Finding Text
Condition: The Organization did not maintain sufficient documentation of its procurement decisions.
Criteria: OMB Uniform Guidance §200.320 details various methods of procurement to be followed based on the
intended dollar value and nature of the contract. While the specific required documentation may vary based on each of
the five methods, all mandate specific documentation concerning procurement decisions.
Cause: The Organization has contracts with vendors that existed prior to the procurement guidelines. As a result,
several of these contracts, including those involving teacher positions, do not have sufficient documentation of
procurement evaluations and decisions.Effect: Despite having a written procurement policy, if the Organization does not maintain sufficient documentation of
procurement evaluations and decisions, the Organization's procurement practices will not comply with the Uniform
Guidance.
Recommendation: The Organization should retain formal documentation with regard to its procurement decisions and
document how the procurement decisions were made, including how these decisions align with the procurement policy.
Views of Responsible Officials and Planned Corrective Actions: We agree with the finding and are implementing
procedures to maintain this documentation on an ongoing process.