USGS-5 Contract Files

55 FR 36906, September 7, 1990; Modification published 74 FR 23430, May 19, 2009

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INTERIOR/USGS-5 SYSTEM NAME: 
Contract Files—Interior, USGS-5. 

SYSTEM LOCATION: 
The primary location of this system of records is in the Office of Procurement and Contracts, U.S. Geological Survey, 205 National Center, Reston, VA 22092. These records are also maintained in several Survey administrative field offices. A listing of these locations may be obtained from the System Manager. 

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: 
Individuals who have contracts or subcontracts with the Geological Survey and certain contractor employees. The system also contains records concerning individuals in their entrepreneurial capacity, corporations and other business entities. These records are not subject to the Privacy Act. 

CATEGORIES OF RECORDS IN THE SYSTEM: 
Records of contract information, from inception of requirement, through contract award, contract administration and completion of the contract. Copies of contractor technical and cost proposals, including individual employee resumes and salary data, documentation pertaining to the award, contract administration, miscellaneous correspondence, and information on debts owed by a contractor as a result of overpayment, default, disallowed costs or other contractual obligation. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 
40 U.S.C. 481. 

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 in awarding and administering contracts through their completion.  Disclosure outside the Department of the Interior may be made to: 

• (1)  The U.S. Department of Justice or in a proceeding before a court or adjudicative body when The United States, the Department of the Interior, a component of the Department or, when represented by the Government, an employee of the Department is a party to litigation or anticipated litigation or has an interest in such litigation, and The Department of the Interior determines that the disclosure is relevant or necessary to the litigation and is compatible with the purpose for which the records were compiled; 
• (2)  Disclose pertinent information to an appropriate Federal, State, local, or foreign agency responsible for investigating, prosecuting, enforcing, or implementing a statute, regulation, rule, or order, where the disclosing agency becomes aware of an indication of a violation or potential violation of civil or criminal law or regulation; 
• (3)  A congressional office from the record of an individual in response to an inquiry the individual has made to the congressional office; 
• (4)  A Federal agency which has requested information relevant or necessary to its hiring or retention of an employee, or the issuance of a security clearance, license, contract, grant or other benefit; 
• (5)  Federal, State or local agencies where necessary to obtain information relevant to the hiring or retention of an employee; or the issuance of a security clearance, license, contract, grant or other benefit.
• (6)  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 interest, 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 necessary 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: 
Pursuant to 5 U.S.C. 552a(b)(12), disclosures may be made to a consumer reporting agency 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 in manual form in file folders. 

RETRIEVABILITY:  
By name of individual contractor and by contract number. 

SAFEGUARDS: 
Maintained with safeguards meeting the requirements of 43 CFR 2.51 for manual records. 

RETENTION AND DISPOSAL: 
Retained and disposed of according to Bureau Records Disposition Schedule, RCS/Item 802-01. 

SYSTEM MANAGER(S) AND ADDRESS: 
Chief, Procurement Policy Branch, Office of Procurement and Contracts, U.S. Geological Survey, 205 National Center, Reston, Virginia 22092. 

NOTIFICATION PROCEDURE: 
A written and signed request stating that the requester seeks information concerning records pertaining to him/ her must be addressed to the System Manager. See 43 CFR 2.60. 

RECORD ACCESS PROCEDURES: 
Requests for access shall be addressed to the System Manager, signed by the requester and meet the content requirement of 43 CFR 2.63. 

CONTESTING RECORD PROCEDURES: 
A petition for amendment shall be addressed to the System Manager and meet the requirements of 43 CFR 2.71. 

RECORD SOURCE CATEGORIES: 
Information comes from the individual contractor.