financial audit of the department of the attorney general_part7 docx

DEBIT MEMO —- Documents pertaining to a debit memo are received within 3-14 days after bank posting.. ATTACHMENT B The agency obtained the approvals from the State Comptroller and the A

7 CHECKS ISSUED ~- Based on Check Register Report

(NSDOBI12)

8 CHECKS VOTDED - Based con actual checks marked “void”

and checks with stop payments

9 BFT DISB ISSUED - Based on Electronics Disbursements

Referral List (NSDNBSI1N) and outgoing EFT file transmitted to the bank by ITO Accountant verifies outgoing EFT file against bank posting

10 EFT DISB VOIDED - Based on Distribution Entries List,

which is a report faxed from the bank that lists rejected EFT disbursements Accountant refers rejected EFT disbursement to SDB who voids disbursement in KEIKI

11 BANK CHARGES ~—- Bank charges are reflected as part of

Account Analysis and reported on the bank account

12 DEBIT MEMO —- Documents pertaining to a debit memo are

received within 3-14 days after bank posting

Accountant reviews memo and makes referral to SDB if necessary

* Reconciling Items consists of the following:

1 IN-TRANSIT -— deposits, return-items chargeback,

incoming EFT and IRS tax offset

2 OUTSTANDING - paper checks and EFT disbursements

3 EXCEPTIONS - bank encoding errors, duplicates and

jtems to be researched or resolved

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ATTACHMENT B

The agency obtained the approvals from the State Comptroller and the Attorney General (AG) to issue the Request for Proposals (RFPs) for the afore-mentioned services;

The agency submitted the draft to the deputy attorney general at the Department of Attorney General for review The agency posted the final version of the Documentation and Data Modeling RFP at the State Procurement Office’s website on February 27, 2004 and the Decision Support System on February 29, 2004; a solicitation notice was also advertised in the major local newspapers

In the RFPs all the procurement deadlines were clearly identified so the interested offerors could follow accordingly; The deadline for offerors to submit the proposal was set at 4:30 p.m., March 31, 2004

The agency received several inquiries from various offerors; the agency then invited all of them to attend the pre-proposal conference;

The agency held a pre-proposal conference for each proposal

on March 9 and 10, 2004; minutes were taken for both conferences

The agency provided offerors who attended the conferences with the minutes and a complete list of questions and answers

The closing deadlines for the Documentation and Data Modeling System and the Decision Support System were 4:30 p.m., March 30, 2004 and 4:30 p.m., March 31, 2004,

respectively By each deadline the agency received only one bid for each RFP

Because the General Fund appropriation approved by the Legislature to improve the KEIKI system had to be

encumbered by June 30, 2004, the agency realized that there

was no time for re-solicitation In the meantime, the single vendor, Policy Studies, Inc (PSI), was known for their extensive experience and expertise in the child support enforcement area Therefore, the agency decided to

go ahead and have PSI do a proposal presentation in front

of the RFP evaluation panel;

The RFP evaluation panel for System Documentation and Data Modeling RFP and Decision Support System RFP consists of seven (7) and ten (10) members, respectively Both panels had people from other divisions/departments, who had

experience and knowledge with regard to computer systems and procurement processes

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14

15

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PSI did the presentation for each RFP on April 22; the

vendor also responded to all the questions that the

evaluation panels had

After the vendor’s presentations the panels reviewed the

RFP and filled out evaluation sheets

Based on the evaluation results, the agency issued a memo

dated May 10, 2004 to the AG with a recommendation of

awarding PSI for both contracts

Upon the AG’s approval of the selection, the contract was

drafted and again submitted to the deputy attorney general

at the Department of Attorney General for review A

determination was made by the Attorney General (the

appropriate procurement officer in this case) that other

prospective offerors had a reasonable opportunity to

respond, and that there was inadequate time for re-

solicitation (HAR, section 3-122-59), but this was not

documented, as it should have been

In the beginning of June both contracts were signed by PSI

and the AG

The agency submitted the contracts and pertinent documents

required by the State procurement law to the State

Department of Accounting and General Services (DAGS) for

encumbering the funds before the fiscal year end of 2004

(Note that DAGS needs all the procurement documents by June

15 for encumbrance purposes.)

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Pociiix Exprines

Gusto rer Support Dornemfig Trace

3876 Alreays Boulevard

Meduie H, 4th Fleer

Mernpiis, TÌN 8118

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April 26,2005 mont nartey (303) 295-0244 Dear mort nartey:

12:23pm From=CSEA ADMINISTRATION 8086827151 T-8ññú P.002/003 F-810

(oss)

Si Me :

Mcrnphie, TN 48164-4043

Attachment C1

Our recerds reflect the following delivery information for the shipment with the tracking number

462680822218 The information is incomplete and wa regret the inconvenience this may ðause

However, as stated In the FedEx Service Guide, we assume no fiabllity for our Inability 10 provide

a copy of the delivary record

Dellvery Information:

Signed Fer By: J.SANTOS

Daliverad to: 601 KAMOKILA 207

Delivery Date: March 29, 2004 Delivery Time: 11:90 AM

Shipping Information:

Shipment Reference Information: Q@0D039S02 Tracking No: 492580522215 Ship Date:

Shipper LUCIA WILLIAMS Recipient:

POLICY STUDIES INC

1899 WYNKOOP STREET SUITE 300

DENVER, CO 80202

US

Merch 26, 2064

MS SHERI WANG STATE OF HI DEPT OF ATTY GENER

CSE AGENCY STATE ADMIN OFFICE

601 KAMOKILA BLVD ROOM c0?

KAPOLE!, HI 88707

US

Thank you for choosing FedEx Express We look forward to werking with you in the future

FedEx Werldwide Cugtomer Service

1-800-Go-FadEx (1-800-463-3339)

Reference No: R2005047600206291 B00

This Infermailon is previded aubject te the FedEx Servica Guide

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April 26,2005

mori nariey

From-CSEA ADMINISTRATION

Domavic Trace

378 Airways Boyievard

Module H, 41h Ficer

(303) 295-0044

Dear morti nartey:

808682715] T-BB P.003/003 F~=B10

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Mernahis, ‘TH Sotedends

Attachment C2

Our recerds raflest the following delivery information for the shipmant with the tracking nurnber

482580820870 The information is incomplete and we regret the inasnvenienae this may cause

However, as stated In the FedEx Service Guide, we assume no |labllity for our inabllity 1 provide

& Copy of tha delivery record

Delivary Information:

Blgned For By: R.MOSHER Delivered to: 651 KAMOKILA 207

Delivery Date: Marsh 15, 2004 [2elvery Time: 11:12AM

Shipping Infermation:

Shipmert Reference information 0639802003 Tracking No:

Shipper:

492620520670 Ship Date:

MORTI NARTEY POLICY STUDIES

996 18TH STREET SUITE 1000 DENVER, CO 802022410

US

Reaipiert:

March 12, 2004

MS SHERI WANG, ASST

ADMINIST DEPARTMENT GF THE ATTORNEY GEN CSE AGENCY, STATE ADMIN

OFFIC

601 KAMOKILA BLVD., RQOM

207 KAPOLEI, HI 86707

US

Thank you for choasing FedEx Express We look fonward to working with you In the future,

FedEx Worldwide Custamer Service

1-800-Go-FedEx (1-800-483-3339)

Refarence No: R200504260020081 7603

This Information Is provided subject to the FedEx Service Gulce

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