[Federal Register Volume 64, Number 127 (Friday, July 2, 1999)]
[Notices]
[Pages 36051-36052]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-16925]
-----------------------------------------------------------------------
POSTAL SERVICE
Privacy Act of 1974, System of Records
AGENCY: Postal Service.
ACTION: Notice of new system of records.
-----------------------------------------------------------------------
SUMMARY: The purpose of this document is to publish notice of a new
Privacy Act system of records, USPS 210.040, Contractor Records--
Supplier and Contractor Records. The new system contains information
about individuals and small businesses who have expressed an interest
in or have entered into contracts with the Postal Service.
DATES: Any interested party may submit written comments on the proposed
new system of records. This proposal will become effective without
further notice on August 11, 1999, unless comments received on or
before that date result in a contrary determination.
ADDRESSES: Written comments on this proposal should be mailed or
delivered to: Administration and FOIA, United States Postal Service,
475 L'Enfant Plaza SW RM 8141, Washington, DC 20260-5202. Copies of all
written comments will be available at the above address for public
inspection and photocopying between 8 a.m. and 4:45 p.m., Monday
through Friday.
FOR FURTHER INFORMATION CONTACT: Betty Sheriff (202) 268-2608.
SUPPLEMENTARY INFORMATION: The Postal Service has wide-ranging needs
for goods and services resulting in contracts not only with large
companies, but also with individuals and independently owned and
operated businesses. The independently owned and operated businesses
provide painting, lockbox installation, building repair, contract
postal unit services, transportation, and a myriad of other goods and
services.
In recent years, the Postal Service has increased its commitment to
providing diverse suppliers, such as small businesses, with open access
to contract opportunities. Most resulting supplier information
collected is not covered by the Privacy Act. To the extent the Postal
Service collects information about individuals and small business
owners through open solicitations or issuance of contracts, it views
that information as pertaining to the individual in an entrepreneurial,
as opposed to personal, capacity. However, the Postal Service
recognizes that some information, such as an address or a social
security number, could be identifiable with both an individual and a
business. For that reason, this system of records is established to
cover such information.
Pursuant to 5 U.S.C. 552a(e)(11), interested persons are invited to
submit written data, views, or arguments on this proposal. A report of
the following proposed system has been sent to Congress and to the
Office of Management and Budget for their evaluation.
USPS 210.040
SYSTEM NAME:
Contractor Records--Supplier and Contractor Records, USPS 210.040.
SYSTEM LOCATION:
Purchasing and Materials offices (Headquarters Purchasing,
Purchasing & Materials Service Centers, Topeka Purchasing Service
Center, Major Facilities Purchasing, and National Mail Transportation
Purchasing); Facilities offices (Headquarters Facilities, Major
Facilities Office, Facilities Service Offices, and satellite offices);
Distribution Network Offices; Administrative Service Offices at the 85
district offices; Maintenance Support staff doing repair and alteration
work in the areas; and postal organizations that have received a
special delegation of contracting authority.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Suppliers with whom the Postal Service contracts for the furnishing
of supplies and equipment; mail transportation, construction,
construction management, maintenance, architect and engineering,
environmental, real estate, and other related services; and prospective
suppliers and offerors of those goods and services.
Note: Records in this system that mention identifiable
individuals consist primarily of proprietary or commercial
information. However, some of the records in the system that pertain
to individuals may reflect personal information. Only the records
reflecting information about an individual are subject to the
Privacy Act. The system also contains records concerning
corporations and other business entities. These records are not
subject to the Privacy Act.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name, address, telephone number, fax number, e-mail address, social
security number, tax identification number, socioeconomic status;
information about business type and goods or services offered; contract
number, dollar value of the contract, and related information; and
proprietary proposal information and financial statements.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
39 U.S.C. 401.
PURPOSE(S):
Information in this system is used to make informed decisions in
the contracting process and to provide information for administering
contracts and financial recordkeeping, and upon which to base future
purchasing decisions.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
General routine use statements a, b, c, d, e, f, g, h, j, k, l, and
m listed in the prefatory statement at the beginning of the Postal
Service's published system notices apply to this system. Other routine
uses are as follows:
1. Solicitation mailing lists may be disclosed when, in the
judgment of the contracting officer, a purchase is highly competitive
and competition will not be harmed by the release, or to provide an
opportunity for potential subcontractors seeking business.
2. To a federal, state, or local agency, financial institution, or
other appropriate entity for the purpose of verifying an individual's
or entity's eligibility or suitability for engaging in a transaction.
3. To any member of the public, a list of lessors of real or
personal property to the Postal Service.
4. To any member of the public, a list of entities with whom the
Postal Service transacts for goods or services, interests in real
property, construction, financial instruments, or intellectual
property.
5. To any member of the public, the identity of a successful
offeror.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Paper files and various computer systems that track issued
contracts, property lessors, and offerors of goods or services.
[[Page 36052]]
RETRIEVABILITY:
By name of individual or business; contract number; tax
identification number/social security number; and leased facility (for
lessor information).
SAFEGUARDS:
Paper records are accessible only by authorized postal employees
and are secured in file cabinets in areas that are restricted during
on-duty hours and are locked during non-duty hours. Access to automated
records is restricted by computer security technology including the use
of passwords. Access is granted on an official need-to-know basis.
RETENTION AND DISPOSAL:
(a) Contract Case Files--The case file is closed at the end of the
fiscal year in which it becomes inactive and disposed of 6 years from
that date.
(b) Unsuccessful Proposals--Disposed of 1 year after contract is
awarded.
(c) Leased Real Estate files--The lease file is closed at the end
of the calendar year in which the lease or rental agreement expires or
terminates and disposed of 6 years and 3 months from that date.
(d) Computerized contractor, lessor, and prospective supplier
information is maintained indefinitely.
SYSTEM MANAGER(S) AND ADDRESS:
VICE PRESIDENT, PURCHASING AND MATERIALS, UNITED STATES POSTAL SERVICE,
475 L'ENFANT PLAZA SW, WASHINGTON DC 20260-6200
VICE PRESIDENT, FACILITIES, UNITED STATES POSTAL SERVICE, 4301 WILSON
BLVD STE 300, ARLINGTON VA 22203-1861
NOTIFICATION PROCEDURE:
Individuals wanting to know whether information about them is
maintained in this system of records must address inquiries in writing
to the system manager(s). Inquiries must contain name and contract
number or other identifying information.
RECORD ACCESS PROCEDURES:
Requests for access must be made in accordance with the
Notification Procedure above and the Postal Service Privacy Act
regulations regarding access to records and verification of identity
under 39 CFR 266.6.
CONTESTING RECORD PROCEDURES:
See Notification and Record Access Procedures above.
RECORD SOURCE CATEGORIES:
Information is furnished by records subjects.
Stanley F. Mires,
Chief Counsel, Legislative.
[FR Doc. 99-16925 Filed 7-1-99; 8:45 am]
BILLING CODE 7710-12-P
