Open Recommendations

Establish policy requiring the recording and tracking of cluster box unit ownership, and develop and maintain a repository of cluster box units to include ownership and applicable agreements.

Some or all of the recommendation is not publicly available due to concerns with information protected under the Freedom of Information Act.

Address the box deficiencies identified at Sacramento Main Post Office, Fort Sutter Station, and Rancho Cordova Main Post Office.

Require the California 2 District Manager to establish and provide regularly recurring training to local management on the requirement to complete annual safety inspections, remediate deficiencies, and document the results for the blue collection boxes, cluster box units, and green relay boxes and track training compliance.

Develop a verification process to ensure all electronic arrow lock and high security collection box shipments, deliveries, and installations are accurately recorded.

Address the box deficiencies identified at the Beechnut, Debora Sue Schatz, and T W House Stations.

Require the Texas 2 District Manager to establish and provide regularly recurring training to station management on the requirement to complete annual safety inspections, remediate deficiencies, and document the results for the blue collection boxes and cluster box units, and track training compliance.

Develop a standard operating procedure outlining steps for station management on how to generate maintenance requests for electronic arrow lock and high security collection box installations.

Confirm all arrow keys are accurately recorded in the Retail and Delivery Analytics and Reports system and, when necessary, returned to the National Materials Customer Service, and/or reported to the Postal Inspection Service for the Beechnut, Debora Sue Schatz, and T W House Stations.

Establish internal controls to verify facilities are following the 24-hour arrow key accountability process, including the establishment of barcodes for every key assigned to city routes at Tier 1 facilities, or using the PS Form 1106, as required.

Provide regularly recurring training on arrow key accountability processes, security policies, and responsibilities to managers and supervisors in the Houston, TX, area, and track training compliance.

Provide training on registry cage security policies and responsibilities to managers and supervisors in the Houston, TX, area, and track training compliance.

Establish internal controls to validate that facilities are remediating arrow key deficiencies identified by the Postal Inspection Service.

Revise Postal Operation-631 Growth and Delivery Point Management Program policy to update current roles and responsibilities.

Some or all of the recommendation is not publicly available due to concerns with information protected under the Freedom of Information Act.

We recommend that USAID's Office of Acquisition and Assistance Cost, Audit and Support Division/Contract Audit Management Branch verify that IntraHealth International, Inc., corrects the one material weakness in internal control over financial reporting detailed on page 10 in the schedule of findings and questioned costs.

We recommend that USAID/Kenya and East Africa verify that Kenya Conference of Catholic Bishops corrects the two instances of material noncompliance detailed on pages 46 to 48 of the audit report.

We recommend that USAID/Uganda verify that Transcultural Psychosocial Organization corrects the four instances of material noncompliance detailed on pages 40 to 45 of the audit report.

We recommend that USAID/Nigeria verify that Society for Family Health corrects the three instances of material noncompliance detailed on pages 63 to 66 of the audit report.

OIG recommends that the Bureau of Administration develop and implement oversight activities to effectively administer subcontracting plans. At a minimum, this should include reviewing administrative actions and communicating policies and procedures to Contracting Officers to comply with the statutory requirements from Federal Acquisition Regulation 19.702 for subcontracting plans.

OIG recommends that the Bureau of Administration, within 6 months of the issuance of this report, issue guidance to Contracting Officers that includes a mechanism for the maintenance of contract files and required documentation if eFiling is not required to be used.

OIG recommends that the Bureau of Administration, within 6 months of the issuance of this report, develop and implement oversight procedures to confirm that contract actions are properly designated in the Federal Procurement Data System - Next Generation.

OIG recommends that the Bureau of Administration issue guidance and training to Contracting Officers that includes the proper interpretation of subcontracting plan requirements and exemptions, in accordance with Federal Acquisition Regulation 19.702(b)(1-4) and Department of State Acquisition Regulation 619.000(b).

OIG recommends that the Bureau of Administration develop and implement a process for achieving the goals, objectives, and timeframes for individual subcontracting report reviews, as prescribed in Federal Acquisition Regulation 19.705-6(f)(1)(2), Department of State Acquisition Manual 619.705-6, and supplemental guidance. At a minimum, this should include identifying and reporting to management contractors that fail to submit required reports.

OIG recommends that the Bureau of Administration develop and implement standard operating procedures describing the post-award responsibilities of Contracting Officers to comply with Federal Acquisition Regulation 19.705-6. At a minimum, the procedures should include regular reporting from the Small Business Technical Liaison to Contracting Officers and management officials in the Bureau of Administration, Office of Global Acquisitions, Acquisitions Management Directorate.