2 | Follow-up of Contract No 2022-003 with NAPA Auto Parts and Cooperative Purchase Request Contract with Sourcewell November 2024 Executive Summary As part of the Annual Audit Plan, the Clerk of Circuit Court and County Comptroller’s Internal Audit Department and Office of the Inspector General conducted independent follow-up audits of two County Contracts: Contract No. 2022-003, formerly known as Contract No. 2017-055, a Term Contract for Fleet‐Related Maintenance Equipment, Supplies, Services and Inventory Management Solutions and an audit of the Sourcewell Contract, previously referred to the Cooperative Purchase Request for the National Joint Powers Alliance. The purpose of the audits was to evaluate the steps taken to address the observations reported in the original audit reports. These reports identified a combined nine (9) observations and management leadership has corrected eight (8), showing significant improvement in their operation. The original audit of Contract No. 2017-055, Term Contract for Fleet‐Related Maintenance Equipment, Supplies, Services and Inventory Management Solutions, detected non‐compliance with the following contractual stipulations related to: • Plan pricing, • NAPA Product Cost, • Gross profit rate, • Supporting documentation, • Inappropriate purchases, and • Review process for NAPA invoices. Since the original audit, Contract No. 2017-055 expired and was replaced by a new County Contract, No. 2022-003, with the same contractual stipulations. In the new Contract the Fleet Services Department, includes a more in-depth explanation of the gross profit rate calculations. Additionally, the Fleet Services Department has enhanced their review process to ensure the contractual stipulations are followed. While the enhanced application appears to have improved the overall process of review and processing of the NAPA invoices, there are still detected issues, such as a lack of supporting documentation related to inappropriate purchases, which could result in the County over paying for parts and services. The original audit of the Contract for the Cooperative Purchase Request for National Joint Powers Alliance detected non‐compliance with the following contractual stipulations related to: • Thresholds limits for purchases, • Inappropriate purchases, and • Supporting documentation. Since the original audit, the Contract for the Cooperative Purchase Request for National Joint Powers Alliance was replaced by a new Contract for Sourcewell (Solicitation Number RFP #091521 and RFP #110520. The new contract has the same contractual stipulations as the previous one and also includes a table of specifications that has a more in-depth and detailed explanation of what Sourcewell can and cannot provide to the Fleet Service Department. In addition to the new Sourcewell contract, Fleet Services Department significantly enhanced their process for purchasing fleet vehicles and related equipment.
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