Finding Text
Emergency Shelter Program, 14.231
Finding number: 2022-007
Criteria: Under the Uniform Guidance, specifically 2 CFR 200.320, an organization must
have and use documented procurement procedures. This includes a requirement
to maintain the procurement documents.
Condition: Documentation of the procurement process was unavailable for certain vendors.
Cause: Management indicated that turnover in the position previously responsible for
procurement resulted in an inability to locate full documentation of the
procurement process. This is not a repeat finding.
Effect or potential
effect:
Management was unable to produce documentation of the exact process used to
choose two recently selected vendors.
Recommendation: Management should revise its documentation system to allow for centralized and
accessible storage of support for its vendor procurement process.
Views of responsible
officials:
In one of the procurement cases the Organization chose Chrysalis, many years
prior, a nationally known non-profit partner which has specific expertise with the
population we serve and are unique in their expertise. The second was a security
firm which was one of three firms the Organization could have chosen for the
assignment. The Organization had previously used the other two and were
unhappy with their service.
Going forward Management will document such decisions in a more detailed
manner.