks on all vendors within the BFA procurement user manual. Additionally, CPSR Pro Docs includes a checklist with assigned peer review that requires buyers to confirm their review of exclusion records in Sam.gov for each vendor being onboarded.
The additional visual compliance check through Deltek Costpoint in conjunction with the CPSR ProDocs checklist with assigned peer review will allow BFA to fully comply with the requirements of FAR 9.405(e)(1).
Individual(s) Responsible for Corrective Action Plan:
Lindy Beasley
Principal, Contracts and Compliance
979-229-6465
Anticipated Completion Date:
The anticipated completion date for implementation of the CPSR Pro Docs tool is August 31, 2024. The anticipated completion date for implementation of the Deltek Costpoint tool is October 31, 2024. BFA will update their policies, procedures, and procurement user manual at the conclusion of the tool implementations but no later than December 1, 2024.