Objective

To determine the extent of implementation of the seven recommendations included in our initial audit report, Oversight of Transportation Services and Expenses (Report 2021-S-1).

About the Program

DOCCS operates 44 correctional facilities, seven regional offices that provide support services for parolees (Community Supervision), as well as a Central Office. Its work requires a diverse fleet of both passenger (e.g., cars, SUVs, vans, pickup trucks) and large transportation (e.g., inmate buses, tractor trailers) vehicles. Many of DOCCS’s employees operate its vehicles in its day-to-day operations. Of the 44 facilities, 32 manage the repairs and procurement of parts for their facility or another facility for their assigned vehicles. Five facilities as well as Central Office and Community Supervision exclusively use a centralized procurement contract (Contract) for fleet management and repair services. DOCCS is responsible for periodically reviewing a sample of procurements to determine the Contractor’s compliance with the contract terms and the reasonableness of the transactions. DOCCS also operates fueling stations at 35 facilities that provide gas at discounted prices through State contract pricing. During the period April 2021 through March 2024, DOCCS’s vehicle repair and maintenance expenses totaled approximately $12.3 million, including payments of nearly $8.3 million to the Contractor, as well as fuel expenditures totaling $12.5 million.

The objective of our initial audit, issued on June 29, 2022, was to determine if DOCCS had established adequate controls to effectively monitor and ensure accountability over transportation expenses and transportation services. It covered the period from April 2016 through July 2021. Among the issues found:

• DOCCS performed limited to no central monitoring of payments made through its Contractor, and the Contractor data did not include sufficient detail DOCCS would need to adequately monitor vehicle repairs and maintenance costs.
• DOCCS did not monitor in-house maintenance expenses but, rather, relied on each facility or office for accurate reporting.
• Auditors identified $9,349 in savings that could have been achieved had all fueling transactions been completed at State-owned facilities instead of commercial fueling stations.
• Employees operated vehicles with restricted licenses as a result of a physical impairment, driving violation, or the suspension or revocation of their license.

Key Findings

DOCCS officials made some progress in addressing the issues we identified in the initial report. Of the initial report’s seven recommendations, two have been implemented, four have been partially implemented, and one has not been implemented.

Key Recommendation

DOCCS officials are requested, but not required, to provide information about any actions planned to address the unresolved issues discussed in this follow-up within 30 days of the report’s issuance.