Audit of the Federal Bureau of Prisons’ Sole-Source Contract Actions

Submitting OIG:

Department of Justice OIG

Date Issued:

Thursday, September 7, 2023

Agency Reviewed / Investigated:

Department of Justice

Submitting OIG-Specific Report Number:

23-100

Component, if applicable:

Federal Bureau of Prisons

Location(s):

Agency-Wide

Type of Report:

Audit

Questioned Costs:

Funds for Better Use:

Number of Recommendations:

Report updated under NDAA 5274:

View Document:

Attachment	Size
23-100.pdf	1.75 MB

Recommendation Number	Recommendation Status	Significant Recommendation	Additional Details
1	Open	No	https://oig.justice.gov/reports
Consider the appropriate personnel needed to monitor and oversee its facilities-related contract actions and incorporate their roles and contract surveillance responsibilities into meaningful monitoring plans, such as Quality Assurance Surveillance Plans (QASP) or equivalent documents.
2	Open	No	https://oig.justice.gov/reports
Ensure that certifying officials (i.e., Procurement Section Chief, Requesting Official, and Cost Center Manager) verify that all mandatory elements—as identified on the Request for Contract Action (RCA) Transmittal—have been completed prior to approving a procurement to proceed.
3	Open	No	https://oig.justice.gov/reports
Design and implement a process or control to ensure that contracting officials (e.g., Contracting Officers-COs, Contract Specialists, and Contracting Officer’s Representatives-CORs) have access to contract documents and information pertinent to their contract-related responsibilities, and provide any necessary training and guidance on accessing and using this information.
4	Open	No	https://oig.justice.gov/reports
Retrain its contracting officials (e.g., COs, Contract Specialists, and CORs) and BOP personnel who assist them (e.g., health services and facilities personnel in task monitor equivalent positions) on Federal Acquisition Regulation (FAR) and internal policies and procedures related to acquisition planning and contract file maintenance.
5	Open	No	https://oig.justice.gov/reports
Design and implement a process or control to confirm that BOP COs prepare complete and accurate 8(a) Program offer letters as required by FAR Subpart 19.804-2(a).
6	Open	No	https://oig.justice.gov/reports
Design and implement a control to help ensure that: (a) appropriate contract types and formats are used (e.g., that Purchase Orders-POs are not used in inappropriate situations) and (b) acquisition planning team members, including contracting officials, understand how to apply the BOP’s historical experience on similar procurements as well as the best practices outlined in the Office of Management and Budget’s (OMB) January 2021 memorandum on Procurement Administrative Lead Time (PALT) for all contract actions that exceed the Simplified Acquisition Threshold (SAT).
7	Open	No	https://oig.justice.gov/reports
Train contracting officials (e.g., COs, Contract Specialists, and CORs) and other designees who complete contractor performance evaluations on the FAR Subpart 42.15 requirements as well as Contractor Performance Assessment Reporting System (CPARS) Guide). Additionally, design and implement a process or control (e.g., sampling CPARS to verify compliance with the FAR) to ensure that the awareness intended by the training is sustained and helps ensure that the BOP contract officials are adhering to the schedule for mandatory completion of contractor performance evaluations, via CPARS, as required by the FAR and Bureau of Prisons Acquisition Policy (BPAP).
8	Open	No	https://oig.justice.gov/reports
Design, document, and implement a process or control to: (a) monitor payment deadlines within its financial system and (b) train contracting officials and other BOP personnel responsible for contract administration and oversight on the new process or control.
9	Open	No	https://oig.justice.gov/reports
Design and implement a process or control for COR designations and train its acquisition workforce on: (a) designating and appointing CORs (to include appointment records that memorialize delegations of contracting authority and limitations), and (b) reviewing and approving invoices to ensure that they comport with FAR requirements before payment.

Recommendation Number

Recommendation Status

Significant Recommendation

Additional Details

Open

https://oig.justice.gov/reports

Consider the appropriate personnel needed to monitor and oversee its facilities-related contract actions and incorporate their roles and contract surveillance responsibilities into meaningful monitoring plans, such as Quality Assurance Surveillance Plans (QASP) or equivalent documents.

Open

https://oig.justice.gov/reports

Ensure that certifying officials (i.e., Procurement Section Chief, Requesting Official, and Cost Center Manager) verify that all mandatory elements—as identified on the Request for Contract Action (RCA) Transmittal—have been completed prior to approving a procurement to proceed.

Open

https://oig.justice.gov/reports