[Federal Register: July 2, 1999 (Volume 64, Number 127)] [Notices] [Page 36051-36052] From the Federal Register Online via GPO Access [wais.access.gpo.gov] [DOCID:fr02jy99-109] ----------------------------------------------------------------------- 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