FWS-25 Contract and Procurement Records

48 FR 54721, December 6, 1983; Modification published 73 FR 31877, June 4, 2008
 
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INTERIOR/FWS-25
 
SYSTEM NAME: 
Contract and Procurement Records--Interior, FWS-25.
 
SYSTEM LOCATION:
  • (1) Division of Contracting and General Services, Fish and Wildlife Service, U.S. Department of the Interior, Washington, DC 20240. 
  • (2) Regional offices of Fish and Wildlife Service. (See Appendix for regional addresses).
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Individuals submitting unsolicited proposals or replying to solicitations for bids. (The records contained in this system which pertain to individuals contain principally proprietary information concerning sole proprietorships. Some of the records in the system which pertain to individuals may reflect personal information, however. Only the records reflecting personal information 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:
Contains information regarding the individual which would be required to evaluate contract proposals, i.e., name, age, education, experience, references, and possible other pertinent information.
 
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Federal Property and Administrative Act of 1949, as amended 40 U.S.C. 741-745; Fish and Wildlife Act of 1956, 16 U.S.C. 742a-7421; 70 Stat. 1119. 
 
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: 
The primary use of the records is evaluation by contracting officers and technical representatives of operating (requesting) Division or Office placing name and address on bidders list for use in sending out future solicitations. Disclosures outside the Department of the Interior may be made 
  • (1)  To the U.S. Department of Justice when related to litigation or anticipated litigation; 
  • (2)  Of information indicating a violation or potential violation of a statute, regulation, rule, order or license, to appropriate Federal, State, local or foreign agencies responsible for investigating or prosecuting the violation or for enforcing or implementing the statute, rule, regulation, order or license; 
  • (3)  From the record of an individual in response to an inquiry from a Congressional Office made at the request of that individual, 
  • (4)  To provide addresses obtained from the Internal Revenue Service to debt collection agencies for purposes of locating a debtor to collect or compromise a Federal claim against the debtor, or to consumer reporting agencies to prepare a commercial credit report for use by the Department.
  • (5)  To appropriate agencies, entities, and persons when:
    • (a)  It is suspected or confirmed that the security or confidentiality of information in the system of records has been compromised; and
    • (b)  The Department has determined that as a result of the suspected or confirmed compromise there is a risk of harm to economic or property interests, identity theft or fraud, or harm to the security or integrity of this system or other systems or programs (whether maintained by the Department or another agency or entity) that rely upon the compromised information; and 
    • (c)  The disclosure is made to such agencies, entities, and persons who are reasonably to assist in connection with the Department's efforts to respond to the suspected or confirmed compromise and prevent, minimize, or remedy such harm. 
DISCLOSURE TO CONSUMER REPORTING AGENCIES:
Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosures may be made to consumer reporting agencies as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)).
 
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING AND DISPOSING OF RECORDS IN THE SYSTEM:
 
STORAGE:
Maintained on paper form, in either the “Bidders Mailing List” file or a “Contract Folder”.
 
RETRIEVABILITY:
By name and contract number.
 
SAFEGUARDS:
Records maintained in compliance with provisions of 43 CFR 2.51.
 
RETENTION AND DISPOSAL:
Bidders Mailing List--until individual requests withdrawal or solicitation returned unanswered. Destroyed immediately. Contract Files: Four years after closing of file.
 
SYSTEM MANAGER(S) AND ADDRESS:
Chief, Division of Contracting and General Services, Fish and Wildlife Service, U.S. Department of the Interior, Washington, DC 20240, and regional directors (See Appendix for regional addresses).
 
NOTIFICATION PROCEDURE:
Inquiries regarding the existence of records should be addressed to the System Manager, with respect to records located in the Washington Office, and to regional directors, with respect to records located in the office for which each is responsible. A written, signed request stating that the requester seeks information concerning records pertaining to him is required. See 43 CFR 2.60.
 
RECORD ACCESS PROCEDURES:
A request for access may be addressed to the System Manager, with respect to records located in the Washington, Office and to regional directors, with respect to records located in the office for which each is responsible. The request must be in writing and be signed by the requester. The request must meet the content requirements of 43 CFR 2.63.
 
CONTESTING RECORD PROCEDURES:
A petition for amendment should be addressed to the System Manager and must meet the content requirements of 43 CFR 2.71.
 
RECORD SOURCE CATEGORIES:
Individual submitting proposals for consideration

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