[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]


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POSTAL SERVICE


Privacy Act of 1974, System of Records

AGENCY: Postal Service.

ACTION: Notice of new system of records.

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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