The Acquisition Management Function at the Railroad Retirement Board Was Not Fully Adequate or Effective

Submitting OIG:

Railroad Retirement Board OIG

Report Description:

Date Issued:

Friday, September 27, 2019

Agency Reviewed / Investigated:

Railroad Retirement Board

Submitting OIG-Specific Report Number:

19-14

Location(s):

Agency-Wide

Type of Report:

Audit

Questioned Costs:

$2,600,000

Number of Recommendations:

View Document:

Attachment	Size
Audit Report 19-14.pdf	980.58 KB

Recommendation Number	Recommendation Status	Significant Recommendation
19-14, 2	Open	No
We recommend that the Office of Administration/Division of Acquisition Management update Administrative Circular OA-14 and implement the necessary updates to align procurement procedures with current federal acquisition regulation and agency practices.
19-14, 3	Open	No
We recommend that the Office of Administration/Division of Acquisition Management update standard policies and procedures to clearly convey the documentation required to be maintained in the contract file in order to support the solicitation phase.
19-14, 4	Open	No
We recommend that the Office of Administration/Division of Acquisition Management develop and implement standard checklist guidance to be included in the contract file that lists the required solicitation documentation, identifies if the documentation was applicable to the solicitation, and indicates the section in which the supporting documents are located.
19-14, 5	Open	No
We recommend that the Office of Administration/Division of Acquisition Management update standard policies and procedures to clearly convey the documentation required to be maintained in the contract file in order to support the award and administration phase.
19-14, 6	Open	No
We recommend that the Office of Administration/Division of Acquisition Management develop and implement standard checklist guidance to be included in the contract file that lists the required award and administration documentation, identifies if the documentation was applicable to the award, and indicates the section in which the supporting documents are located.
19-14, 7	Open	No
We recommend that the Office of Administration/Division of Acquisition Management obtain the signed copies of the contracting officer’s representative designation letter for the identified contracts and include them in the contract files.
19-14, 8	Open	No
We recommend that the Office of Administration/Division of Acquisition Management include obtaining the signed contracting officer’s representative designation letter as part of standard checklist guidance to be included in the contract file listing required award and administration documentation, identifying if the documentation was applicable to the award, and indicating the section in which supporting documents are located.
19-14, 9	Open	No
We recommend that the Office of Administration/Division of Acquisition Management establish a checklist or other control process to ensure that the required conflict of interest statement is presented to vendors.
19-14, 11	Open	No
We recommend that the Office of Administration/Division of Acquisition Management establish standard procedures for identifying and tracking contracts that have been physically completed.
19-14, 12	Open	No
We recommend that the Office of Administration/Division of Acquisition Management take steps to ensure the remaining balances are de-obligated in Financial Management Integrated System in a timely manner.

Recommendation Number

Recommendation Status

Significant Recommendation

Additional Details

19-14, 2

Open

We recommend that the Office of Administration/Division of Acquisition Management update Administrative Circular OA-14 and implement the necessary updates to align procurement procedures with current federal acquisition regulation and agency practices.

19-14, 3

Open

We recommend that the Office of Administration/Division of Acquisition Management update standard policies and procedures to clearly convey the documentation required to be maintained in the contract file in order to support the solicitation phase.

19-14, 4

Open