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School board directs RFP for forensic review and internal control evaluation covering P‑cards, AP, cash accounts
Summary
The Suffolk Public Schools Board voted Aug. 14 to direct the superintendent to issue a formal RFP for an independent forensic review and internal control evaluation focused on p‑cards, accounts payable, cash/bank procedures and the district’s financial control environment.
The Suffolk Public Schools Board voted on Aug. 14 to direct the superintendent to issue a formal request for proposals (RFP) for a forensic review and an evaluation of internal controls covering four areas: purchasing card (p‑card) procedures, accounts payable procedures, cash and bank account procedures, and a comprehensive evaluation of the internal control environment related to financial operations.
Motion and amendment
Vice Chair McGee brought the motion asking the purchasing department to issue the RFP; the motion was seconded on the floor by Board Member Breedingham. McGee originally proposed a broader look “from 01/01/2021 through the current date,” but during board discussion he amended the motion to limit the review period to the three most recent school years for which the district collects comparable operational data: 2022–23, 2023–24 and 2024–25.
Board questions and procedure
Board members and the school attorney discussed the procurement process and the difference between a request for information (RFI) and an RFP. The attorney and the procurement staff clarified the procurement law point that professional services are procured with an RFP in which the district typically evaluates qualifications before negotiating price, and that an RFI can be used to collect cost estimates and market information if the board prefers before issuing an RFP.
Vote and outcome
After the amendment, the board voted to proceed with an RFP limited to the three school years. The recorded roll call on the amended motion was: Dr. Brittingham — yes; Fields — no; Jenkins — absent for the vote; Riddick — no; Slinglove — yes; Vice Chair McGee — yes; Chair Howell — yes. The motion carried.
Why it matters: the RFP directs a competitive procurement for an independent firm to study financial controls and procedures in the specified areas. Board members who supported the motion said they wanted a robust evaluation that would allow the district to negotiate terms with qualified professionals; those who opposed the motion argued the board had not agreed collectively on the precise scope and that an initial RFI could be a faster way to get price information.
Next steps: the superintendent and purchasing staff will prepare the RFP scope and timeline for public procurement, take the RFP through the district’s procurement process and return with the results and a recommended award once responses are evaluated.
