1. Contractor Performance Assessment Reporting System
CPARS
Contractor Performance Assessment Reporting System
210 Procurement All-hands
– May 28, 2014

2. Upcoming Dates
No new evaluations may be initiated between 5/28/2014 at 1159 ET and 7/1/2014.
In-process evaluations that are not completed by 6/27/2014 at 1159 ET will have a loss of data and will be returned to Drafted status if they are at Rated, Reviewed or Finalized status.
CPARS/ACASS/CCASS/FAPIIS will be unavailable 6/28/ /30/2014.
The new merged CPARS system will be available on 7/1/2014.

3. CPARS vs. PPIRS
Contractor Performance Assessment Reporting System (CPARS)
Online applications to input performance information.
Past Performance Information Retrieval System (PPIRS)
Online application to view performance information.
Weekly feed from all four CPARS applications.
Used for source selection purposes.
Retained in PPIRS for three years after contract ends.

4. Performance Assessment Process
Assessing Official - Contracting Officers
Gov’t Source Selection Officials
CPARS
PPIRS
Contractor Representatives
Contractor Senior Management

5. Why Evaluate Contractor Performance?
FAR
Past performance evaluations are required for contracts and orders for supplies, services, research and development, and contingency operations, including contracts and orders performed inside and outside the United States
FAR
Past performance shall be evaluated in all source selections for competitive negotiated acquisitions expected to exceed the simplified acquisition threshold ($150K)
FAR 9.105
FAPIIS/PPIRS shall be used to support responsibility determinations

6. CPARS – What Does it Look Like Today?
Web-enabled application that collects and manages a library of automated contractor report cards
CPARS currently contains four individual systems:
CPARS is the input system for contractor performance assessment reports (CPARs)
CCASS is the input system for performance evaluations on construction contracts
ACASS is the input system for performance evaluations on architect-engineer contracts
FAPIIS is the input system for terminations for cause, defective pricing, non-responsibility determinations and administrative agreements

7. CPARS – What Will it Look Like Tomorrow?
The CPARS, ACASS, and CCASS modules are being merged into a single application under the CPARS name in order to standardize the contractor performance evaluation process across the entire Federal Government.
Historically, CPARS, ACASS, and CCASS have contained differing contractor evaluation forms, rating elements, and workflow processes.  The merge includes the transition to a common evaluation form with a common set of rating elements in addition to a transition to a common workflow process.  These changes are designed to promote system usability by simplifying the evaluation process.

8. CPAR – What is it?
A Contractor Performance Assessment Report (CPAR) assesses a contractor's performance and provides a record, both positive and negative, on a given contractor during a specific period of time.
Each assessment is based on objective facts and supported by program and contract management data, such as cost performance reports, customer comments, quality reviews, technical interchange meetings, financial solvency assessments, construction/production management reviews, contractor operations reviews, functional performance evaluations, and earned contract incentives. 

9. CPAR – When to Report Thresholds:
A CPAR is required if the total potential value of the contract exceeds the simplified acquisition threshold ($150K).
IDIQ orders are considered together for thresholds, but may be evaluated separately.
FSS orders and BOA orders are considered and evaluated individually.
The Government can report on contracts below the threshold in special circumstances (e.g., to help a small business, to document exceptionally good/bad performance, etc.).

10. CPAR – Types of Reports
Four types of CPARs: Initial, Interim, Final, Out of Cycle
Initial/Interim (Intermediate) Reports
Required if period of performance is greater than 365 calendar days (the initial report may be the first interim report and reflect at least the first 180 calendar days of performance)
Not required if period of performance is less than 365 calendar days – see final report below (write the final report).
Interim evaluations are not required on contracts whose award anniversary is within 3 months of the end of the contract period of performance.  The final evaluation will include an evaluation of the period between the last interim evaluation and the end of the contract period of performance. 
Evaluation period commences at contract award.
An interim report is required every 12 months based on contract award date. Not cumulative.
Assessment is done for the performance occurring since last evaluation period.
Complete with other reviews (e.g., Performance Evaluation and Measurement Reports, Contract Management Plans, Option Exercise, Award Fee Determinations, and Program Milestones).
Required upon a significant change in contractor performance.
Recommended prior to transfer of Assessing Official duties to another individual to ensure continuity.
Interim evaluations are optional for SBIR/STTR Phase II contracts. 
Completion of the report is due 120 calendar days after the end of the assessment period.

11. CPAR – Types of Reports Final Report Out-of-Cycle Report
Required if there is a contract termination.
Required at Contract completion (end of period of performance); or Delivery of final end item(s).
A final report is due within 120 calendar days after the end of the evaluation period.
Not cumulative.
The report assesses only performance occurring since last evaluation period.
Out-of-Cycle Report
Written, if there is significant change in performance that alters the evaluation in one or more evaluation areas, at Government’s discretion; or Contractor’s request.
Address only those areas that have changed.
No more than 1 out-of-cycle report may be completed per 12 month period of performance.
Out-of-cycle evaluation does not alter the annual reporting requirement

12. CPAR – Key Roles
Assessing Official (AO) – Program Manager, Contracting Officer, Contracting Officer’s Representative, IPT lead, etc.
Writes evaluation, reviews contractor comments.
Must be a Government employee.
Contractor Representative – Someone involved in day-to- day performance
Reviews evaluation, writes contractor comments.
Reviewing Official (RO) – One level above the Contracting Officer
Reviews contractor comments, returns to AO for correction if necessary, inputs supplemental comments.

13. CPAR – Evaluation Process
Step 1 – Contract Registration. Allows general contract information to be entered by anyone assigned those responsibilities. Contracts must be registered within 30 days after contract award.
Step 2 – Enter Proposed Ratings. Allows individuals assigned to management of specific contracts as an Assessing Official Rep/Assessing Official to enter proposed ratings and supporting narrative or remarks. These ratings are relative to the contractor’s performance for a specific contract.
Step 3 – Validate Proposed Ratings. Allows the Assessing Official to establish performance ratings and/or modify proposed ratings for specific contracts. The Assessing Official is required to enter their name, title, organization, etc., and forward the assessment to the Contractor Rep for review.
Step 4 – Contractor Comments. Allows the Contractor Rep being evaluated to review the proposed ratings and comment on any elements that may require further review or explanation. After review the Contractor Rep returns the assessment to the Assessing Official to continue with the workflow process.
Step 5 – Review Contractor Comments. Allows the Assessing Official to accept and finalize the assessment, or modify the proposed ratings and narrative, and/or forward the assessment to the Reviewing Official. If ratings are modified, the original proposed ratings are archived and then both ratings are forwarded to the Reviewing Official for review, comment and closure.
Step 6 – Reviewing Official Comments. Allows the Reviewing Official (if applicable) to review the ratings established by the Assessing Official and the response by the Contractor Rep to ensure that the ratings are fair and supported by objective evidence. The Reviewing Official is required to comment and close the assessment.
Once the Reviewing Official completes the actions of step 6, the assessment is considered complete. Completed assessments are copied weekly to the Federal Past Performance Information Retrieval System (PPIRS) database.

14. CPAR – What is Evaluated?
Evaluation factors for each assessment shall include, at a minimum, the following:
Technical (quality of product or service).
Cost control (not applicable for firm-fixed-price or fixed-price with economic price adjustment arrangements).
Schedule/timeliness.
Management or business relations.
Management of key personnel (if applicable).
Small business subcontracting.
Other (as applicable) (e.g., late or nonpayment to subcontractors, trafficking violations, tax delinquency, failure to report in accordance with contract terms and conditions, defective cost or pricing data, terminations, suspension and debarments).

15. CPAR- What is Evaluated?
For Cost Plus Award Fee or Fixed Price Award Fee type contracts
Contracting Officers shall complete the following evaluation information in the Award Fee Evaluation System module in the NASA Acquisition Internet Service:
available award fee amount,
amount of award fee earned,
award fee rating,
how the use of award fee did or did not motivate the contractor’s overall cost, schedule and technical performance as measured against contract requirements in accordance with the criteria stated in the award fee plan and how the objectives were enhanced by using an award fee contract as stated in the determination and findings required at FAR (d).

16. CPAR – Evaluations
Each factor and subfactor used shall be evaluated and a supporting narrative provided.
The evaluation should include a clear, non-technical description of the principal purpose of the contract or order.
The evaluation should reflect how the contractor performed.
The evaluation should include clear relevant information that accurately depicts the contractor’s performance, and be based on objective facts supported by program and contract or order performance data.
The evaluation should be tailored to the contract type, size content, and complexity of the contractual requirements.
Each evaluation factor, shall be rated in accordance with a five scale rating system (i.e., exceptional, very good, satisfactory, marginal, and unsatisfactory).

17. CPAR – Narrative Rating Definitions
Contract Requirements
Problems
Corrective Actions
Exceptional
Exceeds Many
– Gov’t Benefit
Few Minor
Highly Effective
Very Good
Exceeds Some – Gov’t Benefit
Some Minor
Effective
Satisfactory
Meets All
Marginal
Does Not Meet Some
-Gov’t Impact
Serious: Recovery Still Possible
Marginally Effective; Not Fully Implemented
Unsatisfactory
Does Not Meet Most
Serious: Recovery Not Likely
Ineffective

18. CPAR – Small Business Utilization Rating Definitions
Subcontracting Plan
ISR/SSR
Benefits/Impacts
Exceptional
Met All Goals & Exceeded at Least One
Accurate & Timely
Multiple Significant Events of Benefit
Very Good
Met All
Traditional
Goals & at Least One Other Goal
Significant Event of Benefit
Satisfactory
Good Faith Effort to Meet Goals
Minor Problems; Major Problems w/Corrective Action
Marginal
Deficient in Meeting Key Plan Elements
Inaccurate; Untimely
Corrective Action Plan Required
Unsatisfactory
Noncompliant; Uncooperative
Multiple Significant Problems; Liquidated Damages

19. CPAR – Contractor Feedback
Contracting Officers shall ensure that the Government discusses all evaluations with contractors and shall record the date and the participants on the evaluation form.
The contractor will receive a CPARS-system generated notification when an evaluation is ready for comment. Contractors shall be given a minimum of 30 days to submit comments, rebutting statements, or additional information.
Contracting officers shall sign and date the evaluation after considering any comments received from the contractor within 30 days of the contractor's receipt of the evaluation.
If a contractor in its timely comments disagrees with an evaluation and requests a review at a level above the contracting officer, it shall be provided within 30 days.
Copies of the evaluation, contractor response, and review comments, if any, shall be retained as part of the evaluation. These evaluations may be used to support future award decisions, and should therefore be marked “Source Selection Information”.
While the FAR requires agencies to use contractor performance information that is within three years (six years for construction and architect-engineer contracts) of the completion of contract performance, this information shall nevertheless be retained in the contract file as provided in FAR 4.8, Government Contract Files.

20. CPAR – Sensitive Information
All CPARS information is treated as “For Official Use Only/Source Selection Information” in accordance with FAR and and
A CPAR is source selection information because it supports ongoing source selections. It contains sensitive data concerning a contractor’s performance under a specific business arrangement as covered by the FAR.
A CPAR has the unique characteristic of always being pre-decisional in nature. Distribution of CPARs will be made solely through use of PPIRS at
Access to the CPARS AIS and other performance information is restricted to those individuals with an official need to know.

21. CPAR – Narrative Guidelines
Address Contractor Performance
Recent
Relevant
Collect Input From Entire Program / Project Team
Provide Reader a Complete Understanding of the Contractor’s Performance
Address
Rating Changes From Prior Reports
Benefit / Impact to Government
Recognize
Risk Inherent in Effort
Government’s Role in Contractor’s Inability to Meet Requirements
Indicate Major / Minor Strengths / Weaknesses

22. CPAR – Narrative Guidelines
Program Reviews & Status Reports
Earned Value Management (EVM) Data
Award Fees/Incentives
Certificates of Service
Cost Performance Reports
Inspection Reports
Schedule
Consistent with
Program Metrics
Ratings
Contract Objectives
Document Problems & Solutions
Contain Non-Personal & Objective Statements

23. CPAR – Narrative Statements to Avoid
Outside Contract Scope
In Our Opinion
It Appeared
We Believe
We Hope
We Were Not Happy
We Did Not Like
We Think

24. CPAR – Helpful Hints Prior to Period of Performance
Be Up Front
Identify Expectations
Discuss Areas to be Evaluated
Provide Policy Guides to Contractors and Evaluators
During Post-Award Conference
Prior to Annual Evaluation
Leave Yourself Flexibility
Don’t wait until the annual evaluation to make your contractor aware of performance!

25. CPAR – Helpful Hints During Performance Period
Communicate with Contractor
Provide Feedback
Document Performance Regularly
Status Reports
Earned Value Management Data
Monthly Certificates of Service
Award Fee Evaluations
Program Reviews
Earned Contract Incentives

26. CPAR – Helpful Hints After Performance Period
Provide Contractor Draft Assessment
Contractor May Provide Self Assessment
Take Time to Acknowledge Contractor Concerns
Face to Face Meetings
Extend 30 Day Comment Period if Necessary
Document File if no Contractor Comments Received
Transmittal Letter
Phone Conversation
Efforts to Contact Contractor

27. Back-Up Charts

28. Quality of Product or Service
Assess Conformance to:
Contract Requirements
Specifications
Standards of Good Workmanship
Are reports/data accurate?
Does the product or service meet the specifications of the contract?
What degree of Government technical direction was required to solve problems that arose during performance?

29. Schedule Assess Timeliness of Completion Against: Contract Task Orders
Milestones
Delivery Schedules
Administrative Requirements

30. Cost Control
Assess Effectiveness in Forecasting, Managing, Controlling Contract Cost
Does the Contractor keep within the total estimated cost?
Negotiated/Budgeted Costs vs Actuals
Did the Contractor do anything innovative that resulted in cost savings?
Were billings current, accurate, and complete?
Are the Contractor’s budgetary internal controls adequate?

31. Business Relations
Assess Integration and Coordination of All Activity Needed to Execute Contract
Problem Identification
Corrective Action Plans
Reasonable & Cooperative Behavior
Customer Satisfaction
Timely Award & Management of Subcontracts

32. Business Relations
Assess Integration and Coordination of All Activity Needed to Execute Contract
Problem Identification
Corrective Action Plans
Reasonable & Cooperative Behavior
Customer Satisfaction
Timely Award & Management of Subcontracts