2022-004
Summary of Finding
Missing documentation for procurement, suspension and debarment: Bid or sole source documentation was missing for all five contracts that we selected for testing and there was no documentation of the verification that the contractor was not suspended or debarred. It is important to determine that contractors used are eligible for work and that they have not been suspended or debarred from performing work on projects supported by federal funds It is also important to have full and open competition on contract work that is federally funded. As a result, the Organization was missing documentation relating to the requirements for procurement, suspension and debarment.
Statement of Concurrence or Nonconcurrence
This finding was concurred with due to staff turnover and the department being short-staffed.
Corrective Action
In response to the noted deficiencies in procurement, suspension, and debarment documentation, the Organization has developed a comprehensive Grant Cycle Standard Operating Procedure that aligns with OMB Uniform Guidance. This procedure reinforces the existing Procurement policy, ensures all staff receive targeted training on relevant requirements, and incorporates additional review measures into the onboarding process for new hires. Furthermore, a new position has been created, and a new management platform has been implemented to manage purchase orders, maintain all sourcing documentation, and verify all contractors are not suspended or debarred, thereby ensuring full compliance with federal requirements and promoting transparency in contractor eligibility and competitive bidding.