A RepoRtto theMontAnALegisLAtuRepeRfoRMAnce AuditContract ManagementDepartment of CorrectionsfebRuARy 2 0 1 0LegisLAtive Auditdivision09P-08Performance AuditsLegislative AuditPerformance audits conducted by the Legislative Audit Division Committeeare designed to assess state government operations. From the audit work, a determination is made as to whether agencies and Representatives programs are accomplishing their purposes, and whether they Dee Brown, Vice Chair can do so with greater efficiency and economy.Betsy HandsScott MendenhallWe conducted this performance audit in accordance with Carolyn Pease-LopezWayne Stahl generally accepted government auditing standards. Those Bill Wilson standards require that we plan and perform the audit to obtain sufficient, appropriate evidence to provide a reasonable basis for Senators our findings and conclusions based on our audit objectives. We Mitch Tropila, Chair believe that the evidence obtained provides a reasonable basis for Greg Barkus our findings and conclusions based on our audit objectives.John BrendenTaylor Brown Members of the performance audit staff hold degrees in Mike Cooney disciplines appropriate to the audit process. Areas of expertise Cliff Larseninclude business and public administration, journalism, accounting, economics, sociology, finance, political science, english, anthropology, computer science, education, international Audit Staff relations/security, and chemistry ...
Deputy Legislative Auditors aes Gillett Angie Grove
e Legislative Audit oittee o the ontana State Legislature is is our perorane audit o ontrat anageent at the Departent o orretions is report inludes inoration on the proureent and onitoring o ontrats at the departent and also addresses organiational ontrols Our reoendations inlude taing ation to oply ith proureent las, developingageny poliies and proedures to iprove transpareny and douentation, and elevating the iportane o ontrat anageent untions ithin the departent A ritten response ro the Departent o orretions is inluded at the end o the report e ish to epress our appreiation to departent personnel or their proessional and ourteous ooperation and assistane
espetully suitted, /s/ Tori Hunthausen Tori Hunthausen, A Legislative Auditor
Steve arry, Adinistrator Steve Gison, Adinistrator Gayle Laert, Adinistrator
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depe Cei C m ee ontrated servies opose over perent o the Departent o orretions’ total udget hoever, the departent has not developed adeuate ontrols over ontrat proureent and onitoring o ontrator perorane nor does its organiational struture properly ephasie the iportane o ontrat anageent
ai Fii During the s the ontana Legislature enated legislation alloing the state to ontrat ith private orporations, loal governents, and trial governents to operate orretional ailities Sine then, the Departent o orretions has entered into ontrats or a private prison, regional prisons, prerelease enters, and speialied treatent and santion ailities As a result, the dollar value o ontrats anaged y the departent has inreased signifiantly y fisal year , ontrated ailities ost the state approiately illion, hih is nearly as uh as the osts o operation o stateoned orretional ailities In addition to the aility ontrats, the departent also anaged over illion in other ontrats during fisal year Together, there are over departent ontrats hih opose over perent o the departent’s overall udget
Our audit sought to deterine i the departent has internal ontrols in plae to ensure effiient and effetive ontrat anageent and i the departent’s organiational struture prootes effetive ontrat anageent To do this e revieed proureent files, evaluated the proesses used to onitor ontrats, and evaluated ho the departent’s struture ipats ontrat anageent Despite the signifiant investent in ontrats, the departent has not developed adeuate ontrols and is not strutured in a anner hih ephasies the iportane o ontrat anageent ai reei Audit or identified three priary areas in hih ontrat anageent iproveents are needed—prouring o ontrated ailities, onitoring ontrator perorane, and ephasiing ontrat anageent through organiational hanges eoendations address the need to air and euitale treatent o all vendors in proureent proesses Ensure y oplying ith state proureent las all ontrats are set orth in riting Ensure a poliy regarding proureent evaluation oittee oposition Develop
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Aend adinistrative rules to lariy the prerelease siting proess
Update ontrat onitoring tools and poliies to ensure all ontrats are adeuately onitored
Ephasie the iportane o ontrat anageent through hanges to the departent’s organiational struture
Chapter I – Introduction
Ii In Noveer , the Legislative Audit Division presented its finanialopliane audit report to the Legislative Audit oittee or the to fisal years ended is report presented an issue related to the Departent o orretions departent ontrat adinistration Speifially, the report noted onerns regarding ontrat payents and several instanes here payents ere not ade in aordane ith the ters o the ontrat ontrat adinistration has een an ongoing issue or the departent ith onerns periodially rought orth during finanialopliane and perorane audits dating a to As a result, the Legislative Audit oittee reuested a perorane audit o the departent’s ontrat anageent praties is perorane audit eaines the departent’s ontrat anageent ro a systeide point o vie ith ephasis on analying eisting internal ontrols
ai oeie e oetives o this perorane audit ere to deterine i e Departent o orretions has internal ontrols in plae to ensure effiient and effetive ontrat anageent organiational struture o the Departent o orretions prootes e effetive ontrat anageent
ai Spe meie e onsidered ontrat anageent as a tostage proess e first stage is proureent, hih inludes ativities assoiated ith identiying a need or a ontrat, using a proess to otain the needed ite, onduting the proureent, and finally, issuing a ontrat and auiring the ite e seond stage is ontrat onitoring, hih inludes a variety o steps taen to ensure the departent reeives hat the ontrator has proised to deliver under the ters o the ontrat is audit revieed the departent’s ativities in oth stages o the ontrating proess
e revieed to types o ontrating ativities at the departent —those or orretional ailities or progras and those or isellaneous servies, suh as heial dependeny ounseling or ental health servies roughout this report e use the ters aility and progra interhangealy e ul o the departent’s ontrats in ters o total ontrat value are related to orretional ailities, so uh o our revie oused on ho these ontrats are anaged Sine ne orretional aility ontrats are longter ontrats, e generally revieed proureent and