University of Illinois

University Ethics Office

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

Instructions for reporting

 

Effective January 1, 2011, all 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.

 

Where Do Employees Report this Information?

Communications defined by law as requiring reporting must be submitted online via the Procurement Policy Board Web site at: http://pcrs.illinois.gov.

 

What Gets Reported?

Contact that must be reported includes, but is not limited to communications:

• 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

 

What Does Not Get Reported?

Employees do not need to 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
• 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.

 

Who Must Make the Report?

Any employee who is present at or involved in the communications where reporting is required. Each individual must produce their own report.

 

When Should These Reports be Made?

Reports should be made as soon as possible following involvement in a communication requiring reporting. At a minimum, reports must be submitted monthly.

 

Who Do I Call if I Have Questions on What to Report and How?

The Procurement Policy Board has charged the University Ethics Office with responding to inquiries and providing assistance to University employees involved in reporting. You can contact the University Ethics Office via email at: ethicsofficer@uillinois.edu for assistance. Be sure to provide a detailed explanation of your question within the body of your communication.

 

For additional information and assistance, please visit the FAQs section of our Web site.

� Copyright 2011 The Board of Trustees of the University of Illinois | Web Privacy Statement