Summary

This audit report is the fourth in a series of reports issued on audits conducted pursuant to Chapter 2001 253, Laws of Florida, Specific Appropriation 118, and Section 11.45, Florida Statutes. Additional reports will be issued as audit fieldwork is completed in areas selected by the Auditor General for audit.

This operational audit focused on the Miami-Dade County District School Board’s administration of the capital construction program and a review of employee job qualifications for the Department of Facilities Planning and Construction and selected employees in the Department of Maintenance Operations. The District’s Department of Facilities Planning and Construction is charged with overseeing and managing the District’s capital construction program. During the period of July 1, 2000, through April 30, 2002, the District awarded 325 new construction, renovation, and remodeling projects valued at $227,343,961. Our audit disclosed the following:

Finding No. 1: Review of Qualifications of Personnel Engaged in Capital Construction and Maintenance Activities

We noted five instances in which employees did not meet the minimum qualification requirements for their respective positions in the Departments of Facilities Planning and Construction and Maintenance Operations. In another instance, after being promoted to the position, an employee failed to maintain the required certifications that were part of the minimum requirements for the position.

Finding No. 2: Verification of Work Experience

We noted five instances in which the District did not document its verification of work experience, although it was the determining factor that qualified the employees for positions at the Departments of Facilities Planning and Construction and Maintenance Operations.

Finding No. 3: Review of Licensure and Continuing Training for Construction and Maintenance Staff

The District did not require active architecture or engineer licensure or other specified continuing training for particular positions of responsibility in the facility construction and maintenance areas. Requiring that employees having architecture or engineering degrees hold active licenses, or that employees in particular positions of responsibility receive specified continuing training, would provide additional assurance that these employees remain current with technical and professional standards.

Finding No. 4: Review of Employee Job Duties

Improvements could be made in maintaining job descriptions that correspond to tasks and duties assigned. We noted that 29 of the 34 employees included in our audit tests in the Departments of Facilities Planning and Construction and Maintenance Operations were performing tasks that were not consistent with the job descriptions for their positions.

Finding No. 5: Direct Purchases of Construction Materials

We noted that the District’s procedures did not provide for the direct purchase of construction materials on major construction projects. Our review of several major construction projects disclosed that the District could have realized significant sales tax savings had the District directly purchased construction materials.

Finding No. 6: Architect Errors and Omissions

The District’s architect/engineer (A/E) contracts contained a provision that the District would not claim or recover additional construction costs or damages for architectural or engineering errors and omissions, when the costs of such errors and omissions totaled less than a specified allowance (1 or 1.5 percent of total project construction costs). The Board should consider revising future A/E contracts to eliminate allowances for errors and omissions.

Finding No. 7: Project Closeout

The District incurred significant costs to closeout construction projects after contractors and architects/engineers had, in some instances, been paid in full for work not completed.

Finding No. 8: Warranty Processes

Improvements were needed in warranty administration procedures to ensure that all construction and renovation project malfunctions and deficiencies identified within warranty periods are corrected at no cost to the District. We noted two addition and renovation projects where the District was not tracking the warranties of the completed projects.

Finding No. 9: Contractor Prequalifications

Procedures should be improved to ensure that only properly qualified building contractors are prequalified to bid for the District’s new construction contracts. Our audit tests disclosed that contractors who failed to finish previous projects were currently approved as prequalified bidders for new construction contracts.