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Procurement Communications

Significant amendments to the Procurement Code (Public Act 96-795) became effective July 1, 2010, with a delayed requirement regarding Procurement Communication Reporting effective January 1, 2011.

Employees conducting material communications with prospective or current vendors in advance of completing a university procurement or change order must now report those written or oral communications through a new website maintained by the Illinois Procurement Policy Board (PPB). Training and reference materials are available on this website for all university employees. Web addresses (links) to this site and other reference materials are provided below.

Generally, any communication involving the solicitation, review, evaluation, decision, or negotiation of a purchase is reportable along with any communications involving change orders, renewals, or extensions of a contract. Exceptions to the reporting requirement are outlined in the PPB website and the Executive Ethics Commission is expected to provide further guidance regarding application of the reporting requirements. Exceptions include necessary communication or inquiries following completion of a purchase, communication involving the administration and implementation of an existing contract (unrelated to a change order, renewal or extension), and certain communications conducted in a public forum or open meeting. NIU Procurement Services will continue to implement necessary procedures concerning this new compliance requirement.

Effective January 1, 2011, the PPB will activate the Procurement Communication Reporting website at http://pcrs.illinois.gov. Reports submitted to the PPB website will be available for viewing by the general public. Questions regarding specific situations where reporting may be required should be directed to Director of Procurement Services, at (753-6104) or to NIUEthicsOfficer@niu.edu.

General inquiries concerning procurement procedures and transactions should be addressed to Procurement Services at (815) 753-1671.

References:

Material

Ethics Office Administration

Ethics Officer
James Guagliardo

Legal Counsel
Greg Brady

Records Officer
Celeste Latham

Ethics Training
Karen Smith

Procurement
Michele Danza