Acquisition Regulation: Implementation of DOE's Cooperative Audit Strategy for Its Management and Operating Contracts, 29077-29081 [E7-10037]
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Federal Register / Vol. 72, No. 100 / Thursday, May 24, 2007 / Rules and Regulations
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BILLING CODE 6560–50–P
48 CFR Part 970
RIN 1991–AB67
Acquisition Regulation:
Implementation of DOE’s Cooperative
Audit Strategy for Its Management and
Operating Contracts
Department of Energy.
Final rule.
AGENCY:
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SUMMARY: The Department of Energy
(DOE) is amending its Acquisition
Regulation (DEAR) by making minor
amendments to existing contractor
internal audit requirements, through the
use of the Cooperative Audit Strategy.
DATES: Effective Date: June 25, 2007.
FOR FURTHER INFORMATION CONTACT:
Helen Oxberger, U.S. Department of
Energy, MA–61, 1000 Independence
15:15 May 23, 2007
and
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Mainte-
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01/10/2007
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Avenue, SW., Washington, DC 20585,
telephone (202) 287–1332 or submit
electronically to
helen.oxberger@hq.doe.gov.
I. Background
II. Discussion of Public Comments
III. Section-by-Section Analysis
IV. Procedural Requirements
A. Review Under Executive Order 12866
B. Review Under the Regulatory Flexibility
Act
C. Review Under the Paperwork Reduction
Act
D. Review Under the National
Environmental Policy Act
E. Review Under Executive Order 13132
F. Review Under Executive Order 12988
G. Review Under the Unfunded Mandates
Reform Act of 1995
H. Review Under the Treasury and General
Government Appropriations Act, 1999
I. Review Under the Treasury and General
Government Appropriations Act, 2001
J. Review Under Executive Order 13211
K. Review Under the Small Business
Regulatory Enforcement Fairness Act of
1996
L. Approval by the Office of the Secretary
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EPA approval date
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05/24/2007 [Insert citation of publication].
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SUPPLEMENTARY INFORMATION:
DEPARTMENT OF ENERGY
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[FR Doc. E7–10057 Filed 5–23–07; 8:45 am]
ACTION:
State effective
date
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Explanation
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I. Background
The Department contracts for the
management and operation of its
Government-owned or -controlled
research, development, special
production, or testing facilities through
the use of management and operating
(M&O) contracts. The Department
historically expends approximately 73
percent of its annual appropriations
through these M&O prime contracts.
Thus, it is imperative for the
Department to develop approaches
which permit oversight of M&O
contractor expenditures in order for the
Department to satisfy its oversight
responsibility and to ensure that DOE
funds are expended on allowable costs.
The creation and maintenance of
rigorous business, financial, and
accounting systems by contractors are
crucial to assuring the integrity and
reliability of the cost data used by the
DOE’s Chief Financial Officer (CFO), the
Inspector General (IG), and contracting
officers (COs). To ensure the reliability
of these systems, DOE requires some of
its contractors to maintain an internal
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audit activity, that is, an internal audit
organization that is responsible for: (i)
Performing operational and financial
audits including incurred cost audits,
and (ii) assessing the adequacy of
management control systems.
The Cooperative Audit Strategy is a
program that the IG, partnering with
contractors’ internal audit groups, the
CFO, and the Office of DOE
Procurement and Assistance
Management, developed and
implemented in October 1992 to
maximize the overall audit coverage of
M&O contractors’ operations and to
fulfill the IG’s responsibility for auditing
the costs incurred by major facilities
contractors. The Cooperative Audit
Strategy enhances DOE’s efficient use of
available audit resources by allowing
the IG to rely on the work of contractors’
internal audit organizations. The IG has
adopted the Cooperative Audit Strategy
at most major DOE facilities operated by
contractors.
The success of the Cooperative Audit
Strategy depends on the IG and
contractor internal audit groups working
closely with DOE. The contractor
internal audit groups are committed to
a continuing evaluation of the
Cooperative Audit Strategy process and
have established the Steering Committee
for Quality Auditing to address current
issues and implement on-going
improvements.
DOE published a Notice of Proposed
Rulemaking (NOPR) in the Federal
Register on May 8, 2006 (71 FR 26723).
The NOPR proposed to amend two
Department of Energy Acquisition
Regulation (DEAR) clauses to more
effectively implement DOE’s
Cooperative Audit Strategy. The
proposed changes would eliminate
Alternate II of DEAR clause 970.5232–
3, and revise and expand the contract
clause to require the use of the DOE’s
Cooperative Audit Strategy in all M&O
contracts. Currently, the Cooperative
Audit Strategy is implemented under an
alternate clause (Alternate II) in the
Accounts, records, and inspection
contract clause at 970.5232–3. Because
Alternate II is being deleted, DOE has
deleted the alternate prescription for the
alternate at 970.3270 (a)(2)(ii).
In addition, the Department proposed
to amend the DEAR clause 970.5203–1
entitled Management Controls by
adding a sentence requiring the
contractor to submit audit reports.
Four commenters responded to our
May 8, 2006 NOPR. All the comments
were directed toward the proposed
Section 970.5232–3, paragraph (i)
Internal Audit and paragraph (j)
Remedies. Section II of this preamble
presents a summary of the comments by
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subject, and the responses to the
comments.
II. Discussion of Public Comments
Comments on Internal Audit
Requirements
Comment: Four commenters made
remarks on paragraph (i) of proposed
Section 970.5232–3. One commenter
stated that it believes paragraph (i)
requirements of the DEAR clause
970.5232–3 for submittal of three
reports related to the contractor’s
internal audit function amount to DOE’s
significant involvement in the
contractor’s day-to-day internal audit
function operations.
That commenter believes that
proposed paragraphs (i) (1), (i) (2), and
(i) (3) contradict the Cooperative Audit
Strategy objectives and may actually,
per paragraph (i) (4), create a structure
where the contractors’ internal audit
function may appear to report to the
DOE contracting officer. The commenter
argues that the proposed sections would
permit the contracting officer to make
unilateral decisions on the new
requirements, the design plan for
internal audits, the annual report, and
the annual internal audits, thereby
making it difficult for the contractor to
manage and control the contractor’s
own assurance system.
One commenter believes that the
proposed paragraph (i) requirements
contradict an already existing clause in
its contract with DOE, which states that
the National Nuclear Security
Administration (NNSA) will provide
direction as to what NNSA wants and
empowers the contractor to determine
how the program is executed with the
contractor accountable for its
performance.
One commenter fully supports DOE’s
Cooperative Audit Strategy and the
Department’s efforts to continue an
effective and efficient independent
audit function at the M&O contractor
facilities to ensure that internal audits
are conducted reliably.
Response: As stated in the proposed
rule, this rule will be used only in
DOE’s M&O contracts, involving annual
reconciliation of expenditures using the
DOE’s Statement of Cost Incurred and
Claimed (SCIC) process. The SCIC
process is used in contracts involving
well over $1 billion dollars in annual
expenditures by the covered contractor.
Those same contractors maintain a
special bank account, for reasons of
benefit to DOE and the U.S. Treasury,
under which those contractors pay
contractual obligations directly with
DOE funds. The SCIC process would be
meaningless without a systematic
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process to assess the adequacy of the
contractor’s system of financial controls.
It is imperative for DOE to maintain
processes which permit oversight of
M&O contractor expenditures in order
for DOE to accomplish its oversight
responsibilities and to require the
contractor to have an independent audit
function capable of auditing the
contractor’s system of the financial
controls needed to assure the proper use
of the funds.
The purpose of the reports prescribed
in paragraph (i) of the clause is to
provide DOE’s CFO, IG, and COs with
confidence in the contractor’s system of
financial controls. DOE currently
receives annual reports and annual
plans from the DOE M&O contractor for
two of the three required crucial reports.
The third report, specified by the final
rule as a requirement of the Internal
Audit Implementation Plan, is critical to
the Government’s assurance and
confidence in the M&O contractor’s
financial controls system. By providing
the Internal Audit Implementation Plan,
the M&O contractor will provide DOE
with information about the operation of
the contractor’s internal audit function,
which is important in establishing
DOE’s ability to rely on the contractor’s
internal audit organization to perform
operational and financial audits,
including incurred cost audits, and
assessing the adequacy of the
contractor’s management control
systems.
Current policy already exists for
contracting officers to be empowered
and operate under statutory mandates
permitting them to make unilateral
decisions, such as a reasonableness
determination that is a common practice
in Federal contract administration. The
contracting officers must have the
flexibility, as compelled by their
authority, to make prudent decisions
that are fair, reasonable and
supportable.
DOE believes that this rule provides
the necessary framework for a
systematic process for use by its M&O
contractors in the organization and
operation of their internal audit
function. The Government needs
reasonable assurance that the contractor
has an effective internal control
structure for accountability and control
over its funds. The Government also
needs reasonable assurance that the
contractor is complying with Federal
laws and regulations and the terms and
conditions of the contract related to the
use of funds. The changes made by this
final rule will maximize the overall
audit coverage of the contractor’s
operations and fulfill the IG’s
responsibility for auditing the costs
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incurred by all M&O contractors. The
changes made by the final rule will
better ensure DOE’s efficient use of
available audit resources by allowing
the IG to rely on the work of the M&O
contractor’s internal audit organization.
One commenter separately made a
comment relating to contract provisions
it specifically negotiated and Chapter
70.4 of the Acquisition Guide,
respectively. This comment is outside
the scope of this rule.
Comments on Remedies Requirements
Comment: Three commenters made
comments opposing the stated remedies
of paragraph (j) of proposed § 970.5232–
3. That paragraph would allow the DOE
contracting officer unilaterally to
suspend or revoke, in whole or in part,
access to the Special Banking Financial
Institution Accounts. The commenters
asserted that the affected contractors
would be subjected to greater risk,
without any commensurate increase in
associated fee, under such a contract.
The commenters also stated that if the
M&O contractor’s use of the special
financial institution account is revoked,
there are no criteria for providing
alternative compensation to the
contractor for use of its working capital.
Finally, the commenters contend there
is no requirement for the use of this
special financial institution account to
be restored without undue delay.
One commenter stated that paragraph
(j) of the proposed § 970.5232–3 is not
consistent with Federal acquisition
policy, as expressed in the Federal
Acquisition Regulation (FAR) 31.201–2
Determining allowability.
Response: DOE disagrees and has not
altered the final rule in response to the
comments relating to paragraph (j). As
explained in the preamble of the
proposed rule (71 FR at 26724), DOE is
amending two DEAR clauses to more
effectively implement DOE’s
Cooperative Audit Strategy. These
changes provide DOE insight into the
use of the M&O contractor’s SCIC for
reconciliation of allowable costs, thus
enhancing DOE’s confidence in the
integrity of its financial control systems.
DOE proposed paragraph (j) to expressly
include risk mitigation of the special
financial institution accounts. The
existing system of payment to the DOE’s
M&O contractor under the Cooperative
Audit Strategy relies heavily on the
contractor’s internal audit function and
system of financial controls. That
reliance introduces risks. DOE believes
that if a DOE contracting officer
reasonably loses confidence in an M&O
contractor’s financial system of controls,
he or she must be able to react
immediately to prevent additional
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expenditures under the special bank
account. This authority would be used
only as a last resort. The contracting
officer’s authority to stop payment of
funds is not new and he or she must
have the ability to restrict access to the
funds as a prescribed remedy in dealing
with a failure of financial controls. This
is a contract financial control issue, not
a cost allowability issue. We believe the
express statement of these remedies in
paragraph (j) will enhance DOE’s
fulfillment of its fiduciary responsibility
by minimizing risk to the Government
as a result of a failure of the contractor’s
financial control system that could
impact the SCIC and special bank
accounts.
deleting Alternate II and by adding new
paragraphs (i) and (j).
Revisions Incorporated Into This Final
Rule
Comment: One commenter agrees
with the proposal to use outside
auditors to perform peer reviews of the
work of a contractor’s internal audit
organization. The commenter stated that
it would solicit the ‘‘concurrence of the
DOE Contracting Officer before engaging
any outside audit firm.’’ The commenter
believes that a review performed by
such a third party would be no less
effective, and perhaps more
independent, than a review conducted
by another M&O contractor’s internal
audit organization. The commenter fully
supports the Cooperative Audit Strategy
but suggests revising the language in
paragraph (i) (viii) of proposed section
970.5232–3, regarding the Internal
Audit Implementation Design, to permit
the use of an independent audit
organization approved by DOE.
Response: We have adopted the
comment and expanded the language to
read:
‘‘The schedule for peer review of
internal audits by other contractor
internal audit organizations, or other
independent third party audit entities
approved by the DOE Contracting
Officer.’’
The Regulatory Flexibility Act (5
U.S.C. 601 et seq.) requires preparation
of an initial regulatory flexibility
analysis for any rule that by law must
be proposed for public comment, unless
the agency certifies that the rule, if
promulgated, will not have a significant
economic impact on a substantial
number of small entities. As required by
Executive Order 13272, ‘‘Proper
Consideration of Small Entities in
Agency Rulemaking’’ (67 FR 53461,
August 16, 2002), DOE published
procedures and policies to ensure that
the potential impacts of its draft rules
on small entities are properly
considered during the rulemaking
process (68 FR 7990, February 19, 2003),
and has made them available on the
Office of General Counsel’s Web site:
https://www.gc.doe.gov. DOE has
reviewed today’s final rule under the
provisions of the Regulatory Flexibility
Act and the procedures and policies
published on February 19, 2003. The
final rule would amend procurement
policies that apply only to DOE M&O
contracts and would impact only DOE’s
M&O contractors, none of whom are
small entities. This rule would not have
a significant economic impact on small
entities. On the basis of the foregoing,
DOE certifies that the final rule, if
promulgated, would not have a
significant economic impact on a
substantial number of small entities.
Accordingly, DOE has not prepared a
regulatory flexibility analysis for this
rulemaking.
III. Section-by-Section Analysis
DOE is amending the DEAR as
follows:
1. Section 970.3270, Standard
financial management clause, is
amended by deleting the designator ‘‘i’’
from paragraph (a)(2)(i) and deleting
paragraph (a)(2)(ii).
2. Section 970.5203–1, Management
controls, paragraph (a)(4) is amended by
adding a sentence which requires the
contractor to annually, or at other times
as directed by the contracting officer,
provide copies of reports on the status
of audit recommendations.
3. Section 970.5232–3, Accounts,
records, and inspection, is amended by
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IV. Procedural Requirements
A. Review Under Executive Order 12866
This regulatory action has been
determined not to be a significant
regulatory action under Executive Order
12866, Regulatory Planning and Review
(58 FR 51735, October 4, 1993).
Accordingly, this action is not subject to
review under the Executive Order by the
Office of Information and Regulatory
Affairs (OIRA) within the Office of
Management and Budget.
B. Review Under the Regulatory
Flexibility Act
C. Review Under the Paperwork
Reduction Act
Existing burdens associated with the
collection of certain contractor audit
data have been previously cleared under
OMB control number 1910–4100, which
expires on April 30, 2008. The
Department has concluded that the
additional information collection
burden resulting from this regulatory
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action would apply to less than ten
persons in any 12-month period and
therefore is less than the threshold for
submission to the Office of Management
and Budget (OMB) under 5 CFR
1320.3(c). Therefore, DOE has not
submitted this action to OMB.
D. Review Under the National
Environmental Policy Act
DOE has concluded that promulgation
of this final rule falls into a class of
actions that would not individually or
cumulatively have a significant impact
on the human environment, as
determined by DOE’s regulations
implementing the National
Environmental Policy Act of 1969 (42
U.S.C. 4321 et seq.). Specifically, this
final rule deals only with agency
procedures, and therefore, is covered
under the Categorical Exclusion in
paragraph A6 of Appendix A to Subpart
D, 10 CFR part 1021. Accordingly,
neither an environmental assessment
nor an environmental impact statement
is required.
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E. Review Under Executive Order 13132
Executive Order 13132, ‘‘Federalism’’
(64 FR 43255, August 4, 1999) imposes
certain requirements on agencies
formulating and implementing policies
or regulations that preempt State law or
that have federalism implications.
Agencies are required to examine the
constitutional and statutory authority
supporting any action that would limit
the policymaking discretion of the
States and carefully assess the necessity
for such actions. The Executive Order
also requires agencies to have an
accountability process to ensure
meaningful and timely input by State
and local officials in the development of
regulatory policies that have federalism
implications. On March 14, 2000, DOE
published a statement of policy
describing the intergovernmental
consultation process it will follow in the
development of such regulations (65 FR
13735). DOE has examined today’s rule
and has determined that it does not
preempt State law and does not have a
substantial direct effect on the States, on
the relationship between the national
government and the States, or on the
distribution of power and
responsibilities among the various
levels of government. No further action
is required by Executive Order 13132.
F. Review Under Executive Order 12988
With respect to the review of existing
regulations and the promulgation of
new regulations, section 3(a) of
Executive Order 12988, ‘‘Civil Justice
Reform’’ (61 FR 4729, February 7, 1996),
imposes on Federal agencies the general
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duty to adhere to the following
requirements: (1) Eliminate drafting
errors and ambiguity; (2) write
regulations to minimize litigation; and
(3) provide a clear legal standard for
affected conduct rather than a general
standard and promote simplification
and burden reduction. Section 3(b) of
Executive Order 12988 specifically
requires that Executive agencies make
every reasonable effort to ensure that the
regulation: (1) Clearly specifies the
preemptive effect, if any; (2) clearly
specifies any effect on existing Federal
law or regulation; (3) provides a clear
legal standard for affected conduct
while promoting simplification and
burden reduction; (4) specifies the
retroactive effect, if any; (5) adequately
defines key terms; and (6) addresses
other important issues affecting clarity
and general draftsmanship under any
guidelines issued by the Attorney
General. Section 3(c) of Executive Order
12988 requires Executive agencies to
review regulations in light of applicable
standards in section 3(a) and section
3(b) to determine whether they are met
or it is unreasonable to meet one or
more of them. DOE has completed the
required review and determined that, to
the extent permitted by law, this final
rule meets the relevant standards of
Executive Order 12988.
G. Review Under the Unfunded
Mandates Reform Act of 1995
Title II of the Unfunded Mandates
Reform Act of 1995 (Pub. L. 104–4)
requires each Federal agency to assess
the effects of a Federal regulatory action
on State, local, and tribal governments,
and the private sector. The Department
has determined that today’s regulatory
action does not impose a Federal
mandate on State, local or tribal
governments or on the private sector.
H. Review Under the Treasury and
General Government Appropriations
Act, 1999
Section 654 of the Treasury and
General Government Appropriations
Act, 1999 (Pub. L. 105–277) requires
Federal agencies to issue a Family
Policymaking Assessment for any rule
that may affect family well-being. This
final rule would not have any impact on
the autonomy or integrity of the family
as an institution. Accordingly, DOE has
concluded that it is not necessary to
prepare a Family Policymaking
Assessment.
I. Review Under the Treasury and
General Government Appropriations
Act, 2001
The Treasury and General
Government Appropriations Act, 2001
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(44 U.S.C. 3516, note) provides for
agencies to review most disseminations
of information to the public under
guidelines established by each agency
pursuant to general guideline issued by
OMB. OMB’s guidelines were published
at 67 FR 8452 (February 22, 2002), and
DOE’s guidelines were published at 67
FR 62446 (October 7, 2002). DOE has
reviewed today’s notice under the OMB
and DOE guidelines and has concluded
that it is consistent with applicable
policies in those guidelines.
J. Review Under Executive Order 13211
Executive Order 13211, ‘‘Actions
Concerning Regulations That
Significantly Affect Energy Supply,
Distribution, or Use’’ (66 FR 28355, May
22, 2001), requires Federal agencies to
prepare and submit to the Office of
Information and Regulatory Affairs
(OIRA), Office of Management and
Budget, a Statement of Energy Effects for
any proposed significant energy action.
A ‘‘significant energy action’’ is defined
as any action by an agency that
promulgated or is expected to lead to
promulgation of a final rule, and that:
(1) Is a significant regulatory action
under Executive Order 12866, or any
successor order; and (2) is likely to have
a significant adverse effect on the
supply, distribution, or use of energy, or
(3) is designated by the Administrator of
OIRA as a significant energy action. For
any significant energy action, the agency
must give a detailed statement of any
adverse effects on energy supply,
distribution, or use should the proposal
be implemented, and of reasonable
alternatives to the action and their
expected benefits on energy supply,
distribution, and use. Today’s regulatory
action is not a significant energy action.
Accordingly, DOE has not prepared a
Statement of Energy Effects.
K. Review Under the Small Business
Regulatory Enforcement Fairness Act of
1996
As required by 5 U.S.C. 801, DOE will
report to Congress promulgation of this
rule prior to its effective date. The
report will state that it has been
determined that the rule is not a ‘‘major
rule’’ as defined by 5 U.S.C. 804(2).
L. Approval by the Office of the
Secretary
The Office of the Secretary of Energy
has approved issuance of this rule.
List of Subjects in 48 CFR Part 970
Government procurement.
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Issued in Washington, DC, on May 17,
2007.
Edward R. Simpson,
Director, Office of Procurement and
Assistance Management, Department of
Energy.
David O. Boyd,
Director, Office of Acquisition and Supply
Management, National Nuclear Security
Administration.
c. Removing Alternate II (including
paragraph (i)).
The additions and revisions, read as
follows:
I
970.5232–3
inspection.
* * *
Accounts, Records, and Inspection
(JUNE 2007)
For the reasons stated in the preamble,
chapter 9 of title 48 of the Code of
Federal Regulations is amended as set
forth below:
I
PART 970—DOE MANAGEMENT AND
OPERATING CONTRACTS
1. The authority citation for part 970
continues to read as follows:
I
Authority: 42 U.S.C. 2201, 2282a, 2282b,
2282c; 42 U.S.C. 7101 et seq.; 41 U.S.C. 418b;
50 U.S.C. 2401 et seq.
970.3270
[Amended]
2. Section 970.3270 is amended by
removing the paragragh designation
‘‘(i)’’ from paragraph (a)(2)(i) and
removing paragraph (a)(2)(ii).
I 3. Section 970.5203–1 is amended by
adding a sentence to the end of
paragraph (a)(4).
I
970.5203–1
Management controls.
*
*
*
*
(a) * * *
(4) * * * Annually, or at other
intervals directed by the contracting
officer, the contractor shall supply to
the contracting officer copies of the
reports reflecting the status of
recommendations resulting from
management audits performed by its
internal audit activity and any other
audit organization. This requirement
may be satisfied in part by the reports
required under paragraph (i) of
970.5232–3, Accounts, records, and
inspection.
*
*
*
*
*
I 4. Section 970.5232–3 is amended by:
I a. Revising the date of the clause;
I b. Adding new paragraph (i) and (j)
before the ‘‘(End of clause)’’; and
rmajette on PROD1PC67 with RULES
*
VerDate Aug<31>2005
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Jkt 211001
Accounts, records, and
*
*
*
*
*
(i) Internal audit. The contractor
agrees to design and maintain an
internal audit plan and an internal audit
organization.
(1) Upon contract award, the exercise
of any contract option, or the extension
of the contract, the contractor must
submit to the contracting officer for
approval an Internal Audit
Implementation Design to include the
overall strategy for internal audits. The
Audit Implementation Design must
describe:
(i) The internal audit organization’s
placement within the contractor’s
organization and its reporting
requirements;
(ii) The audit organization’s size and
the experience and educational
standards of its staff;
(iii) The audit organization’s
relationship to the corporate entities of
the contractor;
(iv) The standards to be used in
conducting the internal audits;
(v) The overall internal audit strategy
of this contract, considering particularly
the method of auditing costs incurred in
the performance of the contract;
(vi) The intended use of external audit
resources;
(vii) The plan for audit of
subcontracts, both pre-award and postaward; and
(viii) The schedule for peer review of
internal audits by other contractor
internal audit organizations, or other
independent third party audit entities
approved by the DOE contracting
officer.
(2) By each January 31 of the contract
performance period, the contractor must
submit an annual audit report,
PO 00000
Frm 00027
Fmt 4700
Sfmt 4700
29081
providing a summary of the audit
activities undertaken during the
previous fiscal year. That report shall
reflect the results of the internal audits
during the previous fiscal year and the
actions to be taken to resolve
weaknesses identified in the
contractor’s system of business,
financial, or management controls.
(3) By each June 30 of the contract
performance period, the contractor must
submit to the contracting officer an
annual audit plan for the activities to be
undertaken by the internal audit
organization during the next fiscal year
that is designed to test the costs
incurred and contractor management
systems described in the internal audit
design.
(4) The contracting officer may
require revisions to documents
submitted under paragraphs (i)(1), (i)(2),
and (i)(3) of this clause, including the
design plan for the internal audits, the
annual report, and the annual internal
audits.
(j) Remedies. If at any time during
contract performance, the contracting
officer determines that unallowable
costs were claimed by the contractor to
the extent of making the contractor’s
management controls suspect, or the
contractor’s management systems that
validate costs incurred and claimed
suspect, the contracting officer may, in
his or her sole discretion, require the
contractor to cease using the special
financial institution account in whole or
with regard to specified accounts,
requiring reimbursable costs to be
claimed by periodic vouchering. In
addition, the contracting officer, where
he or she deems it appropriate, may:
Impose a penalty under 970.5242–1,
Penalties for unallowable costs; require
a refund; reduce the contractor’s
otherwise earned fee; and take such
other action as authorized in law,
regulation, or this contract.
(End of Clause)
* * *
[FR Doc. E7–10037 Filed 5–23–07; 8:45 am]
BILLING CODE 6450–01–P
E:\FR\FM\24MYR1.SGM
24MYR1
Agencies
[Federal Register Volume 72, Number 100 (Thursday, May 24, 2007)]
[Rules and Regulations]
[Pages 29077-29081]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E7-10037]
=======================================================================
-----------------------------------------------------------------------
DEPARTMENT OF ENERGY
48 CFR Part 970
RIN 1991-AB67
Acquisition Regulation: Implementation of DOE's Cooperative Audit
Strategy for Its Management and Operating Contracts
AGENCY: Department of Energy.
ACTION: Final rule.
-----------------------------------------------------------------------
SUMMARY: The Department of Energy (DOE) is amending its Acquisition
Regulation (DEAR) by making minor amendments to existing contractor
internal audit requirements, through the use of the Cooperative Audit
Strategy.
DATES: Effective Date: June 25, 2007.
FOR FURTHER INFORMATION CONTACT: Helen Oxberger, U.S. Department of
Energy, MA-61, 1000 Independence Avenue, SW., Washington, DC 20585,
telephone (202) 287-1332 or submit electronically to
helen.oxberger@hq.doe.gov.
SUPPLEMENTARY INFORMATION:
I. Background
II. Discussion of Public Comments
III. Section-by-Section Analysis
IV. Procedural Requirements
A. Review Under Executive Order 12866
B. Review Under the Regulatory Flexibility Act
C. Review Under the Paperwork Reduction Act
D. Review Under the National Environmental Policy Act
E. Review Under Executive Order 13132
F. Review Under Executive Order 12988
G. Review Under the Unfunded Mandates Reform Act of 1995
H. Review Under the Treasury and General Government
Appropriations Act, 1999
I. Review Under the Treasury and General Government
Appropriations Act, 2001
J. Review Under Executive Order 13211
K. Review Under the Small Business Regulatory Enforcement
Fairness Act of 1996
L. Approval by the Office of the Secretary
I. Background
The Department contracts for the management and operation of its
Government-owned or -controlled research, development, special
production, or testing facilities through the use of management and
operating (M&O) contracts. The Department historically expends
approximately 73 percent of its annual appropriations through these M&O
prime contracts. Thus, it is imperative for the Department to develop
approaches which permit oversight of M&O contractor expenditures in
order for the Department to satisfy its oversight responsibility and to
ensure that DOE funds are expended on allowable costs.
The creation and maintenance of rigorous business, financial, and
accounting systems by contractors are crucial to assuring the integrity
and reliability of the cost data used by the DOE's Chief Financial
Officer (CFO), the Inspector General (IG), and contracting officers
(COs). To ensure the reliability of these systems, DOE requires some of
its contractors to maintain an internal
[[Page 29078]]
audit activity, that is, an internal audit organization that is
responsible for: (i) Performing operational and financial audits
including incurred cost audits, and (ii) assessing the adequacy of
management control systems.
The Cooperative Audit Strategy is a program that the IG, partnering
with contractors' internal audit groups, the CFO, and the Office of DOE
Procurement and Assistance Management, developed and implemented in
October 1992 to maximize the overall audit coverage of M&O contractors'
operations and to fulfill the IG's responsibility for auditing the
costs incurred by major facilities contractors. The Cooperative Audit
Strategy enhances DOE's efficient use of available audit resources by
allowing the IG to rely on the work of contractors' internal audit
organizations. The IG has adopted the Cooperative Audit Strategy at
most major DOE facilities operated by contractors.
The success of the Cooperative Audit Strategy depends on the IG and
contractor internal audit groups working closely with DOE. The
contractor internal audit groups are committed to a continuing
evaluation of the Cooperative Audit Strategy process and have
established the Steering Committee for Quality Auditing to address
current issues and implement on-going improvements.
DOE published a Notice of Proposed Rulemaking (NOPR) in the Federal
Register on May 8, 2006 (71 FR 26723). The NOPR proposed to amend two
Department of Energy Acquisition Regulation (DEAR) clauses to more
effectively implement DOE's Cooperative Audit Strategy. The proposed
changes would eliminate Alternate II of DEAR clause 970.5232-3, and
revise and expand the contract clause to require the use of the DOE's
Cooperative Audit Strategy in all M&O contracts. Currently, the
Cooperative Audit Strategy is implemented under an alternate clause
(Alternate II) in the Accounts, records, and inspection contract clause
at 970.5232-3. Because Alternate II is being deleted, DOE has deleted
the alternate prescription for the alternate at 970.3270 (a)(2)(ii).
In addition, the Department proposed to amend the DEAR clause
970.5203-1 entitled Management Controls by adding a sentence requiring
the contractor to submit audit reports.
Four commenters responded to our May 8, 2006 NOPR. All the comments
were directed toward the proposed Section 970.5232-3, paragraph (i)
Internal Audit and paragraph (j) Remedies. Section II of this preamble
presents a summary of the comments by subject, and the responses to the
comments.
II. Discussion of Public Comments
Comments on Internal Audit Requirements
Comment: Four commenters made remarks on paragraph (i) of proposed
Section 970.5232-3. One commenter stated that it believes paragraph (i)
requirements of the DEAR clause 970.5232-3 for submittal of three
reports related to the contractor's internal audit function amount to
DOE's significant involvement in the contractor's day-to-day internal
audit function operations.
That commenter believes that proposed paragraphs (i) (1), (i) (2),
and (i) (3) contradict the Cooperative Audit Strategy objectives and
may actually, per paragraph (i) (4), create a structure where the
contractors' internal audit function may appear to report to the DOE
contracting officer. The commenter argues that the proposed sections
would permit the contracting officer to make unilateral decisions on
the new requirements, the design plan for internal audits, the annual
report, and the annual internal audits, thereby making it difficult for
the contractor to manage and control the contractor's own assurance
system.
One commenter believes that the proposed paragraph (i) requirements
contradict an already existing clause in its contract with DOE, which
states that the National Nuclear Security Administration (NNSA) will
provide direction as to what NNSA wants and empowers the contractor to
determine how the program is executed with the contractor accountable
for its performance.
One commenter fully supports DOE's Cooperative Audit Strategy and
the Department's efforts to continue an effective and efficient
independent audit function at the M&O contractor facilities to ensure
that internal audits are conducted reliably.
Response: As stated in the proposed rule, this rule will be used
only in DOE's M&O contracts, involving annual reconciliation of
expenditures using the DOE's Statement of Cost Incurred and Claimed
(SCIC) process. The SCIC process is used in contracts involving well
over $1 billion dollars in annual expenditures by the covered
contractor. Those same contractors maintain a special bank account, for
reasons of benefit to DOE and the U.S. Treasury, under which those
contractors pay contractual obligations directly with DOE funds. The
SCIC process would be meaningless without a systematic process to
assess the adequacy of the contractor's system of financial controls.
It is imperative for DOE to maintain processes which permit oversight
of M&O contractor expenditures in order for DOE to accomplish its
oversight responsibilities and to require the contractor to have an
independent audit function capable of auditing the contractor's system
of the financial controls needed to assure the proper use of the funds.
The purpose of the reports prescribed in paragraph (i) of the
clause is to provide DOE's CFO, IG, and COs with confidence in the
contractor's system of financial controls. DOE currently receives
annual reports and annual plans from the DOE M&O contractor for two of
the three required crucial reports. The third report, specified by the
final rule as a requirement of the Internal Audit Implementation Plan,
is critical to the Government's assurance and confidence in the M&O
contractor's financial controls system. By providing the Internal Audit
Implementation Plan, the M&O contractor will provide DOE with
information about the operation of the contractor's internal audit
function, which is important in establishing DOE's ability to rely on
the contractor's internal audit organization to perform operational and
financial audits, including incurred cost audits, and assessing the
adequacy of the contractor's management control systems.
Current policy already exists for contracting officers to be
empowered and operate under statutory mandates permitting them to make
unilateral decisions, such as a reasonableness determination that is a
common practice in Federal contract administration. The contracting
officers must have the flexibility, as compelled by their authority, to
make prudent decisions that are fair, reasonable and supportable.
DOE believes that this rule provides the necessary framework for a
systematic process for use by its M&O contractors in the organization
and operation of their internal audit function. The Government needs
reasonable assurance that the contractor has an effective internal
control structure for accountability and control over its funds. The
Government also needs reasonable assurance that the contractor is
complying with Federal laws and regulations and the terms and
conditions of the contract related to the use of funds. The changes
made by this final rule will maximize the overall audit coverage of the
contractor's operations and fulfill the IG's responsibility for
auditing the costs
[[Page 29079]]
incurred by all M&O contractors. The changes made by the final rule
will better ensure DOE's efficient use of available audit resources by
allowing the IG to rely on the work of the M&O contractor's internal
audit organization.
One commenter separately made a comment relating to contract
provisions it specifically negotiated and Chapter 70.4 of the
Acquisition Guide, respectively. This comment is outside the scope of
this rule.
Comments on Remedies Requirements
Comment: Three commenters made comments opposing the stated
remedies of paragraph (j) of proposed Sec. 970.5232-3. That paragraph
would allow the DOE contracting officer unilaterally to suspend or
revoke, in whole or in part, access to the Special Banking Financial
Institution Accounts. The commenters asserted that the affected
contractors would be subjected to greater risk, without any
commensurate increase in associated fee, under such a contract. The
commenters also stated that if the M&O contractor's use of the special
financial institution account is revoked, there are no criteria for
providing alternative compensation to the contractor for use of its
working capital. Finally, the commenters contend there is no
requirement for the use of this special financial institution account
to be restored without undue delay.
One commenter stated that paragraph (j) of the proposed Sec.
970.5232-3 is not consistent with Federal acquisition policy, as
expressed in the Federal Acquisition Regulation (FAR) 31.201-2
Determining allowability.
Response: DOE disagrees and has not altered the final rule in
response to the comments relating to paragraph (j). As explained in the
preamble of the proposed rule (71 FR at 26724), DOE is amending two
DEAR clauses to more effectively implement DOE's Cooperative Audit
Strategy. These changes provide DOE insight into the use of the M&O
contractor's SCIC for reconciliation of allowable costs, thus enhancing
DOE's confidence in the integrity of its financial control systems. DOE
proposed paragraph (j) to expressly include risk mitigation of the
special financial institution accounts. The existing system of payment
to the DOE's M&O contractor under the Cooperative Audit Strategy relies
heavily on the contractor's internal audit function and system of
financial controls. That reliance introduces risks. DOE believes that
if a DOE contracting officer reasonably loses confidence in an M&O
contractor's financial system of controls, he or she must be able to
react immediately to prevent additional expenditures under the special
bank account. This authority would be used only as a last resort. The
contracting officer's authority to stop payment of funds is not new and
he or she must have the ability to restrict access to the funds as a
prescribed remedy in dealing with a failure of financial controls. This
is a contract financial control issue, not a cost allowability issue.
We believe the express statement of these remedies in paragraph (j)
will enhance DOE's fulfillment of its fiduciary responsibility by
minimizing risk to the Government as a result of a failure of the
contractor's financial control system that could impact the SCIC and
special bank accounts.
Revisions Incorporated Into This Final Rule
Comment: One commenter agrees with the proposal to use outside
auditors to perform peer reviews of the work of a contractor's internal
audit organization. The commenter stated that it would solicit the
``concurrence of the DOE Contracting Officer before engaging any
outside audit firm.'' The commenter believes that a review performed by
such a third party would be no less effective, and perhaps more
independent, than a review conducted by another M&O contractor's
internal audit organization. The commenter fully supports the
Cooperative Audit Strategy but suggests revising the language in
paragraph (i) (viii) of proposed section 970.5232-3, regarding the
Internal Audit Implementation Design, to permit the use of an
independent audit organization approved by DOE.
Response: We have adopted the comment and expanded the language to
read:
``The schedule for peer review of internal audits by other
contractor internal audit organizations, or other independent third
party audit entities approved by the DOE Contracting Officer.''
III. Section-by-Section Analysis
DOE is amending the DEAR as follows:
1. Section 970.3270, Standard financial management clause, is
amended by deleting the designator ``i'' from paragraph (a)(2)(i) and
deleting paragraph (a)(2)(ii).
2. Section 970.5203-1, Management controls, paragraph (a)(4) is
amended by adding a sentence which requires the contractor to annually,
or at other times as directed by the contracting officer, provide
copies of reports on the status of audit recommendations.
3. Section 970.5232-3, Accounts, records, and inspection, is
amended by deleting Alternate II and by adding new paragraphs (i) and
(j).
IV. Procedural Requirements
A. Review Under Executive Order 12866
This regulatory action has been determined not to be a significant
regulatory action under Executive Order 12866, Regulatory Planning and
Review (58 FR 51735, October 4, 1993). Accordingly, this action is not
subject to review under the Executive Order by the Office of
Information and Regulatory Affairs (OIRA) within the Office of
Management and Budget.
B. Review Under the Regulatory Flexibility Act
The Regulatory Flexibility Act (5 U.S.C. 601 et seq.) requires
preparation of an initial regulatory flexibility analysis for any rule
that by law must be proposed for public comment, unless the agency
certifies that the rule, if promulgated, will not have a significant
economic impact on a substantial number of small entities. As required
by Executive Order 13272, ``Proper Consideration of Small Entities in
Agency Rulemaking'' (67 FR 53461, August 16, 2002), DOE published
procedures and policies to ensure that the potential impacts of its
draft rules on small entities are properly considered during the
rulemaking process (68 FR 7990, February 19, 2003), and has made them
available on the Office of General Counsel's Web site: https://
www.gc.doe.gov. DOE has reviewed today's final rule under the
provisions of the Regulatory Flexibility Act and the procedures and
policies published on February 19, 2003. The final rule would amend
procurement policies that apply only to DOE M&O contracts and would
impact only DOE's M&O contractors, none of whom are small entities.
This rule would not have a significant economic impact on small
entities. On the basis of the foregoing, DOE certifies that the final
rule, if promulgated, would not have a significant economic impact on a
substantial number of small entities. Accordingly, DOE has not prepared
a regulatory flexibility analysis for this rulemaking.
C. Review Under the Paperwork Reduction Act
Existing burdens associated with the collection of certain
contractor audit data have been previously cleared under OMB control
number 1910-4100, which expires on April 30, 2008. The Department has
concluded that the additional information collection burden resulting
from this regulatory
[[Page 29080]]
action would apply to less than ten persons in any 12-month period and
therefore is less than the threshold for submission to the Office of
Management and Budget (OMB) under 5 CFR 1320.3(c). Therefore, DOE has
not submitted this action to OMB.
D. Review Under the National Environmental Policy Act
DOE has concluded that promulgation of this final rule falls into a
class of actions that would not individually or cumulatively have a
significant impact on the human environment, as determined by DOE's
regulations implementing the National Environmental Policy Act of 1969
(42 U.S.C. 4321 et seq.). Specifically, this final rule deals only with
agency procedures, and therefore, is covered under the Categorical
Exclusion in paragraph A6 of Appendix A to Subpart D, 10 CFR part 1021.
Accordingly, neither an environmental assessment nor an environmental
impact statement is required.
E. Review Under Executive Order 13132
Executive Order 13132, ``Federalism'' (64 FR 43255, August 4, 1999)
imposes certain requirements on agencies formulating and implementing
policies or regulations that preempt State law or that have federalism
implications. Agencies are required to examine the constitutional and
statutory authority supporting any action that would limit the
policymaking discretion of the States and carefully assess the
necessity for such actions. The Executive Order also requires agencies
to have an accountability process to ensure meaningful and timely input
by State and local officials in the development of regulatory policies
that have federalism implications. On March 14, 2000, DOE published a
statement of policy describing the intergovernmental consultation
process it will follow in the development of such regulations (65 FR
13735). DOE has examined today's rule and has determined that it does
not preempt State law and does not have a substantial direct effect on
the States, on the relationship between the national government and the
States, or on the distribution of power and responsibilities among the
various levels of government. No further action is required by
Executive Order 13132.
F. Review Under Executive Order 12988
With respect to the review of existing regulations and the
promulgation of new regulations, section 3(a) of Executive Order 12988,
``Civil Justice Reform'' (61 FR 4729, February 7, 1996), imposes on
Federal agencies the general duty to adhere to the following
requirements: (1) Eliminate drafting errors and ambiguity; (2) write
regulations to minimize litigation; and (3) provide a clear legal
standard for affected conduct rather than a general standard and
promote simplification and burden reduction. Section 3(b) of Executive
Order 12988 specifically requires that Executive agencies make every
reasonable effort to ensure that the regulation: (1) Clearly specifies
the preemptive effect, if any; (2) clearly specifies any effect on
existing Federal law or regulation; (3) provides a clear legal standard
for affected conduct while promoting simplification and burden
reduction; (4) specifies the retroactive effect, if any; (5) adequately
defines key terms; and (6) addresses other important issues affecting
clarity and general draftsmanship under any guidelines issued by the
Attorney General. Section 3(c) of Executive Order 12988 requires
Executive agencies to review regulations in light of applicable
standards in section 3(a) and section 3(b) to determine whether they
are met or it is unreasonable to meet one or more of them. DOE has
completed the required review and determined that, to the extent
permitted by law, this final rule meets the relevant standards of
Executive Order 12988.
G. Review Under the Unfunded Mandates Reform Act of 1995
Title II of the Unfunded Mandates Reform Act of 1995 (Pub. L. 104-
4) requires each Federal agency to assess the effects of a Federal
regulatory action on State, local, and tribal governments, and the
private sector. The Department has determined that today's regulatory
action does not impose a Federal mandate on State, local or tribal
governments or on the private sector.
H. Review Under the Treasury and General Government Appropriations Act,
1999
Section 654 of the Treasury and General Government Appropriations
Act, 1999 (Pub. L. 105-277) requires Federal agencies to issue a Family
Policymaking Assessment for any rule that may affect family well-being.
This final rule would not have any impact on the autonomy or integrity
of the family as an institution. Accordingly, DOE has concluded that it
is not necessary to prepare a Family Policymaking Assessment.
I. Review Under the Treasury and General Government Appropriations Act,
2001
The Treasury and General Government Appropriations Act, 2001 (44
U.S.C. 3516, note) provides for agencies to review most disseminations
of information to the public under guidelines established by each
agency pursuant to general guideline issued by OMB. OMB's guidelines
were published at 67 FR 8452 (February 22, 2002), and DOE's guidelines
were published at 67 FR 62446 (October 7, 2002). DOE has reviewed
today's notice under the OMB and DOE guidelines and has concluded that
it is consistent with applicable policies in those guidelines.
J. Review Under Executive Order 13211
Executive Order 13211, ``Actions Concerning Regulations That
Significantly Affect Energy Supply, Distribution, or Use'' (66 FR
28355, May 22, 2001), requires Federal agencies to prepare and submit
to the Office of Information and Regulatory Affairs (OIRA), Office of
Management and Budget, a Statement of Energy Effects for any proposed
significant energy action. A ``significant energy action'' is defined
as any action by an agency that promulgated or is expected to lead to
promulgation of a final rule, and that: (1) Is a significant regulatory
action under Executive Order 12866, or any successor order; and (2) is
likely to have a significant adverse effect on the supply,
distribution, or use of energy, or (3) is designated by the
Administrator of OIRA as a significant energy action. For any
significant energy action, the agency must give a detailed statement of
any adverse effects on energy supply, distribution, or use should the
proposal be implemented, and of reasonable alternatives to the action
and their expected benefits on energy supply, distribution, and use.
Today's regulatory action is not a significant energy action.
Accordingly, DOE has not prepared a Statement of Energy Effects.
K. Review Under the Small Business Regulatory Enforcement Fairness Act
of 1996
As required by 5 U.S.C. 801, DOE will report to Congress
promulgation of this rule prior to its effective date. The report will
state that it has been determined that the rule is not a ``major rule''
as defined by 5 U.S.C. 804(2).
L. Approval by the Office of the Secretary
The Office of the Secretary of Energy has approved issuance of this
rule.
List of Subjects in 48 CFR Part 970
Government procurement.
[[Page 29081]]
Issued in Washington, DC, on May 17, 2007.
Edward R. Simpson,
Director, Office of Procurement and Assistance Management, Department
of Energy.
David O. Boyd,
Director, Office of Acquisition and Supply Management, National Nuclear
Security Administration.
0
For the reasons stated in the preamble, chapter 9 of title 48 of the
Code of Federal Regulations is amended as set forth below:
PART 970--DOE MANAGEMENT AND OPERATING CONTRACTS
0
1. The authority citation for part 970 continues to read as follows:
Authority: 42 U.S.C. 2201, 2282a, 2282b, 2282c; 42 U.S.C. 7101
et seq.; 41 U.S.C. 418b; 50 U.S.C. 2401 et seq.
970.3270 [Amended]
0
2. Section 970.3270 is amended by removing the paragragh designation
``(i)'' from paragraph (a)(2)(i) and removing paragraph (a)(2)(ii).
0
3. Section 970.5203-1 is amended by adding a sentence to the end of
paragraph (a)(4).
970.5203-1 Management controls.
* * * * *
(a) * * *
(4) * * * Annually, or at other intervals directed by the
contracting officer, the contractor shall supply to the contracting
officer copies of the reports reflecting the status of recommendations
resulting from management audits performed by its internal audit
activity and any other audit organization. This requirement may be
satisfied in part by the reports required under paragraph (i) of
970.5232-3, Accounts, records, and inspection.
* * * * *
0
4. Section 970.5232-3 is amended by:
0
a. Revising the date of the clause;
0
b. Adding new paragraph (i) and (j) before the ``(End of clause)''; and
0
c. Removing Alternate II (including paragraph (i)).
The additions and revisions, read as follows:
970.5232-3 Accounts, records, and inspection.
* * *
Accounts, Records, and Inspection (JUNE 2007)
* * * * *
(i) Internal audit. The contractor agrees to design and maintain an
internal audit plan and an internal audit organization.
(1) Upon contract award, the exercise of any contract option, or
the extension of the contract, the contractor must submit to the
contracting officer for approval an Internal Audit Implementation
Design to include the overall strategy for internal audits. The Audit
Implementation Design must describe:
(i) The internal audit organization's placement within the
contractor's organization and its reporting requirements;
(ii) The audit organization's size and the experience and
educational standards of its staff;
(iii) The audit organization's relationship to the corporate
entities of the contractor;
(iv) The standards to be used in conducting the internal audits;
(v) The overall internal audit strategy of this contract,
considering particularly the method of auditing costs incurred in the
performance of the contract;
(vi) The intended use of external audit resources;
(vii) The plan for audit of subcontracts, both pre-award and post-
award; and
(viii) The schedule for peer review of internal audits by other
contractor internal audit organizations, or other independent third
party audit entities approved by the DOE contracting officer.
(2) By each January 31 of the contract performance period, the
contractor must submit an annual audit report, providing a summary of
the audit activities undertaken during the previous fiscal year. That
report shall reflect the results of the internal audits during the
previous fiscal year and the actions to be taken to resolve weaknesses
identified in the contractor's system of business, financial, or
management controls.
(3) By each June 30 of the contract performance period, the
contractor must submit to the contracting officer an annual audit plan
for the activities to be undertaken by the internal audit organization
during the next fiscal year that is designed to test the costs incurred
and contractor management systems described in the internal audit
design.
(4) The contracting officer may require revisions to documents
submitted under paragraphs (i)(1), (i)(2), and (i)(3) of this clause,
including the design plan for the internal audits, the annual report,
and the annual internal audits.
(j) Remedies. If at any time during contract performance, the
contracting officer determines that unallowable costs were claimed by
the contractor to the extent of making the contractor's management
controls suspect, or the contractor's management systems that validate
costs incurred and claimed suspect, the contracting officer may, in his
or her sole discretion, require the contractor to cease using the
special financial institution account in whole or with regard to
specified accounts, requiring reimbursable costs to be claimed by
periodic vouchering. In addition, the contracting officer, where he or
she deems it appropriate, may: Impose a penalty under 970.5242-1,
Penalties for unallowable costs; require a refund; reduce the
contractor's otherwise earned fee; and take such other action as
authorized in law, regulation, or this contract.
(End of Clause)
* * *
[FR Doc. E7-10037 Filed 5-23-07; 8:45 am]
BILLING CODE 6450-01-P