in procurement & contacting · managing fraud risks in procurement & contacting the iia los...
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Managing Fraud Risksin
Procurement & Contacting
The IIA Los Angeles ChapterOctober 2, 2017
John J. Hall, CPA(970) 926-0355
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Four Categories
1. Theft
2. Results
Manipulation
3. Corruption=============================================
4. Technology
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Wrongdoingand
Bad PracticesOften LookThe Same
Procurement & Contracting
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10 Fraud Exposure Points1. Determination of need
2. Documenting deliverables
3. Develop internal budget
4. Identify potential suppliers / contractors
5. Solicit bids
6. Negotiate and finalize terms
7. Award the work
8. The work itself
9. Administration, billing and payment review
10. Closeout and final settlement
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1. Conflict of interest
2. Phantom vendor or contractor
3. Purchases for personal use
4. Information theft by suppliers
5. Split purchases
6. Secret commissions and kickbacks
7. Tailored specs
8. Time limitations
9. Unnecessary purchases
17 Fraud Risks
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10. Collusive bidding
11. Bid rigging
12. Change order abuse
13. Duplicate payments
14. Defective pricing
15. False representations / documents
16. Front end loading / advance payments
17. Product / equipment substitution
17 Fraud Risks
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Exposuresin
Procurement
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Unauthorized Payments
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Dallas ISD Purchasing Cards
“Secretarycharges
$383,788,has no receipts”
Dallas MorningNews
July 2, 2006
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Fake
Vendor
My Favorite
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The
Controller
Case
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Lessons for Auditors
805 ??
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Lessons for Management
• Highest threat from inside
• Need for real oversight
• True variance analysis
• True performance analysis
• Monitor related parties
• Monitor spend levels
• Use “How Do I Know”
• When in doubt, DOUBT
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Valid business license and TIN
Sent one low value item
UPS receipt – False security
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Exposuresin
Contracting
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1. Bids and tendersa) Bid rigging, collusion, price fixing
b) Assumption of integrity in the process
2. Negotiationa) Sole source
b) Bidding that appears to be competitive
c) Related parties or other noncompetitive sources
3. Change ordersa) Misrepresentation
b) Defective pricing
4. Type of contract (compensation basis)
Exposures in Contracting
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5. Cost of the Work Issuesa) Self-performed work
b) Cost shifting / mischarging
c) Inaccurate / inappropriate cost accounting
d) Inaccurate / inappropriate billing methodologies
6. Specific Fraud Exposuresa) Material and source supplier substitution
b) Defective pricing (including multi-level pricing risk)
c) Buyouts of subcontracted work
d) Non-reimbursable costs
e) General conditions
f) Falsification of records
Exposures in Contracting
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6. Specific Fraud Exposures (continued)g) Labor and related labor burden
i. Rate and hour variances
ii. Burden Payroll taxes Insurance Benefits
iii. Fully loaded rates
h) “Errors” in methodologies
i. Allocation of indirect costs to direct cost pool
ii. Application of correct rates to incorrect base
iii. Incorrect application of method (overhead rates)
Exposures in Contracting
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Inflated
Labor
Hours
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BovisLend Lease
8 Plus 2
InflatedLaborHours
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Inflated
Labor and
Burden Rates
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InflatedLaborRates
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DuplicateChargesBuried inJob Costs
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SOURCE: Contractor Job Cost Report
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Sort by Cost Code
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Sort by Cost Code then by Vendor
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Duplicate Charges Surface
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Billed and
Paid CostsActual Costs
Total
Overcharge
A - $10,110,000 $8,660,000 $1,450,000
B - $4,410,000 $2,825,000 $1,585,000
Total - $14,520,000 $11,485,000 $3,035,000
Summary of Losses
Plus:30% Penalty $910,000Audit and legal costs $250,000
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Case Details1. Overbilling through real and fictitious sub-
contractors
a) Internal project budget
b) Contract value
c) Schedule of values
2. $250,000 kickback paid to owner executive
3. Fabricated Change Orders (relocate water line)
4. Architect knowingly approved inflated costs
5. Insurance claim for activities of ownercompany executive
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Corruption
and
“Shadow
Deals”
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Deal Documents
Purchase OrdersContracts
Engagement LettersCapital Requests
Account AgreementsSales Agreements
Bids/TendersVendor Arrangements
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1. Bribery
2. Kickbacks
3. Payoffs
4. Excessive gifts / entertainment
5. Bid-rigging
6. Extortion / blackmail
Examples:Corruption & Shadow Deals
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1. Design errors, discrepancies, omissions
2. Undisclosed or unknown existingconditions
3. Owner initiated changes in scope
4. Change in designer preference
5. Value engineering
6. Change in external requirements
• Building code, zoning, fire, ADA
7. Change in market conditions
Why Change Orders Occur
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1. Not priced in accordance with contract
2. Markups for fee billed incorrectly
3. Material prices do not reflect actual cost
due to trade discounts & other issues
4. Material quantity estimates not accurate
5. Labor hours overstated due to poor
estimating techniques
10 Change Order Exposures
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6. Labor rate and/or burden exceeds actual
7. Improper charges for overtime versus
premium time
8. Buyouts of lower-tiered subcontractors
not disclosed
9. Change orders for work already included
in the base contract
10. Fabricated change orders
• Move water line
10 Change Order Exposures
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Inadequate Change Support
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Indicators,
Symptoms
and
Red Flags
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1. Unclear or unreasonable specifications
2. No audit terms in contact
3. Atypical ‘application of payment’ forms
4. Missing or disorganized backup
5. Failure to track or report use ofallowances and contingencies
6. Sloppy safety, testing & controlprocedures
Indicators, Symptoms, Red Flags
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7. Unexplained ‘schedule of values’ changes
8. Missing lien waivers
9. Unusual bid patterns
10. Missing documents
11. Undisclosed related parties
12. Subcontractor complaints regardingpayments from general contractor
Indicators, Symptoms, Red Flags
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13. Material substitutions without approval
14. Excess material purchases
15. Change order manipulation
16. Front end loading in billing
17. Undervalued deductive change orders
18. Diverting lump sum work to T&M projects
Indicators, Symptoms, Red Flags
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1. Pre-contract audits
2. Interim contract audits
3. Project close out audits
4. Pricing reviews (change orders & claims)
5. Financial reviews
6. Procurement process reviews
Opportunities for Auditors
Vendor AssuranceAudit Services
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Simple Executive Summary
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1. Analyze bids looking for patterns byvendor or purchasing agent
2. Confirm losing bids
3. Confirm failure to respond to bids & RFQs
4. Audit vendors - transactions, T&Es, 1099s
5. Surprise inspect at receiving points
6. Match PO, proof or receipt, & invoice
7. Observe inventory held by others
8. Observe highly tempting items
24 Detection Suggestions
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9. For sole source suppliers, confirmexistence, prove ownership, test prices,find other sources, analyze usage volume
10. Verify sole source justification
11. Reconcile inventory, purchases andusage of items subject to pilferage
12. Audit rental of equipment (includingequipment used by contractors)
13. Verify accuracy of items stored incontainers (gas, liquids, other)
24 Detection Suggestions
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14. Audit areas where vendors come in, takestock, and replenish on their own
15. Audit purchases that do not go throughnormal purchasing procedures
16. Audit maintenance agreements
17. Audit property management agreements
18. Audit leases with cost pass-throughprovisions
19. Confirm delivery locations
24 Detection Suggestions
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20. Audit costs on cost-plus agreements tooriginal documentation. Look for creativeinterpretations of the term ‘cost’
21. Pull D&B and similar reports onsupplierts and contractors
22. Enter vendor and contractor names inpress databases
23. Look for multiple PO and bill splits
24. Verify address and other master filechanges by vendors
24 Detection Suggestions
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