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Acquisition Policy Flash! 14-02

What's New?

Contractor Performance Assessment Reporting System

Purpose:  The purpose of this guidance is to provide procedures for completing Contractor Performance Assessment Reporting System (CPARS) performance evaluations and achieving CPARS compliance metric goals.

Dated:  March 6, 2014

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

Effective Date:  Immediately

Background:  The Office of Federal Procurement Policy (OFPP) guidance at http://www.whitehouse.gov/sites/default/files/omb/procurement/memo/improving-the-collection-and-use-of-information-about-contractor-performance-and-integrity.pdf established minimum annual performance targets for agencies to work towards.  For VA, these goals, at a minimum, are as follows:  FY13 - 65%, FY14 - 80%, and FY15 - 100%.  In order to monitor and track the progress in achieving VA goals, monthly PPIRS Compliance Metric Report is provided to the Head of Contracting Activities (HCAs) to address outstanding actions

A CPARS working group was commissioned by the Senior Procurement Executive within the Department of Veterans Affairs to develop procedures in conjunction with the VA Procurement Policy memorandum (2013-003) - Reporting and Managing Contractor Past Performance Information.  Effective immediately, all VA organizations will implement the procedures listed below.

Action Required:  Effective immediately, contracting officers shall comply with the procedures outlined below:

VA shall approach the OFPP minimum annual performance targets in the following manner:

1.  Focal Points shall ensure that all new contract actions are registered and assigned to a Contracting Officer/Assessing Official within 30 days of the award date.  All CPARS performance evaluations will be kept current as they become due while continuing to address older outstanding actions.

1.1  Existing contract actions that have not been registered within 30 days shall be registered and assigned in accordance with the schedule below:

1.1.1  FY13 contract actions by March 31, 2014

1.1.2  FY12 contract actions by April 30, 2014

1.1.3  FY11 and prior contract actions by May 27, 2014

2.  Contracting Officers/Assessing Officials shall enter a CPAR evaluation for newly assigned contract actions within 120 calendar days after the end of the evaluation period.

2.1  Existing contract actions that have been assigned but not evaluated within the 120 days shall be registered and assigned in accordance with schedule below:

2.1.1  FY13 contract actions by April 30, 2014

2.1.2  FY12 contract actions by May 30, 2014

2.1.3  FY11 and prior contract actions by August 30, 2014

3.  Final reports that cannot be completed by the Contracting Officer/Assessing Official due to the conditions identified in the suggested statement below shall be given a satisfactory rating and an evaluation shall be completed.

“This Past Performance Assessment has been given a satisfactory rating for the performance period from ____ to_____.  The individual assigned to assess the contractor’s performance is no longer available and there is no one else available who has sufficient knowledge of the contractor’s performance for the period in question.  There is no documentation to support narratives, ratings, and there has not been any communications with the contractor regarding performance for the period in question.”

4.  The contract file shall include a Memorandum for Record (Attached) signed by the Reviewing Official of the Contracting Officer/Assessing Official citing that the above conditions applies.

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