Finding Text
Criteria:
HUD requires that all pertinent bid and contract document forms be maintained when administering a contract per HUD Handbook No. 7460.8 Rev 2 Chapter 11.
Condition:
I noted that the PHA did not maintain the following forms required by HUD for the Talbert’s Cleaning Painting & Construction contract:
• Request for proposal or invitation for bid
• Instruction to bidders
• Reports, Certifications, and Other Statements of Bid
• General Conditions
• Construction Progress Schedule
• Schedule of Amounts for Contracts Payments
• Notice to Proceed
• Bid Tabulation Form
Questioned Costs:
None noted.
Effect:
The PHA did not comply with HUD requirements while administering the aforementioned contract.
Cause:
It appears that the former administration did not follow proper procurement procedures.
Recommendation:
I recommend that PHA ensure that all contracts and other required forms are signed and maintained in the contract file and follow proper procurement procedures.
Management’s Response:
Issue: Procurement Procedures were not properly followed under Executive Director Michelle Marsh. The procurement is regarding Talbert’s Cleaning Painting & Construction. Since last year’s audit, per guidance from HUD we finished our project with Talbert’s.
Root Cause: I believe the reason arose from lack of training provided to the Washington Housing Board of Commissioners and Washington Housing Authority Staff members. Also, Executive Director Michelle Marsh did not communicate with pertinent staff members regarding details or status of the project. In January 2024, all Board Members and pertinent staff completed procurement training.
Preventative Action: Follow Procurement Policy, communicate, and attend training to keep up to date on pertinent information and HUD policies. Provide procurement training to all new Board members and/or new WHA staff.