Finding Text
Condition Certain vendors were not screened using the federal System for Award Management (SAM) to verify that they had not been suspended or debarred. Instead, the New Mexico General Services Department debarment notice website was used to screen potential vendors. The New Mexico debarment list does not include all federally suspended or debarred entities. Criteria The Code of Federal Regulations, Title 2, Subtitle 2, Chapter 1, Part 180.220 prohibits non-federal entities like the University, from contracting with parties that are suspended or debarred when federal funds are involved. Cause The purchasing agent screened the potential vendors against an incomplete suspended and debarred database. Effect None of the vendors tested were suspended or debarred. Potentially, the University may have violated federal law by using a vendor that was suspended or debarred. Recommendation Ensure the all vendors are screened using the System for Award Management prior to approving a vendor. Response As part of the approval process for all purchases utilizing federal funds, the accounting and budget department will do a search for exclusions on the System for Award Management (SAM) website. Proof of the results will be attached to the requisition. The purchasing department will verify the search for exclusions was completed with acceptable results prior to processing the purchase requisition. Beginning November 1, 2022, the Director of Purchasing is responsible for verifying results of debarment on the System for Award Management website.