Finding Text
Assistance Listing, Federal Agency, and Program Name 21.027, U.S. Department of Treasury, COVID 19 Coronavirus State and Local Recovery Funds Federal Award Identification Number and Year 2021 16100 5WAYMANPALNEI, 2024 Pass through Entity City of Toledo Finding Type Material weakness and material noncompliance with laws and regulations Repeat Finding No Criteria 2 CFR 200.318(i) requires the recipient or subrecipient must maintain records sufficient to detail the history of each procurement transaction. These records must include the rationale for the procurement method, contract type selection, contractor selection or rejection, and the basis for the contract price. Condition The entity did not retain required support; rationale for the procurement method, contract type selection, contractor selection or rejection, and the basis for the contract price. Questioned Costs $165,357 If Questioned Costs are Not Determinable, Description of Why Known Questioned Costs were Undetermined or Otherwise Could Not be Reported N/A Identification of How Questioned Costs Were Computed Questioned costs represent the total known expenditures incurred under the contract for which the exception was identified. Context Of the two procurements selected for testing using the formal procurement method, one procurement did not contain evidence of records maintained to support the rationale for the contract type selection and the contractor selection or rejection. Cause and Effect A control was lacking to ensure appropriate procurement records were maintained which could result in material noncompliance with federal procurement standards. Recommendation We recommend that controls be put in place to ensure that all procurements adhere to the requirements of 2 CFR 200.318 and your internal procurement policy. Views of Responsible Officials and Corrective Action Plan Although YMCA performed the proper procedures, the passage of time resulted in a mis placing of the supporting documentation. YMCA relied upon legal counsel to retain the documentation. This was a unique and one time award. In the future, YMCA will take responsibility for the retention of the supporting documentation.