42.1502 Policy.
(a) The Contractor Performance Assessment Reporting System (CPARS) is a web-based application used for collecting, recording, and forwarding past performance information (PPI) to the Federal Past Performance Information Retrieval System (PPIRS). The CPARS provides real-time capability to record PPI for use in future source selections.
(b) When developing a method of contracting (i.e., IDIQ, BOA, BPA, CSA, etc.) for use by DISA and other agencies, ensure the contract instructs agencies placing orders to use an approved web-based system for collecting PPI that feeds into PPIRS. The order-issuing agency is responsible for following their agency procedures to report PPI.
(c) When placing orders on another agency's contract, follow DARS Part 42 for using, collecting, and entering PPI into CPARS.
(S-90) The DISA CPARS Agency POC is the Quality Assurance Branch (PL22) and has overall responsibility to provide the agency strategy to Senior Command Officials (SCO) and Focal Points (FP). Thereafter, FPs at the DITCO Contracting Offices is to provide training to all new users at their respective site. Upon successful completion of training and the registration of a contract by a FP, all user roles will have established accounts. CPARS is located at https://www.cpars.gov.
(S-91) DISA contracting officers are required to ensure that annual Contractor Performance Assessment Reports (CPARs) are prepared for a contractor's performance when the contract value (base period and all option periods) is $1,000,000 or greater.
(S-92) This threshold applies to all contracts, task/delivery orders, orders under GSA schedules, Basic Ordering Agreements (BOAs), Communication Service Authorizations (CSAs), etc. Contracting officers are encouraged to use the CPARS for collecting and reporting contractor past performance for contracts valued at less than $1,000,000 if appropriate. Entering a Contractor Performance Assessment Report (CPAR) makes the data available to all registered PPIRS users.
(S-93) The threshold applies to the "as-modified" contract value. If a contract value is less than $1,000,000, but is later modified and the "new" contract value is $1,000,000 or greater, then a CPAR should be made beginning with the first anniversary that the contract's value reaches $1,000,000.
(S-94) Frequency of CPARs. As soon as it is anticipated that the threshold will be met or exceeded (e.g., modification), initiate the CPAR process by entering the required data into CPARS. The Assessing Official (AO) establishes CPAR-reporting frequency. A CPAR MUST be completed at least every 12 months. The CPAR should be completed no later than 120 calendar days after the end of the evaluation period. The contracting officer determines if a CPAR will be completed on the basic contract vehicle or on individual task orders and will notify the AO as appropriate. Once established, the frequency should remain consistent throughout the performance of the contract.
(i) Interim Report. An interim CPAR is required for new contracts meeting the thresholds identified in Table 1 of the DOD CPARS Policy Guide that have a period of performance greater than 365 calendar days. The first interim CPAR must reflect evaluation of at least the first 180 calendar days of performance under the contract, and may include up to the first 365 calendar days of performance. For contracts with a period of performance of less than 365 calendar days, see "Final Reports" below.
(ii) Annual Interim Reports. Interim CPARs are also required every 12 months throughout the entire period of performance of the contract up to the final report. An interim CPAR is also required:
(A) Upon a significant change within the agency, provided that a minimum of six months of performance has occurred, such as the following:
(1) Change in program or project management responsibility
(2) Transfer of contract, BPA, or BOA order to a different contracting activity
(B) An interim CPAR shall be started prior to transfer of Assessing Official Representative or Assessing Official duties from one individual to another if there is six or more months performance to go prior to the next CPAR to ensure continuity.
(C) An interim CPAR is limited to contractor performance occurring after the preceding CPAR. To improve efficiency in preparing the CPAR, it is recommended that the CPAR be completed together with other reviews (e.g., award fee determinations, major program events, program milestones and quality assurance surveillance records).
(iii) Final Report. A final CPAR will be completed upon contract completion or delivery of the final major end item on contract. Final Reports are to be prepared on all contracts meeting the thresholds established in Table 1 of the DOD CPARS Policy Guide with a period of performance of less than 365 calendar days. The final CPAR does not include cumulative information but is limited to the period of contractor performance occurring after the preceding CPAR. The CPAR Focal Point has the authority to approve extensions when special circumstances arise.
(iv) Addendum Report. An addendum report is optional and is prepared for a post physical contract completion (i.e., warranty administration; contract closeout problems, conversion of a Termination for Default (T for D) to a Termination for Convenience (T for C) of the Government, or other administrative requirements such as submitting final reports, final indirect cost proposals, technical data, etc.).
(S-95) The AO should consider the below factors in deciding frequency for assessments:
(i) Contract type
(ii) Period of performance
(iii) Deliverable vs. level of efforts
(iv) Milestones
(v) Risk associated with performance
(S-96) Upon completion of a CPAR, current performance assessment reports become past performance information used in source selections. A completed CPAR is automatically uploaded into PPIRS. Completion of CPARs improves the amount and quality of past performance information available to source selection teams.