Comptroller evidences an irregularity in advance payments for equipment at the RUM that causes a loss of $16 thousand
The Office of the Comptroller of Puerto Rico (OCPR) publishes the result of the investigation of a complaint about alleged irregularities related to the acquisition of specialized equipment for the Agricultural Experiment Station of the Mayagüez University Campus of the University of Puerto Rico. The complaint alleges that a liquid nitrogen generator equipment for pest management in coffee was paid for in advance and was not delivered by the supplier.
The investigation concludes that the then principal investigator did not obtain at least three written quotations, did not justify the selection of the company as the sole supplier, nor did he consult with the Purchasing Office regarding quality, economy, service, warranty and delivery conditions.
The Purchasing Office of the Agricultural Experiment Station issued the purchase order for $15,925 with a single quotation on September 3, 2020. The purchasing supervisor also did not request that the investigator justify the company as the sole supplier of the equipment, and approved the purchase without having three quotations.
The personnel of the unit directed by the investigator, the Center of Excellence for Quarantine and Invasive Species, did not promptly notify the Purchasing and Finance Office that the equipment had not arrived by its delivery date, November 30, 2020. It was not until May 17, 2021, that a laboratory technician of the Center notified the Purchasing supervisor that the equipment had not arrived. However, weeks before that date, the company had filed for bankruptcy.
On the other hand, the Finance office of the Agricultural Experiment Station did not provide detailed information about this situation nor the collection efforts made to the Legal Affairs Office of the Mayagüez University Campus. On September 18, 2023, the attorney of the College of Agricultural Sciences certified to the OCPR auditors that this report is necessary to refer it to external attorneys who handle bankruptcy cases.
This situation has the effect of reducing reliability in the processes of requesting, selecting and awarding the purchase of specialized equipment and that the institution assumes the loss of $15,925 due to the advance payments to the supplier.
The investigation is referred to the chancellor of the Mayagüez University Campus so that he takes the administrative measures he deems pertinent.
The Report OC-26-08 can be obtained on our website: www.ocpr.gov.pr.
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