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Audit follow-ups: sole-source procurement documentation found; capital asset inventory work underway
Summary
Auditors reported backup documentation was found for 18 sole-source determinations reviewed in May 2025; the capital asset inventory process has been updated (AssetWorks/Recoup), spot checks are underway and annual inventory is expected to finish by December with reconciliation and follow-up.
The audit committee received two management follow-ups: a procurement review of sole-source awards and an update on the capital asset inventory process.
Auditors said they traced sole-source procurements from May 1 to May 15, 2025 and found backup documentation for every sole-source determination in that period (18 total). Sixteen of those sole-source procurements were issued before the prior audit; two awarded after the audit included expiration dates as the prior report recommended.
On capital assets, staff reported the asset-management intranet site was updated to reflect the AssetWorks (Recoup) platform, new disposal instructions were published, and the annual inventory is underway (elementary complete; secondary expected by July). Spot checks have already been performed (Great Neck Middle had a timing issue where an item slated for disposal was still present) and staff plan additional spot checks (Tallwood Elementary next). Departments will reconcile inventory results and conduct follow-up roughly one month after initial reconciliations.
Staff acknowledged this is substantial work and estimated the inventory process should conclude by December, though they will try to finish earlier if possible. The committee encouraged continuing the iterative improvements and consistent follow-up to avoid forgotten or misplaced assets.
