cpars seminar (october 2006)
TRANSCRIPT
Naval Sea Logistics Center
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Welcome toWelcome to
TrainingTraining
Naval Sea Logistics Center
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Instructor InformationInstructor Information
Naval Sea Logistics Center
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Welcoming Remarks - LogisticsWelcoming Remarks - Logistics
Breaks
Facilities
Naval Sea Logistics Center
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Agenda Agenda
Policy and Program Metrics
Workflow: Contract Registration
Ratings and Narratives
Workflow: CPAR Initiation - Closure
Reports, Helpful Hints & CPAR Strategies
CPARS Management Board
Past Performance Information Retrieval System
Focal Point Session (Optional)
Naval Sea Logistics Center
www.cpars.navy.milwww.cpars.navy.mil
Why Evaluate Contractor Performance?Why Evaluate Contractor Performance?
DoD Directed Collection and Use of PPI in 1998
Office of Federal Procurement Policy and Federal Acquisition Regulations Require:
Collection and Maintenance of Past Performance Information (PPI) for Use in the
Award Decisions for Competitive Acquisitions
Naval Sea Logistics Center
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Regulatory RequirementsRegulatory Requirements
FAR 42.1502: Agencies Shall Prepare an Evaluation of Contractor Performance
FAR 15.304: Past Performance Shall be Evaluated in All Source Selections for Negotiated Competitive Acquisitions
Federal Acquisition Regulation (FAR)
CPARS Shall be Used to Prepare Contractor Performance Evaluations
PPIRS Shall be Used as a Source of Past Performance Information in Source Selections
Navy: NMCARS 5242.15 & 5215.305Air Force: AFFARS 5342.1503 & 5315.305, AF Past Performance Evaluation GuideArmy: AFARS 5142.15 (Under Revision)
AcquisitionRegulation Supplements
Naval Sea Logistics Center
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Past Performance Process OverviewPast Performance Process Overview
CPARS
Gov’t Program Manager/Contracting Officer
Contractor Representative
PPIRS
Gov’t Source Selection Officials
Contractor SeniorManagement
Naval Sea Logistics Center
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CPARS Primary ObjectivesCPARS Primary Objectives
Support Best Value Source Selection Decisions – Awards for Proven Performers (FAR 15)
Provide Up-To-Date Documentation of Contractor’s Ability to Meet Requirements (FAR 42)
Motivate Improved Performance
Facilitate Government - Contractor Communication
Naval Sea Logistics Center
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CPAR AssessmentsCPAR Assessments
Pre-Decisional in Nature
Protected Throughout Life Cycle
Accessible By:– Government Personnel with Need to Know– Contractor who is Subject of Evaluation
Retained for 3 Years After Contract Completion
Treated as Source Selection Information IAW FAR 3.104
Naval Sea Logistics Center
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CPARS GrowthCPARS Growth
Marine Corps Air Force
Missile Defense Agency
Defense Threat Reduction Agency
Defense Logistics
Agency
Defense
Commissary Agency
TRICARE
Army Corps of Engineers
ArmyNavy
Defense Information Systems Agency
Naval Sea Logistics Center
www.cpars.navy.milwww.cpars.navy.mil
CPARS Metrics at a GlanceCPARS Metrics at a Glance
Government Users: 14,805
Industry Users: 11,329
Contract Value: $1.64 Trillion
* Metrics as of 01 November, 2006
Completed Assessments: 33,893
Naval Sea Logistics Center
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CPARS & CommunicationCPARS & Communication
Is CPARS an Effective Tool for Improving Government-Contractor Communication?
91% 98%
Government Contractor
YES!
Naval Sea Logistics Center
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CPARS Reporting ThresholdsCPARS Reporting Thresholds
Business Sector Dollar Threshold
Systems > $5,000,000
Ship Repair & Overhaul > $500,000
Services > $1,000,000
Health Care > $100,000
Operations Support > $5,000,000
Fuels > $100,000
Information Technology > $1,000,000
Government may choose to write a CPAR on contracts below the dollar thresholds
Naval Sea Logistics Center
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Business SectorsBusiness Sectors
Systems
– Aircraft– Shipbuilding– Space– Ordnance– Ground Vehicles– Training Systems– Sub-Systems
Naval Sea Logistics Center
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Business SectorsBusiness Sectors
Services– Professional/Technical/Management Support– Installation Maintenance– Healthcare– Repair & Overhaul– Transportation
Naval Sea Logistics Center
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Business SectorsBusiness Sectors
Operations Support– Spares– Repair Parts– Electronics– Ammunition– Mechanical– Electrical– Structural– Fuels– Troop Support– Base Supplies– Commercial Off the Shelf
Naval Sea Logistics Center
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Business SectorsBusiness Sectors
Information Technology– Software– Hardware– Telecommunications
Naval Sea Logistics Center
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Business SectorsBusiness Sectors
CPAR NOT REQUIRED
Architect - Engineering Services
Construction
Science & Technology (R&D Budget Accounts 6.1, 6.2, or 6.3)
Entered inACASS
Entered inCCASS
Naval Sea Logistics Center
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Reporting FrequencyReporting Frequency
ContractYear 1
Initial Report
ContractYear 2
Intermediate Report
ContractYear 3
Final Report
Addendum ReportContractYear 3.5
Optional
ContractYear 2.5
Out-of-Cycle ReportOptional
Naval Sea Logistics Center
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Reporting FrequencyReporting Frequency
Initial Report
– Required if Period of Performance > 365 Days
– Not Required if Period of Performance < 365 Days Write Final CPAR Only
– No More Than 12 Months of Actual Performance
– Assessment Period May Begin After Contract Award Date
Protests Delayed Starts
Naval Sea Logistics Center
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Reporting FrequencyReporting Frequency
Intermediate Reports
– Required Every 12 Months
– Complete with Other Reviews Option Exercise Award Fee Determinations Program Milestones
– Required Upon Transfer of Program Management Responsibility Outside Original Buying Activity
– Not Cumulative: Assess Only Performance Occurring After Last Assessment Period
Naval Sea Logistics Center
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Reporting FrequencyReporting Frequency
Out of Cycle Report
– Written if Significant Change in Performance Written at Government’s Discretion Contractor May Request
– Address Only Those Areas That Have Changed
– No More Than 2 CPARS Completed Per Year
Great Performance Motivator
Naval Sea Logistics Center
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Reporting FrequencyReporting Frequency
Final Report
– Required at Contract Completion Delivery of Final Major End Item End of Period of Performance
– Required Upon Contract Termination
– Not Cumulative: Assess Only Performance Occurring After Last Assessment Period
Naval Sea Logistics Center
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Reporting FrequencyReporting Frequency
Addendum Report
– Evaluate Contract Close-Out
– Evaluate Warranty Performance
– Evaluate Performance With Respect To Other Administrative Requirements
– Written at Government’s Discretion
Naval Sea Logistics Center
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Reporting FrequencyReporting Frequency
All CPARs Are Due Within 120 Days After the End of the
Assessment Period
Naval Sea Logistics Center
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Contract TypesContract Types
Indefinite-Delivery-Indefinite-Quantity (IDIQ)
Basic Ordering Agreements (BOAs)
Blanket Purchase Agreements (BPAs)
Federal Supply Schedules/GSA Orders
Joint Ventures
Canadian Commercial Corporation (CCC)
Classified & Special Access Programs
Undefinitized Contract Actions (UCAs)
Naval Sea Logistics Center
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Contract TypesContract Types
Indefinite-Delivery-Indefinite-Quantity
Individual CPAR for Each Order
One CPAR at Basic Contract Level Covering All Orders Under Contract
Consolidation Appropriate if Orders Similar in Scope
See Local Policy for Additional Details
Naval Sea Logistics Center
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Contract Types - IDIQContract Types - IDIQ
Navy– Individual Orders– Group Orders for Similar
Products & Services– Consolidate by Contract
(Minimum Requirement)
Air Force– Individual Orders– Consolidate by Contract
(Minimum Requirement)
Army– Individual Orders– Group Orders for Similar
Products & Services– Consolidate by Contract– Specified in Basic Contract
Navy: Requiring Activity Writes CPAR for Own Orders– Individual Orders – Group Orders for Similar
Products & Services– Single CPAR for All
Requiring Activity Orders (Minimum Requirement)
Air Force: Requiring / Ordering Activity Writes CPAR for Own Orders– Individual Orders that Exceed
Threshold
Army: Requiring Activity May– Prepare CPAR– Provide Input to CPAR– Specified in Basic Contract
IDIQ: Single Activity orOrganization Use
IDIQ: Multiple Activity orOrganization Use
Naval Sea Logistics Center
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Contract TypesContract Types
Basic Ordering Agreements (BOAs)Blanket Purchase Agreements (BPAs)
Individual CPAR for Each Order
One CPAR at Basic Agreement Level Covering All Orders Under Agreement
Consolidation Appropriate if Orders Similar in Scope
See Local Policy for Additional Details
Naval Sea Logistics Center
www.cpars.navy.milwww.cpars.navy.mil
Contract TypesContract Types
Basic Ordering Agreements (BOAs) & Blanket Purchase Agreements (BPAs)
Navy: Requiring Activity Writes CPAR for Own Orders / CallsIndividual Call / OrderGroup Calls / Orders for Similar Products or ServicesConsolidate by Agreement (Minimum Requirement)
Air Force: Requiring / Ordering Activity Writes CPAR for Own Orders / CallsIndividual Calls / Orders that Exceed Threshold
Army:Individual Call/OrderGroup Calls/Orders for Similar Products or ServicesConsolidate by Agreement
Naval Sea Logistics Center
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Contract TypesContract Types
Federal Supply Schedules / GSA Orders
Requiring Activity / Ordering Agency Prepares CPAR– Best Position to Evaluate Performance
Threshold Determined on Order-by-Order Basis
Each Order Reported Individually
Contract Number = GSA Schedule # (Required)Order Number = Local “F” Order Number (Required)
Naval Sea Logistics Center
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Contract TypesContract Types
Joint Venture
Single CPAR Prepared if Unique DUNS Number / CAGE Code Assigned
Multiple Identical CPARs Prepared if Separate DUNS Numbers / CAGE Codes Assigned
Naval Sea Logistics Center
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Contract TypesContract Types
Canadian Commercial Corporation (CCC)
CPAR Written on CCC– CCC is Prime Contractor with Overall Responsibility
for Performance
List Canadian Subcontractor on CPAR (Block 15)– Canadian Subcontractor Performs Actual Work– Include DUNS & CAGE
Naval Sea Logistics Center
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Contract TypesContract Types
Classified & Special Access Programs
CPARs for Classified Programs NOT Entered into CPARS Automated System– CPAR Processed in Accordance With Program
Security Requirements– CPAR Maintained and Distributed in Accordance With
Agency Procedures
Naval Sea Logistics Center
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Undefinitized Contract Actions (UCAs)Undefinitized Contract Actions (UCAs) Prior to Definitization
– Address Performance Beginning with Date UCA Issued
– Address Contractor’s Ability to Remain within UCA Cost Limitations
Following Definitization– Address Contractor’s Efforts in Promoting Contract
Definitization– If Definitized as Cost-Type Contract – Continue to
Address Cost Control– If Definitized as Firm-Fixed Price Contract – Only
Address Cost Control Efforts Prior to Definitization
Contract TypesContract Types
Naval Sea Logistics Center
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Focal Point Focal Point
Assign Players Access
May Determine Contracts Requiring CPARs
Registers Contracts
May Educate and Assist the Players
May Provide Guidance to Contractors Government
Only!
Naval Sea Logistics Center
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Gov’t PMContracting
ContractorRepresentative
Senior Gov’tManagement
Focal Point
Focal PointFocal Point
CPARSContract #/User/Access Level
Status Report RequestContract Registration
User ID CPAR Status
User Account InfoProcess MonitoringPolicy GuidanceTraining
Naval Sea Logistics Center
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User RolesUser Roles
Focal Point (FP) – Sets Up Accounts, Registers Contract
Required
Contractor Rep (CR) – Provides Comments
Required
Assessing Official (AO) – Writes CPAR, Reviews Contractor Comments
Required
Reviewing Official (RO) – Resolves Disputes
Required if Disagreement
Contract Data Entry (CDE) – Registers
Contract
Optional
Optional if ConcurrenceAssessing Official Rep (AOR) – Assists AO in
Drafting CPAR
Optional
Naval Sea Logistics Center
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Focal PointFocal Point
Contract Number Role PlayerN4511202C7000
N4511202C8000
N4511202C9000
Assign Players
Phil Odendron
Steve Jones
Mary Givens
Mark Smith
Maria Lopez
Steve Warner
Eldon Roofer
Mary Givens
Kelly Warner
Maria Lopez
Mary Givens
Doreen Bunny
Maria Lopez
Contract Data Entry
Assessing Official Rep
Assessing Official
Contractor Rep
Reviewing Official
Assessing Official Rep
Assessing Official Rep
Assessing Official
Contractor Rep
Reviewing Official
Assessing Official
Contractor Rep
Reviewing Official
Naval Sea Logistics Center
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CPARS WorkflowCPARS Workflow
ContractRegistration
Enter ProposedRatings
Validate ProposedRatings
Review ContractorComments
Reviewing OfficialComments
ContractorComments
Manual:Focal PointContract Data EntryAssessing OfficialAssessing Official Rep
Automated:Focal Point
Naval Sea Logistics Center
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RequirementsRequirements
Focal Point Only
Auto Register Within 30 Days of Contract Award
Auto Register ONCE per Contract
Must Complete APM Field
Contract Registration (Automated)
Naval Sea Logistics Center
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RequirementsRequirements
Register Within 30 Days of Contract Award
Register ONCE per Contract
Enter Basic Contract Information
Must Complete Mandatory Fields
Contract Registration (Manual)
Note: Be sure to review
local policy guidance regarding
assignment of the Contract Registration
function.
Naval Sea Logistics Center
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ICONSICONS
Navigation Tab Buttons
Mandatory Entry
Calendar Button Lookup Button
Help Button
Contract Registration (Manual)
Naval Sea Logistics Center
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CPARS WorkflowCPARS Workflow
ContractRegistration
Enter ProposedRatings
Validate ProposedRatings
Review ContractorComments
Reviewing OfficialComments
ContractorComments
Assessing Official Rep(s) Assessing Official
Naval Sea Logistics Center
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Assessing Official Rep ExamplesAssessing Official Rep Examples
Technical Experts
Contract Specialists
Contracting Officer
Contracting Officer’s Representative
Task / Order Monitor
Enter Proposed Ratings
GovernmentOnly!
Naval Sea Logistics Center
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Assessing Official ExamplesAssessing Official Examples
Program Manager or Equivalent IPT Lead Performance Evaluator Quality Assurance Evaluator Requirements Indicator Contracting Officer’s Representative Technical Team Requirements Personnel Product / Service End User Contracting Officer
Enter Proposed Ratings
The Person Responsible for the Execution of the Program, Project, Order
Note: Be sure to review local policy guidance regarding assignment of the Assessing Official
function.
GovernmentOnly!
Naval Sea Logistics Center
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RequirementsRequirements
Develop a Comprehensive Contract Effort Description (Block 17)
Enter Proposed Ratings & Narratives (Blocks 18 & 20)– 16,000 Character Limit– Current Ratings– Changes from Past Ratings– Trends
Enter Proposed Ratings
Naval Sea Logistics Center
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Complete Effort Description Identifying: – Key Technologies– Components– Subsystem Requirements– Complexity of Contract– Acronyms– Technical Terms
Critical to Future Performance Risk Assessment Groups and Source Selection Authorities
Note Scope Changes Since Prior Assessment
Contract Effort DescriptionContract Effort Description
Naval Sea Logistics Center
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Sample Contract Effort DescriptionSample Contract Effort Description
Contract Effort Description
Sufficient? Yes or No
The contractor is to provide development, initial outfitting and maintenance support to MAWS for the
AN/XYZ-100 Weapons System incorporating oculomotor birefringence.
Naval Sea Logistics Center
www.cpars.navy.milwww.cpars.navy.mil
Sample Contract Effort DescriptionSample Contract Effort Description
NOT SufficientNOT Sufficient
Contract Effort Description
Missing:– Detail of Scope– Complexity of Contract– Key Technologies– Subcontracting Effort– Definitions of Acronyms and Technical Terms
The contractor is to provide development, initial outfitting and maintenance support to MAWS for the AN/XYZ-100
Weapons System incorporating oculomotor birefringence.
Naval Sea Logistics Center
www.cpars.navy.milwww.cpars.navy.mil
Sample Contract Effort DescriptionSample Contract Effort Description
SufficientSufficient Contract Effort Description
The contractor is to provide development and testing of the AN/XYZ-100 Weapons System incorporating oculomotor birefringence, a technology in which eye motion controls display position for optimum operator response time. This includes development of assessment applications and analysis methods to evaluate system parameters and enhancements. Subcontractor will provide refracting lenses and optics. After successful testing as determined by the Space and Naval Warfare Systems Command (SPAWAR), contractor will provide initial outfitting of Marine Air Wings (MAWS). Contractor will provide continued maintenance support via warranted repair of systems and subassemblies through the contract ending date.
Naval Sea Logistics Center
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Ratings & NarrativesRatings & Narratives
Ratings and Narrativesare the most important
part of the CPAR!
Naval Sea Logistics Center
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Elements AssessedElements Assessed
Systems / Ship Repair & Overhaul
Technical (Quality of Product)– Product Performance– System Engineering– Software Engineering– Logistics Support/ Sustainment– Product Assurance– Other Technical Performance
Schedule
Cost Control
Naval Sea Logistics Center
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Elements Assessed Elements Assessed
Systems / Ship Repair & Overhaul
Management– Management Responsiveness– Subcontract Management
Includes Small Business Subcontracting Goal Accomplishment
– Program Management & Other Management
Other Areas
Naval Sea Logistics Center
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Elements AssessedElements Assessed
Services / Information Technology / Operations Support
Quality of Product or Service
Schedule
Cost Control
Business RelationsIncludes Small Business Subcontracting Goal Accomplishment
Management of Key Personnel
Naval Sea Logistics Center
www.cpars.navy.milwww.cpars.navy.mil
Ratings & NarrativesRatings & Narratives
Rating Definitions
Rating Contract Requirements Problems Corrective
Actions
Dark Blue(Exceptional)
Exceeds Many – Gov’t Benefit Few Minor Highly Effective
Purple (Very Good)
Exceeds Some – Gov’t Benefit Some Minor Effective
Green (Satisfactory) Meets All Some Minor Satisfactory
Yellow (Marginal)
Does Not Meet Some
Serious: Recovery Still
Possible
Marginally Effective; Not Fully
Implemented
Red (Unsatisfactory)
Does Not Meet Most
Serious: Recovery Not
LikelyIneffective
Naval Sea Logistics Center
www.cpars.navy.milwww.cpars.navy.mil
Ratings & NarrativesRatings & Narratives
Rating Definitions
Rating Contract Requirements Problems Corrective
Actions
Dark Blue(Exceptional)
Exceeds Many – Gov’t Benefit Few Minor Highly Effective
Purple (Very Good)
Exceeds Some – Gov’t Benefit Some Minor Effective
Green (Satisfactory) Meets All Some Minor Satisfactory
Yellow (Marginal)
Does Not Meet Some
Serious: Recovery Still
Possible
Marginally Effective; Not Fully
Implemented
Red (Unsatisfactory)
Does Not Meet Most
Serious: Recovery Not
LikelyIneffective
Naval Sea Logistics Center
www.cpars.navy.milwww.cpars.navy.mil
Ratings & NarrativesRatings & Narratives
Rating Definitions
Rating Contract Requirements Problems Corrective
Actions
Dark Blue(Exceptional)
Exceeds Many – Gov’t Benefit Few Minor Highly Effective
Purple (Very Good)
Exceeds Some – Gov’t Benefit Some Minor Effective
Green (Satisfactory) Meets All Some Minor Satisfactory
Yellow (Marginal)
Does Not Meet Some
Serious: Recovery Still
Possible
Marginally Effective; Not Fully
Implemented
Red (Unsatisfactory)
Does Not Meet Most
Serious: Recovery Not
LikelyIneffective
Naval Sea Logistics Center
www.cpars.navy.milwww.cpars.navy.mil
Ratings & NarrativesRatings & Narratives
Rating Definitions
Rating Contract Requirements Problems Corrective
Actions
Dark Blue(Exceptional)
Exceeds Many – Gov’t Benefit Few Minor Highly Effective
Purple (Very Good)
Exceeds Some – Gov’t Benefit Some Minor Effective
Green (Satisfactory) Meets All Some Minor Satisfactory
Yellow (Marginal)
Does Not Meet Some
Serious: Recovery Still
Possible
Marginally Effective; Not Fully
Implemented
Red (Unsatisfactory)
Does Not Meet Most
Serious: Recovery Not
LikelyIneffective
Naval Sea Logistics Center
www.cpars.navy.milwww.cpars.navy.mil
Ratings & NarrativesRatings & Narratives
Rating Definitions
Rating Contract Requirements Problems Corrective
Actions
Dark Blue(Exceptional)
Exceeds Many – Gov’t Benefit Few Minor Highly Effective
Purple (Very Good)
Exceeds Some – Gov’t Benefit Some Minor Effective
Green (Satisfactory) Meets All Some Minor Satisfactory
Yellow (Marginal)
Does Not Meet Some
Serious: Recovery Still
Possible
Marginally Effective; Not Fully
Implemented
Red (Unsatisfactory)
Does Not Meet Most
Serious: Recovery Not
LikelyIneffective
Naval Sea Logistics Center
www.cpars.navy.milwww.cpars.navy.mil
Ratings & NarrativesRatings & Narratives
Rating Definitions
Rating Contract Requirements Problems Corrective
Actions
Dark Blue(Exceptional)
Exceeds Many – Gov’t Benefit Few Minor Highly Effective
Purple (Very Good)
Exceeds Some – Gov’t Benefit Some Minor Effective
Green (Satisfactory) Meets All Some Minor Satisfactory
Yellow (Marginal)
Does Not Meet Some
Serious: Recovery Still
Possible
Marginally Effective; Not Fully
Implemented
Red (Unsatisfactory)
Does Not Meet Most
Serious: Recovery Not
LikelyIneffective
Naval Sea Logistics Center
www.cpars.navy.milwww.cpars.navy.mil
Ratings & Narratives Ratings & Narratives
Narrative Guidelines
Address Contractor Performance– Recent – Relevant
Collect Input From Entire Program / Project Team
Provide Reader a Complete Understanding of the Contractor’s Performance
Must Be:-Accurate-Fair-Comprehensive
Naval Sea Logistics Center
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Ratings & NarrativesRatings & Narratives
Narrative Guidelines
Narrative Required for Each Rated Element
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
Naval Sea Logistics Center
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Ratings & NarrativesRatings & Narratives
Narrative Guidelines
Consistent with – Program Metrics– Ratings– Contract Objectives
Document Problems & Solutions
Contain Non-Personal & Objective Statements
Program Reviews
Earned Value Management (EVM) Data
Award Fees/Incentives
Certificates of Service
Cost Performance Reports
Quality Reviews/Evals
Naval Sea Logistics Center
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Sample NarrativesSample Narratives
Elements Assessed Elements Assessed
Cost Control
Subcontract Management
Software Engineering
Naval Sea Logistics Center
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Sample NarrativeSample Narrative
Element Assessed: Cost ControlElement Assessed: Cost Control
Sufficient? Yes or No
Cost Control - Rating: Green(Satisfactory)No cost control problems have been noted.
Naval Sea Logistics Center
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Sample NarrativeSample Narrative
NOT SufficientNOT Sufficient
Cost Control - Rating: Green (Satisfactory)No cost control problems have been noted.
Missing:– Detail to Support Rating– Detail to Tell Entire Story– Supporting Documentation / Metrics
Naval Sea Logistics Center
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Sample NarrativeSample Narrative
SufficientSufficient Cost Control - Rating: Green (Satisfactory)
The contractor has adequately maintained cost controls on the AN/XYZ-100 Weapons System program during this reporting period. Despite delays caused by the subcontractor, aggressive management of materials and personnel has kept the project at or near budget projections. Monthly reports and quarterly inspections indicate 5% cost overruns for unit assembly during the first half of the reporting period. The contractor initiated a project management system which dramatically improved resource allocation to ensure cost controls remain within budget.
Note: Actual narratives should
go into even greater detail!
Naval Sea Logistics Center
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Sample NarrativeSample Narrative
Element Assessed: Subcontract Mgt. Element Assessed: Subcontract Mgt.
Sufficient? Yes or No
Subcontract Management – Rating:Green (Satisfactory)
In our opinion, the contractor has done an admirable job keeping on track despite continued delays of optics delivery from the subcontractor. Hopefully, the subcontractor can increase production to meet delivery shortfalls.
Naval Sea Logistics Center
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Sample NarrativeSample Narrative
NOT SufficientNOT Sufficient
Subcontract Management – Rating: Green (Satisfactory)
In our opinion, the contractor has done an admirable job keeping on track despite continued delays of optics delivery from the subcontractor. Hopefully, the subcontractor can increase production to meet delivery shortfalls.
Missing:– Detail to Support Rating– Supporting Documentation / Metrics– Impact to Government– Corrective Actions– Additional Issue:
Contains Subjective Phrases
Naval Sea Logistics Center
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Statements to Avoid
Sample NarrativeSample Narrative
Outside Contract Scope
In Our Opinion
It Appeared
We Believe
We Hope
We Were Not Happy
We Did Not Like
We Think
Naval Sea Logistics Center
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Sample NarrativeSample Narrative
SufficientSufficient Subcontract Management – Rating: Yellow (Marginal)
The contractor has exhibited marginal management of subcontractor operations during this reporting period. This is evidenced by inspections, quarterly program reports, and contractor communications with Government personnel and subcontractor. Specifically, for three consecutive deliveries subcontractor was more than 30 days late. In addition, delivered optics have experienced a 21% failure rate, 16% above established parameters. Delivery delays and quality failures have delayed program development by 6 to 8 months, and have caused a 6 month setback in projected system deployment. Contractor has made repeated complaints to subcontractor regarding delays and is soliciting alternate sources for optics. Also contractor has proposed a receiving inspection process to detect quality deficiencies in delivered optics. However, to date no significant improvement is noted.
Naval Sea Logistics Center
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Sample NarrativeSample Narrative
Element Assessed: Software EngineeringElement Assessed: Software Engineering
Software Engineering - Rating: Dark Blue (Exceptional)
The contractor has exhibited exceptional software engineering for assessment and analysis of the AN/XYZ-100 Weapons System project. By integrating existing software they developed a set of applications combining supply data, production data, system testing, quality data, and trend analysis, which resulted in a 24% increase in data processing speed according to benchmark testing. Improved metrics and consolidated reporting was directly responsible for elimination of cost overruns experienced in the 1st & 2nd quarters and a net reduction of 7% in reimbursable costs for the reporting period. Minor discrepancies in application compatibility were quickly corrected using a new “Team Programming” system.
Sufficient? Yes or No
Naval Sea Logistics Center
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Sample NarrativeSample Narrative
SufficientSufficientSoftware Engineering - Rating: Dark Blue (Exceptional)
The contractor has exhibited exceptional software engineering for assessment and analysis of the AN/XYZ-100 Weapons System project. By integrating existing software they developed a set of applications combining supply data, production data, system testing, quality data, and trend analysis, which resulted in a 24% increase in data processing speed according to benchmark testing. Improved metrics and consolidated reporting was directly responsible for elimination of cost overruns experienced in the 1st & 2nd quarters and a net reduction of 7% in reimbursable costs for the reporting period. Minor discrepancies in application compatibility were quickly corrected using a new “Team Programming” system.
Contains:– Detail to Support Rating– Benefit to Government
–Corrective Actions– Objective Language
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Ratings & NarrativesRatings & Narratives
Narrative Guidelines
Due to Nature of Work (Low Risk Activities) May be Difficult to Obtain Rating Above Satisfactory / Green
Note this Fact in the CPAR Narrative
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Sample NarrativeSample Narrative
Quality of Product or Service - Rating: Green (Satisfactory)
This contract is for the collection of refuse at XXX Air Force Base located near Anytown, USA. As part of its services, Contractor XXX is required to pick up 87 dumpsters across an approximate 30 square mile area, 12 hazardous waste containers, and 7 bio-hazardous waste material containers at the Medical Clinic located at the base. Given the nature of the services performed for this contract and the schedule for refuse collection, it would be difficult to obtain above a Satisfactory rating for performance on this contract. During this evaluation period, Contractor XXX met all of its refuse collection requirements on time as stated in the contract. Further Contractor XXX ensured that all of the tops of the dumpsters were closed after dumping to ensure that no foreign object debris (FOD) entered the flight line area despite the locale being in an area prone to high winds. There were no incidents of improper storage or disposal of the hazardous waste or bio-hazardous waste material during this reporting period. Therefore, the rating of Satisfactory indicates performance within the requirements of the contract and that there were no problems encountered during this reporting period with Contractor XXX.
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Narrative HintsNarrative Hints
Communication– Throughout the Performance Period– With Contractor and Within Government
Documentation– Record Significant Metrics / Events
Throughout the Performance Period– “The CPAR Should Write Itself”
Create a Working CPAR– Draft On-Line– Draft Off-Line Document
Use Copy and Paste
Naval Sea Logistics Center
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Ratings & NarrativesRatings & Narratives
Bottom Line:Accurate and Complete
CPARs Help Ensure Better Quality Products & Services!
Naval Sea Logistics Center
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CPARS WorkflowCPARS Workflow
ContractRegistration
Enter ProposedRatings
Validate ProposedRatings
Review ContractorComments
Reviewing OfficialComments
ContractorComments
Assessing Official Rep(s) Assessing Official
Naval Sea Logistics Center
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If the Assessing Official initiates a CPAR, the system WILL NOT allow the Assessing Official Representative to add ratings or narrative to that
CPAR. Off-line planning is required to ensure that the CPARS workflow operates smoothly.
Enter Proposed Ratings
WorkflowNote
Naval Sea Logistics Center
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RequirementsRequirements
Review Admin Info (Blocks 1 – 17)– Enter “Report Type” (Block 2) &
Period of Performance (Block 3)
Input Ratings & Narratives (Blocks 18 & 20)– 16,000 Character Limit (approximately 3 pages)
Save and Pass to Another AOR (if applicable)
Send to Assessing Official
Enter Proposed Ratings
Naval Sea Logistics Center
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Indicates Item has been Rated
Enter Proposed Ratings
ICONSICONS
Navigation Tab Buttons
Mandatory Entry
Calendar Button Lookup Button
Help Button
Naval Sea Logistics Center
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CPARS WorkflowCPARS Workflow
ContractRegistration
Enter ProposedRatings
Validate ProposedRatings
Review ContractorComments
Reviewing OfficialComments
ContractorComments
Assessing Official
Naval Sea Logistics Center
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RequirementsRequirements
Review Admin Info (Blocks 1 – 17)
Validate Ratings & Narratives (Blocks 18 & 20)– Modify Ratings & Narratives (if necessary)– Return to AOR for Corrections– 16,000 Character Limit (approximately 3 pages)
Name and Title (Block 21)
Send to Contractor Rep
Validate Proposed Ratings
Perform Quality Review Prior to Sending
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Indicates Item has been Rated
ICONSICONS
Navigation Tab Buttons
Mandatory Entry
Calendar Button Lookup Button
Help Button
Validate Proposed Ratings
Naval Sea Logistics Center
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CPARS WorkflowCPARS Workflow
ContractRegistration
Enter ProposedRatings
Validate ProposedRatings
Review ContractorComments
Reviewing OfficialComments
ContractorComments
Contractor Rep
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30 Days to Respond – System Generated Weekly Email Notifications
7 Days to Request Meeting to Discuss CPAR
Review Admin Info (Blocks 1-17) , Ratings and Narratives
Provide Clear and Concise Responses (Block 22)– 16,000 Character Limit (approximately 3 pages)
Provide Concurrence / Non-Concurrence, Name & Title (Block 23)
Send to Assessing Official
RequirementsRequirements
Contractor Comments
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Protect the CPAR– Handle as “Source Selection Information”
Prohibited Use– Advertising– Promotional Material– Pre-Award Surveys– Production Readiness Reviews
Advise Contractor to– Acknowledge Receipt– Comment– Respond Within 30 Days
Contractor GuidanceContractor Guidance
Contractor Comments
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Indicates Item has been Rated
ICONSICONS
Navigation Tab Buttons
Mandatory Entry Help Button
Contractor Comments
Naval Sea Logistics Center
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CPARS WorkflowCPARS Workflow
ContractRegistration
Enter ProposedRatings
Validate ProposedRatings
Review ContractorComments
Reviewing OfficialComments
ContractorComments
Assessing Official
Naval Sea Logistics Center
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RequirementsRequirements
Review Contractor Comments
Close CPAR
Modify CPAR
Send to Reviewing Official (if applicable)
Review Contractor Comments
Naval Sea Logistics Center
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If the Contractor fails to respond to the CPAR within 30 days, the Assessing Official has the option to pull back the CPAR and continue the process by sending it to the Reviewing Official.
Review Contractor Comments
WorkflowNote
Naval Sea Logistics Center
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Indicates Item has been Rated
ICONSICONS
Navigation Tab Buttons
Mandatory Entry
Calendar Button Lookup Button
Help Button
Review Contractor Comments
Naval Sea Logistics Center
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CPARS WorkflowCPARS Workflow
ContractRegistration
Enter ProposedRatings
Validate ProposedRatings
Review ContractorComments
Reviewing OfficialComments
ContractorComments
Reviewing Official
Naval Sea Logistics Center
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Required
If the CPAR is Contentious
If the Contractor Does Not Respond
If Local Policy Mandates
Reviewing Official Comments
Note: Be sure to review local policy guidance regarding assignment of the Reviewing Official
function.
Naval Sea Logistics Center
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RequirementsRequirements
Review CPAR– Blocks 1-23 (read only format)
Input Comments (Block 24)– Acknowledge Discrepancies Between Government
Ratings / Narratives and Contractor Comments– 16,000 Character Limit (approximately 3 pages)
Name and Title (Block 25)
Close CPAR
Reviewing Official Comments
GovernmentOnly!
Naval Sea Logistics Center
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Indicates Item has been Rated
ICONSICONS
Navigation Tab Buttons
Mandatory Entry Help Button
Reviewing Official Comments
Naval Sea Logistics Center
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CPARS WorkflowCPARS Workflow
ContractRegistration
Enter ProposedRatings
Validate ProposedRatings
Review ContractorComments
Reviewing OfficialComments
ContractorComments
PPIRS
Naval Sea Logistics Center
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Automatic Email NoticesAutomatic Email Notices
Each Step of CPARS Workflow
System Reminders– CPAR Due (Assessing Official, Focal Point)
30 Days Prior On Time
– CPAR Overdue (Assessing Official, Focal Point)– Contractor Comments Due (Assessing Official,
Contractor)– Contractor Comments Overdue/Review Period
Expired (Assessing Official) – CPAR Complete (Contractor)
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Contractor Corporate Senior Management Representative -
CEO, President, CFO
Access Granted by DUNS Number
Senior Command Official -
Higher Level for Monitoring
Command Point of Contact -
CPARS Management Board Member
Additional RolesAdditional Roles
ViewRated
CPARS
UserList
ActivityLog
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CPARS Management Board (CMB)CPARS Management Board (CMB)
Controls System Configuration & Policy
Evaluates User Suggested Changes & Enhancements
Minutes Posted to CPARS Website
Naval Sea Logistics Center
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Keep Qualifiers / Parameters Simple
Use Reports to Monitor Process– CPAR Status– Contract Status
User List
Activity Log
Spreadsheet
ReportsReports
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Change User Information– Update User Profile/Email– Required Annually
Change User Preferences– Select or De-Select Optional Email Notifications
Change Login Password– Forgot Password Button– May be Reset by Focal Point or CPARS Help Desk– Must be Modified Every 60 Days
User Profile MenuUser Profile Menu
Critical to CPARSAutomated Workflow
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THE CLOCK IS TICKING!
System Time-Out & Auto Save
After 20 Minutes of Inactivity
System Time-OutSystem Time-Out
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Prior to Performance PeriodPrior to Performance Period Be Up Front
– Identify Expectations– Discuss Areas to be Evaluated
Provide CPARS Guides to Contractors and Evaluators– During Post-Award Conference– Prior to Annual Evaluation
Leave Yourself Flexibility
Helpful HintsHelpful Hints
Don’t wait until the annual evaluation tomake your contractor aware of performance!
Naval Sea Logistics Center
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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
During Performance PeriodDuring Performance Period
Helpful HintsHelpful Hints
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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 Email– Phone Conversation– Efforts to Contact Contractor
End of Performance PeriodEnd of Performance Period
Helpful HintsHelpful Hints
Naval Sea Logistics Center
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Characteristics of a Characteristics of a Lose-LoseLose-Lose CPAR CPAR Use as a “Big Stick”
Solicit Out of Scope Work
Establish a Negotiation Position
Rate Government Program Manager
“Nobody Grades as Hard as I Do”
Document Performance Outside of Contract
Helpful HintsHelpful Hints
Naval Sea Logistics Center
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Characteristics of a Characteristics of a Win-WinWin-Win CPAR CPAR
Fair Relevant Comprehensive Repeatable Process Timely Accurate Consistent
Helpful HintsHelpful Hints
Naval Sea Logistics Center
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Facilitates Communication / Cooperation Between Government and Industry
Provides Past & Current Performance Information- Contains Ratings & Narrative by Government - Contains Narrative by Industry
Motivates Improved Performance
Used in Source Selection to Support Best Value Decisions - Information Retrieved from PPIRS
CPARS SummaryCPARS Summary
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PPIRSPPIRS
www.ppirs.govwww.ppirs.gov
Naval Sea Logistics Center
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Federal Repository for Completed Assessments
Contractor Performance Assessment Reporting System (CPARS)
Architect – Engineer Contract Administration Support System (ACASS)
Construction Contractor Appraisal Support System (CCASS)
National Aeronautics and Space Administration (NASA) Past Performance Data Base (PPDB)
National Institute of Health (NIH) Contractor Performance System (CPS)
PPIRSPPIRS
www.ppirs.govwww.ppirs.gov
Naval Sea Logistics Center
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AccessAccess Government
– Go to www.ppirs.gov and Create an Account– Provide Justification for Access– Join Your “Group”
Contractor – Controlled through Central Contractor Registration (CCR)
Process– Identify a Marketing Partner Identification Number (MPIN)
Visit to www.ccr.gov for More Information
– DUNS and MPIN Become User ID and Password for PPIRS– View Completed Evaluations at www.ppirs.gov
Select “PPIRS-RC Logon”
PPIRSPPIRS
www.ppirs.govwww.ppirs.gov
Naval Sea Logistics Center
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PPIRSPPIRS
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PPI & Source SelectionsPPI & Source Selections
Solicitation Should Address– Relevance (PPI for Similar Work)– Areas of Consideration (i.e., Technical, Management,
Schedule, etc.)– Timeframe (Consider Last 3 Years)– Sources– Relative Importance
PPIRS– Contains Contractor Comments
No Need to Re-Address Adverse PPI
– Rely if Believe PPI is Valid– Contractor Ensures Accuracy
Golden Rule: Evaluate PPI
IAW Solicitation!
www.ppirs.govwww.ppirs.gov
Naval Sea Logistics Center
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Forwarding Suggestions or ConcernsForwarding Suggestions or Concerns
“Feedback” in CPARS
Contact [email protected]
Contact Doreen Powell, CPARS PM
Contact your CMB Representative
All Suggestions will be considered!
Naval Sea Logistics Center
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Additional InformationAdditional Information
Help Desk (Mon-Fri 6:30am- 4:30pm EST) DSN: 684-1712 ext 486
Commercial: 603-431-9460 ext 486
Email: [email protected]
CPARS Web Site: (www.cpars.navy.mil)– Feedback– FAQ– Policy Guides– Quality Checklist– User Manual– Training Information
Naval Sea Logistics Center
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Why Evaluate Contractor Performance?Why Evaluate Contractor Performance?
THANK YOUTHANK YOU
Focal Point Focal Point SessionSession
Naval Sea Logistics Center
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Focal Point Session Agenda Focal Point Session Agenda
Functions Overview
Automatic Contract Registration
User Access Matrix
Access Assignment
Modifying Access
Account Maintenance
Access Transfers
Alternate Focal Points
Naval Sea Logistics Center
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Gov’t PMContracting
ContractorRepresentative
Senior Gov’tManagement
Focal Point
Focal Point Functions OverviewFocal Point Functions Overview
CPARSContract #/User/Access Level
Status Report RequestContract Registration
User ID CPAR Status
User Account InfoProcess MonitoringPolicy GuidanceTraining
Naval Sea Logistics Center
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RequirementsRequirements
Focal Point Only
Auto Register Within 30 Days of Contract Award
Auto Register ONCE per Contract
Must Complete APM Field
Contract Registration (Automated)
Naval Sea Logistics Center
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Contracts Auto Registered With No Users Assigned
Users Assigned to Contract Which Has Not Been Registered
Contract Registration (Automated)
Weekly Email NotificationsWeekly Email Notifications
Helpful Hint: Auto register contracts and assign users concurrently.
Naval Sea Logistics Center
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User Access MatrixUser Access Matrix
Determine Process Participants– Names– Email Addresses
Minimum Required Roles– Assessing Official– Contractor Representative– Reviewing Official (If Contentious)
Optional Roles– Contract Data Entry (If Manual Registration)– Assessing Official Representative– Reviewing Official (If Not Contentious)
Helpful Hint:Ask Contracting
Office or Requiring Office to provide
User Access Matrix.
Naval Sea Logistics Center
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User Access MatrixUser Access Matrix
Contract Number Role PlayerN4511202C7000
N4511202C8000
N4511202C9000
Assign Players
Phil Odendron
Steve Jones
Mary Givens
Mark Smith
Maria Lopez
Steve Warner
Eldon Roofer
Mary Givens
Kelly Warner
Maria Lopez
Mary Givens
Doreen Bunny
Maria Lopez
Contract Data Entry
Assessing Official Rep
Assessing Official
Contractor Rep
Reviewing Official
Assessing Official Rep
Assessing Official Rep
Assessing Official
Contractor Rep
Reviewing Official
Assessing Official
Contractor Rep
Reviewing Official
Naval Sea Logistics Center
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Access AssignmentAccess Assignment
Access Authorization– Create New User Access
Enter Contract(s)
Select User Role
Enter User Name– Enter New User Name & Email Address– Select Existing User
Create User Access Matrix
Automatic Email Notifies Users of Access Assignment– User ID– Use Forgot Password Function if New User– Synopsis of User Role
Helpful Hint: If user(s) need access to multiple contracts,
give access to all the contracts at the same time.
Naval Sea Logistics Center
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Modifying AccessModifying Access
Access Authorization– Modify Existing User Access
Modify by Contract– List of All Users with Access to Specific Contract– Change User’s Role for Specific Contract– Remove User From Contract– Delete User
Modify by User– List of All User’s Contracts– Change User’s Role on Contract(s)– Remove User From Contract(s)– Delete User
Remove AccessCan No Longer Access Specific Contract; User
Account Still Exists
Delete User Can No Longer Access
Any Contracts; User Account No Longer
Exists
Naval Sea Logistics Center
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Account MaintenanceAccount Maintenance
Access Authorization– Modify Existing User Access
Modify by User
Change User Profile– Name, Organization, Title– Email Address– Phone Numbers
Reset Password– New Temporary Password
Update User’s Signature Block
Helpful Hint:Forgot Password Button is Preferred Way of Resetting
Passwords
Naval Sea Logistics Center
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Access TransfersAccess Transfers
Access Authorization– Transfer User Access to Another User
Transfer From User– Retain Account Following Transfer– Delete Account Following Transfer
Transfer Contracts– Specific Contract– All Contracts
Transfer To– New User– Existing User
User will still access CPARS, but will use different contracts.
Retain Account
User will no longer access CPARS.
Delete Account
Helpful Hint: Access transfers are a quick way to reassign a large number of contracts when a user changes jobs or retires.
Naval Sea Logistics Center
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Alternate Focal PointsAlternate Focal Points
Access Authorization– Assign Alternate Focal Point– Only Focal Point May Assign Alternates
(i.e., Alternate Cannot Have Alternates)
Assign Up To Three Alternates
Enter User Name– New User– Existing User
Alternate Focal Point– Assign– Delete– Reset Password
Helpful Hint: If you have a lot of users and contracts to manage, you can have a
full time alternate(s).
Naval Sea Logistics Center
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Additional InformationAdditional Information
Help Desk (Mon-Fri 6:30am- 4:30pm EST) DSN: 684-1712 ext 486
Commercial: 603-431-9460 ext 486
Email: [email protected]
CPARS Web Site: (www.cpars.navy.mil)– Feedback– FAQ– Policy Guides– Quality Checklist– User Manual– Training Information