As required by Section 50-39 of the Procurement Code, any State
employee, as defined in 2 Ill. Adm. Code
1620.825(g),
who receives a written or oral communication that imparts or requests material
information or makes a material argument regarding potential action concerning
a procurement matter, including, but not limited to, an application, a
contract, or a project, shall report the communication to the Procurement
Policy Board. "Material" is defined by 2 Ill. Adm. Code
1620.825(b)(1).
a) Upon receipt of a communication described
in and required to be reported pursuant to 2 Ill. Adm. Code
1620.825, the State
employee shall report the communication to the Procurement Policy Board using
the electronic Procurement Communications Reporting System available on the
Procurement Policy Board's official website at http://pcrs.illinois.gov [File
Link Not Available]. Reports shall be filed monthly and include at least the
following:
1) the date and time of each
communication;
2) the identity of
each person from whom the written or oral communication was received, the
individual or entity represented by that person, and any action that person
requested or recommended;
3) the
identity and job title of the person to whom each communication was
made;
4) if a response is made, the
identity and job title of the person making each response;
5) a detailed summary of the points made by
each person involved in the communication;
6) the duration of the
communication;
7) the location or
locations of all persons involved in the communication and, if the
communication occurred by telephone, the telephone numbers for the callers and
recipients of the communication; and
8) any other pertinent information. The
Procurement Policy Board shall publish each report submitted to its website
within 7 days. A State employee who knowingly and intentionally violates this
requirement shall be subject to suspension or discharge. If a violation is
known or suspected, the Procurement Policy Board will turn each suspected
report over to the Office of the Executive Inspector General.
b) Any State employee engaging in
material communication with a registered lobbyist shall make every attempt to
obtain the written statement of the lobbyist regarding the communication that
took place, as required by Section 50-39(c) of the Code. Executive Ethics
Commission rule 2 Ill. Adm. Code
1620.825(b)(1)
defines materiality. Should the lobbyist
fail to provide the State employee with a written report within 30 days, the
employee shall attach a document stating the dates of attempted request for
information and affirmation he/she made every attempt to obtain the required
lobbyist report. This document shall be provided, in place of the lobbyist
report required by Section 50-39(c) of the Code, to the Illinois Procurement
Policy Board. Each State employee shall provide this form in portable document
format (PDF) attached specifically to the lobbyist communication in question
within the 30 day window following any communication with a registered
lobbyist.
