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The Contracting Officer, the Office of Inspector General (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 suspension and debarment may initiate a request for suspension and debarment to the Vice President, Supply Management (VP, SM) through appropriate channels (e.g., Contracting Officer, relevant manager, General Counsel, or the Suspension and Debarment 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 suspension and debarment 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 for suspension and debarment, including specifically, where applicable, the identities of corporate officers, agents, affiliates, or others proposed to be included in the requested action. The request must clearly identify and explain the cause or causes for suspension and debarment 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 or parties.
- A detailed written explanation why suspension and debarment is in the Postal Service’s best interest.
- Any mitigating factors, (see 39 CFR 601.113(f)) known to the requestor should be documented in the request.
- Where Postal Service suspension and debarment is to be premised on suspension and debarment by another Executive agency or department, a detailed written explanation why suspension and debarment, rather than treatment pursuant to 39 CFR 601.113(d)(3), Treatment of Suppliers on Postal Service or GSA Lists, is necessary.
- All relevant supporting documentation, such as evidence of indictment or criminal conviction, evidence of willful failure to perform, repeated instances of failure to perform, or of other indicated grounds for suspension and debarment as discussed in 39 CFR 113 (f).
- If suspension and debarment 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 affected 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 or actions of the party or parties proposed for suspension and debarment, including an explanation of the method used in making the estimate.
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