When the government evaluates how a contractor performed on a contract, that evaluation is usually recorded in the Contractor Performance Assessment Reporting System, known as CPARS. Source selection officials across government can use those records when evaluating past performance in future competitions. For contractors, CPARS is one of the most important records you will never see on your own website.
How CPARS works
Agencies are generally required to prepare performance evaluations for contracts and orders above certain dollar thresholds, both at intervals during performance and at completion. The thresholds and frequency are set by regulation and agency policy, so check the current FAR requirements on acquisition.gov.
An evaluation typically rates several areas, which may include quality, schedule, cost control, management, small business subcontracting and regulatory compliance, depending on the contract. Each area receives a rating and a written narrative. Ratings are generally on a scale from exceptional to unsatisfactory, with narratives expected to support the rating given.
Your chance to respond
When an evaluation is completed, the contractor is notified and given a limited window to review it and submit comments. If you disagree with an assessment, you can provide comments and request a meeting. The regulations provide for review at a level above the contracting officer when there is disagreement. Once the evaluation is finalized, your comments become part of the record that future evaluators may see.
Because the response window is short, make sure the CPARS notifications go to someone who will act on them quickly, and that your contacts in the system are current.
How to respond well
- Read carefully before reacting. Separate factual errors from differences of opinion.
- Stay factual and professional. Future source selection officials may read your comments. A calm, specific response is more persuasive than an emotional one.
- Use evidence. Point to deliverables, correspondence or metrics that support your position.
- Acknowledge real issues. If something went wrong, explain the corrective actions you took. That can show responsibility and improvement.
- Thank the government for positive comments and add context that reinforces strengths.
If an evaluation seems seriously inaccurate or unfair and could affect future business, consider consulting a government contracts attorney about your options.
Building good CPARS before evaluation time
The best way to get a fair evaluation is to manage performance and communication throughout the contract. Hold regular check-ins with your contracting officer’s representative, document accomplishments and resolve problems quickly. Some contractors share a short summary of accomplishments with the government before an evaluation period ends, which can help the evaluator write a complete narrative.
Subcontractors generally do not receive their own CPARS evaluations for work under someone else’s prime contract. If you are a subcontractor, ask your prime for references or written feedback you can use to document your performance.
Treat CPARS as part of your company’s reputation. Strong, documented performance today makes every future proposal more competitive.