Finding Text
Finding #2024‐008 Procurement, Suspension/Debarment Repeat Finding: No Condition: During testing of procurement transactions, it was noted that the Organization did not perform required procurement procedures or suspension/debarment verifications prior to executing contracts funded by federal awards. Specifically, the Organization did not document competitive procurement processes or maintain supporting documentation to demonstrate compliance with Uniform Guidance procurement standards. No evidence was provided that vendors were checked against SAM.gov or otherwise verified to ensure they were not suspended or debarred at the time of award. Criteria: Under 2 CFR 200.317 through 200.327, non‐federal entities must follow procurement standards that promote full and open competition, include written procurement procedures, and maintain records sufficient to detail the history of procurements. Additionally, per 2 CFR 200.214, non‐federal entities are prohibited from contracting with or making subawards to parties that are suspended or debarred. Entities must verify vendor eligibility by checking the System for Award Management (SAM.gov) or by obtaining a vendor certification prior to award. Cause: The Organization lacked formal procurement policies and internal controls to ensure Uniform Guidance procurement and debarment procedures were followed. Responsibility for compliance was not clearly assigned, and no review process existed to confirm that required verifications were completed. Effect: Failure to follow federal procurement and debarment requirements represents a material weakness in internal control over compliance and increases the risk that: Contracts could be awarded to suspended or debarred vendors; purchases may not reflect fair and open competition; and Federal funds could be expended on unallowable costs. Questioned Costs: None at this time. Perspective Information: This condition applied to all federal procurement transactions tested during the year ended June 30, 2025, totaling approximately $51,520 in expenditures. Recommendation: We recommend that the Organization: · Develop and implement written procurement policies that comply with 2 CFR 200.317–200.327. · Require staff to perform and document SAM.gov checks (or equivalent verification) prior to entering into any federally funded contracts. · Maintain procurement documentation that includes bids, quotes, selection rationale, and evidence of price reasonableness. · Provide training to staff on Uniform Guidance procurement and debarment requirements. · Establish a review and approval process to verify compliance before purchases are finalized. Reporting Views of Responsible Officials: The Organization agrees with the finding. The Organization will establish formalized financial policies that comply with procurement and debarment requirements of the Uniform Guidance and ensure compliance with such policies when procuring vendors.