Report 2013-302/2013-303 Recommendation 16 Responses
Report 2013-302/2013-303: Judicial Branch Procurement: Semiannual Reports to the Legislature Are of Limited Usefulness, Information Systems Have Weak Controls, and Certain Improvements in Procurement Practices Are Needed (Release Date: December 2013)
Recommendation #16 To: Court of Appeal, Sixth District
The first, fifth, and sixth districts should develop procedures to ensure that they consistently maintain documentation of their determinations that the pricing obtained is fair and reasonable for procurements under $5,000.
6-Month Agency Response
The Sixth District Court of Appeal is now utilizing a Buyers Checklist for Non-Competitive procurements under $5,000 (attached). Each buyer will use this checklist to document vendors contacted and quotes received for these procurements. The checklist on page two will be where the buyer will document the obtaining of a fair and reasonable price being obtained for these procurements. This checklist is still considered an interim checklist as during the next few months in coordination with the other districts we will complete a more standardized checklist for general use. This and other checklists and logs will be part of the anticipated training on procurements and training to be provided by the AOC later this calendar year.
Additionally, a file will be maintained for all procurements under $5,000 where a control log (attached), the checklists, and any other appropriate documentation will be placed. This will provide a central location / file of documentation for management or any other party to review for these procurements.
- Completion Date: January 2014
- Response Date: June 2014
California State Auditor's Assessment of 6-Month Status: Fully Implemented
60-Day Agency Response
The Sixth District now maintains a log documenting procing obtained is fair and reasonable for procurements under $5,000.
- Completion Date: January 2014
- Response Date: February 2014
California State Auditor's Assessment of 60-Day Status: Partially Implemented
Although the sixth district maintains a log of invoices, it does not have any procedure in place to ensure that staff consistently maintain documentation of their determinations that the pricing obtained is fair and reasonable for procurements under $5,000.
- Auditee did not address all aspects of the recommendation
All Recommendations in 2013-302/2013-303
Agency responses received are posted verbatim.