Core Issue: Contract files are incomplete, lacking essential documentation.
Impacted Requirements: HUD Procurement Policy mandates detailed records for procurement actions.
Recommended Follow-Up: Review and complete all contract files; ensure future compliance with HUD documentation standards.
Finding Text
2022-014 Incomplete Contract Files
Federal Awards:
14-872 Capital Fund Program
Criteria
In accordance with HUD Procurement Policy - General 24 (CFR 85.36(b)(9)). The Housing Authority must maintain records sufficient to detail the significant history of each procurement action. Such documentation is particularly important in the event a protest is lodged against the Housing Authority. It will also facilitate future purchases of similar supplies or services since it will not be necessary to recreate solicitation documents. Supporting documentation shall be in writing and placed in the procurement file.
Conditions:
We noted that contract files were incomplete and missing significant documentation related to the contract.
Questioned Costs:
Unknown.
Effect:
With incomplete contract files, it is difficult to verify the progress and expenditures related to the contracts the
Fayetteville Housing Authority has entered into.
Cause:
Lack of oversight by prior Fayetteville Housing Authority Management.
Recommendation:
We recommend that the Fayetteville Housing Authority review all contract files and ensure they have complete
documentation of the contract, expenditures related to that contract and progress reports. We also recommend that
going forward contract files be kept in accordance to HUD procurement polies.