QUESTION
How are NYCHA's micro purchase contracts reviewed and audited beyond the property management level?
1:23:52
·
144 sec
Micro purchase contracts at NYCHA undergo a multi-stage review and audit process involving program requisitions, matching of service statements with invoices, and on-site monitoring by the compliance department.
- Different program areas are responsible for establishing requisitions, determining the need, and starting the process.
- After vendor performance, a statement of service is generated and reviewed, followed by a match between the invoice, purchase order, and statement of service for payment approval.
- Brad Greenberg's compliance team conducts document reviews, interviews property staff, inspects completed work, and includes findings in reports to executive staff.
- Since 2020, the compliance department has implemented an on-site monitoring program, and in 2022 undertook a comprehensive review following a 2021 investigation.
Chris Banks
1:23:52
Who outside of the superintendent of a property manager who solicits the micro part purchase contract reviews or audits of supply services or other need listed Michael Purchases contract.
Daniel Greene
1:24:06
So for a micro purchase, it can be done at the property level in terms of the request and the approval, but it does have to go up to a central department to release the PO.
1:24:17
And Mr.
1:24:17
Panicky can explain more the
Sergio Paneque
1:24:22
I'm sorry, chair.
1:24:23
Can you please repeat the question?
Chris Banks
1:24:25
Mohu outside of the superintendent or the property manager who solicits the micro purchase contract reviews or audits to supply.
1:24:34
Who does the audit?
1:24:35
Who who who who who who who views it?
Sergio Paneque
1:24:37
It it well, it all and there's a number of different program areas that can obviously establish a requisition.
1:24:43
Determination of need and then put forward that process.
1:24:46
At the end of the process, once a vendor has performed, At that point, there's a statement of service that's generated, and then a review of the work.
1:24:57
And then there's a match between the invoice, the purchase order and the statement of service in order for payment.
1:25:04
Okay.
Lisa Bova Hiatt
1:25:05
And to your question about audits, I'm sorry, Brad Greenberg, our chief compliance offer, so I can answer that portion of the question.
Brad Greenberg
1:25:13
Right.
1:25:14
So as Sergio mentioned, there's a statement of service that gets done when the work is completed, which has to be reviewed by the property staff in order for a payment to be issued.
1:25:23
And one of the things that our department has done since 2020 is we have an on-site monitoring program where we go out to properties, to look at a whole series of items.
1:25:33
One of the items we look at is we pull recent requisitions and recent micro purchases, and we do a document review.
1:25:39
We also interview property staff about particular purchase.
1:25:42
And I will also go and do an inspection of the work that was performed, and we include that in our reports that we that we issued to executive staff.
1:25:50
We also did a project in 2022 following DOI's 2021 investigation where we looked at a couple dozen properties and vendors ended a kind of a holistic look at the program, where we also pulled hundreds of requisitions and looked at those, did the same kind of process where we interviewed staff, did a physical inspection of the work, and also looked at the documents that were supposed to be attached to the to the micro purchase.