Root Cause Analysis: During the initial startup phase of federal program implementation, The EPI Center utilized existing partner and vendor contract templates to support rapid program launch and continuity of services. At that time, procurement processes had not yet been fully centralized, and stan...
Root Cause Analysis: During the initial startup phase of federal program implementation, The EPI Center utilized existing partner and vendor contract templates to support rapid program launch and continuity of services. At that time, procurement processes had not yet been fully centralized, and standard federal contract provisions required under 2 CFR Part 200, Appendix II were not consistently incorporated across all agreements. This condition reflects a timing and process alignment issue during organizational scaling, rather than a lack of procurement oversight or intent to circumvent federal requirements. Response, with details: ☒Corrective Action Plan ☐Clarification The EPI Center conducted a comprehensive review of all contractors subject to testing and verified, through alternative procedures, that none were suspended or debarred (e.g., verification through SAM.gov and documented vendor validation processes). As a result, all costs associated with these contracts were determined to be allowable, reasonable, and allocable to the federal award. Importantly, the auditor confirmed that there were no questioned costs associated with this finding. Accordingly, this matter reflects a documentation and process alignment issue related to federal contract provisions rather than a deficiency affecting the allowability or eligibility of expenditures. Corrective Actions The EPI Center has taken immediate and proactive steps to strengthen procurement compliance and ensure full alignment with federal requirements: 1. Federal Contract Addendum (Implemented – April 2026) A standardized addendum incorporating all required provisions under 2 CFR Part 200, Appendix II has been developed and will be required for all applicable contracts upon Board approval. 2. SAM.gov Verification Embedded (Completed – February 2026) A formal suspension and debarment verification step has been incorporated into the procurement checklist, with documentation retained for audit purposes. Verification will be completed and retained in the procurement file prior to contract execution. 3. Centralized Contract Approval Workflow (Implementation Initiated) A revised procurement and contract approval process has been implemented to ensure all agreements undergo centralized review for federal compliance prior to execution. The revised process will be submitted to the Board for approval April 23, 2026. 45 4. Procurement Process Standardization (Implementation Initiated) Templates and procedures have been updated to ensure consistent inclusion of required federal clauses across all applicable vendor agreements. Management revised its processes upon becoming aware of these matters and created systems to ensure compliance going forward. The revised procurement protocol will be submitted to the Board for approval April 23, 2026. Management emphasizes the following validated conclusions: ● Auditor confirmed $0 questioned costs ● All vendors were verified as eligible and not debarred ● All expenditures were allowable, reasonable, and properly supported Accordingly, this finding represents a documentation and process standardization matter rather than a deficiency in allowability, eligibility, or financial integrity. Responsible Party: Project Lead, Finance Specialist, Finance and Compliance Manager Timeline for Completion: April 2026