9 | Follow-up of Contract No 2022-003 with NAPA Auto Parts and Cooperative Purchase Request Contract with Sourcewell November 2024 Upon review of the two amendments, a mutually agreed upon price for training was not included in either amendment. Additionally, the other three purchases were for two different maintenance agreements, which appears they should not have been paid against this agreement. Original Recommendations, Report dated April 2021: To ensure compliance with the intent of the agreement, the Fleet Department should monitor purchases to ensure they meet the contractual requirements in order to be purchased using the agreement. If future training is to be purchased through the agreement, ensure the cost is mutually agreed upon by both parties and that the agreement is amended to include the agreed upon cost of training. Management Response: The original audit findings have been addressed previously and corrected in current procedures. Fleet Services agrees with the current audit findings. We had corrected the approval process for training before the current audit. However, one instance was found where we could not provide written prior approval. This is usually done by email, and our operations manager could not locate it. The vendor's representative no longer works for them, and they could not produce the written authorization. As stated, this process was corrected even before the current audit. Currently, the operations manager approves any proposed technician training sessions in writing and keeps copies of the correspondence in a folder on the I-Drive for easy access and review.
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