AFARS PART 5142

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AFARS -- Part 5142

Contract Administration


5142.1-90 -- Follow-Up on Contract Audit Reports.

5142.1-90-1 -- Responsibilities.

5142.1-90-2 -- Tracking of Contract Audit Report Recommendations.

5142.490-3 -- Reporting.

The Status Report on Specified Contract Audit Reports (RCS DD-IG(SA)1580), as required by DoDD 7640.2, shall be submitted by each contracting or contract administration office to reach the addressee at 1.290(b)(6), Attn: CAF, not later than 15 April and 15 October of each year. Use the Army Contract Audit Follow-up Automated Program for the status report. Obtain the Program and instructions from the addressee at 511.290(b)(5). Negative reports are required.

5142.490-4 -- Overage Audit Review Boards.

Subpart 5142.15 -- Contractor Performance Information

5142.1502-90 Policy

(a) A Performance Assessment Report (PAR) shall be prepared for those contracts, as well as Level 1 and 2 subcontracts where performance can be clearly measured, and is expected to exceed the following thresholds:

Business Sector

Threshold

    Assessing Official

 

Systems

$ 5,000,000.

    PM

 

Operations Support

$ 5,000,000.

    Contracting Officer

 

Services

$ 1,000,000

    Contracting Officer or PM*

 

Information Technology

$ 1,000,000.

    Contracting Officer

 

Construction

$ 500,000

    IAW FAR/DFARS/AFARS Parts 36/236/5136

 

Architect-Engineering

$ 25,000

    IAW FAR/DFARS/AFARS Parts 36/236/5136

* The PM (Program/Project/Product Manager) is the assessing official for those service contracts providing technical or management support to the program office.

(b) Except as provided in 5142.1502-90(j) below, performance reports may be prepared in, and shall be entered and maintained in, the Army Past Performance Information Management System (PPIMS) (See 5142.1503-90(f)).

(c) A PAR shall be prepared upon physical completion of the contract. When the contract period of performance will not exceed 18 months, prepare a single "final" assessment report. If the period of performance will exceed 18 months, prepare an "interim" assessment report at the completion of 12 months performance and annually thereafter until the contract is physically complete. For contracts awarded prior to the effective date of this policy, annual reports shall be prepared twelve (12) months from February 1, 1998, or such earlier date as deemed appropriate by the assessing official.

(d) An out-of-cycle or "addendum" report may be prepared if there is a need to record an extraordinary event prior to the next regularly scheduled evaluation or if it is necessary to report a meaningful occurrence during the period between physical completion of the contract and contract closeout. Additionally, addendum reports may be prepared to record contractor's performance relative to contract close-out and other administrative requirements (e.g. final indirect cost proposals, technical data, etc.)

(e) For indefinite delivery type contracts (except JOC, see AFARS 5117.9005(d) and (j)(2) below), PARs are required when the total estimated contract value exceeds the thresholds for the appropriate business sector and in accordance with the following:

(f) PARs are required for "joint venture" contracts. The report shall be prepared for the joint venture, not for each participating contractor. However, each contractor will be specifically identified in the performance report. Where specific responsibilities of each contractor is known (e.g., systems integration, software development, propulsion systems, etc.), also include this information.

(g) Rating System: Use the following rating system to assess contractor performance for all PPI elements:

(h) The rating assigned to an element/sub-element must be supported by narrative rationale. Narratives are required for all ratings, and must clearly convey to the contractor, as well as to a Government source selection official who is not familiar with the instant contract, why the rating was assigned. This is especially important for any rating above or below "satisfactory." Narratives should be supported by quantifiable or verifiable documentation. While larger or more complex efforts warrant greater detail, the guideline for any narrative is "clear and concise."

(i) Exceptions:

5142.1503-90 Procedures

(a) Preparing Assessments: Assessing officials are responsible for the accurate assessment and timely reporting of contractor performance. The assessment is accomplished by the acquisition team as an on-going process throughout the contract period of performance. The acquisition team is normally comprised of the program and contracting offices, the customer, and cognizant technical, requirements, contract management and contract audit offices. PARs should reflect the team's surveillance and documentation of contractor performance throughout each rating period. The PM shall assess contractor performance on Systems contracts as well as service contracts providing technical or management support to the PM office. The contracting officer shall assess contractor performance on all other contracts. The PAR shall include only that information relevant to source selection. This includes ratings and a clear and concise rationale for that rating.

(b) Contractor Review: In order to provide contractors the opportunity to improve performance, reports should be completed and provided to the contractor for review within 60 days after the end of the rating period. A hard copy of the report will be furnished to the contractor with a cover letter signed by the assessing official requesting contractor comments within 30 calendar days of receipt, and advising the contractor that failure to respond within the designated timeframe will be taken as agreement with the assessment. Alternatively, the PAR may be furnished electronically to the contractor if the contractor concurs in use of the electronic transmission. Evidence of date of receipt by the contractor is required. The assessing official may grant an extension to this 30-day review period.

(c) Contractor Concurrence: Where a contractor concurs with, or takes no exception to a performance report, such report shall be considered final and releasable for use in source selection and other deliberative purposes.

(d) Contractor Rebuttal: Where a contractor takes exception to a performance report, the cognizant assessing official shall review the contractor's rebuttal or comments and, as warranted, make appropriate changes. When changes are made by the assessing official, the narrative shall be modified to reflect the changed rating. The assessing official shall make all reasonable efforts to reconcile the report and the contractor's comments. However, it is not necessary they reach agreement on the report where such is clearly impracticable. The contractor's rebuttal or comments shall be made part of the PAR. The assessing official shall forward the report, to include the contractors rebuttal and documentation supporting the assessor's position, to the designated reviewing official for agency decision. The reviewing official shall document the PAR to include decision rationale. The decision of the reviewing official is final. The reviewing official will be as follows:

(1) For PEO managed systems - the PEO or designee at a level above the assessing official;

(2) For non-PEO managed systems and all other contracts - a level above the assessing official, and at a minimum, the Chief of the Contracting Office.

(e) Once a final decision is made, provide a copy of the final report to the contractor. Concurrently, the final report, along with the contractor comments or rebuttal, are releasable for use in source selection and other deliberative purposes.

(f) System Administration: The Past Performance Information Management System (PPIMS) is the Army's central repository for past performance information except as noted in 5142.1502-90(k). PPIMS is a web-based automated information system, which provides an on-line, real-time, capability to both prepare PARs and obtain past performance information. It may be accessed through the Army Acquisition Website at: http://acqnet.saalt.army.mil or directly at: https://apps.rdaisa.saalt.army.mil/ppims/prod/ppimshp.htm

(g) Pending implementation of an automated contractor access module, contractors may obtain copies of all their completed performance reports on file within PPIMS by forwarding their request, on corporate letterhead and signed by a senior corporate official, to the OASA(ALT), ATTN: SAAL-PA, 5109 LEESBURG PIKE, SUITE 302, FALLS CHURCH, VA 22041-3201.

(h) SAAL-PA will purge PARs from PPIMS three years after the date of the final report. Purged reports will be archived for an indefinite period for use in trend analyses.

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