Finding Text
The Ohio County Fiscal Court Did Not Properly Bid Out Disbursements Federal Program: Assistance Listing #21.027 Coronavirus State and Local Fiscal Recovery Fund Name of Federal Agency: U.S. Department of Treasury Pass-Through Agency: Not Applicable Award Number and Year: 2022 Amount Expended: $1,821,974 Compliance Requirements: Activities Allowed or Unallowed; Allowable Costs/Cost Principles Type of Finding: Noncompliance Amount of Questioned Costs: $0.00 Opinion Modification (if applicable): N/A During fiscal year 2022, the Ohio County Fiscal Court received funds from the Coronavirus State and Local Fiscal Recovery Fund (CSLFRF). The Ohio County Fiscal Court fail to bid out disbursements appropriated to these funds. According to auditor observation and inquiry with the treasurer, there was a typo in the approved administration code that stated that any purchase over $10,000 had to be bid out. The treasurer stated that the fiscal court used the $30,000 threshold to determine if a disbursement needed to be bid. Since bidding procedures were not followed, it is possible that the county did not get the lowest rate for purchases. This also puts the county at higher risk for potential fraudulent purchases. Additionally, the county was not in compliance with KRS 424.260. Strong internal controls require management to monitor disbursements and purchase orders to ensure compliance with bid laws, and to keep good records of all bid transactions. The version of KRS 424.260(1) in effect during fiscal year 2022 stated, ?[e]xcept where a statute specifically fixes a larger sum as the minimum for a requirement of advertisement for bids, no city, county, or district, or board or commission of a city or county, or sheriff or county clerk, may make a contract, lease, or other agreement for: (a) Materials; (b) Supplies, except perishable foods such as meat, poultry, fish, egg products, fresh vegetables, and fresh fruits; (c) Equipment; or (d) Contractual services other than professional; involving an expenditure of more than thirty thousand dollars ($30,000) without first making newspaper advertisement for bids.? Also, according to the Ohio County Administration Code Chapter 11 1(a), ?[b]idding will be employed when detailed specifications for the goods or services to be procured can be prepared and the primary basis for award in cost. When the cost of a contract, lease or equipment or contractual services other than those personal or professional exceeds $10,000.00[.]? We recommend the Ohio County Fiscal Court bid out any disbursement over the $10,000 threshold or amend the administrative code to reflect current bidding policy.