Past Performance Documentation Guide: How to Document and Present Contract History

Quick Answer: What is Past Performance in Government Contracting?

Past performance is your documented track record of completing contracts successfully. Government evaluators assess your history of delivering quality work on time and within budget to predict how you will perform on new contracts. Strong past performance is often a critical evaluation factor that can make or break your proposal.

CPARS

Official Ratings

3-5 Years

Typical Lookback

Relevance

Key Factor

References

Direct Contact

Why Past Performance Matters

Past performance is one of the most important evaluation factors in government contracting. Federal Acquisition Regulation (FAR) Part 15 requires agencies to evaluate past performance as a predictor of future success. The principle is simple: contractors who have performed well in the past are likely to perform well in the future.

In many best-value procurements, past performance carries equal or greater weight than price. A contractor with excellent past performance may win even with a higher price if evaluators believe they present lower risk.

How Past Performance is Used

→Predicting likelihood of successful contract performance
→Assessing risk associated with contractor selection
→Comparing offerors in competitive procurements
→Determining responsibility of contractor
→Evaluating confidence in technical approach

What Counts as Past Performance?

Past performance encompasses various types of contract work, not just federal contracts. Understanding what experiences can be cited helps you build the strongest possible case.

Acceptable Past Performance

✓Federal government prime contracts
✓Federal subcontracts
✓State and local government contracts
✓Commercial contracts (where relevant)
✓GSA Schedule orders
✓Other government agency work

Relevance Factors

→Similar scope and complexity
→Comparable dollar value
→Same or related services/products
→Recent performance (within 3-5 years)
→Similar customer environment
→Comparable technical requirements

CPARS Explained

The Contractor Performance Assessment Reporting System (CPARS) is the government's official database for documenting contractor performance. Evaluators routinely check CPARS when assessing past performance.

CPARS Rating Categories

Exceptional

Performance exceeded contract requirements

Very Good

Performance met and occasionally exceeded requirements

Satisfactory

Performance met contract requirements

Marginal

Performance did not fully meet some requirements

Unsatisfactory

Performance did not meet contract requirements

Managing Your CPARS

✓Review and respond to all CPARS evaluations
✓Provide contractor comments for context
✓Request review of unfair ratings
✓Keep copies of all evaluations
✓Address issues promptly during performance

Documenting Your Performance

Proactive documentation throughout contract performance makes proposal preparation much easier and ensures you have the information needed to demonstrate success.

What to Document

1.Contract Details: Number, value, period, agency, type
2.Scope: Services/products provided, technical requirements
3.Achievements: Accomplishments, metrics, cost savings
4.Challenges Overcome: Problems solved, innovations
5.Customer Feedback: Testimonials, thank you letters, awards
6.Reference Contacts: Names, titles, current contact information

Quantifiable Metrics

✓On-time delivery percentage
✓Budget variance (under budget)
✓Quality metrics achieved
✓Customer satisfaction scores
✓Award fees earned

Supporting Documentation

✓CPARS reports
✓Award letters and certificates
✓Customer testimonial letters
✓Contract modifications
✓Performance reports

Presenting Past Performance in Proposals

How you present past performance can significantly impact evaluation scores. Follow these strategies for maximum impact.

Select the Most Relevant Contracts

Choose past performance examples that closely match the solicitation requirements. Relevance is typically more important than quantity. Three highly relevant contracts are better than ten marginally relevant ones.

Demonstrate Direct Relevance

Explicitly connect your past work to the current requirement. If the solicitation requires help desk support, explain how your previous help desk contracts involved similar scope, volume, and complexity.

Highlight Measurable Results

Use specific metrics and achievements rather than general statements. "Achieved 99.5% system uptime exceeding the 99% requirement" is stronger than "provided excellent system support."

Prepare Your References

Contact your references before including them. Confirm their contact information is current, remind them of the project details, and let them know they may be contacted. A reference who doesn't remember your work creates a poor impression.

Strategies for Limited Experience

New contractors or those entering new markets can still compete effectively with limited directly relevant past performance.

Options for Limited Past Performance

→Commercial Experience: Cite relevant private sector contracts
→Subcontract Experience: Include work performed as a subcontractor
→Key Personnel: Highlight team members' individual experience
→Predecessor Companies: Experience from acquired companies
→Teaming Partners: Leverage partner past performance

Neutral Rating Option

Per FAR 15.305, if you have no relevant past performance, your proposal should receive a "neutral" rating - neither positive nor negative. This means limited experience shouldn't automatically disqualify you, though it may be less competitive than strong positive ratings.

Common Mistakes to Avoid

Including Irrelevant Contracts

Padding your past performance volume with contracts that don't relate to the requirement signals you lack relevant experience. Quality over quantity always wins.

Outdated Reference Contacts

References who have moved on and can't be reached reflect poorly. Verify all contact information before submission and provide alternate contacts when possible.

Failing to Address Problems

If you had issues on a contract, address them proactively. Explain what happened, what you learned, and how you've improved. Hiding problems that may surface in reference checks is worse.

Generic Descriptions

Vague descriptions like "provided excellent service" don't differentiate you. Be specific about what you did, how well you did it, and what the customer achieved.

Frequently Asked Questions

How far back can I cite past performance?

Most solicitations specify a lookback period, typically 3-5 years. Even if older work is allowed, recent performance is generally weighted more heavily. Focus on your most recent relevant contracts.

Can I use work from before I started my company?

Key personnel can cite their individual experience from previous employers if the solicitation allows it. However, this is evaluated differently than corporate past performance. Check the solicitation instructions carefully.

What if my best reference is hard to reach?

Provide multiple contact methods (email, phone, cell) and alternate contacts when possible. Consider whether that reference is worth including if contact is difficult - an unresponsive reference can hurt your evaluation.

Do evaluators always check CPARS?

Yes, for contracts where CPARS evaluations exist. Evaluators have access to CPARS and will review your ratings. They may also contact references directly by phone or through questionnaires.

Can I dispute a negative CPARS rating?

Yes. You have the right to review CPARS evaluations and submit comments. If you believe a rating is unfair, you can request review by the assessing official's supervisor. Address concerns promptly within the response timeframe.

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