To ensure that the construction unit complies with the State's procurement laws and policies, General Services should clarify the waiver process in the administrative order governing the small business participation goal.
Subsequent to the audit, DGS significantly changed its policies, procedures and responsibilities for procurement which alleviates the need for this recommendation. Specifically, effective July 1, 2013, DGS consolidated its purchasing and contracting functions in a new office within its Administration Division, the Office of Business and Acquisition Services (OBAS). Consequently, the Direct Construction Unit (DCU) is no longer responsible for those activities. Instead, the responsibility rests with OBAS' professional procurement staff.
DCU's role in the new procurement system is primarily limited to requesting a purchase and certifying the receipt of the goods. OBAS is now responsible for ensuring that DGS procurement practices fully comply with state and DGS requirements. This responsibility includes complying with DGS policies which require the procurement of goods and services under certain dollar thresholds from certified small businesses (SB) and disabled veteran business enterprises (DVBE). In recognition of the consolidation of the purchasing and contracting functions, a recently issued administrative order addressing, in part, the award of contracts to SBs and DVBEs no longer includes provisions for the waiver process discussed in the state auditor's report.
General Services issued an administrative order related to contracting with small businesses, microbusinesses,and disabled veteran business enterprises that no longer includes the waiver process.
Please refer to our one-year response.
Currently, DGS is in process of clarifying the waiver process discussed in the administrative order that requires department operating entities to procure goods and services under certain dollar thresholds from certified small businesses (SB) and disabled veteran business enterprises (DVBE). Specifically, DGS' Office of Small Business and DVBE Services (OSDS), which is the entity responsible for granting waivers, is actively revising the waiver process, including providing additional examples of situations (such as excessive cost impact) when waivers may be granted from purchasing from certified SBs and DVBEs. OSDS plans for this activity to be completed in March 2014.
General Services stated that it will amend its administrative order to include additional examples of situations in which waivers may be granted. General Services plans to issue its amended administrative order by February 28, 2013, with training of department buyers to begin in the spring of 2013.
General Services stated that it will amend its administrative order to include additional examples of situations in which waivers may be granted. General Services plans to issue its amended administrative order by November 30, 2012. (See 2013-406, p. 176)
†Response Type refers to the interval in which the auditee is providing the State Auditor with their status in implementing recommendations made in an audit report. Auditees must submit a response regarding their progress in implementing recommendations from our reports at three intervals from the release of the report: 60 days, six months, and one year or subsequent to one year.
*Agency responses received after June 2013 are posted verbatim.