[Federal Register Volume 87, Number 141 (Monday, July 25, 2022)]
[Notices]
[Pages 44157-44159]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2022-15853]


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POSTAL SERVICE


Privacy Act; System of Records

AGENCY: Postal Service[supreg]

ACTION: Notice of a modified system of records.

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SUMMARY: The United States Postal Service[supreg] (Postal Service) is 
proposing to modify one General Privacy Act System of Records (SOR) to 
support an initiative sponsored by its Transportation Strategy group to 
procure a software tool that will be used to manage bid solicitation 
and contract management activities more effectively, by aligning 
tactical buying decisions with overall sourcing strategies. This 
initiative also aligns with the network modernization objective within 
the USPS Delivering for America 10-year plan.

DATES: These revisions will become effective without further notice on 
August 24, 2022, unless, responses to comments received on or before 
that date, result in a contrary determination.

ADDRESSES: Comments may be submitted via email to the Privacy and 
Records Management Office, United States Postal Service Headquarters 
([email protected]). To facilitate public inspection, arrangements to 
view copies of any written comments received will be made upon request.

FOR FURTHER INFORMATION CONTACT: Janine Castorina, Chief Privacy and 
Records Management Officer, Privacy and Records Management Office, 202-
268-3069 or [email protected].

SUPPLEMENTARY INFORMATION: This notice is in accordance with the 
Privacy Act requirement that agencies publish their systems of records 
in the Federal Register when there is a revision, change, or addition, 
or when the agency establishes a new system of records. The Postal 
Service is proposing revisions to an existing system of records (SOR) 
to support the implementation of a software solution that will provide 
enhanced functionality and be used to more effectively manage bid 
solicitation and contract management activities to meet USPS 
transportation needs.

I. Background

    The Postal Service is proposing modifications to SOR 500.100 
Carrier and Vehicle Operator Records, to support an initiative to 
replace existing information systems that have reached the end of their 
useful life, with a more effective solution that will be used for 
fulfilling transportation contracting management needs. USPS is 
implementing a Commercial off-the-shelf (COTS) Bid Solicitation and 
Contract Management System (CMS) that will align tactical buying 
decisions with overall sourcing strategies. The USPS Transportation 
group encompasses Transportation Services, Air, Contract Delivery 
Service (CDS), Processing Network Transportation (PNT), and Local 
Distribution Transportation (LDT) with management and oversight of over 
12,000 contracts.
    Each year thousands of transportation contracts reach the end of 
their contract term period of performance and require analysis, 
procurement and negotiation of new agreements. In addition, the Postal 
Service must respond to unexpected events and emergencies related to 
seasonal changes, weather emergencies and global crises requiring 
urgency and flexibility to solicit contracts for reactionary services 
in a timely manner. The implementation of the COTS solution 
comprehensively creates, generates and releases solicitations, produces 
and manages contract requests, and provides approval and tracking 
capabilities for all transportation organizational stakeholders' 
groups. The solution will be supported by a combined cloud-based 
architecture system, that includes a secure, stable, reliable, and 
scalable application, with a user interface platform for internal and 
external stakeholders.
    The new solution for Bid Solicitation and Contract Management is 
expected to meet the changing needs of the USPS' transportation needs 
to improve usability, increase accuracy, and reduce redundant 
activities. A logistics gateway and user interface will be established 
for existing suppliers, that will also facilitate participation of new 
bidders to provide service for USPS. All information is currently 
requested by

[[Page 44158]]

and received via a printed form. To support transition from the old 
systems, the newly implemented solution will offer the opportunity to 
convert printed form data into an electronic means that accepts the 
supplier's electronic signature as confirmation. The system will also 
house both historical and current contracts, manage workflow, 
automatically assign purchase requests, facilitate contract approvals, 
send email notifications and follow-up emails, along with opportunities 
for customization of data fields and reporting capabilities.

II. Rationale for Changes to USPS Privacy Act Systems of Records

    The Postal Service is proposing modifications to USPS SOR 500.100 
Carrier and Vehicle Operator Records in the summary of changes listed 
below:

 Updated System Managers to reflect current USPS organizational 
structure
 Added new Categories of Individuals #4, Purpose #7, Categories 
of Records #4, Retention period #7
 Added ``suppliers'' to the Record Source Categories
 Added ``contract number'' to Retrieval of Records

III. Description of the Modified System of Records

    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 proposed revisions to this SOR has been sent to Congress and to the 
Office of Management and Budget for their evaluations. The Postal 
Service does not expect this modified system of records to have any 
adverse effect on individual privacy rights. Accordingly, for the 
reasons stated above, the Postal Service proposes revisions to USPS SOR 
500.100 Carrier and Vehicle Operator Records as follows:

SYSTEM NAME AND NUMBER:
    USPS 500.100 Carrier and Vehicle Operator Records.

SECURITY CLASSIFICATION:
    None.

SYSTEM LOCATION:
    Headquarters; area and district facilities; processing and 
distribution centers; bulk mail centers; vehicle maintenance 
facilities; Post Offices; Integrated Business Solutions Services 
Centers; Accounting Service Centers; contractor or licensee locations; 
and facilities employing persons under a highway vehicle contract.

SYSTEM MANAGER(S):
    Vice President, Retail & Post Office Operations, United States 
Postal Service, 475 L'Enfant Plaza SW, Washington, DC 20260.
    Vice President, Delivery Operations, United States Postal Service, 
475 L'Enfant Plaza SW, Washington, DC 20260.
    Vice President, Transportation Strategy, United States Postal 
Service, 475 L'Enfant Plaza SW, Washington, DC 20260.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    39 U.S.C. 401, 403, 404, and 1206.

PURPOSE(S) OF THE SYSTEM:
    1. To reimburse carriers who use privately owned vehicles to 
transport the mail pursuant to a contractual agreement.
    2. To evaluate delivery and collection operations and to administer 
these functions.
    3. To provide local Post Office managers, supervisors, and 
transportation managers with information to assign routes and vehicles, 
and to adjust workload, schedules, and type of equipment operated.
    4. To determine contract vehicle operator suitability for 
assignments requiring access to mail.
    5. To serve as a basis for vehicle operator corrective action and 
presentation of safe driving awards.
    6. To administer the USPS fleet card program used to purchase 
commercial fuel and oil, maintenance repair, polishing and washing, 
servicing, shuttling, and towing.
    7. To administer a Bid Solicitation and Contract Management System 
to meet USPS transportation needs.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    1. City Letter carriers.
    2. Current and former USPS employees who operate or maintain USPS-
owned or leased vehicles.
    3. Contract highway vehicle operators.
    4. Suppliers, including companies and individuals, under contract 
or agreement with the Postal Service to provide transportation 
services.

CATEGORIES OF RECORDS IN THE SYSTEM:
    1. Carrier information: Records related to letter carriers, 
including carrier's name, home address, Social Security Number, 
Employee Identification Number, postal assignment information, work 
contact information, finance number(s), duty location, pay location, 
route number and work schedule, and effective date of agreement for use 
of a privately owned vehicle to transport the mail, if applicable.
    2. Vehicle operator information: Records of employees' operation or 
maintenance of USPS-owned or leased vehicles, including employee name, 
home address, Social Security Number, Employee Identification Number, 
age, postal assignment information, work contact information, finance 
number(s), duty location, pay location, work schedule, Fuel Purchase 
Fleet Card Personal Identification Number (PIN), and other records of 
vehicle operation and maintenance.
    3. Highway vehicle contract employee information: Records related 
to contract employee name, Social Security Number, address and 
employment history, driver's license number, and contract assignment 
information.
    4. Bid Solicitation and Contract Management System Records: 
Individual operator name, owner name, address, email address, phone 
number, SMS text, other contact information, Social Security Number, 
Taxpayer Identification Number (TIN), driver's license number and 
state, route number, trip schedules, Accounts Payable Excellence (APEX) 
system number, Standard Carrier Alpha Code (SCAC), contract number, bid 
solicitation information, financial statements, insurance information, 
company name, company address, company phone number, company email 
address, list of services provided, cost of services provided, 
geographic coverage, other information such as safe driving or accident 
records and other scanned in documents that accompany contract 
information, contract Terms and Conditions, lease agreements, payment 
information, and scanned images of hardcopy contract documentation.

RECORD SOURCE CATEGORIES:
    Employees; contractors or suppliers; carrier supervisors; route 
inspectors; and state motor vehicle departments.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND PURPOSES OF SUCH USES:
    Standard routine uses 1. through 9. apply.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Automated database, computer storage media, and paper.

POLICIES OR PRACTICES FOR RETRIEVAL OF RECORDS:
    By name, Social Security Number, Taxpayer Identification Number 
(TIN), Employee Identification Number, pay location, Postal Service 
facility name,

[[Page 44159]]

route number, vehicle number, or Fuel Purchase Fleet Card Personal 
Identification Number (PIN), contract number, Accounts Payable 
Excellence (APEX) System Number, and Standard Carrier Alpha Code 
(SCAC).

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    1. Route inspection records and minor adjustment worksheets are 
retained 2 years where inspections or minor adjustments are made 
annually or more frequently. Where inspections are made less than 
annually, records are retained until a new inspection or minor 
adjustment, and an additional 2 years thereafter.
    2. Statistical engineering records are retained 5 years and may be 
retained further on a year-to-year basis.
    3. Agreements for use of a privately owned vehicle are retained 2 
years. Post office copies of payment authorizations are retained 90 
days. Vehicle records are maintained for the life of the vehicle.
    4. Records of employees who operate or maintain USPS vehicles are 
retained 4 years.
    5. Records of highway vehicle contract employees are retained 1 
year after contract expiration or contract employee termination.
    6. Records pertaining to the USPS fuel fleet card purchase program 
are retained for 10 years. Records existing on paper are destroyed by 
burning, pulping, or shredding. Records existing on computer storage 
media are destroyed according to the applicable USPS media sanitization 
practice.
    7. Records stored within the Bid Solicitation and Contract 
Management System are retained for 6 years after the end of the fiscal 
year in which the contract record become inactive.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Paper records, computers, and computer storage media are located in 
controlled-access areas under supervision of program personnel. Access 
to these areas is limited to authorized personnel, who must be 
identified with a badge.
    Access to records is limited to individuals whose official duties 
require such access. Contractors and licensees are subject to contract 
controls and unannounced on-site audits and inspections.
    Computers are protected by mechanical locks, card key systems, or 
other physical access control methods. The use of computer systems is 
regulated with installed security software, computer logon 
identifications, and operating system controls including access 
controls, terminal and transaction logging, and file management 
software.

RECORD ACCESS PROCEDURES:
    Requests for access must be made in accordance with the 
Notification Procedure above and USPS Privacy Act regulations regarding 
access to records and verification of identity under 39 CFR 266.5.

CONTESTING RECORD PROCEDURES:
    See Notification Procedure and Record Access Procedures above.

NOTIFICATION PROCEDURES:
    Current and former employees, and highway vehicle contract 
employees, wanting to know if information about them is maintained in 
this system of records must address inquiries to the facility head 
where currently or last employed. Requests must include full name, 
Social Security Number or Employee Identification Number, and, where 
applicable, the route number and dates of any related agreements or 
contracts.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    May 15, 2020, 85 FR 29492; June 27, 2012, 77 FR 38342.
* * * * *

Joshua J. Hofer,
Attorney, Ethics & Legal Compliance.
[FR Doc. 2022-15853 Filed 7-22-22; 8:45 am]
BILLING CODE 7710-12-P