Finding Text
Criteria: In accordance with Uniform Guidance procurement standards, rehabilitation activities must include documented inspections, a clearly defined scope of work approved and signed by the homeowner, evidence of competitive procurement (such as multiple bids) to support cost reasonableness, engagement of properly licensed contractors, and completion of required environmental clearances. Condition: There was one instance where PCRI could not locate documentation of multiple bids for a transaction. Cause: The lack of documentation was attributed to staff turnover involving the employee responsible for maintaining procurement and bid records. Effect: The absence of multiple bids limits assurance that the costs incurred were reasonable and in compliance with Uniform Guidance procurement requirements. Recommendation: We recommend that PCRI implements controls to ensure procurement records, including bid documentation, are maintained and readily accessible. In addition, PCRI should provide training and cross coverage for procurement responsibilities to mitigate the risk of future documentation gaps resulting from employee turnover.