AgdaPkt 2014-01-13 Interview, Closed and Regular

Browse Search

City of Redwood City 7.1.G. - Page 180 Single Audit Reports Schedule of Findings and Questioned Costs, Continued For the Year Ended June 30, 2013 D. PRIOR YEAR FINDINGS AND QUESTIONED COSTS, Continued Management Response: The Public Works Division was not aware of the requirement to verify whether Sensus or Golden State Flow Measurement had been suspended or debarred. Since learning of this requirement, the Public Works Division has researched and verified that neither Sensus nor Golden State Flow Measurement is on the excluded parties list system (EPLS) as identified on the System for Award Management website, www.sam.gov. To correct this problem going forward, the Public Works Division has created a "EPLS -SAM Self - Certification" form that will be required as part of the Public Works purchasing guidelines. Vendors will need to self- certify themselves and Public Works staff will also conduct a second verification on www.sam.gov after the form is submitted. The Public Works Division has also 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 and follow all City guidelines. The statutory requirement for debarment verification states "it may be met by including a clause or condition in contracts or agreements ". The City's CDBG agreements with subrecipients, contractors and vendors include clauses required by Federal statutes and Executive Orders and their implementing regulations which include debarment. This was the method the City CDBG program used to meet the statutory requirement in past practice with subrecipients and vendors. Additionally the City's CDBG program has consistently completed debarment verifications on all prime construction contractors. The City's CDBG program procedure for debarment verification has now been updated to include a requirement to complete and maintain documentation of debarment verifications in all project files for subrecipients, contractors and vendors. RWC DEBARRMENT VERIFICATION POLICY AND PROCEDURE (rev. 12/13/12) Prior to CDBG contract award equal to or greater than $25,000, the names and addresses of all tentatively- selected contractors, subrecipients and vendors must be entered into the Excluded Parties List System (EPLS) to verify that they are not a suspended and debarred party. The EPLS includes information regarding entities debarred, suspended, proposed for debarment, excluded or disqualified under the nonprocurement common rule, or otherwise declared ineligible from receiving Federal contracts, certain subcontracts, and certain Federal assistance and benefits. A copy of the debarment verification will be maintained in the project file. Parties that are excluded are found on this website: https;// www.sam.gov /portal/public/SAM/. Status: No exceptions were noted in FY12/13. Public Works Division has created a "EPLS -SAM Self- Certification" form for vendors to self - certify. The City developed and the Council approved a Grant Management Policy for guiding the City's management of grant resources. 12