Finding 537435 (2024-002)

14.872 – Public Housing Capital Fund Material Weakness 2024-002 Procurement Criteria: The procurement regulations require the Authority to procure purchases with established thresholds. Procurement actions above established dollar amounts must be procured by acquiring bid quotes as mandated by the policy. Condition: During rehabbing of individual units, the Authority failed to properly procure the contracts. These contracts were awarded on an individual basis to a specific contractor as a unit would become vacated. The contract was not bid out as a single contract that would be used throughout the fiscal year or the grant award. Context: During our analysis of procurement transactions, we noted that quotes were not obtained during the contracting process per the procurement policy. The Authority has started preparing scope of work reports noting items to be included in the rehab project. The Authority has taken detailed procurement training. Cause: The Authority did not fully understand the procurement requirements regarding bidding out individual jobs as compared to bidding out the service or contract service as a whole. Effect: Procurement serves three main functions. First is to verify that costs are reasonable as compared to independent cost estimates and between potential contractors through the bid process. Second, it provides assurance that the Authority is approachable by potential vendors to provide services. And third, a formalized contract ensures that the services provided meet the requirements and specifications mandated by the Authority. Recommendation: We recommend that the Authority review their procurement policy and obtain training on procurement transactions, especially to understand the appropriate times in which tasks must be consolidated into a single procurement action. Bid proposals must include conditions, material types, and specifications to allow contractors to bid on an equal basis. All procurement transactions must be documented. It is recommended that a formal bid tabulation form be maintained for all contracts procured, along with the RFP if warranted, for documentation purposes. As the Authority does not probably have the resources to hire a Procurement Manager, it is recommended that the Board of Commissioners be used to review bids and the bid tabulation for purchases of a certain dollar amount. Questioned Costs: $302,715 Reply: See Reply to Finding 2024-001.