Finding Text
Finding 2025-006: Significant Deficiency – Procurement Program: Clean School Bus Program; Climate Pollution Reduction Grants Assistance Listing Number: 66.045; 66.046 Federal Agency: U.S. Environmental Protection Agency Federal Award Identification Number: 03D07424; 03D30125 Federal Award Year: June 30, 2025 Criteria: The Uniform Guidance requires that the documentation be maintained for the history of procurement, including the rationale for the method of procurement, selection of contract type, basis for contractor selection and the basis for the contract price. Condition: Documentation that supported the evidence of quotes/bids, cost or price analysis, vendor selection rationale, required approvals and verification that the vendors selected were not suspended or debarred was not able to be located. Questioned Costs: None noted. Context: For Assistance Listing Number 66.045, the project funded by this grant program consisted of payments to a single vendor. For Assistance Listing Number 66.046, the project funded by this grant program consisted of payments to two vendors. The sample is not considered statistically valid. Effect: The Club is not able to document its compliance with procurement and suspension and debarment requirements. Cause: During the grant writing process, the Eastern Band of Cherokee Indians Natural Resources office reached out to potential vendors to obtain quotes for the projects, but the documentation of the procurement process was not able to be located. Recommendation: It is recommended that the Club maintain documentation throughout the procurement process and store that documentation in a place where it can be easily located and accessed. Management’s Response: The Club will coordinate with the EBCI Grant office to ensure all future grants follow the Club and Tribal procurement processes.