FAC Explorer

Finding 396725 (2022-014)

Significant Deficiency Repeat Finding
Requirement
I
Questioned Costs
$1
Year
2022
Accepted
2024-05-15
Audit: 306360
Organization: Housing Authority of the City of Fayetteville (IL)
Auditor: Barrale Renshaw CPAS and Advisors LLC

AI Summary

  • Core Issue: Contract files are incomplete, lacking essential documentation.
  • Impacted Requirements: HUD Procurement Policy mandates detailed records for procurement actions.
  • Recommended Follow-Up: Review and complete all contract files; ensure future compliance with HUD documentation standards.

Finding Text

2022-014 Incomplete Contract Files Federal Awards: 14-872 Capital Fund Program Criteria In accordance with HUD Procurement Policy - General 24 (CFR 85.36(b)(9)). The Housing Authority must maintain records sufficient to detail the significant history of each procurement action. Such documentation is particularly important in the event a protest is lodged against the Housing Authority. It will also facilitate future purchases of similar supplies or services since it will not be necessary to recreate solicitation documents. Supporting documentation shall be in writing and placed in the procurement file. Conditions: We noted that contract files were incomplete and missing significant documentation related to the contract. Questioned Costs: Unknown. Effect: With incomplete contract files, it is difficult to verify the progress and expenditures related to the contracts the Fayetteville Housing Authority has entered into. Cause: Lack of oversight by prior Fayetteville Housing Authority Management. Recommendation: We recommend that the Fayetteville Housing Authority review all contract files and ensure they have complete documentation of the contract, expenditures related to that contract and progress reports. We also recommend that going forward contract files be kept in accordance to HUD procurement polies.

Corrective Action Plan

Views of Responsible Officials and Planned Corrective Actions: Fayetteville Housing Authority is committed to conducting a comprehensive review of all contract files to ascertain that they contain thorough documentation of the contract, associated expenditures, and progress reports. In the future, contract files will be maintained in strict accordance with HUD procurement policies.

Categories

Questioned Costs Procurement, Suspension & Debarment HUD Housing Programs

Other Findings in this Audit

  • 396719 2022-008
    Material Weakness Repeat
  • 396720 2022-009
    Material Weakness Repeat
  • 396721 2022-010
    Material Weakness Repeat
  • 396722 2022-011
    Material Weakness Repeat
  • 396723 2022-012
    Material Weakness Repeat
  • 396724 2022-013
    Significant Deficiency Repeat
  • 396726 2022-015
    Material Weakness Repeat
  • 396727 2022-016
    Material Weakness Repeat
  • 396728 2022-017
    Significant Deficiency Repeat
  • 396729 2022-018
    Material Weakness Repeat
  • 396730 2022-019
    Material Weakness Repeat
  • 396731 2022-020
    Significant Deficiency Repeat
  • 396732 2022-021
    Significant Deficiency Repeat
  • 973161 2022-008
    Material Weakness Repeat
  • 973162 2022-009
    Material Weakness Repeat
  • 973163 2022-010
    Material Weakness Repeat
  • 973164 2022-011
    Material Weakness Repeat
  • 973165 2022-012
    Material Weakness Repeat
  • 973166 2022-013
    Significant Deficiency Repeat
  • 973167 2022-014
    Significant Deficiency Repeat
  • 973168 2022-015
    Material Weakness Repeat
  • 973169 2022-016
    Material Weakness Repeat
  • 973170 2022-017
    Significant Deficiency Repeat
  • 973171 2022-018
    Material Weakness Repeat
  • 973172 2022-019
    Material Weakness Repeat
  • 973173 2022-020
    Significant Deficiency Repeat
  • 973174 2022-021
    Significant Deficiency Repeat

Programs in Audit

ALN Program Name Expenditures
14.850 Public and Indian Housing $686,857
14.U03 Component Unit- Blended $285,926
14.871 Section 8 Housing Choice Vouchers $72,983
14.U02 Tenant Based Rental Assistance $30,150
14.879 Mainstream Vouchers $7,872
14.U01 Esg- Covid $3,976
14.850 Public Housing Cares Act Fund $414
14.872 Public Housing Capital Fund $0