Finding Text
Health Center Program Cluster ALN Nos. 93.224 and 93.527 U.S. Department of Health and Human Services Award No. 2 H80CS00800, June 1, 2023 - May 31, 2024 Award No. 5 H80CS00800, June 1, 2022 - May 31, 2023 Award No. 2 H8FCS41036, April 1, 2023 - March 31, 2023 Criteria or Specific Requirement – Procurement, Suspension & Debarment – 2 CFR 200.320 Condition – The Organization did not comply with their policy governing procurement requirements for the purchase of goods and services charged to federal awards. Cause – Support was not maintained for the procurement policy being followed including bids that were required to be obtained. Effect or potential effect – A competitive bidding process may not have been followed within the guidelines or the procurement policy. Questioned cost – Unknown Context – A sample of two procurements were tested out of the total population of 17 procurements. The sampling methodology used is not and is not intended to be statistically valid. One procurement tested did not maintain proper support that the procurement process was followed. Identification as a repeat finding, if applicable – Repeat finding, see 2022-005 Recommendation – We recommend management maintains support for all bids obtained and the conclusions reached as part of the procurement process. Views of responsible officials and planned corrective actions - Management agrees with the recommendation to maintain support for all bids obtained and the conclusions reached as part of the procurement process. The procurement audit sample contained expenses incurred by a Provider Staffing Agency. We were unable to provide support that we obtained multiple bids from staffing agencies. Going forward we will confirm rates via email and maintain the documentation supporting the fact that we are obtaining quotations from an adequate number of qualified sources. In addition, the following actions are being taken: • The Procurement Policy is being sent out to all relevant personnel to remind them of the procedures that must be followed before making purchases greater than $25,000. • Personnel will be required to send in the quotes from the qualified sources at the time the purchase order is submitted. Anticipated date of completion: December 31, 2026