U.S. and Department of Treasury
2024-001 and 2024-002 Coronavirus State and Local Fiscal Recovery – Assistance Listing No. 21.027
Recommendation: We recommend CSC update procurement policies to ensure they align with federal requirements. This includes clear guidelines on competitive bidding and ...
U.S. and Department of Treasury
2024-001 and 2024-002 Coronavirus State and Local Fiscal Recovery – Assistance Listing No. 21.027
Recommendation: We recommend CSC update procurement policies to ensure they align with federal requirements. This includes clear guidelines on competitive bidding and documenting the rationale for vendor selection. Also, the policy should ensure consistent application of its policies and procedures so that an adequate verification process is in place to review potential contractors to determine they are suspended or debarred before entering into a covered transaction.
Explanation of disagreement with audit findings: See below action taken in response to findings.
Action taken in response to findings:
CSC disagrees with the classification of 2004-001 as a significant finding rather than receiving management recommendations on improving our procedures from the auditors because there was only one item where CSC could not retrieve the proof that at least three bids were sought prior to the signing of the contract. CSC does not consider the three other items that the auditors flagged as clear procurements because two of the items were disbursements of funds on behalf of clients for vocational education that those clients had already signed up for and were preapproved by the funder in question. CSC had no option but to disburse funds for those educational activities. The rational for the disbursements can be found in the grant agreement. Similarly in the case of the third item, CSC had to disburse funds based on the criteria provided by the grantor and the grantor approved the transaction prior to its signing. These are grey areas that deserve no more than formal management recommendations. Regardless, based on the results of the audit, CSC has updated its procurement policy for grant related purchases to align with federal requirements by increasing the spending threshold that requires obtaining bids from at least three vendors or service providers from $5,000 to $10,000.
CSC’s updated procurement policy as of April 2025 states in part that price or rate quotations must be obtained from an adequate number of qualified sources for the procurement of services, supplies, or other property that cost more than $10,000 but no more than $250,000. Generally, a minimum of three bids should be obtained and documented. Procurements over $250,000 require the use of Competitive Proposals.
Additionally, under the caption of “Debarment and Suspension, CSC’s policy states that a contract or subgrant must not be made to parties listed on the government-wide exclusions in the System for Award Management (SAM). CSC must confirm that all new contractors, consultants, and subrecipients are not listed in SAM Exclusions. The revised policy is attached.
Name of the contact person responsible for corrective action: Tayo Coker
Planned completion date for corrective action plan: June 3, 2024.
If the U.S. and Department of Treasury has questions regarding this plan, please call: Tayo Coker 202-603-3259.