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City of Redwood City 6.1.F. - Page 181 Single Audit Reports Schedule of Findings and Questioned Costs, Continued For the Year Ended June 30,2012 C. FINDINGS AND QUESTIONED COSTS - MAJOR FEDERAL AWARD PROGRAM AUDIT, Continued SA 2012-02-Procurement,Suspension,and Debarment (Continued): Cause The City experienced turnover in personnel who oversaw the program. The new staff was unaware of these requirements. Questioned Costs Not applicable. Recommendation We recommend that the City provide trainings to City staff on the City's policies and procedures. We also recommend that City staff review City Council meeting minutes to verify purchases are properly approved. Views of responsible officials and planned corrective actions In fiscal year 2012, the Public Works Division purchased water meters totaling $203,599 from Golden State Flow Measurement without a formal agreement. The reason for not creating a formal agreement between the City and Golden State Flow Measurement is unknown as staff who managed the program are no longer employed by the City. To correct this problem going forward, the Public Works Division plans to conduct a competitive bidding process to review proposals from various vendors and enter a formal agreement with a water meter provider. To make certain that information is shared and individual staff are not the only one managing a project,the Public Works Division has created a new administrative group that will review all contracts,bid specifications,competitive proposals, grant applications, and other documents for completeness before they go to the Assistant Public Works Director for approval. This new layer of management will ensure that the documents produced by each operating section (Water, Wastewater, Right-of-Way and Fleet) are correct, follow all City guidelines, and that project information and responsibility is shared. 15