Finding Text
Criteria - Under the Procurement, Suspension, and Debarment compliance requirement for the Public and Indian Housing Program (Assistance Listing Number 14.850), small purchases in excess of $1,000, but not exceeding $25,000 no less than three offerors shall be solicited to submit price quotations. These quotes may be obtained orally, by telephone, or in writing, as allowed by State or local laws. Award shall be made to the offeror providing the lowest acceptable quotation, unless justified in writing based on price and other specified factors, such as for architect-engineer contracts. If non-price factors are used, they shall be disclosed to all those solicited. The names,
addresses, and/or telephone numbers of the offerors and persons contacted, and the date and amount of each quotation shall be recorded and maintained as a public record (unless otherwise provided in State or local law). For purchases above the Authority’s small purchase threshold, the level of detail will vary but should be commensurate with the size (i.e. dollar value), complexity, and commercial nature of the requirement.
Condition - During our testwork over compliance with the Procurement, Suspension, and Debarment requirements of the Public and Indian Housing Program (14.850), we selected three procurement contracts for review and the Authority was unable to provide one of the selected contracts. As a result, we were unable to ensure that the contract adheres to federal regulations and the contractors were not suspended, debarred, or otherwise excluded from participating in federal programs.
Cause - The Authority does not have a process in place for documenting contracts procured throughout the year to ensure all compliance requirements are properly met.
Effect - The Authority has not ensured that it is receiving the most competitive prices or rates for services that have been procured, which may have resulted in unnecessary additional costs to the Authority.
Questioned Costs - $9,368
Recommendation - We recommend the Authority make the following improvements to internal controls:
• Evaluate the need for open-end contracts and procure these services in accordance with the procurement policy at least annually.
• Ensure there is a comprehensive process in place to meet the requirements necessary for sole-source and emergency procurements.
• Provide sufficient procurement training to all employees responsible for procurement.
Management’s Response - (a) Comments on the finding and recommendation - The Authority agrees with the finding. The Authority also agrees with the recommendation, please see below for action taken.
(b) Action taken - Procurement policies over record retention will be implemented.
(c) Planned implementation date of corrective action - Completed by September 30, 2024.