Contractor Performance Assessment and Reporting

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Contractor Performance Assessment and Reporting
HEALTH AFFAIRS
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Agenda

• Why Collect and Report Past Performance?
• Past Performance Concerns
• Principles for Collection
• Assessment Questions
• Guidance on Reporting
• Best Practices
• Rating Levels
• CPARS System

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Why Collect and Report Past Performance?
Regulatory Requirements

• COLLECTION
• FAR 42.1502 Directs all Federal Agencies to
  collect contractor past performance information
  on eligible contracts

• USE
• FAR 15.304 Evaluate past performance
  information for negotiated competitive
  procurements

Mandatory when greater than 1,000,000.May also
collect if less than threshold however, it is
not mandatory.
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DoD Wants Contractors That

• Conform to contract requirements and standards of
  good workmanship
• Forecast and control costs
• Adhere to contract schedules, including the
  administrative aspects of performance
• Have a history of reasonable and cooperative
  behavior and commitment to customer satisfaction
• Show business-like concern for the interest of
  the customer

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Assessment Areas and Questions

• Quality Did services meet requirements of
  contract?
• Timeliness Was delivery schedule met? Were
  technical problems encountered and were they
  resolved in a timely fashion?
• Cost Control Did contractor manage costs in an
  appropriate manner?
• Business Relations Was contractor cooperative in
  working with Government to solve problems? Did
  contractor effectively recommend solutions? Was
  contractor responsive to administrative issues?
  Did contractor exhibit propensity to submit
  unnecessary contract change proposals with cost
  or price increases?
• Key Personnel How long did key personnel stay on
  contract and how well did they manage their
  portion of the contract?

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Guidance on Reporting

• Integrity and uniformity of the assessment
  process is essential
• Employ consistent evaluation methodology
• Across wide array of contractors and suppliers
• Throughout the contract period of performance
• Using consistent elements and ratings
• Substantiating narratives are required to
  establish that the ratings are credible and
  justifiable
• Assessments Treated as Source Selection
  Information IAW FAR 3.104 (Procurement Integrity)
• Reports kept for up to three (3) years after
  contract completion

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Best Practices

• Include performance expectations in the
  Governments and contractors initial post -
  award meeting
• Provide feedback to contractors through recurring
  discussions and reviews
• Capture past performance regularly throughout the
  assessment period

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Contractor Performance Assessment Reporting
System (CPARS)

• CPARS is one of several initiatives TMA is using
  to meet DoDs paperless contracting mandates
• CPARS is a web enabled application that
  collects, manages, and reports contractor
  performance information
• The CPARS process is designed with a series of
  checks and balances to facilitate the objective
  and consistent evaluation of contractor
  performance
• CPARS is for unclassified use only

Contractor Performance Assessment Reporting System
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CPARS Focal Point

• Focal Point the CPARS Team Coach
• The Focal Point assigns responsibilities within
  CPARS and monitors work flow including issuance
  of initial User IDs and Passwords (government
  and contractor) and the review of various reports
  and metrics
• AMS has CPARS responsibility for TMA
  contracts/orders processed through the
  Acquisition Management and Support (AMS)
  Contract Operations Division Falls Church
  (COD-FC).
• Contract Operations Division Aurora (COD-A) has
  CPARS responsibility for TMA contracts/orders
  processed through COD-A

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CPARS System Access

• CPARS Web Site http//www.cpars.navy.mil/cparsmai
  n.htm
• 128 Bit encryption on Browser
• Valid Userid/Password
• List of Contract Numbers
• Adobe Acrobat Reader
• Send Questions/Comments to
• Customer Support Desk
• Voice Phone [phone], extension 486 or or
  email webptsmh_at_navsea.navy.mil

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CPARS WorkflowRoles/Process
Roles Process
Focal Point
Assessing Official
Assessing Official
Defense Contractor Representative
Assessing Official
Reviewing Official
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CPARS WorkflowContract Registration

• Contract Registration
• Performed by Focal Point and AMS Contract Data
  Entry personnel
• Blocks 1-15 admin information registered shortly
  after contract award
• Many fields automatically populated after
  entering Cage code, etc.
• Assessing Official notified once contractis
  registered
• All fields subject to review and editing by
  Assessing Official

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CPARS WorkflowOrganize Input

• Organize Input
• Document contract performance off-line as a text
  file (.txt format) and copy/paste into CPARS
• Start off-line documentation early
• Use MS Word spell check and thesaurus
• Use comments from existing Contract Status
  Reports and Progress Reviews
• Request input from experts and other Government
  officials with first hand knowledge of contractor
  performance
• All CPARS information is treated as For Official
  Use Only/Source Selection Information

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CPARS WorkflowEnter and Validate Proposed Ratings

• Enter and Validate Proposed Ratings
• Upon first log in, check user profile and
  complete/update your profile as necessary
• Tell the whole story problems and successes
• Use Quality Checklist on CPARS web page as
  template to ensure narrative description matches
  performance assessment rating
• Pre-coordinate proposed rating with Reviewing
  Official and Defense Contractor Representative if
  desired
• Remember to save work frequently!

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CPARS Assessing Official
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CPARS Ratings
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CPARS Assessing Official
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CPARS WorkflowContractor Comments

• Contractor Comments
• If contractor representatives e-mail address is
  correct, they will be notified when CPAR is ready
  for their review
• Contractor has 30 days to review, comment, and
  return the CPAR
• Must indicate concur or do not concur (with
  optional comment)
• Contractor narrative comments are optional
• If contractor fails to respond within 30 days,
  Assessing Official gets an automatic e-mail
  notification

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CPARS Contractor Rep
Defense Contractor Rep may view information on
all tabs.
2. Select Ratings tab to view ratings
narrative.
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CPARS Contractor Rep
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CPARS WorkflowReview Contractors Comments

• Review Contractors Comments
• CPAR is sent to the Assessing Official after
  contractor action
• If concur, Assessing Official may
• - Close CPAR
• - Send to Reviewing Official
• If do not concur, CPAR must go to Reviewing
  Official
• - Assessing may enter additional
  comments/modified ratings
• If contractor fails to respond in 30 days the
  CPARS may be closed, and the Assessing Official
  comments become the official rating

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CPARS Assessing Official
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CPARS Assessing Official
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CPARS WorkflowReviewing Official Comments

• Reviewing Official Comments
• Reviewing Official is at least one level above
  Assessing Official and in their chain of command
• If contractor submits not concur, Reviewing
  Official must enter a comment
• After commenting, the CPAR is closed by the
  Reviewing Official
• After CPAR is closed data is automatically
  uploaded to federal Past Performance Information
  Retrieval System (PPIRS)

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CPARS Reviewing Official
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Keys to CPARS Success

• No surprises. Collaborate! Communicate!
  Coordinate!
• Post-Award Kick Off Meeting
• Guidance from Reviewing Official
• Continuous Off Line Documentation and
  Coordination
• Keep E-Mail Addresses Up to Date

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CPARS/Past PerformanceTools and References

• CPARS Home Page http//www.cpars.csd.disa.mil/cp
  arsmain.htm
• CPARS Users Manual http//www.cpars.csd.disa.mil/
  cparsfiles/pdfs/CPARS_User_Manual_JAN08.pdf
• DoD Guide to Collection and Use of Past
  Performance Informationhttp//www.acq.osd.mil/dpa
  p/docs/PPI_Guide_2003_final.pdf
• Office of Federal Procurement Policy Best
  Practices for Collecting and Using Current and
  Past Performance Information
• http//www.acqnet.gov/Library/OFPP/Best
  Practices/pastperformguide.htm

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Questions
?