University of Illinois

University Ethics Office

ETHICS-RESPECT-TRUST-INTEGRITY-VALUES-HONESTY-RESULTS  

Procurement communications reporting

 

UPDATED 2/1/12 (Procurement Code Changes effective 12/20/11):

Additional Communications Reporting Training for University of Illinois Employees

Please Note: Employees will need their University netid and password to access this document.

 

• Background Information
• Reporting Do's and Don'ts
• Communications Reporting Data Worksheet

Background Information:

The Illinois Procurement Code (30 ILCS 500/50-39) states that employees involved in discussions with outside vendors who impart or request material information, or make a material argument regarding potential action concerning a procurement matter (e.g., application, contract, project, or proposal), must report that written or oral communication to the Procurement Policy Board via their Web site at:

http://pcrs.illinois.gov

This Procurement Communications Reporting System requires University employees to obtain a login ID and password. These can be obtained in about one week by providing the information requested in FAQ 31 to the University Ethics Office. All reports submitted are approved by a University-designated State Procurement Officer (SPO) and published for public viewing at: http://pcrs.illinois.gov. The reporting requirement does not involve communications related to existing contracts unless a change order is being discussed.

The Procurement Policy Board has charged the University Ethics Officers with the responsibility of communicating this reporting requirement and advising employees related to the reporting process. If you believe you have been involved in a communication with an outside party that requires reporting, please consult your University Ethics Officer by sending an email detailing your specific situation to ethicsofficer@uillinois.edu to ensure your compliance with the Illinois Procurement Code.

 

Additional information and training:

The Procurement Policy Board developed an instructional presentation which is available in Power Point and PDF format at: http://www2.illinois.gov/ppb/Pages/procurement-communications-reporting.aspx

 

The Procurement Policy Board-developed FAQs can be found at: http://www2.illinois.gov/ppb/Pages/pcrsfaqs.aspx

 

For more detailed instructions related to reporting procedures, please visit the reporting and FAQs sections of our Web site.

 

Reporting Do's and Don'ts:

Don't report communications:

•  made in a public forum and/or during a meeting subject to the Open Meetings Act

•  regarding procedure and practice

•  between University of Illinois employees

•  between University of Illinois employees and other state agency employees if the communication is for official purposes and in the normal course of business or if the other agency has oversight authority (the Capital Development Board (CDB) would be one example)

•  regarding the administration and implementation of an existing contract (Note: change order communications require reporting.)

•  that are unsolicited from potential vendors that are not further disseminated or used by the receiving employees in a procurement decision.

•  memberships in professional, academic, or athletic organizations on behalf of the University, an employee, or a student.

•  procurements for events paid exclusively by revenues generated or paid in majority by gifts or donations.

•  expenditures for artistic or musical services, productions, or performances held at a University venue.

•  periodicals or books for the University library.

Do report communications including but not limited to:

•  establishing or defining a procurement need or method of source selection

•  regarding preparing specification, plan or requirements

•  preparing any invitation for bid, RFP, requests for information, sole source procurement justifications, emergency procurement justifications, or selection information

•  regarding evaluating bids, responses, offers, letting or awarding a contract

•  resolving protests

•  determining inclusion on prequalification lists

•  identifying potential conflicts of interest

•  determining vendor performance evaluations

•  approving change orders or renewal or extension of an existing contract

Procurement Communications Reporting Data Worksheet:

Attached is a document employees should use when communicating with vendors, to ensure they collect sufficient information to submit to the Procurement Policy Board:

 

 

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