Follow-Up of Change Order Processes, November 2018

3. Written delegated authority . Observation The Procurement Manual, Chapter 4.1.E.1 states, "The County Administrator delegates to the Procurement Official authority to approve Procurement contracts, amendments, renewals, extensions and other ancillary documents in accordance with Resolution No. 2016-055 ..." Chapter 4.1.E.9 states, "The Procurement Official may delegate this authority in writing." During testing of change orders related to procurements exempted from the competitive processes, the auditor identified six (6) instances where the exemption was approved by an individual other than the Procurement Official. Of the six (6), documentation of written delegated authority could not be obtained for one (1). Recommendation To ensure compliance with the Procurement Manual, the Procurement Official should maintain documentation of the written delegated authority for every occurrence. Management Response The Procurement Official will draft a memo, delegating authority to the Procurement Manager, for the approval of certain documents on his/her behalf for a period of not more than one year. This will provide written documentation of the delegation of authority, ensuring continuance of operations during any unforeseen absence by the Procurement Official. Expected date of implementation is June 2017. 10 | A u d i t o f C h a n g e O r d e r P r o c e s s e s M a y 2 0 1 7