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The CO, the OIG, the Inspection Service, General Counsel, or a representative from any other affected area of the Postal Service that becomes aware of circumstances that may serve as the basis for a debarment or suspension may make the request to the debarring official (VP, SM) through appropriate channels (e.g., CO, manager, general counsel, debarment and suspension coordinator). However, circumstances that involve possible criminal or fraudulent activities must first be reported to the OIG or Inspection Service, as appropriate, for investigative consideration.
A debarment or suspension request should be in the form of a memorandum or e-mail addressed to the VP, SM. The request must identify the party or parties proposed to be debarred or suspended, including specifically, where applicable, the identities of corporate officers, agents, affiliates, or others proposed to be included in the requested action; it must clearly identify and explain the cause(s) for debarment or suspension; and it must be accompanied by the following information, as applicable:
- Legal name, taxpayer identification number (TIN) and/or Social Security number (SSN), and address of the party(ies).
- An explanation why debarment or suspension specifically is in the Postal Service’s best interest is required. Any mitigating factors (see 39 CFR 601-113(f)) known to the requester should be documented in the request.
- Where Postal Service debarment is to be premised on debarment by another executive agency or department, an explanation in reasonable detail why debarment, rather than treatment pursuant to 39 CFR 601-113(d)(3), Treatment of Suppliers on Postal Service or GSA Lists, is appropriate.
- All relevant supporting documentation, such as evidence of indictment or criminal conviction, evidence of willful failure to perform a postal contract or of repeated instances of failure to perform or of unsatisfactory performance of a postal contract, or of other indicated grounds for debarment or suspension.
- If debarment or suspension of a corporation, limited liability company, partnership, or the like is proposed based on the conduct of an individual associated with the firm, evidence that the conduct was accomplished within the course of his or her official duty or was effected by him or her with the knowledge or approval of the firm.
- An estimate of any damages sustained by the Postal Service as a result of the action(s) of the party(ies) proposed for debarment or suspension, including an explanation of the method used in making the estimate.
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