CPARS Past Performance: Complete Guide to Government Contractor Evaluations
Learn how CPARS works, how to prepare for evaluations, respond to ratings, and use past performance to win more government contracts. Essential guide for federal contractors.
Quick Overview: CPARS & Past Performance
The Contractor Performance Assessment Reporting System (CPARS) is the government's official database for contractor performance evaluations. Your CPARS ratings directly impact your ability to win future contracts—past performance is a critical evaluation factor in most federal procurements.
What is CPARS?
CPARS is the web-based system where federal agencies document contractor performance on contracts and orders. Evaluations are stored in the Past Performance Information Retrieval System (PPIRS), which source selection officials access when evaluating proposals.
When Evaluations Occur
- •Annually
For contracts exceeding one year
- •At Contract Completion
Final evaluation when work is done
- •Upon Termination
If contract is terminated early
- •At Option Exercise
Before exercising contract options
Contract Value Thresholds
- ✓$150,000+
CPARS required for contracts/orders
- ✓Construction: $700,000+
Higher threshold for construction
- ✓A&E: $35,000+
Lower threshold for architect-engineer
- ○Below Thresholds
Optional but may be done
CPARS Rating Elements
Contractors are evaluated on multiple elements. Each element receives a rating from Exceptional to Unsatisfactory.
Evaluation Elements
| Element | What's Evaluated |
|---|---|
| Quality | Did the work meet contract requirements? Were deliverables accurate and complete? |
| Schedule | Were deadlines met? Was work completed on time? |
| Cost Control | For cost-type contracts: Were costs reasonable and controlled? |
| Management | Effectiveness of management, responsiveness, communication |
| Small Business | Compliance with small business subcontracting plan |
| Regulatory | Compliance with contract terms, laws, regulations |
Rating Scale
The CPARS Evaluation Process
Understanding the evaluation workflow helps you prepare and respond effectively.
Process Timeline
Assessing Official Prepares Evaluation
The Contracting Officer Representative (COR) or designated official drafts the evaluation based on contract performance.
Reviewing Official Reviews
The Contracting Officer reviews and approves the evaluation before sending to the contractor.
Contractor Receives Notification
You receive email notification with link to view the evaluation in CPARS. You have 30 days to respond.
Contractor Response (Optional)
You may concur, non-concur, or provide comments. Your response becomes part of the permanent record.
Evaluation Finalized
After your response (or 30 days), the evaluation is finalized and posted to PPIRS where it's visible to source selection officials.
Responding to CPARS Evaluations
Your response is your opportunity to provide context, clarify misunderstandings, or dispute inaccurate ratings. Even positive evaluations deserve a response.
For Positive Evaluations
- ✓Thank the government for the recognition
- ✓Highlight specific achievements not mentioned
- ✓Note innovations or efficiencies implemented
- ✓Reference metrics and data that support ratings
For Negative Evaluations
- !Remain professional—no emotional responses
- !Provide facts and documentation to dispute claims
- !Explain mitigating circumstances if applicable
- !Describe corrective actions taken
- !Request meeting with Contracting Officer if needed
Critical: Don't Let the Deadline Pass
If you don't respond within 30 days, your opportunity to provide your perspective is lost. The evaluation will be finalized as-is. Set calendar reminders when you receive CPARS notifications.
Using Past Performance in Proposals
Past performance is evaluated in most federal procurements. Here's how to leverage your record effectively:
Past Performance Strategies
Select Relevant References
Choose past contracts that are similar in size, scope, and complexity to the opportunity you're pursuing. Relevance matters more than recency.
Include CPARS Information
Reference your CPARS contract numbers so evaluators can easily verify your ratings. Highlight exceptional ratings in your narrative.
Address Any Negatives
If you have any less-than-satisfactory ratings, address them proactively. Explain what happened and what corrective actions you took.
Notify Your References
Contact past performance references before submitting proposals. Remind them of your work and ask if they're willing to provide a positive reference.
What If You Have No Past Performance?
New contractors without CPARS records aren't automatically disqualified.
- →FAR requires evaluators to treat "neutral" past performance as acceptable
- →Include relevant commercial/private sector experience
- →Highlight key personnel's relevant experience
- →Consider subcontracting or teaming to build record
Building a Strong Past Performance Record
Proactive performance management leads to better CPARS ratings.
During Contract Performance
- 1.Document everything—keep records of deliverables, communications, and resolutions
- 2.Communicate proactively with the COR and Contracting Officer
- 3.Address issues immediately—don't let problems fester
- 4.Exceed requirements when possible—go above and beyond
- 5.Request interim evaluations to identify issues early
Before Evaluation Period
- 1.Prepare a summary of achievements for the COR
- 2.Compile metrics and data demonstrating performance
- 3.Highlight innovations and cost savings
- 4.Schedule meeting to discuss performance
- 5.Address any concerns before evaluation is drafted
Common CPARS Mistakes to Avoid
1. Ignoring CPARS Notifications
Failing to respond within 30 days means losing your chance to provide context. Monitor your email and CPARS access regularly.
2. Emotional Responses to Negative Ratings
Angry or defensive responses look unprofessional and stay in the record permanently. Be factual, professional, and solution-oriented.
3. Not Keeping Documentation
Without records, you can't dispute inaccurate ratings. Maintain detailed project documentation throughout contract performance.
4. Waiting Until Evaluation to Address Issues
By the time you see the evaluation, it's too late to fix problems. Communicate with the government throughout performance.
5. Not Using CPARS Access
Register for CPARS access and regularly check your records. Don't be surprised by evaluations you didn't know existed.
Frequently Asked Questions
How long do CPARS evaluations stay in the system?
Evaluations remain in PPIRS for three years after the evaluation completion date. After that, they're archived but may still be accessible for some purposes.
Can I get a negative evaluation removed or changed?
Evaluations generally cannot be removed. However, if there are factual errors, you can work with the Contracting Officer to have corrections made. Your response becomes part of the permanent record and provides your perspective.
Do subcontractors get CPARS evaluations?
Generally, only prime contractors receive CPARS evaluations. However, some agencies may evaluate first-tier subcontractors on larger contracts. Subcontractors should request letters of recommendation from primes.
How do I access my CPARS records?
Register for a CPARS account at cpars.gov. You'll need your SAM.gov registration information. Once registered, you can view all evaluations for your company and receive notifications when new evaluations are posted.
What if the government doesn't complete an evaluation?
You can request that the government complete an evaluation, especially if performance was strong. Contact the Contracting Officer and cite the requirement for CPARS evaluations on contracts above the threshold.
Build Your Past Performance Record
Win more contracts to build more past performance. BidFinds helps you find the right opportunities matched to your capabilities and experience level.
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