Privacy Act of 1974; Notification of the Establishment of a Privacy Act System of Records, HUD Integrated Acquisition Management System (HIAMS), 66949-66950 [2011-27986]

Agencies

• DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

[Federal Register Volume 76, Number 209 (Friday, October 28, 2011)]
[Notices]
[Pages 66949-66950]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2011-27986]


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DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

[Docket No. FR-5478-N-05]


Privacy Act of 1974; Notification of the Establishment of a 
Privacy Act System of Records, HUD Integrated Acquisition Management 
System (HIAMS)

AGENCY: Office of the Chief Information Officer, HUD.

ACTION: Notification of the Establishment of a New Privacy Act System 
of Records.

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SUMMARY: HUD proposes to establish a new record system to add to its 
inventory of system of records subject to the Privacy Act of 1974 (5 
U.S.C. 552a), as amended. The proposed system of records, identified as 
HIAMS will be used by HUD's Office of the Chief Procurement Officer, as 
well as HUD's regional program offices, to store and manage HUD 
acquisition-related data from acquisition planning through contract 
completion. The regional offices will have access to HIAMS for the 
purposes of entering and reading data into the system. The system will 
consist of data elements about all companies or institutions authorized 
to do business with HUD as registered vendors within the Central 
Contractor Registry (CCR), overseen by the General Services 
Administration.

DATES: Effective Date: This action will be effective without further 
notice on November 28, 2011 unless comments are received that would 
result in a contrary determination.
    Comments Due Date: November 28, 2011.

ADDRESSES: Interested persons are invited to submit comments regarding 
this new system of records to the Rules Docket Clerk, Office of General 
Counsel, Department of Housing and Urban Development, 451 Seventh 
Street, SW., Room 10276, Washington, DC 20410-3000. Communications 
should refer to the above docket number and title. FAX comments are not 
acceptable. A copy of each communication submitted will be available 
for public inspection and copying between 8 a.m. and 5 p.m., weekdays 
at the above address.

FOR FURTHER INFORMATION CONTACT: Harold Williams, Acting Departmental 
Privacy Act Officer, Office of the Chief Information Officer, 
Department of Housing and Urban Development, 451 Seventh Street, SW., 
Room 2256, Washington, DC 20410, telephone number (202) 402-8087, or 
the Assistant Chief Procurement Officer, Elie Stowe, Department of 
Housing and Urban Development, Washington, DC 20410, telephone number 
(202) 708-0294 or (202) 402-3556. (These are not toll free numbers.) A 
telecommunication device for hearing- and speech-impaired individuals 
(TTY) is available at 1-(800) 877-8339 (Federal Information Relay 
Service).

SUPPLEMENTARY INFORMATION: Title 5 U.S.C. 552a(e)(4) and (11) provides 
that the public be afforded a 30-day period in which to comment on the 
new record system. The new system report, as required by 5 U.S.C. 
552a(r) of the Privacy Act, was submitted to the Committee on Homeland 
Security and Governmental Affairs of the United States Senate, the 
Committee on Oversight and Government Reform of the House of 
Representatives, and the Office of Management and Budget (OMB) Pursuant 
to Paragraph 4c of Appendix I to OMB Circular No. A-130, Federal Agency 
Responsibilities for Maintaining Records About Individuals, dated June 
25, 1993 (58 FR 36075, July 2, 1993).

    Authority: 5 U.S.C. 552a, 88 Stat. 1896; 42 U.S.C. 3535(d).

    Dated: October 19, 2011.
Jerry E. Williams,
Chief Information Officer.
HUD/CPO/01

System Name:
    HUD Integrated Acquisition Management System (HIAMS).

System Location:
    HUD Information Technology Systems (HITS) Production Data Center 
located in South Charleston, West Virginia, and the HUD Headquarters, 
Washington, DC 20410, Intranet General Support System, which is also 
managed by the HITS contractor.

Categories of individuals covered by the system:
    All companies or institutions doing business with HUD and 
registered as vendors within the Central Contractor Registry (CCR).

Categories of Records in the System:
    HIAMS will collect and store vendor Taxpayer Identification Numbers 
(TINs), vendor names, and associated point-of-contacts information: 
such as names, Social Security numbers when used in lieu of TINs, Dun 
and Bradstreet Number (DUN) numbers, and other business related data, 
such as business telephone numbers, email addresses and business 
addresses.

Authority for maintenance of the system:
    Businesses that choose to do business with the Department are 
required by law to provide the information identified herein (31 U.S.C. 
7701(c); 31 U.S.C. 3325(d); 26 U.S.C. 6050M; 26 U.S.C. 6041 and 6041A). 
The vendor Tax ID Number is transmitted from the CCR. CCR registration 
requires vendors who want to do business with the federal government to 
supply TINs under 31 U.S.C. 7701(c). Vendor SSNs are supplied under 
Clause 52.222-8, Payrolls and Basic Records, of the Federal Acquisition 
Regulations (FAR) in accordance with the Davis Bacon Act.

Purposes:
    The Office of the Chief Procurement Officer is implementing the 
HIAMS as an enterprise-wide, end-to-end acquisition management system. 
The information in HIAMS will be used by HUD to identify companies or 
institution doing business with HUD. The information in HIAMS will be 
shared with HUD financial management systems to: Record contract 
obligations and facilitate timely payments; meet mandatory reporting 
requirements (Federal Procurement Data System--Next Generation; and to 
compile statistics regarding HUD procurement activity. HIAMS will 
include acquisition and/or procurement-related data from planning 
through contract completion. The data maintained in HIAMS include 
budget execution information required to facilitate financial 
transactions throughout the procurement process (e.g., agency 
expenditures; invoices; billing dispute resolution documentation; 
reconciliation documents; service level agreements; distribution of 
shared expenses; goods acquisition information (which involves the 
procurement of physical goods, products, and capital assets to be used 
by the Federal government); and services acquisition information, which 
involves oversight and/or management of contractors and service 
providers from the private sector.

Routine Uses of Records Maintained in the System, Including Categories 
of Users and the Purposes of Such Uses:
    1. To HUD contractors, consultants or others, when necessary to 
perform a function or service related to this system

[[Page 66950]]

of records for which they have been engaged. Such recipients are 
required to comply with the Privacy Act of 1974, as amended (5 U.S.C. 
552a).
    2. To Federal, State and local entities for the purpose of the 
regular exchange of business contact information to facilitate 
collaboration for official contract business.
    3. To disclose requirements, and business opportunities through 
Federal Business Opportunities (FEDBizOpps) and FedConnect. All 
information posted is non-proprietory and unclassified. HUD uses 
FedBizOpps and FedConnect, to solicit vendor(s).
    4. To appropriate agencies, entities, and persons when:
    a. the Department suspects or has confirmed that the security or 
confidentiality of information in the system of records has been 
compromised;
    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 HUD or another agency or entity) that rely upon the 
compromised information; and
    c. the disclosure made to such agencies, entities, and persons is 
reasonably necessary to assist in connection with HUD's efforts to 
respond to the suspected or confirmed compromise and prevent, minimize, 
or remedy such harm.

Policies and practices for storing, retrieving, accessing, retaining, 
and disposing of records in the system:
Storage:
    All data are stored on the production HIAMS database servers. The 
data are backed up regularly in accordance with HUD policy. The storage 
practice for paper-based records includes storage, indirect monitoring, 
and file expiration. Paper based records do not include electronic 
downloads. All paper records are stored in a metal Electronic 
``Lektriever Vertical Carousel'' repository. Sign out sheets are used 
to remove the files from the repository.

Retrievability:
    Vendor points-of-contacts names, vendor name and address and 
telephone number, DUN, TIN, and SSN.

Safeguards:
    Strict access controls are governed for electronic records by the 
use of a user ID and password that require authentication before access 
is granted to HIAMS. Paper based records do not include electronic 
downloads. All paper records are stored in a metal Electronic 
``Lektriever Vertical Carousel'' repository. Sign out sheets are used 
to remove the files from the repository.

Retention and Disposal:
    Records retention and disposal are in accordance with FAR Subpart 
4.7 for Contractor Records Retention. HIAMS has the ability to store 
archived data and is defaulted after 7 years. This complies with all 
federal regulations. The retention periods for contract files and/or 
procurement files are found in the General Records Schedule issued by 
the National Archives and Records Administration, Schedule 3, Item 3. 
The procurement records are held for 6 years and 3 months and destroyed 
in accordance with the referenced schedule.

System Manager(s) and Address:
    Elie Stowe, Assistant Chief Procurement Office for Policy and 
Systems, HUD, Washington DC 20410.

Notification and Access Procedures:
    For information, assistance, or inquiry about the existence of 
records, contact the Acting Departmental Privacy Act Officer, 
Department of Housing and Urban Development, 451 7th Street SW., 
Washington, DC 20410. Written requests must include the full name, 
Social Security number, date of birth, current address, and telephone 
number of the individual making the request.

Contesting Record Procedures:
    Procedures for the amendment or correction of records, and for 
applicants who want to appeal initial agency determinations, appear in 
24 CFR, Part 16.
    (i) In relation to contesting contents of records, the Acting 
Departmental Privacy Act Officer at HUD, 451 Seventh Street, SW., Room 
4178, Washington, DC 20410, and;
    (ii) In relation to appeals of initial denials, HUD, Departmental 
Privacy Appeals Officer, Office of General Counsel, 451 Seventh Street, 
SW., Washington, DC 20410.

Record Source Categories:
    Information contained in this system is obtained from information 
contained in other government agencies CCR, Federal Procurement Data 
System--Next Generation (FPDS-NG), Online Representations and 
Certifications Application (ORCA), Federal Business Opportunities 
(FedBizOpps), and FedConnect; and/or information already in other HUD 
financial systems: HUD Central Accounting and Program System, and 
PeopleSoft HUD Integrated Core Financial System.

Exemptions from certain provisions of the Act:
    None.

[FR Doc. 2011-27986 Filed 10-27-11; 8:45 am]
BILLING CODE 4210-67-P