2023-005 Procurement - Lack of Support for Procurement of Vendor - ALN 14.850 & 14.872 -Noncompliance & Significant Deficiency
Action planned in response to finding:
To address the noncompliance and significant deficiency issues related to procurement of vendors, specifically focusing on vendor management, by improving procurement processes and ensuring adequate documentation.
1. Assess Current Procurement Process: Review and evaluate current procurement procedures, guidelines, and documentation requirements to identify areas of improvement and potential gaps.
2. Develop Updated Procurement Policies and Procedures: Establish clear and comprehensive procurement policies and procedures that align with regulatory requirements. Ensure they are well documented and easily accessible to staff.
3. Training and Communication: Conduct training sessions for all relevant staff members on the updated procurement policies and procedures. Provide ongoing support and encourage open communication to address any concerns or questions.
4. Implement a Monitoring System: Establish a system to monitor and track the procurement process, ensuring adherence to policies and regulations. Regularly review and update the system as needed.
5. Conduct Regular Audits and Reviews: Schedule regular audits and reviews to assess compliance with procurement policies and procedures, as well as regulatory requirements. Identify any areas of noncompliance or deficiency and develop corrective action plans.
6. Vendor Management: Implement a vendor management system to ensure proper documentation and tracking of vendor performance. Regularly evaluate and assess vendor relationships to maintain alignment with organizational goals and objectives.
7. Establish Accountability Measures: Clearly define roles and responsibilities for procurement related tasks and establish performance metrics to measure success and identify areas for improvement.
Timeline:
Peoria Housing Authority will begin assessing the current procurement process immediately and begin making the necessary updates to the procurement policies and procedures. At the end of each quarter, the COO and CFO will review contracts to be sure PHA remains in compliance. This process will be implemented by March 31, 2025.
In addition, quarterly progress reports will be submitted to the Executive Office to monitor the implementation of the action plan. Adjustments will be made as needed based on feedback and results from audits, reviews, and staff input.
Planned completion date for the corrective action plan: Ongoing, December 31, 2024 Person Responsible: Rachel Pollard and Shawn Joy