Disagree with a Contracting Officer's CPARS Rating? Do These 5 Things!

CPARS stands for Contracting Performance Assessment Report System. It's how the federal government gives contractors their report card.

Exceptional

Very Good

Satisfactory

Marginal

Unsatisfactory

Your reputation is a BIG part of government contracting. If you are constantly geeting unsatisfactory ratings, you may need to rethink how your business operates. On the other hand, if you are getting exceptional ratings, keep doing what you're doing!

Document every performance evaluation and any conversation involving performance.

If you, for whatever reason, disagree with a Contracting Officer's CPARS rating and comments, you have a few options to address the issue. Here's what you can do:

1. Review the CPARS Rating and Comments

Carefully review the CPARS evaluation. Most of the time, these reviews will be very detailed as to why you are receiving each specific rating. Before they give you a rating they must have proper documentation Sometimes they don't have the proper documentation. If you think this is the case, question it.

2. Request a Meeting with the Contracting Officer

Open Communication: Reach out to the Contracting Officer to discuss the evaluation and express your concerns. These people want to help you, but they also have a job to do. They are not in the business of running contractors out of business. Thoroughly explain to them what the issue is and they will find a solution. Remember to document everything along the way.

Provide Supporting Evidence: Speaking of documentation, bring documentation that supports your perspective and aim for a professional and cooperative tone to resolve any misunderstandings.

3. Submit a Contractor Response in CPARS

The CPARS system lets contractors submit a written response to their evaluation. This is one of the best things you can do as a contractor.

Document. Document. Document.

Put it in the system. Let THEM explain to you why they are giving you that rating. Use the opportunity to:

• Address factual inaccuracies.

• Clarify issues.

• Provide evidence of performance achievements.

If they tell you that you are doing a good job and the CPARS rating does not reflect this. This is a problem.

4. Elevate the Issue to Higher Authority

If discussions with the Contracting Officer do not resolve the disagreement, you can request a review by the Reviewing Official (typically a higher-level manager within the agency). It is typically not a good idea to do this, unless you have a really strong case and the CO is really incorrect about his decision. This option will usually push your case over to the CO's supervisor. CO's tend to have broad discretion on the decisions that they make. By elevating the issue to a higher authority, you will get another set of eyes to review the file. This may turn out in your favor, as these new set of eyes tend to be more unbiased when looking at big picture workload.

Present your case and supporting documentation to demonstrate why the rating should be reconsidered.

5. File a Claim or Dispute

In extreme cases, if you believe the rating is unjust and adversely impacts your ability to secure future contracts, consider filing a claim under the Contract Disputes Act (CDA). This evolves further knowledge of the legal space in government contracts so it is best to consult with legal counsel experienced in government contracts to determine if this is a viable option.

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CPARS ratings significantly impact your ability to win future government contracts, as they are part of your Past Performance Information (PPI).

Be professional and fact-focused in all communications and avoid emotional responses, they usually weaken your case.