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

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

Introduction Presented by Ray Suennen Governmental Contracts Compliance Coordinator Integrys Energy Services, Inc RFSuennen@integrysenergy.com

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 clausesApplies 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 clausesApplies 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 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

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

Contractor Performance Assessment Reporting Syst. 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 Performance Assessment Reporting Syst. CPARS – Evaluation Process 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 Performance Assessment Reporting Syst. CPARS – Evaluation Process Contractor – needs to review data & identify - Contract data errors (dates) - Incorrect answers to questions (last subcontracting plan submitted) - Ratings - Comments - Recommendation

Contractor Performance Assessment Reporting Syst. CPARS – Evaluation Process 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 Performance Assessment Reporting Syst. CPARS – Evaluation Process 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 Performance Assessment Reporting Syst. CPARS – Evaluation Process 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

Contractor Performance Assessment Reporting Syst. CPARS – Evaluation Process 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

Contractor Performance Assessment Reporting Syst. CPARS – Evaluation Process Government’s review If Contractor selects – “I concur with this assessment”, No review will occur since Contractor has agreed to Contracting Officer’s assessment (ratings and comments) The assessment will be closed

Contractor Performance Assessment Reporting Syst. CPARS – Evaluation Process 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

Contractor Performance Assessment Reporting Syst. 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

Contractor Performance Assessment Reporting Syst. CPARS – Frequency Navy Assessment Criteria - Generally, no more than 2 a year - End of base contract - End of contract extension(s) - Final

Contractor Performance Assessment Reporting Syst. CPARS – Ratings - Exceptional - Very Good - Satisfactory - Marginal - Unsatisfactory Color coding system is no longer used

Contractor Performance Assessment Reporting Syst. 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)

Contractor Performance Assessment Reporting Syst. 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

Contractor Performance Assessment Reporting Syst. 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

Contractor Performance Assessment Reporting Syst. CPARS – Comments Contractor’s comments: CPARS states only “At the option of the contractor”

Contractor Performance Assessment Reporting Syst. 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 Performance Assessment Reporting Syst. CPARS – Contractor Contacts 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

Contractor Performance Assessment Reporting Syst. CPARS – Contractor Contacts Corporate Senior Management Representative - Must submit written request - Has access to evaluations for all contracts

Contractor Performance Assessment Reporting Syst. 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

Contractor Performance Assessment Reporting Syst. 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

Contractor Performance Assessment Reporting Syst. CPARS – Help & Website Customer Service Desk webptsmh@navy.mil 207-438-1690 CPARS system website https://www.cpars.gov/ as of 6/28/2011

Contractor Performance Assessment Reporting Syst. CPARS – Data Review Past Performance Information Retrieval System - PPIRS System website http://www.ppirs.gov/

Contractor Performance Assessment Reporting Syst. 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)

Contractor Performance Assessment Reporting Syst. PPIRS – Public Access Websites (but data is limited) – https://fapiis.ppirs.gov/fapiis/govt/fapiis pubaccessmain.jsp https://www.fapiis.gov/fapiis/index.jsp

Contractor Performance Assessment Reporting Syst. 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

Summary Comments?

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