Audit of Bid Specification Requirements for Soliciations, January 2018

The audit focused on six (6) procurement methods solicited with public announcement and competition: Request for Informal Quotes (RFIQ), Invitation for Quotes (IFQ), Invitation for Bids (IFB), Request for Proposals (RFP), Request for Professional Services (RPS), and Request for Qualifications (RFQ). Between the period of July 1, 2016 to June 30, 2017, the Procurement Department processed a total of 118 solicitations related to the procurement methods under review. The chart below provides the population and sample size, by type of procurement method. Procurement Method Population Sample Size Request for Informal Quotes (RFIQ) 6 6 Invitations for Quotes (IFQ) 28 10* Invitation for Bids (IFB) 59 10* Request for Proposals (RFP) 9 9 Request for Professional Services (RPS) 10 10 Request for Qualifications (RFQ) 6 6 TOTAL 118 51 *Random sample was selected using sample generation software. Objectives, Scope and Methodology The objectives of this audit were to determine if the Procurement Department’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. To meet the objectives of the audit, the procedures performed included, but were not limited to, the following: • Obtained an understanding of relevant Florida Statutes, County Ordinance 2016-019, Resolution No. 2016-055, the Procurement Manual and relevant SOP’s. • Performed a walkthrough of the solicitation process. • Conducted inquiries of county personnel. • Reviewed bid submittals of the sampled solicitations. • Verified bidders were responsive, responsible, and met the bid specifications. 4 | A u d i t 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 J a n u a r y 2 0 1 8