Office of Acquisition and Logistics (OAL)

Acquisition Policy Flash! 13-27

PPM 2013-03, Reporting and Managing Contractor Past Performance Information

Purpose:  To inform the VA Acquisition Workforce of policy outlined in Procurement Policy Memorandum (PPM) 2013-03, “Reporting and Managing Contractor Past Performance Information.”  The attached PPM establishes Contractor Past Performance Information (PPI) policies and procedures for the Department of Veterans Affairs (VA) as required by Federal Acquisition Regulation (FAR) subpart 42.15.  Additionally, the Government-wide Contractor Performance Assessment Reporting System (CPARS) Guide shall be utilized in conjunction with FAR subpart 42.15.  Information Letter (IL) 001AL-10-03, Reporting and Managing Contractor Past Performance Information, dated February 22, 2010 is hereby rescinded.

Dated:  August 12, 2013

Federal Acquisition Regulation (FAR) Section Impacted:  FAR subpart 42.15, Contractor Performance Information

Effective Date:  Immediately

Background:  FAR Subpart 42.15 requires that contractor performance information be collected.  FAR Subpart 15.304 requires the evaluation of past performance in certain source selections.  Source selection officials rely on clear and timely evaluations of contractor performance to make informed business decisions when awarding government contracts and orders.  This information is critical to ensuring that the Federal government only does business with companies that provide quality products and services in support of the agency’s mission.  In July 2009, the Office of Federal Procurement Policy (OFPP) issued a memorandum on Improving the Use of Contractor Performance Information to reinforce the need to collect, report on and use the past performance information.  The Administrator of OFPP identified the CPARS as the Federal Government-wide system for collection of contractor performance information.  As of October 1, 2010, those agencies using the former National Institutes of Health Contractor Performance System (CPS) have transitioned to CPARS.

In OFPP’s January 21, 2011 memorandum, Improving Contractor Past Performance Assessments:  Summary of the Office of Federal Procurement Policy’s Review, and Strategies for Improvement, Reference (d), the Administrator confirmed the requirement to use CPARS and also offered additional steps and strategies for improving the collection and reporting of quality past performance information into CPARS.

Most recently, OMB released the memorandum, Improving the Collection and Use of Information about Contractor Performance and Integrity, dated March 6, 2013.  The purpose of this memorandum was to establish a baseline for reporting compliance, set aggressive performance targets that can be used to monitor and measure reporting compliance, and ensure the workforce is trained to properly report and use this information.  Additionally, this memorandum establishes a 100% Annual Reporting Performance Target for Fiscal Year (FY) 2015 for past performance reporting compliance on contracts over the Simplified Acquisition Threshold (SAT).  The VA must be 100% compliant with CPARS requirements IAW the FAR and this memorandum by 2015.

Action Required:  Effective immediately, contracting officers shall comply with the policy and procedures outlined in VA PPM 2013-03.

Additional Information:  Questions and concerns should be addressed to the Office of Acquisition and Logistics (003A), Procurement, Policy and Warrant Management Service (003A2A) at (202) 632-5288 or email:  va.procurement.policy@va.gov.

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