FAC Explorer

Finding 971116 (2021-014)

Significant Deficiency Repeat Finding
Requirement
I
Questioned Costs
$1
Year
2021
Accepted
2024-04-25
Audit: 304565
Organization: Housing Authority of the City of Fayetteville (IL)
Auditor: Barrale Renshaw CPAS and Advisors LLC

AI Summary

  • Core Issue: Contract files are incomplete, lacking essential documentation for procurement actions.
  • Impacted Requirements: This violates HUD Procurement Policy, making it hard to verify contract progress and expenditures.
  • Recommended Follow-Up: Review and complete all contract files; ensure future documentation meets HUD standards.

Finding Text

2021-014 Incomplete Contract Files Federal Awards: 14-872 Capital Fund Program Criteria In accordance with HUD Procurement Policy - General 24 (CFR 85.36(b)(9)). The Housing Authority must maintain records sufficient to detail the significant history of each procurement action. Such documentation is particularly important in the event a protest is lodged against the Housing Authority. It will also facilitate future purchases of similar supplies or services since it will not be necessary to recreate solicitation documents. Supporting documentation shall be in writing and placed in the procurement file. Conditions: We noted that contract files were incomplete and missing significant documentation related to the contract. Questioned Costs: Unknown. Effect: With incomplete contract files, it is difficult to verify the progress and expenditures related to the contracts the Fayetteville Housing Authority has entered into. Cause: Lack of oversight by prior Fayetteville Housing Authority Management. Recommendation: We recommend that the Fayetteville Housing Authority review all contract files and ensure they have complete documentation of the contract, expenditures related to that contract and progress reports. We also recommend that going forward contract files be kept in accordance to HUD procurement polies.

Categories

Questioned Costs Procurement, Suspension & Debarment HUD Housing Programs

Other Findings in this Audit

  • 394668 2021-008
    Material Weakness Repeat
  • 394669 2021-009
    Material Weakness Repeat
  • 394670 2021-010
    Material Weakness Repeat
  • 394671 2021-011
    Material Weakness Repeat
  • 394672 2021-012
    Material Weakness Repeat
  • 394673 2021-013
    Significant Deficiency Repeat
  • 394674 2021-014
    Significant Deficiency Repeat
  • 394675 2021-015
    Material Weakness Repeat
  • 394676 2021-016
    Material Weakness Repeat
  • 394677 2021-017
    Significant Deficiency Repeat
  • 394678 2021-018
    Material Weakness Repeat
  • 394679 2021-019
    Material Weakness Repeat
  • 394680 2021-020
    Significant Deficiency
  • 394681 2021-021
    Significant Deficiency Repeat
  • 971110 2021-008
    Material Weakness Repeat
  • 971111 2021-009
    Material Weakness Repeat
  • 971112 2021-010
    Material Weakness Repeat
  • 971113 2021-011
    Material Weakness Repeat
  • 971114 2021-012
    Material Weakness Repeat
  • 971115 2021-013
    Significant Deficiency Repeat
  • 971117 2021-015
    Material Weakness Repeat
  • 971118 2021-016
    Material Weakness Repeat
  • 971119 2021-017
    Significant Deficiency Repeat
  • 971120 2021-018
    Material Weakness Repeat
  • 971121 2021-019
    Material Weakness Repeat
  • 971122 2021-020
    Significant Deficiency
  • 971123 2021-021
    Significant Deficiency Repeat

Programs in Audit

ALN Program Name Expenditures
21.023 Emergency Rental Assistance Program $1.30M
14.850 Public and Indian Housing $649,822
14.U03 Component Unit- Blended $307,554
14.872 Public Housing Capital Fund $255,092
14.871 Section 8 Housing Choice Vouchers $201,613
14.879 Mainstream Vouchers $53,615
14.U02 Tenant Based Rental Assistance $45,549
14.U01 Esg- Covid $19,804
14.U04 Business Activities $15,136
14.850 Public Housing Cares Act Fund $6,722
14.896 Family Self-Sufficiency Program $0