|Information for Vendors about Their Continuing Obligations!|
If You Have a Change in Your Section 50-35 Financial Disclosures and Lobbyists: You’ve spent weeks preparing your bid or offer for a state contract and finally submitted it to the State. Nothing to do but wait for the bid opening date… but, wait! Did you know that Bidders have a continuing obligation to update their Financial Disclosures and information about any lobbyists that will communicate with any State employee regarding the bid or offer? Updates are required whenever the Financial Disclosure and lobbyist information originally provided with the bid or offer is no longer accurate; updates should be provided up through the State’s posting of the notice of award. This continuing obligation is also on vendors that have state contracts and their subcontractors through the term of the contract.
For bidders, offerors, contractors, and subcontractors that used their IPG registration, along with Forms B, to provide disclosures, they may update inaccurate information at any time using the IPG and re-submitting Forms B. But, they should notify the State that updates are being made and are forthcoming. To learn more, see 30 ILCS 500/50-35(b-1), (b-2), and (i) or contact Joe Kim at the Chief Procurement Office at 217.558.2231.
If You Have a Change in Your Article 50 Disclosures: For state contractors and their subcontractors that have contracts with terms lasting more than one year, they have a continuing obligation to update any information pertaining to eligibility for contract award as required by Article 50 of the Illinois Procurement Code. This means if the information provided at the time of executing the contract in the Financial Disclosures, Forms B, or the Standard Certifications is no longer accurate, the contractor or their subcontractors must update the information and provide it to the contracting agency. To learn more, see 30 ILCS 500/50-2.
If You Change Your Subcontractors: If at any time during the term of a contract, a contractor adds or changes any subcontractors, the contractor shall promptly notify the Chief Procurement Officer or State Purchasing Officer of the names and addresses of each new or replaced subcontractor and the general type of work to be performed. To learn more, see 30 ILCS 50020-120(b).
Your Registration with the State Board of Elections: Bidders and offerors whose individual or combination of aggregate bids, proposals, and State contracts exceeds $50,000, have a continuing duty to ensure that their registration with the State Board of Elections is accurate during the period beginning on the date of registration and ending on the day after the date the contract is awarded; any change in information must be reported to the State Board of Elections 5 business days following such change or no later than a day before the contract is awarded, whichever date is earlier.
Contractors whose state contracts, in the aggregate, annually total more than $50,000 must maintain their registration with the State Board of Elections and have a continuing duty to ensure that their registration is accurate for the duration of the term of office of the incumbent officeholder awarding the contracts or for a period of 2 years following the expiration or termination of the contracts, whichever is longer. To learn more, see 30 ILCS 500/20-160.
The information provided here is not exhaustive of all continuing obligations and responsibilities on bidders, offerors, contractors, and subcontractors. The Chief Procurement Office for General Services encourages all individuals interested in state procurement to read the Illinois Procurement Code (30 ILCS 500/), administrative rules (44 Ill. Adm. Code Part 1), and CPO Notices (https://www.illinois.gov/cpo/general/Pages/CPONotices.aspx).
If You Request to Assign Your Contract Rights, or Assign Rights and Obligations, or Change Your Name: Contractors must notify and receive approval from the Chief Procurement Officer or State Purchasing Officer whenever they request to assign their contract’s rights or assign both the rights and obligations to a third party. Additionally, a contractor may submit to the State Purchasing Officer a written request to change the name in which it holds a contract with the State. To learn more, see 44 Ill. Adm. Code 1.2005(o).