Establish and implement adequate controls to obtain all of the required project completion documentation prior to final payment.
Publication Report
2020-BO-1002 | March 19, 2020
The Housing Authority of the City of Springfield, MA, Did Not Always Comply With Procurement and Contract Administration Requirements
We audited the Springfield Housing Authority’s Public Housing Operating Fund and Capital Fund programs because the Authority ranked fifth highest on our risk assessment of Massachusetts public housing agencies and is the third largest in the State. In… moreRelated Recommendations
Public and Indian Housing
- Status2020-BO-1002-001-AOpenClosedClosed on November 03, 2020$916,132.00Questioned Costs
Recommendations with questioned costs identify costs: (A] resulting from an alleged violation of a law, regulation, contract, grant, or other document or agreement governing the use of Federal funds; (B] that are not supported by adequate documentation (also known as an unsupported cost]; or (C] that appear unnecessary or unreasonable.
Support that $916,132 spent on contracts was fair and reasonable in accordance with Federal requirements or repay the Operating Fund or Capital Fund program from non-Federal funds any amount that cannot be supported.
- Status2020-BO-1002-001-BOpenClosedClosed on November 03, 2020$408,968.00Funds Put to Better Use
Recommendations that funds be put to better use estimate funds that could be used more efficiently. For example, recommendations that funds be put to better use could result in reductions in spending, deobligation of funds, or avoidance of unnecessary spending.
Support that $408,968 in funds not yet spent on contracts would be fair and reasonable or reallocate the funds to ensure that they will be put to their intended use.
Reprocure any contracts for which cost reasonableness cannot be supported and contracts were not properly awarded to ensure compliance with HUD requirements.
Ensure that all Authority staff members working with procurements and contract administration receive Federal procurement training.
Establish and implement adequate record-keeping procedures to comply with Federal procurement requirements, including a checklist for the file to ensure that they complete all procurement requirements and receive all required documents.
Ensure that all architectural and engineering contracts or task orders awarded during our audit period are reviewed for cost reasonableness.
- Status2020-BO-1002-002-AOpenClosedClosed on November 03, 2020$37,941.00Questioned Costs
Recommendations with questioned costs identify costs: (A] resulting from an alleged violation of a law, regulation, contract, grant, or other document or agreement governing the use of Federal funds; (B] that are not supported by adequate documentation (also known as an unsupported cost]; or (C] that appear unnecessary or unreasonable.
Repay the Operating Fund program from non-Federal funds for the $37,941 in ineligible costs when the amount paid exceeded the contract value.
Establish and implement adequate controls so the Authority does not exceed the contract amount without appropriate contract amendments and written approvals.