Finding Number: 2023-005
Condition: Two of forty contracts was entered into with a contractor without
verification that the entity was not debarred, suspended, or otherwise excluded.
As well as two of forty contracts that were tested did not have documentation to
support that either the small purcha...
Finding Number: 2023-005
Condition: Two of forty contracts was entered into with a contractor without
verification that the entity was not debarred, suspended, or otherwise excluded.
As well as two of forty contracts that were tested did not have documentation to
support that either the small purchase procedures were followed or the rationale
for a noncompetitive solicitation was documented.
Planned Corrective Action: Management will ensure that all contracts include
verification that an entity is not debarred, suspended, or otherwise excluded and
maintain documentation of this review in the contract file. While our current internal
controls already support this practice, we acknowledge that there were instances
in which this was unintentionally missed. We are re-educating procurement staff
regarding the necessity of these verifications.
Additionally of note, is that the contracts in question related to emergency
professional services in support of MTA's response to the global pandemic. Due
to the emergent situation, the ideal processes were not followed. We acknowledge
that internal controls must be followed for all contracts, regardless of urgency.
Furthermore, the contract should have been reevaluated when the Public Health
Emergency ended, and the processes used should have been fully documented.
We will endeavor to have full documentation in the future.
Contact person responsible for corrective action: Colette Champine,
CFO/Corwin Matthews, COO Procurement & Capital Projects
Anticipated Completion Date: Already completed