1. ACASS BUILDING STRONG Rosemary Gilbertson
Engineering Division, Louisville District
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2. ACRONYMS
ACASS: Architect – Engineer Contract Administration Support System
CCASS: Construction Contractor Appraisal Support System
CCR: Central Contractor Registration
CPARS: Contractor Performance Assessment Reporting System
ORCA: Online Representations and Certifications Application
PPIMS: Past Performance Information Management System
PPIRS: Past Performance Information Retrieval System
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3. Collection of Contractor Past Performance Information
FAR : Contracting Activities Shall Evaluate Contractor Performance & Prepare Performance Reports for Construction Contracts
FAR : Contracting Activities Shall Evaluate Contractor Performance & Prepare Performance Reports for Architect-Engineer Contracts
Collection of Contractor Past Performance Information
Why Evaluate Contractor Performance?
FAR : Past Performance Shall be Evaluated in All Source Selections for Negotiated Competitive Acquisitions (Includes Construction) FAR : Agency Must Consider Offeror Past Performance in Selection of Firms for Architect-Engineer Contracts
Source Selections and Offeror Past Performance Information
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4. ACASS Background
DFARS (c) and (c) Mandate Use of ACASS and CCASS Across DoD
Specifies US Army Corps of Engineers is DoD Executive Agent
Used by Non-DoD Agencies (Retrieval)
ACASS Includes
A-E Performance Evaluations
A-E Qualifications SF330 Part II
DoD A-E Contract Award Information
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5. Contractor Performance Assessment Reporting System (CPARS)
DoD Core Solution for Reporting of Contractor Performance Information
3 Modules:
CPARS Module: Systems, Services, IT, Operations Support
ACASS Module: Architect-Engineer
CCASS Module: Construction
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6. CPARS Access PKI Certificate Required for access
External Certificate Authorities (ECAs) provide digital certificates to contractors.
Approved ECA vendors:
Operational Research Consultants, Inc. (ORC)
VeriSign, Inc.
IdenTrust
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7. Past Performance Process Overview
Gov’t Project Team/ Rating/Evaluating Official
Gov’t Source Selection Officials
ACASS/ CCASS
PPIRS
Contractor Senior Management
Contractor Representative (Review ALL Evaluations)
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8. ACASS Primary Objectives
Support Best Value Source Selection Decisions –
Awards for Proven Performers (FAR 15 & 36)
Provide Up-To-Date Documentation of Contractor’s
Ability to Meet Requirements (FAR 36)
Motivate Improved Performance
Facilitate Government - Contractor Communication
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9. ACASS/CCASS Evaluations
Treated as Source Selection Information IAW FAR 3.104
Pre-Decisional in Nature
Protected Throughout Life Cycle Accessible By:
Government Personnel with Need to Know
Contractor who is Subject of Evaluation
Foreign Nationals with Restrictions
Retained for 6 Years After Evaluation Closed
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10. Architect-Engineer Contracts
Architect-Engineer Nature as Defined by State Law (if applicable)
Must be Performed by Person Licensed, Registered, Certified
Examples:
Research
Planning
Development
Design
Repair of Real Property
Incidental Services (e.g., studies, investigations, surveys, mapping)
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11. Important! Only Prime Contractor’s Performance Evaluated
Subcontractor Performance Not Evaluated
Privity of Contract Between Prime-Sub
Subcontractor Effort Acknowledged
Significant Amount of Work
Impacts Prime’s Ability to Perform
Addressed in Remarks
Sub’s Name and DUNS Included
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12. ACASS Evaluations
Interim
Final
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13. Interim Evaluation Overall Performance is Unsatisfactory
Assessing Official (e.g., Evaluator/Rating Official) Notes in Remarks of Final Evaluation:
Circumstances Surrounding Unsatisfactory Performance
Contractor’s Corrective Actions
Cumulative, Interim Evaluations Required Annually if Performance Period Exceeds 18 Months (EFARS (S-102))
Interim Evaluation Required if a Project is Deferred More Than 3 Months if a Substantial Portion of the Work Has Been Completed (EP )
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14. Final Evaluation Final Acceptance of A-E Work
Completion of Construction Project
Contract Termination
Note: Replaces Prior Interim or Final Evaluation
If “Amended” is Required, Another Final Evaluation is Completed
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15. All Evaluations Should Be Completed Within 120 Days*
ACASS Evaluations
All Evaluations Should Be Completed Within 120 Days*
* Clock starts from the date the evaluation is started for Interim and Amended evaluations. For Final evaluations clock starts from contract completion date (or revised completion date).
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16. ACASS Workflow Contract Registration Enter Proposed Ratings
Validate Proposed Ratings
Review Contractor Comments
Reviewing Official Comments
Contractor Comments
ACASS Workflow
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17. Evaluation Areas Quality of A-E Services by Discipline
Architectural
Structural
Civil
Mechanical
Electrical
Design Phase or Engineering Services
Attributes Include: Cost Limitations, Suitability of Design, Management & Adherence to Schedules, Plans Clear & Detailed
Construction Phase
Attributes Include: Plans Clear & Detailed, Plans/Specs Accurate, Design Constructability
Assessed For:
Design Services
OR Construction
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18. Rating Definitions BUILDING STRONG Rating Contract Requirements
Problems
Corrective Actions
Exceptional or Outstanding
Exceeds Many
Few Minor
Highly Effective
Very Good or Above Average
Exceeds Some
Some Minor
Effective
Satisfactory
Meets All
Marginal
Does Not Meet Some
Serious: Recovery Still Possible
Marginally Effective; Not Fully Implemented
Unsatisfactory
Does Not Meet Most
Serious: Recovery Not Likely
Ineffective
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19. Exceptional 27% Very Good 39% Satisfactory 33% Marginal 0.5%
ACASS Statistics*
Exceptional 27%
Very Good 39%
Satisfactory 33%
Marginal 0.5%
Unsatisfactory 0.1%
*Worldwide, based on evaluations, data as of 1/1/09
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20. ACASS/CCASS Workflow Contract Registration Enter Proposed Ratings
Validate Proposed Ratings
Review Contractor Comments
Reviewing Official Comments
Contractor Comments
ACASS/CCASS Workflow
Contractor Rep
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21. Contractor Comments Requirements: 30 Calendar Days to Respond
System-Generated Weekly Notifications
7 Business Days to Request Meeting to Discuss Evaluation
Review Admin Info, Ratings, and Narratives
Provide Clear and Concise Responses in Remarks
16,000 Character Limit (approximately 3 pages)
Indicate Concurrence / Non-Concurrence, Name & Title
Send to Assessing Official
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22. Contractor Comments Best Practices: Protect the Evaluation
Handle as “Source Selection Information”
Prohibited Use
Advertising
Promotional Material
Pre-Award Surveys
Production Readiness Reviews
Important to
Acknowledge Receipt
Comment
Respond Within 30 Days
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23. Contractor Comments ICONS
Mandatory Entry
Help Button
Indicates Item has been Rated
Navigation Tab Buttons
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24. Automatic Email Notices
Each Step of ACASS Workflow
System Reminders
Final Evaluation Due (Assessing Official, Focal Point)
Evaluation Overdue (Assessing Official, Focal Point)
Contractor Comments Due (Assessing Official, Contractor Rep)
Contractor Comments Overdue (Assessing Official)
Contractor Review Period Expired
(Assessing Official)
Evaluation Complete
(Contractor Rep)
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25.
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26. PPIRS Contractor Access:
Controlled through Central Contractor Registration (CCR) Process
Identify a Marketing Partner Identification Number (MPIN)
Visit for More Information
DUNS and MPIN Become User ID and Password for PPIRS
View Completed Evaluations at
Select “PPIRS-RC Logon”
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27. Help Desk USACE Contractor Appraisal Information Center (CAIC)
Overall Customer Support, Systems Policies and Password Resets
Tel
Naval Sea Logistics Center Portsmouth
Connectivity, Technical Issues/Concerns
Tel , ext. 486
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28. Performance Issues Realistic Scope and Schedule
Take the Initiative; Due Diligence
Quality Control= Great Products
Client Advocate
Open Communication
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