CPARS Guide: Understanding Past Performance Evaluations in Government Contracting
Complete guide to the Contractor Performance Assessment Reporting System (CPARS). Learn how past performance evaluations work, rating criteria, how to respond to evaluations, and strategies for maintaining excellent ratings.
Quick Answer
CPARS (Contractor Performance Assessment Reporting System) is the federal government's official system for evaluating contractor performance on government contracts. Ratings range from Exceptional to Unsatisfactory and directly impact your ability to win future contracts. Past performance typically accounts for 20-30% of proposal evaluation criteria.
What is CPARS?
The Contractor Performance Assessment Reporting System (CPARS) is the government-wide system for collecting, managing, and reporting contractor performance information. It serves as the official record of how well contractors perform on federal contracts.
CPARS evaluations are stored in the Past Performance Information Retrieval System (PPIRS), which contracting officers access when evaluating proposals for new contracts. Your CPARS history essentially becomes your federal contracting resume.
CPARS Components
- CPAR: Contractor Performance Assessment Report - the individual evaluation
- PPIRS: Past Performance Information Retrieval System - database where reports are stored
- FAPIIS: Federal Awardee Performance and Integrity Information System - includes integrity data
- AOR: Assessing Official Representative - person who writes the evaluation
- ACO/PCO: Reviewing Official who finalizes the evaluation
Why Past Performance Matters
Past performance is one of the most critical evaluation factors in federal contracting. The FAR requires agencies to consider past performance when awarding contracts over $250,000.
Impact on Proposals
- • Typically 20-30% of evaluation criteria
- • Can be rated more important than price
- • "Exceptional" ratings create competitive advantage
- • Poor ratings can disqualify your proposal
- • Neutral ratings for no history (not penalized)
Long-Term Effects
- • Records retained for 3 years after completion
- • Visible to all federal agencies via PPIRS
- • Subcontractor performance also tracked
- • Affects task order competitions on IDIQs
- • Influences option year decisions
Critical Warning
A single "Unsatisfactory" rating can severely damage your ability to win contracts for years. Even "Marginal" ratings require explanation and can count against you in competitive procurements.
Rating Categories & Criteria
CPARS uses a five-level adjectival rating scale and evaluates performance across six areas.
Performance Ratings
Exceptional
★★★★★Performance significantly exceeds contractual requirements. Contractor's efforts are proactive, innovative, and of the highest quality.
Very Good
★★★★Performance exceeds some contractual requirements. No significant weaknesses, and any minor issues were promptly resolved.
Satisfactory
★★★Performance meets contractual requirements. Issues were resolved without any impact on contract performance.
Marginal
★★Performance does not meet some contractual requirements. Significant government intervention required to resolve issues.
Unsatisfactory
★Performance fails to meet contractual requirements. Corrective actions were ineffective or not implemented.
Evaluation Areas
Technical Quality
Quality of products/services, compliance with specs, innovation, problem-solving
Schedule
Meeting delivery dates, milestones, proactive schedule management
Cost Control
For cost-type contracts: budget management, cost reporting accuracy
Management
Business relations, key personnel, subcontractor management
Small Business
Meeting subcontracting goals, good faith efforts, reporting
Regulatory Compliance
Safety, environmental, labor laws, security requirements
The Evaluation Process
CPARS evaluations are typically completed annually for contracts over one year and at contract completion.
CPARS Timeline
AOR Drafts Evaluation
The Assessing Official Representative (usually COR/COTR) writes the initial evaluation based on contract documentation
Reviewing Official Reviews
The ACO or PCO reviews and may modify the evaluation before sending to contractor
Contractor Receives Notice
You receive email notification that an evaluation is ready for review in CPARS
14-Day Response Window
You have 14 calendar days to review and submit written comments if desired
Final Review
Reviewing Official considers your comments and finalizes the evaluation
Report Finalized
Evaluation is closed and transferred to PPIRS for retrieval by other agencies
Responding to Evaluations
Your response becomes part of the permanent record and is visible to future evaluators. Respond strategically.
Always Respond
- • Acknowledge good ratings professionally
- • Add context to exceptional achievements
- • Clarify any misunderstandings
- • Document lessons learned
- • Thank the government team
When Disputing
- • Be factual, not emotional
- • Cite specific documentation
- • Reference contract requirements
- • Provide context for issues
- • Explain corrective actions taken
Response Best Practices
Improving Your Ratings
Proactive Communication
Regular status updates, early issue notification, clear documentation of all interactions
Exceed Expectations
Deliver early when possible, add value beyond requirements, suggest process improvements
Build Relationships
Maintain professional relationships with COR, CO, and program staff throughout contract
Document Everything
Keep records of all successes, customer praise, and resolved issues for reference
Meet All Deadlines
Deliver on time every time; if delays are unavoidable, communicate early with solutions
Quality Management
Implement robust QA/QC processes; catch issues before the government does
Pro Tip: Pre-Evaluation Discussions
Request informal performance discussions with your COR/COTR before formal evaluations. This gives you opportunity to address concerns and ensures the evaluator remembers your successes.
Accessing Your Records
How to Access CPARS
Register in CPARS
Go to cpars.gov and create an account using your company's UEI/CAGE code
Designate a POC
Assign a Contractor Representative who will receive evaluation notifications
Monitor Regularly
Check the system periodically for new evaluations—don't rely solely on email notifications
Your CPARS Record Includes
- • All interim and final evaluations
- • Your written responses
- • Narrative descriptions of performance
- • Ratings in each evaluation area
Who Can See Your Records
- • Contracting officers evaluating proposals
- • Source selection boards
- • Award decision authorities
- • GAO (during protests)
Frequently Asked Questions
What if I don't have any CPARS history?
Agencies cannot rate you negatively for lack of past performance. Your proposal will be rated "neutral" or "unknown confidence" for past performance, which is neither positive nor negative.
Can I appeal a CPARS evaluation?
There is no formal appeal process, but you can request reconsideration from the Reviewing Official. If unsuccessful, you can escalate to the agency head. Your written response becomes part of the permanent record.
Do subcontractor evaluations count?
Subcontractors can be evaluated through CPARS, though it's less common. Prime contractors can also cite subcontractor past performance in proposals if relevant to the work being proposed.
How long do evaluations stay on record?
CPARS evaluations are retained in PPIRS for 3 years after the contract completion date. After that, they are archived but may still be accessible for certain purposes.
Can I use commercial or state/local past performance?
Yes, you can cite relevant past performance from non-federal contracts in your proposals. However, these won't appear in CPARS/PPIRS—you'll need to provide references and documentation directly.
Build Your Track Record with BidFinds
Finding the right contracts is the first step to building excellent past performance. BidFinds helps you discover opportunities matched to your capabilities across all 50 states.
Ready to Find Your Next Contract?
Get instant access to thousands of government construction bids with our AI-powered platform.
Get Started