Follow-Up for Bid Specification Requirements for Solicitations, November 2018

3 |  F o l l o w ‐ u p o f B i d S p e c i f i c a t i o n R e q u i r e m e n t s f o r S o l i c i t a t i o n s  N o v e m b e r 2 0 1 8  Summary and Results Background  The purpose of the January 2018 Audit of Bid Specification Requirements for Solicitations was  to determine if the Procurement Division’s internal controls related to awarding contracts  based on required bid specifications are operating effectively and if they are in compliance with  applicable laws, rules, regulations, policies and procedures. The scope of the audit included the  time period of July 1, 2016 to June 30, 2017.  The original audit report concluded that:   The division did not ensure that proof of insurance is obtained from the awarded  vendor timely.   The division did not review for existing contracts prior to publishing a solicitation.   The division did not obtain and document vendor qualifications required per bid  specifications.   There was no secondary approval of addendums from management.  Objectives  The objectives of this follow‐up audit was to evaluate the observations reported on the Bid  Specification Requirements for Solicitations audit report, dated January, 2018 and subsequent  corrective actions taken by responsible management. This was achieved by providing  independent, objective analysis as well as reasonable assurance that the previous concerns has  been addressed and appropriate corrective measures implemented.  To meet the objectives of the follow‐up audit, the following procedures were performed:   Performed inquiries of management and staff of the Procurement Division.   Obtained an understanding of changes made to the relevant Statutes, County  Ordinances 2016‐019, Resolution No. 2016‐055, the Procurement Manual and relevant  Standard Operating Procedures since the original audit report date.   Examined a sample of 37 solicitations for the period of January 1, 2018 through August  3, 2018. Of a total of 51 solicitations related to the five procurement methods under  review, a random sample of 37 solicitations, or 73 percent was selected and tested.   Identified and examined 10 addendums related to eight solicitations for the period of  January 1, 2018 through August 3, 2018.