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Procurement and the Auditor. Presented by : Andy Powell, CPA, MBA & Eric Tomson, CPA Of the Auditor of Public Accounts. Andy Powell, CPA, VCO – Director - Acquisition and Contract Management Eric Tomson, CPA, VCO – Acquisition and Contract Management Specialist.

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Procurement and the Auditor

Presented by:

Andy Powell, CPA, MBA

&

Eric Tomson, CPA

Of the

Auditor of Public Accounts

DGS: Division of Purchases and Supply


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Andy Powell, CPA, VCO – Director - Acquisition and Contract Management

Eric Tomson, CPA, VCO – Acquisition and Contract Management Specialist

DGS: Division of Purchases and Supply


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The Auditor of Public Accounts Contract Management

  • A constitiutional officer of the Commonwealth

  • Appointed to a 4 year term by the General Assembly

  • Has been with the APA since 1977

  • Assisted by delegated representatives

Walter J. Kucharski, CPA, CFE

DGS: Division of Purchases and Supply


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What is the APA Contract Management

  • The Auditor of Public Accounts is a constitutional offcer with powers granted by Virginia’s consitution (Article IV, § 18) and as specified in the Code of Virginia (Chapter 14, §§ 30.130 – 30.142)

  • The Auditor of Public Accounts reports to the Joint Legislative Audit and Review Committee (JLARC) in the General Assembly

  • The APA is the external auditor for all state agencies, institutions of higher education, constitutional officers and various boards and authorities under the executive and judicial branches of state government.

DGS: Division of Purchases and Supply


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Role of APA Contract Management

Mission

APA serves Virginia citizens and decision-makers by providing unbiased, accurate information and sound recommendations to improve accountability and financial management of public funds

DGS: Division of Purchases and Supply



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Teams Contract Management

  • Acquisition and Contract Management

  • Budgeting and Performance Management

  • Capital Asset Management

  • Data Analysis

  • Financial Management

  • Higher Education

  • Information Systems Development

  • Information Systems Security

  • Judicial Systems

  • Reporting and Standards

  • Social and Medical

DGS: Division of Purchases and Supply


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Acquisition and Contract Management Contract Management

The Acquisition and Contract Management Team supports prudent contracting and administration within the Commonwealth by providing analysis of financial information and best practices relating to contractual matters and the effectiveness, efficiency, and economy of various contractual services to those responsible for procurement and contract administration.

DGS: Division of Purchases and Supply


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Acquisition and Contract Management Contract Management

Director: Andy Powell, CPA, MBA, VCO

Specialist: Eric Tomson, CPA, VCO

Auditors: Angela O’Mary

Chadam Hover

Laura Tabler

Blair Price (intern)

DGS: Division of Purchases and Supply


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Auditing the Procurement Cycle Contract Management

DGS: Division of Purchases and Supply


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Responsibilities of Agency Contract Management

  • Provide Documentation (Evidence)

    • Policies and Procedures

    • Determination of Need

    • Justification of non-Competitive Sealed Bid procurement

    • RFP / IFB

    • Bid tabulations

DGS: Division of Purchases and Supply


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Responsibilities of Agency Contract Management

  • Provide Documentation (continued)

    • Contract

    • Contract Administrator assignment and duties

    • Vendor evaluations by end-user (at least yearly)

    • Renewals

    • Change orders

DGS: Division of Purchases and Supply


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Role of Agency Contract Management

  • Manage the Contract

    • Ensure contract compliance by Vendor and end-user

    • Management of contract changes

    • Review, approval and payment of invoices

  • Ensure the safeguarding of assets and systems

DGS: Division of Purchases and Supply


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Role of Auditor Contract Management

  • Test and evaluate the internal controls over the procurement and contracting process

  • Are the agency policies and procedures in compliance with applicable laws and regulations?

DGS: Division of Purchases and Supply


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Role of Auditor Contract Management

  • Is there the presence or absence of incentives?

  • Is the procurement rational, feasible and doable?

  • Is the procurement necessary?

  • Is the Commonwealth getting value by this expenditure?

  • Are there indicators of fraud?

DGS: Division of Purchases and Supply


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The Procurement Audit Contract Management

  • Gain an Understanding

    • Laws and Regulations

    • Policies and Procedures

    • Systems and System Security

  • Conduct Preliminary Analysis

    • Expenditure patterns

  • Gather Evidence

    • Test individual contract files:

      • Ensure that internal controls are in place

      • Test compliance with Laws and Regulations

    • Conduct Substantive Tests

      • Trace Contract Payments through Accounts Payable

      • Trace individual vouchers into Contract

DGS: Division of Purchases and Supply


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Questions and Answers Contract Management

DGS: Division of Purchases and Supply


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