Citizens Memorial Hospital DistrictNon-Profit

Views of Responsible Officials and Planned Corrective Actions ? Citizens Memorial Hospital District (?CMH?) has developed and implemented a policy within its Grants Management Department to apply the above recommended corrective action. The purpose of this internal process is to inspect potential vendors, suppliers, organizations, individuals, or other entities who may be partnered or contracted with CMH and may receive state or federal grant funding. Although spearheaded by the Grants Management Department, this process includes several departments within the CMH organization. Steps for the grant funded vendor procurement process include: 1) Any CMH department that has received grant funding requests purchase orders through established purchase order processes and includes the Grant Management Department in the request. 2) Prior to purchase approval, all vendors, companies, entities, or individuals who may receive state or federal funds are vetted against the latest Exclusions List found on www.sam.gov by the Grants Management Department. 3) A master log sheet that includes the time, date, vendor name, and screen shot of the exclusion list query is updated before every purchase and kept by the Grants Management department. 4) All departments responsible for procurement within normal CMH purchasing processes (Materials Management, Hospital/Foundation Finance, IS) have been trained to include the grant funded vendor procurement process before any transactions move forward in the purchasing process. 5) The Grants Management Department will provide final approval/disapproval on all purchases made with state or federal grant funding to the appropriate department head. 6) Final approval to disperse grant funds is made in collaboration with the hospital/foundation finance department after purchase order requests have already gone through established internal purchasing processes and received approval from the Grants Management Department. All processes were developed in order to formalize compliance according to 2CFR 180 guidelines. The internal processes which had led to an oversight of a vendor within the RHC Services Outreach and RH Network Development grant has been remediated. The CMH grant related procurement process includes investigation before purchases are made (such as vetting several vendors from whom CMH received quotes) and after a purchase order has been approved (i.e. when a vendor has been chosen but has not yet been paid). This safety net has been put in place in order to ensure compliance continuity for all purchases and process integrity. Contact person: Christina Bravata Director of Grants Management Citizens Memorial Hospital 1500 N. Oakland Ave. Bolivar, MO 65613 Christina.Bravata@citizensmemorial.com 417-328-7571 Anticipated completion date of Corrective Action Plan: Processes have been implemented as of September, 2022.