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NYS Comptroller

THOMAS P. DiNAPOLI

Audits of Local Governments and School Districts

Report Highlights

Sauquoit Valley Central School District - Procurement (2019M-228)

Released: February 21, 2020 -- [read complete report - pdf]

Audit Objective

Determine whether District officials ensured that competition was sought for the purchase of goods and services not subject to competitive bidding.

Key Findings

District officials did not:

  • Seek competition for seven professional service providers who were paid $325,131 during our audit period.
  • Obtain written or verbal quotes for the purchase of goods and services from five vendors paid $267,306.

The Board did not review and update the District procurement policy.

Key Recommendations

  • Use a request for proposal (RFP) process or solicit quotes to seek competition when procuring professional services.
  • Obtain verbal and written quotes as required by the procurement policy.
  • Document all purchase decisions including the justification for using sole source vendors.
  • Annually review the procurement policy and update it as needed.

District officials generally agreed with our recommendations and indicated they planned to take corrective action.

Background

The Sauquoit Valley Central School District (District) serves the Towns of Frankfort and Litchfield in Herkimer County, and the Towns of Bridgewater, Kirkland, Marshall, New Hartford and Paris in Oneida County.

The District is governed by a seven member Board of Education (Board). The Board has overall responsibility for financial and educational affairs. The Superintendent of Schools (Superintendent) along with other administrative staff, is responsible for the day-to-day operations.

The account clerk is the Board-designated purchasing agent and is responsible for operating the District’s purchasing program in compliance with the Board approved procurement policy. The Business Manager is responsible for ensuring that the required number of quotes for purchases are received. Currently, the Treasurer is the acting Business Manager.

Quick Facts
Employees167
Enrollment969
General & Capital Funds Non-payroll Expenditures for the Audit Period$21.0 million

Audit Period

July 1, 2018 – July 31, 2019


Local Government and School Accountability Contact Information:

Phone: (518) 474-4037; Email: localgov@osc.ny.gov
Address: Office of the State Comptroller, Division of Local Government and School Accountability
110 State Street, 12th Floor; Albany, NY 12236