Finding Text
FINDING 2025-005 – Noncompliance with Procurement and Suspension and Debarment Requirements Federal Agency: U.S. Department of Health and Human Services Federal Program: Maternal Infant and Early Childhood Home Visiting (MIECHV) Assistance Listing Number: 93.870 Compliance Requirements: Procurement and Suspension and Debarment Type of Finding: Material Weakness in Internal Control Over Compliance and Instance of Noncompliance Criteria The Uniform Guidance requires recipients and subrecipients to maintain and use documented procurement procedures for procurement transactions under a federal award or subaward, including the acquisition of property or services. These documented procurement procedures must be consistent with applicable state, local, and tribal laws and regulations, as well as the federal procurement standards included in 2 CFR §§ 200.317 through 200.327. In addition, recipients and subrecipients are required to establish and maintain effective internal control over federal awards to provide reasonable assurance that the federal award is managed in compliance with federal statutes, regulations, and the terms and conditions of the federal award. Audit findings are required to be reported for significant deficiencies or material weaknesses in internal control over major programs and for material noncompliance related to major programs. Condition During our audit of the federal program identified above, we noted the entity did not have documented procurement procedures in place as required by the applicable Procurement and Suspension and Debarment compliance requirement. Specifically, management was unable to provide written procurement policies and procedures addressing procurement transactions charged to federal awards. The entity’s procedures did not document the required procurement methods, approval requirements, documentation standards, conflict-of-interest considerations, or suspension and debarment verification procedures applicable to federally funded purchases. As a result, the entity was not in compliance with the requirement to maintain and use documented procurement procedures for procurement transactions under a federal award. Cause The condition appears to have resulted from the entity not formally updating or adopting written procurement procedures to address federal procurement requirements. While management may have followed informal purchasing practices, those practices were not formally documented, approved, or consistently communicated to personnel responsible for procurement activities under federal awards. Additionally, responsible personnel may not have been sufficiently familiar with the federal procurement documentation requirements applicable to federal awards. Effect or Potential Effect Failure to maintain documented procurement procedures increases the risk that procurement transactions charged to federal awards may not be performed in accordance with federal requirements. This could result in purchases that are not properly authorized, not adequately supported, not subject to required competition, or made with vendors that should have been excluded from participation in federal programs. The lack of documented procedures also increases the risk that suspension and debarment verification procedures may not be consistently performed or retained, which could result in federal funds being used for transactions with suspended, debarred, or otherwise excluded parties. Although no questioned costs were identified as a result of this finding, the absence of documented procurement procedures represents noncompliance with federal procurement requirements and a deficiency in internal control over compliance. Questioned Costs None noted Context The federal program was audited as a major program for the year ended June 30, 2025. During our procedures over the Procurement and Suspension and Debarment compliance requirement, we requested the entity’s written procurement policies and procedures applicable to federal awards. Management was unable to provide documented procurement procedures that addressed the required federal procurement standards. Accordingly, the entity did not demonstrate compliance with the requirement to maintain and use documented procurement procedures for federally funded procurement transactions. Repeat Finding This is not a repeat finding. Sampling Method Not applicable Recommendation We recommend management develop, formally approve, and implement written procurement policies and procedures applicable to federal awards. At a minimum, the procedures should address: • The procurement methods allowed under federal requirements. • Required documentation for procurement decisions. • Approval levels and responsibilities for federally funded purchases. • Competition and price/cost analysis requirements, when applicable. • Conflict-of-interest standards for employees involved in procurement. • Required suspension and debarment verification procedures. • Documentation retention requirements for procurement files. • Periodic review procedures to ensure procurement practices comply with federal requirements. We also recommend management provide training to employees responsible for initiating, approving, and documenting procurement transactions charged to federal awards.