CITY OF HARTFORD

Date: September 29, 2014

To: Distribution
From: H. Patrick Campbell, Chief Auitor HPC
Telephone: !"0.#$#.99$1
Subject: Special %e&ie' of Purchasin( an )inancial Acti&ities %elatin( to the Propose
Hartfor *unicipal +ffice ,uilin(
As a result of an in-uir. 'e recei&e re(arin( the timin( of purchasin(/financial ata an reports
relatin( to the propose Hartfor *unicipal +ffice ,uilin( 0H*+,1, 'e performe a special
re&ie' of relate acti&ities. 2he follo'in( is a timeline of actions an acti&ities relatin( to the
propose H*+,.
3o&ember 1, 2014
5n&itation to respon %)% 67 $4"4 for +ne 8o&ernment Center7 *unicipal +ffice ,uilin(
2his %e-uest for 9ualifications 0%)91 in&ites 9ualifie %esponents to submit proposals
escribin( in etail their technical, mana(erial an financial -ualifications to esi(n, e&elop an
structure financin(, an mana(e the operation of a municipal office builin(. 2he response ate
an time is December 2, 2014 at 2700 p.m.
3o&ember 20, 2014
Section 27 Scope of :ork ; %e&ise 11/20/2014 +ne 8o&ernment Center7 *unicipal +ffice
,uilin( %e-uest for 9ualifications %)%6 $4"4
December 2, 2014
Proposal for the Cit. of Hartfor %)P 6< $4"4 +ne 8o&ernment Center *unicipal +ffice ,uilin(
; 8ilbane, =C= Architecture, C> Properties ??C
Proposal to pro&ie Phase 1 ser&ices for the e&elopment, financin(, esi(n, construction an
mana(ement of a *unicipal +ffice ,uilin( for the Cit. of Hartfor.
December 1", 2014
%)9 6$4"4 Selection Committee %atin( )orm an )inal Selection
December 1!, 2014
INTERDEPARTMENTAL MEMORANDUM
A'ar letter to 8ilbane. 2he follo'in( terms an conitions are in the letter.
2his a'ar is contin(ent to @@+ Certification, taA status, final scopin(/pricin( an form
of Contract.
Do not initiate 'ork until a contract has been eAecute.
)ebruar. ", 2014
)irst raft of contract.
*arch 24, 2014
5n&oices for pa.ment submitte b. C> Properties ??C for B49#,000. Pai as follo's7
5n&oice 6"04 B1"$,""# Date *arch 24, 2014
Appro&e for Pa.ment April 4, 2014
Pai =une 2, 2014
5n&oice 6"0$ B1"$,""# Date April 1#, 2014
Appro&e for Pa.ment *a. 2!, 2014
Pai =une 2, 2014
5n&oice 6"0! B1"$,""" Date *a. ", 2014
Appro&e for Pa.ment *a. 2!, 2014
Pai Au(ust 1!, 2014
April 2014
H*+, Hartfor, C2 ; 2he Stu. of the Hartfor *unicipal +ffice ,uilin( >olume 1
C>, =C= Architecture, 8ilbane
*a. 19, 2014
Contract Appro&al
*a. 20, 2014
Contract @Aecution
*a. 29, 2014
Purchase +rer 62014$21!C00, C> Properties ??C, B49#,000 for Architectural Ser&ices,
Professional
%e&ie' %esults
2
>arious tests of the abo&e transactions an ocumentation an re&ie's of relate operations
isclose the follo'in(7
1. +ne in&oice totalin( B1"$,""# 'as appro&e for pa.ment b. Department of De&elopment
Ser&ices mana(ement prior to the appro&al an eAecution of the contract. 5t shoul be note
that all three pa.ments relatin( to this contract 'ere actuall. pai after the contract eAecution
ate.
2. All three in&oices totalin( B49#,000 'ere appro&e for pa.ment b. Department of
De&elopment Ser&ices mana(ement prior to the issuance of the relate purchase orer for the
ser&ices pro&ie. 5t shoul be note that all three in&oices 'ere not actuall. pai until after
the contract 'as eAecute.
4. 2he final &enorDs report H*+, Hartfor, C2 2he Stu. for the Hartfor *unicipal +ffice
,uilin( >olume 1 ate April 2014 'as issue prior to the appro&al an eAecution of the
contract an purchase orer for relate ser&ices.
4. As note abo&e, the final &enorDs report 'as issue in April 2014 e&en thou(h the
Procurement Ser&ices Enit a'ar letter inicate FDo not initiate 'ork until a contract has
been eAecute.G 2he contract 'as not eAecute until *a. 29, 2014.
Ser&ices shoul not be pro&ie b. &enors an in&oices shoul not be appro&e for pa.ment
prior to the appro&al an eAecution of applicable contracts an purchase orers. :e recommen
that Department of De&elopment Ser&ices mana(ement take action to ensure that contracts an
purchase orers are appro&e an eAecute before an. ser&ices are pro&ie b. &enors an
in&oices are appro&e for pa.ment in the future.
:e re&ie'e this matter 'ith 2. Deller, Director, Department of De&elopment Ser&ices, 'ho
informe us that he 'as not a'are that this occurre until 'e brou(ht it to his attention. 2. Deller
also inicate an assure us that he has since establishe proceures an controls to pre&ent this
from occurrin( in the future.
Distribution7
Cit. Council *embers
5nternal Auit Commission *embers
A. Clou, Cit. 2reasurer
2. Deller, Director, Department of De&elopment Ser&ices
D. Hill, Chief +peratin( +fficer
?. A. %alls, Actin( Director, )inance Department
P. Se(arra, *a.or
4