Finding Text
Information on the Federal Program: Assistance Listing Number 81.086— Upper Midwest Inter‐Tribal EV Charging Community Network. Compliance Requirement: Procurement Type of Finding: Noncompliance and significant deficiency in internal control over compliance. Criteria: 2 CFR Part 200, Subpart D item i: Procurement Records. 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 Organization was not following its own procurement policy as sufficient records of quotes provided during large procurements were not available upon request. Causes: The Organization was not retaining adequate records of bids in accordance with their procurement policy. Effect or Potential Effect: The records for a formal bidding process for a fleet of electric vehicles and electric fitted garage which were expenses of $514,052 and $182,000 respectively. The Organization elected to single source, which is allowed in their procurement policy. However, adequate documentation of other bids or quotes solicited were not available upon request. The procurement policy was therefore not being followed for these instances. Questioned Costs: None Context: Certain purchases made by the Organization did not have adequate documentation that the procurement policy was followed. Repeat Finding: No Recommendation: We recommend the Organization document and retain records of all bids or quotes solicited in keeping with their procurement policy to ensure compliance. Views of Responsible Officials: Agree.