Naval Sea Logistics Center Welcome to ACASS/CCASS/CPARS Focal Point Training ACASS/CCASS/CPARS Focal Point Training

Naval Sea Logistics Center AGENDA Policy Contract Registration Functions Overview Access Authorization Points of Contact Online Resources

Naval Sea Logistics Center CPARS Regulatory Requirements CPARS Regulatory Requirements FAR & : Agencies Shall Prepare an Evaluation of Contractor Performance and Submit to PPIRS FAR : Past Performance Shall be Evaluated in All Source Selections for Negotiated Competitive Acquisitions Federal Acquisition Regulation (FAR) CPARS Shall be Used to Prepare Contractor Performance Evaluations PPIRS Shall be Used as a Source of Past Performance Information in Source Selections Acquisition Regulation Supplements Navy: NMCARS & Air Force: AFFARS & , AF Past Performance Evaluation Guide Army: AFARS

Naval Sea Logistics Center ACASS/CCASS Requirements FAR & : Agencies Shall Prepare an Evaluation of Contractor Performance and Submit to PPIRS Collection of Contractor Past Performance Information FAR : Past Performance Shall be Evaluated in All Source Selections for Negotiated Competitive Acquisitions (Includes Construction) FAR : Past Performance Shall be Included as an Evaluation Factor for Two-Phase Design-Build Source Selections FAR : Agency Must Consider Offeror Past Performance in Selection of Firms for Architect-Engineer Contracts Source Selections and Offeror Past Performance Information

Naval Sea Logistics Center Gov’t Source Selection Officials Past Performance Process Overview Contractor Representative Gov’t Program Manager /Contracting Officer Contractor Senior Management PPIRS CPARS/ ACASS/ CCASS

Naval Sea Logistics Center Need for Improvement DoD Inspector General Audit D “Contractor Past Performance Information” February 29, 2008 –Eligible Contracts Not Being Registered in CPARS –Performance Reports Not Being Entered in CPARS in a Timely Manner –Narratives of Insufficient Detail to Show that Ratings are Credible and Justified Incomplete/Non-Existent/Untimely Performance Reports May Negatively Impact the Source Selection Process This class will help you avoid these pitfalls.

Naval Sea Logistics Center Primary Objectives Support Best Value Source Selection Decisions – Awards for Proven Performers (FAR 15) Awards for Proven Performers (FAR 15) Provide Up-To-Date Documentation of Contractor’s Ability to Meet Requirements (FAR 42) Ability to Meet Requirements (FAR 42) Motivate Improved Performance Facilitate Government - Contractor Communication Determine Prospective Contractor Responsibility (FAR 9)

Naval Sea Logistics Center Assessments/Evaluations Treated as Source Selection Information IAW FAR Pre-Decisional in Nature Protected Throughout Life Cycle Accessible By: –Government Personnel with Need to Know –Contractor who is Subject of Evaluation ACASS/CCASS Evaluations Retained for 6 Years in PPIRS After Completion by Reviewing Official CPARS Retained for 3 Years in PPIRS After Contract Completion

Naval Sea Logistics Center CPARS Reporting Thresholds CPARS Reporting Thresholds Business SectorDollar Threshold* Systems> $5,000,000 Ship Repair & Overhaul> $500,000 Services> $1,000,000 Health Care> $150,000 Operations Support> $5,000,000 Fuels> $150,000 Information Technology> $1,000,000 *Civil Agencies> $150,000 Government may choose to write a CPAR on contracts below the dollar thresholds

Naval Sea Logistics Center ACASS/CCASS Reporting Thresholds ACASS/CCASS Reporting Thresholds Construction > $650,000 All Terminations for Default Contract Dollar Threshold Architect-Engineer > $30,000 All Terminations for Default Gov ’ t may choose to write an evaluation on contracts below the dollar thresholds

Naval Sea Logistics Center Automated Workflow Contract Registration Enter Proposed Ratings Validate Proposed Ratings Review Contractor Comments Reviewing Official Comments Contractor Comments PPIRS

Naval Sea Logistics Center Assign User Access Determine Contracts Requiring Evaluations Registers Contracts Educate and Assist Users Provide Guidance to Contractors Government Only! Focal Point

Naval Sea Logistics Center Additional User Roles Contractor Rep (CR) – Provides Comments Required Assessing Official (AO) – Writes CPAR, Reviews Contractor Comments Required Contract Data Entry (CDE) – Registers Contract Optional Assessing Official Rep (AOR) – Assists AO in Drafting CPAR Optional Reviewing Official (RO) – Resolves Disputes CPARS -Required if Disagreement ACASS/CCASS – Always Required

Naval Sea Logistics Center User Access Matrix Determine Process Participants –Names – Addresses Minimum Required Roles –Assessing Official –Contractor Representative –Reviewing Official (If Contentious)* Optional Roles –Contract Data Entry (If Manual Registration) –Assessing Official Representative –Reviewing Official (If Not Contentious)* *Reviewing Official Mandatory in ACASS/CCASS Helpful Hint: Ask Contracting Office or Requiring Office to provide User Access Matrix.

Naval Sea Logistics Center Access for IDIQs, BPAs, & BOAs Giving access at the basic contract level allows the user to access the basic ONLY; they will not be able to access any orders. If a user needs to access orders under the basic, access needs to be given for each order individually. Important Note

Naval Sea Logistics Center Focal Point Assign Players Contract Number Role Player N C7000 Contract Data Entry Assessing Official Rep Assessing Official Contractor Rep Reviewing Official Phil Odendron Steve Jones Mary Givens Mark Smith Maria Lopez N C8000 Assessing Official Rep Assessing Official Contractor Rep Reviewing Official Steve Warner Mary Givens Maria Lopez Kelly Warner Eldon Roofer N C9000 Assessing Official Contractor Rep Reviewing Official Mary Givens Doreen Bunny Maria Lopez

Naval Sea Logistics Center Workflow Contract Registration Enter Proposed Ratings Validate Proposed Ratings Review Contractor Comments Reviewing Official Comments Contractor Comments Manual: Focal Point Contract Data Entry Assessing Official Assessing Official Rep Automated: Focal Point A. Focal Point Assigns Users B. Contract is registered

Naval Sea Logistics Center Requirements Focal Point Only Auto Register Within 30 Days of Contract Award Auto Register ONCE per Contract Must Complete APM Field Contract Registration (Automated)

Naval Sea Logistics Center Contracts Auto Registered With No Users Assigned Users Assigned to Contract Which Has Not Been Registered Weekly Notifications Helpful Hint: Auto register contracts and assign users concurrently. Contract Registration (Automated)

Naval Sea Logistics Center Requirements Register Within 30 Days of Contract Award Register ONCE per Contract Enter Basic Contract Information Must Complete Mandatory Fields Contract Registration (Manual) Note: Be sure to review local policy guidance regarding assignment of the Contract Registration function.

Naval Sea Logistics Center Logging In DoD Users –User ID Required –PKI Certificate Required (CAC Card) Contractor Users –User ID Required –PKI Certificate Encouraged Purchase from External Certificate Authority –Password Required if No PKI Certificate Non-DoD Users –User ID Required –Password Required

Naval Sea Logistics Center Logging In First Time Logging In? Forgot Password? Select Forgot Password. Enter the system User ID that was ed to you and your address. CPARS will generate a temporary password and send it to you via .

Naval Sea Logistics Center Contract Registration (Automated) 1.Select Auto Register Contracts 2.Enter Contract Office Code(s) or Full/Partial Contract #

Naval Sea Logistics Center Contract Registration (Automated) Select APM 2. Select Contract(s) 3. Click Register

Naval Sea Logistics Center Manual Registration 1.Enter Contract Number & Order Number (if applicable) 2.Select Register a Contract These steps are also used to update contract registration records.

Naval Sea Logistics Center Manual Registration 1.Enter CAGE, DUNS, or Company Name 2.Select Company by Clicking on DUNS

Naval Sea Logistics Center Manual Registration Company Information pulled in from Central Contractor Registration (CCR)

Naval Sea Logistics Center Manual Registration

Naval Sea Logistics Center Access Assignment Access Authorization –Create New User Access Enter or Select Contract(s) Select User Role Enter User Name –Enter New User Name & Address –Select Existing User Create User Access Matrix Automatic Notifies Users of Access Assignment –User ID –Use Forgot Password Function if New User (Non-PKI) –Synopsis of User Role Helpful Hint: If user(s) need access to multiple contracts, give access to all the contracts at the same time. Access must be granted in correct module!

Naval Sea Logistics Center Access Assignment

Naval Sea Logistics Center Access Assignment

Naval Sea Logistics Center Access Assignment

Naval Sea Logistics Center Modifying Access Access Authorization –Modify Existing User Access Modify by Contract –List of All Users with Access to Specific Contract –Change User’s Role for Specific Contract –Remove User From Contract –Delete User Modify by User –List of All User’s Contracts –Change User’s Role on Contract(s) –Remove User From Contract(s) –Delete User Remove Access Can No Longer Access Specific Contract; User Account Still Exists Delete User Can No Longer Access Any Contracts; User Account No Longer Exists

Naval Sea Logistics Center Modifying Access

Naval Sea Logistics Center Modifying Access

Naval Sea Logistics Center Modifying Access

Naval Sea Logistics Center Modifying Access

Naval Sea Logistics Center Modifying Access

Naval Sea Logistics Center Account Maintenance Access Authorization –Modify Existing User Access Modify by User Change User Profile –Name, Organization, Title – Address –Phone Numbers Reset Password (Non-PKI) –New Temporary Password Update User’s Signature Block Helpful Hint: Forgot Password Button is Preferred Way of Resetting Passwords

Naval Sea Logistics Center Access Transfers Access Authorization –Transfer User Access to Another User Transfer From User –Retain Account Following Transfer –Delete Account Following Transfer Transfer Contracts –Specific Contract –All Contracts Transfer To –New User –Existing User User will still access CPARS, but will use different contracts. Retain Account User will no longer access CPARS. Delete Account Helpful Hint: Access transfers are a quick way to reassign a large number of contracts when a user changes jobs or retires.

Naval Sea Logistics Center Access Transfers

Naval Sea Logistics Center Access Transfers Delete user if they no longer need CPARS access.

Naval Sea Logistics Center Alternate Focal Points Access Authorization –Assign Alternate Focal Point –Only Focal Point May Assign Alternates (i.e., Alternate Cannot Have Alternates) Assign Up To Three Alternates Enter User Name –New User –Existing User Alternate Focal Point –Assign –Delete –Reset Password (Non-PKI) Helpful Hint: If you have a lot of users and contracts to manage, you can have a full time alternate(s).

Naval Sea Logistics Center Alternate Focal Points

Naval Sea Logistics Center Alternate Focal Points

Naval Sea Logistics Center Keep Qualifiers / Parameters Simple Use Reports to Monitor Process –Evaluation Status –Contract Status Business Analysis Reports –Consolidated Report Completed Evals, SF330 II (ACASS), Contract Awards –Qualified Firm Search (ACASS) Reports New! 30 Day Registration Status Option

Naval Sea Logistics Center CPAR Status Report

Naval Sea Logistics Center CPAR or Evaluation Status Report Download into Spreadsheet Add notes View access list View actions taken

Naval Sea Logistics Center Contract Status Report

Naval Sea Logistics Center Automatic Notices Each Step of Workflow System Reminders –Evaluation Due (Assessing Official, Assessing Official Rep, Alt./Focal Point) 30 Days Prior –Helps Ensure Reports Completed On Time –Evaluation Overdue (Assessing Official, Alt./Focal Point, Reviewing Official (if finalized)) –Contractor Comments Due (Assessing Official, Contractor) –Contractor Comments Overdue/Review Period Expired (Assessing Official) –Evaluation Complete (Contractor) –Access Assignment (All Roles)

Naval Sea Logistics Center Command Point of Contact - Operational Requirements Committee (ORC) Senior Command Official - Higher Level for Monitoring Contractor Corporate Senior Management Representative - CEO, President, CFO Access Granted by DUNS Number Additional Roles

Naval Sea Logistics Center Forwarding Suggestions or Concerns “Feedback” in ACASS/CCASS or CPARS Contact Contact Contact Ed Marceau, CPARS PM Contact your ORC Representative All suggestions will be considered!

Naval Sea Logistics Center ACASS/CCASS Help Desk USACE Contractor Appraisal Information Center (CAIC), Portland, OR –Overall Customer Support, Systems Policies and Password Resets –Mon-Fri PST –Tel Naval Sea Logistics Center Portsmouth, NH –Connectivity, Technical Issues/Concerns – Mon-Fri EST –Tel

Naval Sea Logistics Center CPARS Help Desk Help Desk (Mon-Fri 7:00am- 6:00pm EST) DSN: Commercial: CPARS Web Site: ( –Feedback –FAQ –Policy Guides –Quality Checklist –User Manual –Training Information

Naval Sea Logistics Center Next Steps Evaluate All Eligible Contracts and Orders Complete Evaluations in a Timely Manner Improve Detail and Quality of Narratives –Ratings Credible and Justified

Naval Sea Logistics Center THANK YOU