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 are 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 http://www.cpars.csd.disa.mil/cparsmain.htm

(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)  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.

(S-95)  Frequency of CPARs. The Assessing Official (AO) establishes CPAR-reporting frequency. A CPAR MUST be completed at least every 12 months. 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. Types of CPARs are:

(i)  Initial Report. An initial report is required if the Period of Performance (PoP) exceeds 365 days. An initial report is not required if the PoP is less than 365 days. However, a final CPAR should be written. The initial report should assess no more than 12 months of actual performance. The assessment period may begin after the contract award date due to protests or other delayed starts.

(ii)  Intermediate Reports. Intermediate reports are required every 12 months. It is recommended that the intermediate reports be completed with other reviews which may include options, award fee determinations, or program milestones. An intermediate report is required upon the transfer of program management responsibility outside of the original buying activity. An intermediate report is not cumulative. It assesses only the performance occurring after the last assessment period.

(iii)  Out of Cycle Report. An out of cycle report is optional and is written only if there is a significant change in performance. It addresses those areas that have changed. There should not be more than 2 out of cycle reports completed per year.

(iv)  Final Report. A final report is required at contract completion or contract termination. For contracts less than one year, the final CPAR is the only record. For contracts with performance periods exceeding one year, the final CPAR addresses only the last performance period, and may not be used to "roll up" a contractor's performance under the entire contract.

(v)  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-96)  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-97)  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.