Contractor Performance Assessment Reporting System (CPARS) August 11 , 2011 Midwest SBLO Meeting

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Contractor Performance

AssessmentReporting System

(CPARS)

August 11, 2011

Midwest SBLO Meeting

Introduction

Presented by

Ray Suennen

Governmental Contracts

Compliance Coordinator

Integrys Energy Services, Inc

[email protected]

Introduction

This presentation is focused the use

of the CPARS system which is a

subsystem of the FAPIIS system.

Federal Awardee Performance and

Integrity Information System

FAPIIS

FAPIIS is a database created to track Contractor performance and conduct

(Is focused on identifying misconduct)

Contract clauses Applies to contracts

FAR 52.209-5 > Simplified Acquisition Threshold

Certification of Responsible Matters

FAPIIS

What are Responsible Matters?

The Contractor and its Principal/Manager

- Not presently debarred, suspended, or pending

- Not convicted in last 3 years or indicted or charged with fraud, embezzlement, theft, forgery, bribery, tax evasion, violating Federal criminal laws, etc. related to any governmental contract.

FAPIIS

FAPIIS

Contract clauses Applies to contracts

FAR 52.209-7 > $500,000

Information Regarding Responsible Matters

FAR 52.209-8 “> $500,000

Updating of Information Regarding Responsible Matters

FAPIIS

FAPISS was effective April 22, 2010

and to be inserted into solicitations

FAR 52.209-7

Information Regarding Responsible Matters (Apr 2010)

Public (limited) assess as of April 15, 2011(and there is limited data posted)

FAPIIS is an integrated system

that includes;

CCR – Central Contractor Registration

ORCA – Online Registrations and Certifications Application

EPLS – Excluded Party Listing System

FAPIIS

FAPIIS includes;

PPIRS – Past Performance Information

Retrieval System

CPARS – Contractor Performance

Assessment Reporting

System

FAPIIS

FAPIIS includes;

ACASS – Architect Engineer Contract

Administration Support

System

CCASS – Construction Contractor

Appraisal Support

System

FAPIIS

Contractor Performance Assessment Reporting Syst.

CPARS – Government Agency Users

in the electric industry

DoD – Defense Logistics Agency - Energy Division does use CPARS

General Services Administration (GSA) does not yet use CPARS


CPARS – Evaluation Process

Contracting Officer’s Role

- Creates the initial record

- Enters general contract information

- Enters contractor general information

- Enters evaluation ratings & comments

- Initiates email to Contractor



Contractor’s Role

- Email notices are received

- Have 30 calendar days to respond

- Log onto CPARS system

Failure to respond – Contracting Officer

will close evaluation



Contractor – needs to review data & identify

- Contract data errors (dates)

- Incorrect answers to questions

(last subcontracting plan submitted)

- Ratings

- Comments

- Recommendation



Contractor‘s response

- Comments / explanations

- Concurrence

* I concur with this assessment

* I do not concur with this assessment

- Your name & information

- Submittal (maybe final opportunity)



Contractor comments

- Identify specifically anything that is

not correct

- Provide any corrected information

- If you agree with everything and it is positive, state – I concur with the comments and ratings, which all appear to be positive



Contractor comments

If there were problems with the performance of the contract

- Vaguely state the issues

- Identify corrective action taken

- Identify processes and system changes to eliminate in the future



Submittal, review & closure

The Submittal goes to the Contracting Officer

The Contracting Officer can close if there is concurrence

When the assessment is closed a notice will be sent to the contactor



Government’s review

If Contractor selects –

“I concur with this assessment”,

No review will occur since Contractorhas agreed to Contracting Officer’sassessment (ratings and comments)

The assessment will be closed



Government’s review

If Contractor does not concur with CO,

- CO provides additional comments

- CO forwards to Reviewing Official

- Reviewing Official (Government personnel) will review and make

comments/determination


CPARS – Frequency

Navy Assessment Criteria

- Minimum of 180 days of performance

- Up to 365 days of performance

- Every 12 months

- When a significant change in performance occurs


CPARS – Frequency

Navy Assessment Criteria

- Generally, no more than 2 a year

- End of base contract

- End of contract extension(s)

- Final


CPARS – Ratings

- Exceptional

- Very Good

- Satisfactory

- Marginal

- Unsatisfactory

Color coding system is no longer used


CPARS – Rating Categories

- Quality of product or service

- Schedule

- Cost control

- Business relations

- Management of key personnel

- Utilization of small business

- Others (can be added)


CPARS – Comments

Narrative comments for each “rating” item

For example –

Quality of product or service:

The contractor met the terms

and conditions of the contract


CPARS – Comments

Recommendation (the last and is an overall comment)

For example –

Given what I know today about the contractor’s ability to execute what they promised in their proposal, I probably would award to them today given that I had a choice


CPARS – Comments

Contractor’s comments:

CPARS states only

“At the option of the contractor”


CPARS – Contractor Contacts

Contractor

Email notices are received by the assigned contact personnel

- Contractor Representative

- Corporate Senior Management Representative

Are set up by the Government



Contractor Representative

- May have more than one

- Are contract specific

- Default (if no one is specified)

the person who negotiates the contract (salesman ??)

Has access to respond to the evaluation



Corporate Senior Management Representative

- Must submit written request

- Has access to evaluations for all contracts


CPARS – System Users

Registration

Contractor Representatives and Corporate Senior Management Representatives need to contact the CPARS Customer Service Desk to obtain a User ID and temporary

password


CPARS – System Users

Contract Access

Once logged onto the CPARS system, if the contract is not listed, contact the Focal Point

to request access

The Focal Point and contact information is in the email notice of the CPARS

assessment


CPARS – Help & Website

Customer Service Desk

[email protected]

207-438-1690

CPARS system website

https://www.cpars.gov/

as of 6/28/2011


CPARS – Data Review

Past Performance Information

Retrieval System - PPIRS

System website

http://www.ppirs.gov/


PPIRS – Access

To access your company information to review, you will need

- DUNS number

- MPIN number – Marketing Personal ID Number (is on CCR report)

- Password (14+ characters)


PPIRS – Public Access

Websites (but data is limited) –

https://fapiis.ppirs.gov/fapiis/govt/fapiis pubaccessmain.jsp

https://www.fapiis.gov/fapiis/index.jsp


FAPIIS – Public Information

Contractor information

- Posted on or after April 15, 2011

- Except past performance reviews (?)

For information prior to April 15, 2011

- Freedom Of Information Act (FOIA) process applies

Comments?

Summary

Contractor Performance Assessment Reporting System (CPARS) August 11 , 2011 Midwest SBLO Meeting

Documents

Transcript of Contractor Performance Assessment Reporting System (CPARS) August 11 , 2011 Midwest SBLO Meeting