Federal CPARS Guide 2025: Contractor Performance Assessment Reporting System

Quick Answer: What is CPARS?

CPARS (Contractor Performance Assessment Reporting System) is the federal government's system for documenting contractor performance. Agencies use CPARS ratings to evaluate past performance in future source selections. A strong CPARS record is essential for winning federal contracts — past performance typically counts for 20-30% of evaluation criteria.

5 Ratings

Exceptional to Unsatisfactory

60 Days

To Respond

3 Years

Retention Period

6 Areas

Evaluated

What is CPARS?

CPARS is the government-wide system for documenting contractor performance on federal contracts:

CPARS Overview

What Gets Evaluated

• Contracts over $150,000
• Construction contracts over $700,000
• A&E contracts over $35,000
• Task orders over thresholds

Who Uses It

• Contracting Officers
• Source Selection teams
• Contract Specialists
• Program/Project Managers

Why CPARS Matters

FAR 15.305 requires agencies to evaluate past performance. Your CPARS record is the primary source of this evaluation. Poor ratings can disqualify you from future awards, while excellent ratings give you a competitive advantage.

CPARS Rating System

CPARS uses a five-tier rating system across multiple evaluation areas:

Exceptional

Performance significantly exceeded requirements. Essentially no problems.

Very Good

Performance exceeded requirements. Minor problems easily corrected.

Satisfactory

Performance met requirements. Problems did not impact overall performance.

Marginal

Performance did not fully meet requirements. Problems impacted success.

Unsatisfactory

Performance failed to meet requirements. Serious problems identified.

Evaluation Areas

• Quality — Work product quality
• Schedule — Timeliness of performance
• Cost Control — Budget management

• Management — Business relations
• Small Business — Subcontracting goals
• Other — Safety, security, etc.

Evaluation Process

Assessing Official Prepares Report

The Contracting Officer's Representative (COR) or Assessing Official (AO) prepares the initial evaluation based on contract performance data.

Reviewing Official Reviews

A higher-level official reviews the assessment for accuracy, completeness, and fairness before release to the contractor.

Contractor Notified

You receive email notification that an evaluation is ready for review. You have 60 days to review and respond.

Contractor Response

You can concur, provide rebuttal comments, or request a meeting. Your comments become part of the permanent record.

Finalization

After your response period, the evaluation is finalized and entered into PPIRS (Past Performance Information Retrieval System).

Responding to CPARS Ratings

Always Respond

Even if you receive excellent ratings, submit a response. Thank the evaluator, highlight key accomplishments, and add context. Future evaluators will see your professionalism and commitment to the relationship.

For Positive Ratings

✓ Concur with the rating
✓ Express appreciation
✓ Highlight specific accomplishments
✓ Note innovations or cost savings
✓ Mention team members who excelled

For Negative Ratings

✓ Request a meeting first
✓ Gather supporting documentation
✓ Provide factual rebuttal
✓ Explain mitigating circumstances
✓ Describe corrective actions taken

Disputing an Unfair Rating

1. Request informal meeting — Meet with the evaluator to discuss concerns
2. Provide documentation — Submit evidence supporting your position
3. Escalate if needed — Request review by Reviewing Official or higher
4. Submit written rebuttal — Ensure your perspective is on record

Building Strong CPARS Performance

Proactive performance management leads to better ratings:

During Performance

• Document accomplishments continuously
• Communicate proactively with COR
• Address problems immediately
• Meet or beat all deadlines
• Track metrics the government cares about
• Provide regular status updates

Before Evaluation Period

• Prepare accomplishments summary
• Calculate cost savings achieved
• Document schedule performance
• Compile customer feedback
• List innovations implemented
• Share summary with evaluator

Avoid These Pitfalls

• Waiting until problems are crises to communicate
• Missing deadlines without prior notification
• Arguing with the COR or Contracting Officer
• Failing to document your good work
• Ignoring small business subcontracting goals

Using CPARS in Proposals

Your CPARS record is a key differentiator in competitive procurements:

How to Reference CPARS Performance

Cite Ratings Directly

“This contract received an Exceptional rating in Quality and Schedule performance in the most recent CPARS evaluation.”

Quote Evaluator Comments

Include positive quotes from CPARS narratives with attribution to demonstrate third-party validation.

Provide Context

Explain the relevance of past performance to the current opportunity, highlighting similar scope, complexity, and customer.

New Contractors Without CPARS

If you lack federal CPARS history, evaluators will consider similar work for other customers. Document state/local government contracts, commercial projects, and obtain reference letters. Agencies cannot penalize you for lack of history but they can consider lack of relevant experience.

Frequently Asked Questions

How long do CPARS ratings stay in the system?

CPARS ratings are retained for 6 years. Evaluations are typically completed annually and at contract completion. Your entire performance history within the retention period is available to source selection teams.

Can I see my CPARS record?

Yes. Register for a CPARS account at cpars.gov. You will have read access to all evaluations for your contracts. You can also view evaluations before responding during the 60-day comment period.

What if the agency never completed a CPARS evaluation?

Agencies are required to complete evaluations. If one was not completed, contact the Contracting Officer to request it. A missing positive evaluation hurts you on future proposals.

Can subcontractors receive CPARS ratings?

Generally no. CPARS evaluates prime contractors. However, as a subcontractor, you can request a letter of recommendation from the prime and ask the government customer if they would provide a reference.

Build Your Performance Record

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