2008-01-AU Limited Scope Performance Audit Report Department of Public Works CIP Contract Change Orders and Supplements for FY 2006-2007

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Table 3.1 Responsibility Matrix for Non -DPW CIP Projects during Audit Period During audit interviews, DPW section chiefs expressed some frustration with construction projects budgeted by other County departments that were submitted to DPW for procurement and contract administration before they had been sufficiently scoped and all necessary governmental permits and environmental studies had been obtained. This lack of planning has at times caused significant project delays and potential escalation of consultant and contractor fees and necessitated extensive design and bid revisions. When the auditors inquired whether DPW provides other County departments with a checklist of required permits, studies and other items needed prior to submittal of projects to DPW for procurement, DPW staff responded "No, but that's probably a good idea." Subsequently, DPW administrators informed the auditors that the Department of Parks and Recreation is considering assuming procurement, contract administration, and project management and inspection responsibilities for its own budgeted construction projects. Upon review of the draft of this audit report, DPW personnel expressed a desire to have the appended report tables show which supplements and change orders were actually initiated by "user" agencies. It was our intent to include such an analysis under Objective No. 1 of the audit scope; however, the lack of documentation provided to the auditors relating to "cause" and "responsibility" for supplements and change orders precluded presentation of said analysis at this time. This information is crucial to a continual scoping improvement process that will enable minimization of the issuance of supplements and change orders for foreseeable conditions by all County departments. CIP Projects —Monitoring and Reporting During interviews with DPW administrators, the auditors requested information or copies of any and all written or verbal policies and procedures relating to CIP construction and contract management and were informed that the department does not have policies beyond those delineated in Hawaii Revised Statutes, Hawaii Administrative Rules, and its own General Requirements and Covenants (which have not been updated since 1972). DPW administrators 12 Department of Water Supply Department of Environmental Management Parks & Recreation CDBG Funds Parks & Recreation Non -CDBG Funds Scoping DWS DEM P &R P &R Design and Specifications DWS DEM P &R P &R Procurement DWS DPW DPW DPW Contract Administration DWS DPW DPW DPW Project Management DWS DEM Overall: OHCD Day -to -Day: DPW DPW Project Inspection DWS DEM DPW DPW During audit interviews, DPW section chiefs expressed some frustration with construction projects budgeted by other County departments that were submitted to DPW for procurement and contract administration before they had been sufficiently scoped and all necessary governmental permits and environmental studies had been obtained. This lack of planning has at times caused significant project delays and potential escalation of consultant and contractor fees and necessitated extensive design and bid revisions. When the auditors inquired whether DPW provides other County departments with a checklist of required permits, studies and other items needed prior to submittal of projects to DPW for procurement, DPW staff responded "No, but that's probably a good idea." Subsequently, DPW administrators informed the auditors that the Department of Parks and Recreation is considering assuming procurement, contract administration, and project management and inspection responsibilities for its own budgeted construction projects. Upon review of the draft of this audit report, DPW personnel expressed a desire to have the appended report tables show which supplements and change orders were actually initiated by "user" agencies. It was our intent to include such an analysis under Objective No. 1 of the audit scope; however, the lack of documentation provided to the auditors relating to "cause" and "responsibility" for supplements and change orders precluded presentation of said analysis at this time. This information is crucial to a continual scoping improvement process that will enable minimization of the issuance of supplements and change orders for foreseeable conditions by all County departments. CIP Projects —Monitoring and Reporting During interviews with DPW administrators, the auditors requested information or copies of any and all written or verbal policies and procedures relating to CIP construction and contract management and were informed that the department does not have policies beyond those delineated in Hawaii Revised Statutes, Hawaii Administrative Rules, and its own General Requirements and Covenants (which have not been updated since 1972). DPW administrators 12