Management Response and Action Plan - Procurement and Contracting Audit Report

Recommendation	Management Response	Action Plan	Responsibility	Target Date
1. We have noted limited procurement reporting prior to the involvement of PBC. It is expected that this will be remediated in the coming months/years. Management should ensure that reporting is obtained, in alignment with the SLA.	Agreed.	OCL will work with PBC to ensure that the OCL management team receives periodic procurement reporting analyzing volumes, types and trends of procurement performed by OCL.	Executive Director, Corporate Services and Director of Finance and Chief Financial Officer.	September 2024
	Agreed.	OCL will request such a report for the first quarter of FY 2024-25.	Executive Director, Corporate Services and Director of Finance and Chief Financial Officer.	June 2024 (Completed)
2. We suggest that the current procurement guide of OCL be updated and distributed to its staff to help guide future procurements.	Agreed.	OCL will update the OCL procurement guide during FY 2024-25. The guide will be shared with OCL staff and service providers at PBC. In the meantime, the OCL will reply on the procurement guide of the PBC.	Executive Director, Corporate Services and Director of Finance and Chief Financial Officer.	March 2025
3. OCL should ensure that any procurement is done within its delegation instrument. The delegation instrument should be communicated to its employees and PBC to ensure that such mistakes are avoided in the future.	Agreed.	The Commissioner will submit a revised delegation instrument to the Minister for approval. The revised instrument will reflect the full allowed approval level of $200,000 for the Commissioner for non-competitive contracts.	Commissioner	June 2024 (Completed and signed by the Minister in August)
		Once approved, the amended delegation instrument will be shared with appropriate OCL staff and with PBC and will be respected for approval of all OCL contracting activity.	Executive Director, Corporate Services and Director of Finance and Chief Financial Officer.	August 2024 (Completed)
		Any contracts or amendments with AEC members signed in error prior to June 2024 will be re-signed once the amended delegation instrument is received.	Executive Director, Corporate Services and Director of Finance and Chief Financial Officer.	September 2024

Note: Samson has accurately reported that the OCL has used the services of a PG-05, CHRC and the PBC for procurement. However, the OCL does have staff that perform procurement activities for purchases of low financial value or for those using standing offers.

Date modified:: 2024-08-16