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Interim Internal Purchasing Guidelines > 6 Contract Administration > 6.6 Postal Service Property
6.6.1 Supplier's Property Control Systems
6.6.1.a Review. The contracting officer or the representative assigned to act as
property administrator should review the supplier's property control systems
to ensure compliance with the contract's property clauses.
6.6.1.b Noncompliance. The property administrator should notify the supplier in
writing when its property control system does not comply with the contract
requirements, requesting prompt correction of deficiencies. If the supplier
does not correct the deficiencies within a reasonable period, the property
administrator should request action by the contracting officer. The contracting
officer may:
1. Notify the supplier in writing of any required corrections and establish a
schedule for completion;
2. Caution the supplier that failure to take the required corrective action
within the time specified will result in withholding or withdrawing system
approval; and
3. Advise the supplier that its liability for loss of or damage to Postal
Service property may increase if approval is withheld or withdrawn.
6.6.2 Records
6.6.2.a Record Keeping. Supplier records of Postal Service property, established and
maintained under the terms of the contract, are the Postal Service's official
records. Duplicate official records should be furnished to or maintained by
Postal Service personnel, except as provided in 6.6.2.b.2.
6.6.2.b Maintenance by the Postal Service. Contracts may provide for the official
records to be maintained by the Postal Service when Postal Service property
is furnished:
1. For repair or servicing and return to the shipping organization;
2. For use at a Postal Service installation;
3. Under a local support service contract;
4. Under a contract with a short performance period or involving Postal
Service property with an acquisition cost of $50,000 or less; or
5. When otherwise determined by the contracting officer to be in the
Postal Service's interest.
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