FINDING 2023-002
Finding Subject: Child Nutrition Cluster - Procurement and Suspension and Debarment
Summary of Finding: For three vendors, the School Corporation did not obtain price or rate quotes as required. The
School Corporation did not maintain documentation to support the rationale and justi...
FINDING 2023-002
Finding Subject: Child Nutrition Cluster - Procurement and Suspension and Debarment
Summary of Finding: For three vendors, the School Corporation did not obtain price or rate quotes as required. The
School Corporation did not maintain documentation to support the rationale and justification to limit competition, and there
was no documentation of the history of the procurement which would include the rationale for the method of procurement,
the selection of the vendor, and the basis for price.
Contact Person Responsible for Corrective Action: Food Service Director, Maggie Caudill
Contact Phone Number and Email Address: (812) 649-2591 / maggie.caudill@sspencer.k12.in.us
Views of Responsible Officials: We concur with the finding.
Description of Corrective Action Plan:
Small Purchase Procurement:
The Food Service Director will maintain a binder/Google Drive folder with documentation of price and/or rate quotes and
documentation of the attempts made from at least three vendors that fall within the small purchase threshold. If price
and/or rate quotes cannot be obtained from at least three vendors, documentation of the reasoning will be maintained.
Suspension and Debarment:
The Food Service Director will ensure that all vendors are not suspended or debarred by either ensuring the suspension
and debarment verbiage is included in the contracts, providing a clause to the vendor to sign that they are not suspended
or debarred, or checking the SAM.gov website. Documentation of these records will be maintained for audit.
Anticipated Completion Date: June 2024