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

5 |  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  Open/partially completed Conditions and Pending Corrective Action Each of the five conditions identified in the original report were partially addressed, but require  management attention. 1. Compliance with Standard Operating Procedures Current Status, Follow‐Up Audit dated November 2018:  Per review of the Standard Operating Procedures (SOP’s), the Procurement Division has  modified the SOP’s for five of the six procurement methods that were under review:    SOP #20 ‐ Formal Invitation for Quotes (IFQ)    SOP #19 ‐ Formal Invitation for Bids (IFB)    SOP #21 ‐ Formal Request for Proposals (RFP)    SOP #39 ‐ Request for Professional Services (RPS)    SOP #59 ‐ Formal Request for Qualifications (RFQ)   The modifications were to require the procurement analysts to include a copy of the awarded  vendor’s Certificate of Liability Insurance with the Notice of Recommended Award (NORA) for  approval by the Procurement Official or designee. As a result of the testing, methods [IFQ, IFB &  RFQ] were in compliance; however, the following issues were identified:   In regards to the Request for Professional Services (RPS) method, the auditor tested six  solicitations and identified five instances where the Certificate of Liability Insurance was  provided after the NORA was authorized by the Procurement Official or designee.   In regards to the Request for Proposals (RFP) method, the auditor tested six solicitations  and identified one instance in where the Certificate of Liability Insurance was provided  after the NORA was authorized by the Procurement Official or designee.   Original Audit Observation, Report dated January 2018:  The SOP's for five (5) of the six (6) procurement methods under review (IFQ, IFB, RFP, RPS, and  RFQ) require that if the solicitation will result in a contract, the procurement analyst will collect  valid proof of insurance from the awarded vendor. The SOP for the sixth procurement method  (RFIQ) does not contain such requirements; however, the department requesting the