FAC Explorer

Finding 50643 (2022-005)

Significant Deficiency
Requirement
I
Questioned Costs
-
Year
2022
Accepted
2023-06-28
Audit: 52358
Organization: City of Olathe, Kansas (KS)
Auditor: Allen Gibbs & Houlik L C

AI Summary

  • Core Issue: The city’s contracts lacked necessary procurement language required for federal funds.
  • Impacted Requirements: Contracts must include provisions from Appendix II of 2 CFR 200 to ensure compliance.
  • Recommended Follow-Up: Update policies to guarantee all future contracts for federal funds include the required procurement language.

Finding Text

Finding 2022-005 ? Assistance #21.027 ? Coronavirus State and Local Fiscal Recovery Funds ? Procurement (Significant Deficiency): Condition: The contracts used by the city did not include required language related to procurement. Criteria: If a contract was entered into, the provisions of Appendix II of 2 CFR 200 were included as applicable provisions with the contract. Questioned Costs: N/A Context: For 2 contracts tested, the City used a cooperative procurement contract but there was no evidence the City included the required language related to procurement requirements. The sample size was determined based upon guidelines provided by the AICPA which is not a statistically valid sample. Cause: The City believed this step had already been completed by the government entity that was a party to the cooperative procurement contract. Effect: Vendors may not receive adequate communication of requirements for receiving federal funds. Recommendations: Revise policies to ensure the City includes the required procurement language in the contract for each vendor receiving federal funds. Views of Responsible Officials (Unaudited): Management acknowledges that there was a lapse in procurement internal controls and duties that resulted in contracts that received Coronavirus State and Local Fiscal Recovery Funds not including the provisions of Appendix II of 2 CFR 200. Management is in the process of updating its internal controls, processes, and procedures related to procurement and will update contract policies to include the provisions of Appendix II of 2 CFR 200 in all future contracts for vendors receiving federal funds.

Corrective Action Plan

Finding 2022-005 ? Assistance #21.027 ? Coronavirus State and Local Fiscal Recovery Funds ? Procurement (Significant Deficiency): Condition: The contracts used by the city did not include required language related to procurement. Recommendations: Revise policies to ensure the City includes the required procurement language in the contract for each vendor receiving federal funds. Corrective Action Plan: The City of Olathe will review its internal controls, processes, and procedures related to procurement and will update contract policies to include the provisions of Appendix II of 2 CFR 200 in all future contracts for vendors receiving federal funds. Policies and procedures will be reviewed with appropriate staff. Contract Person: Chief Financial Officer Anticipated Completion Date: The City of Olathe has notified appropriate staff of the requirements, which were immediately implemented in response to the auditors? recommendation. Written procedures related to procurement, including updating contract policies to include the provisions of Appendix II of 2 CFR 200 in all future contracts for vendors receiving federal funds, will be updated by September 30, 2023. Management will monitor this issue periodically during the year to ensure compliance.

Categories

Procurement, Suspension & Debarment Significant Deficiency Internal Control / Segregation of Duties Special Tests & Provisions

Other Findings in this Audit

  • 50639 2022-001
    Material Weakness Repeat
  • 50640 2022-002
    Material Weakness Repeat
  • 50641 2022-003
    Material Weakness Repeat
  • 50642 2022-004
    Significant Deficiency
  • 627081 2022-001
    Material Weakness Repeat
  • 627082 2022-002
    Material Weakness Repeat
  • 627083 2022-003
    Material Weakness Repeat
  • 627084 2022-004
    Significant Deficiency
  • 627085 2022-005
    Significant Deficiency

Programs in Audit

ALN Program Name Expenditures
21.027 Coronavirus State and Local Fiscal Recovery Funds $10.21M
14.871 Section 8 Housing Choice Vouchers $3.75M
20.205 Highway Planning and Construction $1.45M
14.218 Community Development Block Grants/entitlement Grants $807,590
93.575 Child Care and Development Block Grant $412,675
14.872 Public Housing Capital Fund $382,263
14.850 Public and Indian Housing $293,071
16.738 Edward Byrne Memorial Justice Assistance Grant Program $133,693
20.933 National Infrastructure Investments $100,500
97.083 Staffing for Adequate Fire and Emergency Response (safer) $93,724
16.607 Bulletproof Vest Partnership Program $88,874
20.513 Enhanced Mobility of Seniors and Individuals with Disabilities $87,598
97.067 Homeland Security Grant Program $44,120
20.600 State and Community Highway Safety $23,233
95.001 High Intensity Drug Trafficking Areas Program $13,676
45.129 Promotion of the Humanities_federal/state Partnership $12,025
16.710 Public Safety Partnership and Community Policing Grants $5,425
20.616 National Priority Safety Programs $3,020
14.239 Home Investment Partnerships Program $0