Audit of Contract No. 2017-199 Custodial Services for Park Facilities, November 2018

10 |  A u d i t o f C o n t r a c t N o . 2 0 1 7 ‐ 1 9 9  N o v e m b e r 2 0 1 8 4. Utility Vehicle Training Observation  Per Exhibit A, Section 11.8 of the contract, “ Utility Vehicle: Some facilities may require the use of  a utility vehicle (club car, golf cart, etc.). Where required, the vehicle will be supplied by the  County to be used by the Contractor’s staff at that specific location. The County will provide  required training to Contractor’s staff. Only trained staff shall be permitted to operate the  County supplied vehicle. ”  The auditor was advised by PRNR management that there was only one location where the use  of a utility vehicle was required by the contractor’s employees. However, it was determined  during audit work that there are three such locations.  The auditor requested documentation to support that past and current contractor’s employees  using the utility vehicles received required training. At the one location identified by PRNR  management, there have been a total of four employees scheduled to work since June 1, 2017.  The auditor was provided an email dated June 26, 2017 that confirmed the two contractor  employees assigned to this location at that time received the required training. However, both  employees have since terminated. A third employee, hired by the contractor on December 28,  2017 and terminated during the audit, never received the training. The current employee, hired  by the contractor on April 1, 2018, received the training on July 7, 2018.  Additionally, documentation was provided showing that two additional contractor employees  providing services at two other County locations obtained the utility vehicle training on June 29,  2018.   The lack of timely training could lead to an increased risk of incidents, accidents and damage to  county‐owned utility vehicles.  Recommendation To ensure compliance with the contract, the County should develop and implement procedures  to confirm that only contractor employees who have received the training are permitted to  operate the county‐owned vehicles.  The procedures should include, at a minimum, maintaining  a current list of contractor’s employees at locations requiring the use of a utility vehicle,  documentation of the training provided, and documented completion of the training prior to  access to the county‐owned vehicle.