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    Evaluation of Freight Auction Cover
Aug
06
2024
Report Number:
23-162-R24
Report Type:
Audit Reports
Category: Delivering for America, Service, Service Performance, Transportation / Vehicles

Evaluation of Freight Auction

Background

The U.S. Postal Service implemented Freight Auction (FA) in October 2021 to solicit bids to transport mail on an “as needed” basis with the flexibility to schedule trips without requiring contractual changes. The FA program supports the Delivering for America vision with the goal to improve financial sustainability and service performance. Implementation of FA provides the Postal Service the opportunity to use the spot freight market to get competitive market pricing on surface trips and improve trailer utilization. The Postal Service spent about $159.5 million and $385.2 million for fiscal years (FY) 2022 and 2023, respectively, for FA trips.

What We Did

Our objective was to assess the effectiveness of FA for Highway Contract Routes. We performed site observations at eight facilities between December 2023 and February 2024, covering the four Postal Service areas. We also reviewed FA trips and payment data for FYs 2022 and 2023.

What We Found

The Postal Service’s FA program could have been more effectively planned, standardized, and executed with proper internal controls. Specifically, we found the FA policies and procedures were inconsistently applied across facilities; trip bids and awards lacked effective safeguards; trip payments and the supporting documentation for proof of delivery lacked proper controls; implemented system control requirements were not effective to safeguard against inaccurate supplier payments; supplier performance was not routinely monitored; and the FA contracts were not in compliance with the Service Contract Act requirements. Consequently, we estimated the Postal Service incurred about $199.1 million in questioned costs due to the lack of a proper control environment.

Recommendations and Management’s Comments

We made 10 recommendations to reinforce driver screening, dock operations, and trailer utilization; improve the bidding process; address inaccurate supplier payments; supplier performance and compliance; and Service Contract Act compliance. Postal Service management agreed with 9 of the 10 recommendations. Management’s comments and our evaluation are at the end of each finding and recommendation. The U.S. Postal Service Office of Inspector General considers management’s comments responsive to all recommendations except for recommendation 7, which we will discuss with management during the audit resolution process. For the others, the corrective actions should resolve the issues identified in the report.

Report Recommendations

# Recommendation Status Value Initial Management Response USPS Proposed Resolution OIG Response Final Resolution
1

Communicate freight auction driver screening requirements to facility personnel and develop a process to ensure compliance.

Closed $0 Agree
2

Communicate the security, trailer loading, and team driver requirements to facility management and suppliers, and develop a process to monitor dock personnel and freight auction drivers to verify they are following the requirements.

Closed $0 Agree
3

Develop a plan of action and milestones for revising the trailer utilization-calculated percentages in Surface Visibility to account for stacked containers and cubic feet.

Open $0 Agree
4

Develop a plan to detect atypical bids before award to achieve competitive rates and reduce transportation costs.

Closed $0 Agree
5

Review prior freight auction payments made during fiscal years 2022 and 2023 to identify loads without reliable proof of delivery information and recover inaccurate payments and implement a periodic review process going forward.

Closed $198,850,166 Agree
6

Initiate recovery of U.S. Postal Service Office of Inspector General-identified overpayments.

Closed $249,169 Agree
7

Conduct a comprehensive review to identify requirements for streamlining proof of delivery validation, minimize manual payments, improve accuracy, and make system enhancements as necessary.

Closed $0 Disagree
Agree
8

Monitor, communicate, and take necessary corrective action for suppliers with poor performance.

Closed $0 Agree
9

Re-evaluate and adjust supplier performance requirements and enforce supplier compliance.

Closed $0 Agree
10

Follow up with Department of Labor on the wage determination requirement and bring all active freight auction contracts into compliance with both the Service Contract Act and wage determination requirements.

Closed $0 Agree