https:// naval sea logistics center welcome to acass/ccass/cpars focal point training...

https://www.cpars.csd.disa.milhttps://www.cpars.csd.disa.mil

Naval Sea Logistics Center

Welcome toWelcome to

ACASS/CCASS/CPARS ACASS/CCASS/CPARS Focal PointFocal Point TrainingTraining



AGENDA AGENDA

Policy

Contract Registration

Functions Overview

Access Authorization

Points of Contact

Online Resources



CPARS Regulatory RequirementsCPARS Regulatory Requirements

FAR 42.1502 & 42.1503: Agencies Shall Prepare an Evaluation of Contractor Performance and Submit to PPIRS

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

AcquisitionRegulation Supplements

Navy: NMCARS 5242.15 & 5215.305Air Force: AFFARS 5342.1503 & 5315.305, AF Past Performance Evaluation GuideArmy: AFARS 5142.15



ACASS/CCASS RequirementsACASS/CCASS Requirements

FAR 42.1502 & 42.1503: Agencies Shall Prepare an Evaluation of Contractor Performance and Submit to PPIRS

Collection of Contractor Past Performance Information

FAR 15.304: Past Performance Shall be Evaluated in All Source Selections for Negotiated Competitive Acquisitions (Includes Construction)

FAR 36.303-1: Past Performance Shall be Included as an Evaluation Factor for Two-Phase Design-Build Source Selections

FAR 36.602: Agency Must Consider Offeror Past Performance in Selection of Firms for Architect-Engineer Contracts

Source Selections and OfferorPast Performance Information



Gov’t Source Selection Officials

Past Performance Process OverviewPast Performance Process Overview

Contractor Representative

Gov’t Program Manager/Contracting Officer

Contractor SeniorManagement

PPIRSCPARS/ACASS/CCASS



Need for ImprovementNeed for Improvement

DoD Inspector General Audit D-2008-057 “Contractor Past Performance Information” February 29, 2008

– Eligible Contracts Not Being Registered in CPARS– Performance Reports Not Being Entered in CPARS in a

Timely Manner– Narratives of Insufficient Detail to Show that Ratings are

Credible and Justified

Incomplete/Non-Existent/Untimely Performance

Reports May Negatively Impact the

Source Selection Process

This class will help you avoid these pitfalls.



Primary ObjectivesPrimary Objectives

Support Best Value Source Selection Decisions – Support Best Value Source Selection Decisions – Awards for Proven Performers (FAR 15)Awards for Proven Performers (FAR 15)

Provide Up-To-Date Documentation of Contractor’sProvide Up-To-Date Documentation of Contractor’s Ability to Meet Requirements (FAR 42)Ability to Meet Requirements (FAR 42)

Motivate Improved PerformanceMotivate Improved Performance

Facilitate Government - Contractor CommunicationFacilitate Government - Contractor Communication

Determine Prospective Contractor Responsibility Determine Prospective Contractor Responsibility (FAR 9)(FAR 9)



Assessments/EvaluationsAssessments/Evaluations

Treated as Source Selection Information IAW FAR 3.104

Pre-Decisional in Nature

Protected Throughout Life CycleAccessible By:– Government Personnel with Need to Know

– Contractor who is Subject of Evaluation

ACASS/CCASS Evaluations Retained for 6 Years in PPIRS After Completion by Reviewing Official

CPARS Retained for 3 Years in PPIRS After Contract Completion



CPARS Reporting ThresholdsCPARS Reporting Thresholds

Business Sector Dollar Threshold*

Systems > $5,000,000

Ship Repair & Overhaul > $500,000

Services > $1,000,000

Health Care > $150,000

Operations Support > $5,000,000

Fuels > $150,000

Information Technology > $1,000,000

*Civil Agencies > $150,000

Government may choose to write a CPAR on contracts below the dollar thresholds



ACASS/CCASSACASS/CCASSReporting ThresholdsReporting Thresholds

Construction

> $650,000

All Terminations for Default

Contract Dollar Threshold

Architect-Engineer > $30,000All Terminations for Default

Gov’t may choose to write an evaluation on contracts below the dollar thresholds



Automated WorkflowAutomated Workflow

ContractRegistration

Enter ProposedRatings

Validate ProposedRatings

Review ContractorComments

Reviewing OfficialComments

ContractorComments

PPIRS



Assign User Access

Determine Contracts Requiring Evaluations

Registers Contracts

Educate and Assist Users

Provide Guidance to Contractors

GovernmentOnly!

Focal PointFocal Point



Additional User RolesAdditional User Roles

Contractor Rep (CR) – Provides Comments

Required

Assessing Official (AO) – Writes CPAR, Reviews Contractor Comments

Required

Contract Data Entry (CDE) – Registers

Contract

Optional

Assessing Official Rep (AOR) – Assists AO in

Drafting CPAR

Optional

Reviewing Official (RO) – Resolves Disputes

CPARS -Required if DisagreementACASS/CCASS – Always Required



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)*

*Reviewing Official Mandatory in ACASS/CCASS

Helpful Hint:Ask Contracting

Office or Requiring Office to provide

User Access Matrix.



Access for IDIQs, BPAs, & BOAsAccess for IDIQs, BPAs, & BOAs

Giving access at the basic contract level allows the user to access the basic ONLY; they will not be able to access any orders. If a user needs to access orders under the basic, access needs to

be given for each order individually.

ImportantNote



Focal PointFocal Point

Assign PlayersContract Number Role Player E-mail

N4511202C7000 Contract Data EntryAssessing Official RepAssessing OfficialContractor RepReviewing Official

Phil OdendronSteve JonesMary GivensMark SmithMaria Lopez

[email protected]@[email protected]@[email protected]

N4511202C8000 Assessing Official RepAssessing Official RepAssessing OfficialContractor RepReviewing Official

Steve WarnerMary GivensMaria LopezKelly WarnerEldon Roofer

[email protected]@[email protected]@[email protected]

N4511202C9000 Assessing OfficialContractor RepReviewing Official

Mary GivensDoreen BunnyMaria Lopez

[email protected]@[email protected]



WorkflowWorkflow

ContractRegistration

Enter ProposedRatings

Validate ProposedRatings

Review ContractorComments

Reviewing OfficialComments

ContractorComments

Manual:Focal PointContract Data EntryAssessing OfficialAssessing Official Rep

Automated:Focal Point

A.A. Focal Point Focal Point Assigns UsersAssigns Users

B.B. Contract is Contract is registeredregistered



RequirementsRequirements

Focal Point Only

Auto Register Within 30 Days of Contract Award

Auto Register ONCE per Contract

Must Complete APM Field

Contract Registration (Automated)



Contracts Auto Registered With No Users Assigned

Users Assigned to Contract Which Has Not Been Registered

Weekly Email NotificationsWeekly Email Notifications

Helpful Hint: Auto register contracts and assign users concurrently.




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.



Logging InLogging In

DoD Users– User ID Required– PKI Certificate Required (CAC Card)

Contractor Users– User ID Required– PKI Certificate Encouraged

Purchase from External Certificate Authority

– Password Required if No PKI Certificate

Non-DoD Users– User ID Required– Password Required



Logging InLogging In

First Time Logging In? Forgot Password?Select Forgot Password. Enter the system User ID that was emailed

to you and your email address. CPARS will generate a temporary password and send it to you via email.




1. Select Auto Register Contracts

2. Enter Contract Office Code(s) or Full/Partial Contract #




1

2

3

1. Select APM 2. Select Contract(s) 3. Click Register



Manual Registration

1. Enter Contract Number & Order Number (if applicable)

2. Select Register a Contract

These steps are also used to update contract registration records.



Manual Registration

1. Enter CAGE, DUNS, or Company Name

2. Select Company by Clicking on DUNS



Manual Registration

Company Information pulled in from Central Contractor Registration (CCR)



Manual Registration



Access AssignmentAccess Assignment

Access Authorization– Create New User Access

Enter or Select 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 (Non-PKI)– Synopsis of User Role

Helpful Hint: If user(s) need access to multiple contracts, give access to

all the contracts at the same time.

Access must be Access must be granted in granted in

correct module!correct module!



Access AssignmentAccess Assignment



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



Modifying AccessModifying Access



Account MaintenanceAccount Maintenance

Access Authorization– Modify Existing User Access

Modify by User

Change User Profile– Name, Organization, Title– Email Address– Phone Numbers

Reset Password (Non-PKI)– New Temporary Password

Update User’s Signature Block

Helpful Hint:Forgot Password Button is Preferred Way of Resetting

Passwords



Access TransfersAccess Transfers


– 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.




Delete user if they no longer need CPARS

access.



Alternate Focal PointsAlternate Focal Points


– 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 (Non-PKI)

Helpful Hint: If you have a lot of users and contracts to manage, you can have a

full time alternate(s).



Alternate Focal PointsAlternate Focal Points



Keep Qualifiers / Parameters Simple

Use Reports to Monitor Process– Evaluation Status– Contract Status

Business Analysis Reports– Consolidated Report

Completed Evals, SF330 II (ACASS), Contract Awards

– Qualified Firm Search (ACASS)

ReportsReports

New! 30 DayRegistration Status Option



CPAR Status ReportCPAR Status Report



CPAR or Evaluation Status ReportCPAR or Evaluation Status Report

Download into SpreadsheetAdd notes

View access list

View actions taken



Contract Status ReportContract Status Report



Automatic Email NoticesAutomatic Email Notices

Each Step of Workflow

System Reminders– Evaluation Due (Assessing Official, Assessing Official

Rep, Alt./Focal Point)30 Days Prior

– Helps Ensure Reports Completed On Time

– Evaluation Overdue (Assessing Official, Alt./Focal Point, Reviewing Official (if finalized))

– Contractor Comments Due (Assessing Official, Contractor)

– Contractor Comments Overdue/Review Period Expired (Assessing Official)

– Evaluation Complete (Contractor)– Access Assignment (All Roles)



Command Point of Contact - Operational Requirements Committee (ORC)Operational Requirements Committee (ORC)

Senior Command Official -

Higher Level for Monitoring

Contractor Corporate Senior Management Representative -

CEO, President, CFO

Access Granted by DUNS Number

Additional RolesAdditional Roles



Forwarding Suggestions or ConcernsForwarding Suggestions or Concerns

“Feedback” in ACASS/CCASS or CPARS

Contact [email protected]

Contact [email protected]

Contact Ed Marceau, CPARS [email protected]

Contact your ORC Representative

All suggestions will be considered!



ACASS/CCASS Help DeskACASS/CCASS Help Desk

USACE Contractor Appraisal Information Center (CAIC), Portland, OR– Overall Customer Support, Systems Policies and

Password Resets – Mon-Fri 0630-1530 PST – Tel. 503-808-4590 – [email protected]

Naval Sea Logistics Center Portsmouth, NH– Connectivity, Technical Issues/Concerns– Mon-Fri 0700-1800 EST – Tel. 207-438-1690 – [email protected]



CPARS Help DeskCPARS Help Desk

Help Desk (Mon-Fri 7:00am- 6:00pm EST) DSN: 684-1690

Commercial: 207-438-1690

Email: [email protected]

CPARS Web Site: (https://www.cpars.csd.disa.mil)– Feedback– FAQ– Policy Guides– Quality Checklist– User Manual– Training Information



Next StepsNext Steps

Evaluate All Eligible Contracts and Orders

Complete Evaluations in a Timely Manner

Improve Detail and Quality of Narratives– Ratings Credible and Justified


THANK YOUTHANK YOU

https:// naval sea logistics center welcome to acass/ccass/cpars focal point training...

Documents

performance information

improved performance

cpars performance reports

source selection process

ppirs collection of

selection of firms

evaluation factor

proven performers