The agency did not plan the procurement properly: it formed the teams too late, did not involve the department that would use the system, and did not research other options.

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Original Audit Finding Excerpt

"It was observed that the PMT and TWG were created after the Notice to Proceed was issued. These teams should have been constituted during the procurement planning process to ensure that the Bids and Awards Committee (BAC) was provided with specialized technical, financial, or legal expertise for a thorough and efficient procurement process. The presence of the end-user or implementing unit is necessary to ensure that the bid documents properly reflect the requirements of the Procuring Entity, and that the bids submitted are rigorously evaluated. In this case, the HRMD should have been directly involved at the planning stage, considering the specific technical requirements of the PRIME-HRM. Moreover, NHA should conduct market research in order to identify alternative solutions/products/services that are most beneficial to the government, i.e., negotiated contract with a technically capable service provider."

Source Document