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

12 |  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 5. Key Inventory Observation  Per the contract, Exhibit A, Section 4.3 states that the “ County will issue keys as necessary for  access to the service areas… Keys shall not be duplicated and shall be returned to the County at  the end of the contract period.”   The auditor requested a list of all keys provided to the contractor, which PRNR staff was initially  unable to provide.  Subsequently, PRNR staff obtained the information from the contractor in  email communications. It was noted in the emails that the contractor provided the number of  keys that had been issued by the County throughout the contract period to date (June 29,  2018). This included nine master padlock keys, which allows access to areas that are gated.  Recommendation To ensure compliance with the contractual agreement, the County should develop and  implement procedures to track keys that are issued to the contractor.  Management Response  PRNR staff will develop a standard operating procedure that outlines the process for providing  keys to outside vendors and a tracking mechanism for such keys.