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Enhancing Contractor Performance Evaluation through ACASS and CCASS Systems

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The Architect-Engineer Contract Administration Support System (ACASS) and Construction Contractor Appraisal Support System (CCASS) are essential tools utilized by the U.S. Army Corps of Engineers and DoD for evaluating contractor performance in construction and architect-engineer contracts. These systems streamline the evaluation process, ensuring an accurate assessment that guides source selection decisions. This document outlines the objectives, procedures, and necessary certifications required for accessing these performance evaluation systems, emphasizing their role in enhancing communication and improving contractor accountability.

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Enhancing Contractor Performance Evaluation through ACASS and CCASS Systems

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  1. ACASS Rosemary Gilbertson Engineering Division, Louisville District 502-315-6503 rosemary.gilbertson@usace.army.mil BUILDING STRONG

  2. ACRONYMS • ACASS: Architect – Engineer Contract Administration Support System • CCASS: Construction Contractor Appraisal Support System • CCR: Central Contractor Registration • CPARS: Contractor Performance Assessment Reporting System • ORCA: Online Representations and Certifications Application • PPIMS: Past Performance Information Management System • PPIRS: Past Performance Information Retrieval System BUILDING STRONG

  3. Collection of Contractor Past Performance Information Source Selections and OfferorPast Performance Information FAR 36.201: Contracting Activities Shall Evaluate Contractor Performance & Prepare Performance Reports for Construction Contracts FAR 36.604: Contracting Activities Shall Evaluate Contractor Performance & Prepare Performance Reports for Architect-Engineer Contracts Why Evaluate Contractor Performance? FAR 15.304: Past Performance Shall be Evaluated in All Source Selections for Negotiated Competitive Acquisitions (Includes Construction)FAR 36.602: Agency Must Consider Offeror Past Performance in Selection of Firms for Architect-Engineer Contracts BUILDING STRONG

  4. ACASS Background • DFARS 236.201(c) and 236.604(c) Mandate Use of ACASS and CCASS Across DoD • Specifies US Army Corps of Engineers is DoD Executive Agent • Used by Non-DoD Agencies (Retrieval) • ACASS Includes • A-E Performance Evaluations • A-E Qualifications SF330 Part II • DoD A-E Contract Award Information BUILDING STRONG

  5. Contractor Performance Assessment Reporting System (CPARS) • DoD Core Solution for Reporting of Contractor Performance Information • 3 Modules: • CPARS Module: Systems, Services, IT, Operations Support • ACASS Module: Architect-Engineer • CCASS Module: Construction BUILDING STRONG

  6. CPARS Access • PKI Certificate Required for access • External Certificate Authorities (ECAs) provide digital certificates to contractors. • Approved ECA vendors: • Operational Research Consultants, Inc. (ORC) http://www.eca.orc.com • VeriSign, Inc. http://www.verisign.com/verisign-business-solutions/public-sector-solutions/ieca-eca-certificates/index.html • IdenTrust http://www.identrust.com/certificates/eca/index.html BUILDING STRONG

  7. Gov’t Project Team/Rating/Evaluating Official Gov’t Source Selection Officials ACASS/CCASS PPIRS Contractor SeniorManagement Past Performance Process Overview ContractorRepresentative(Review ALL Evaluations) BUILDING STRONG

  8. ACASS Primary Objectives Support Best Value Source Selection Decisions – Awards for Proven Performers (FAR 15 & 36) Provide Up-To-Date Documentation of Contractor’s Ability to Meet Requirements (FAR 36) Motivate Improved Performance Facilitate Government - Contractor Communication BUILDING STRONG

  9. Treated as Source Selection Information IAW FAR 3.104 ACASS/CCASS Evaluations • Pre-Decisional in Nature • Protected Throughout Life CycleAccessible By: • Government Personnel with Need to Know • Contractor who is Subject of Evaluation • Foreign Nationals with Restrictions • Retained for 6 Years After Evaluation Closed BUILDING STRONG

  10. Architect-Engineer Contracts • Architect-Engineer Nature as Defined by State Law (if applicable) • Must be Performed by Person Licensed, Registered, Certified • Examples: • Research • Planning • Development • Design • Repair of Real Property • Incidental Services (e.g., studies, investigations, surveys, mapping) BUILDING STRONG

  11. Important! • OnlyPrime Contractor’s Performance Evaluated • Subcontractor Performance Not Evaluated • Privity of Contract Between Prime-Sub • Subcontractor Effort Acknowledged • Significant Amount of Work • Impacts Prime’s Ability to Perform • Addressed in Remarks • Sub’s Name and DUNS Included BUILDING STRONG

  12. ACASS Evaluations Interim Final BUILDING STRONG

  13. Interim Evaluation • Overall Performance is Unsatisfactory • Assessing Official (e.g., Evaluator/Rating Official) Notes in Remarks of Final Evaluation: • Circumstances Surrounding Unsatisfactory Performance • Contractor’s Corrective Actions • Cumulative, Interim Evaluations Required Annually if Performance Period Exceeds 18 Months (EFARS 36.604 (S-102)) • Interim Evaluation Required if a Project is Deferred More Than 3 Months if a Substantial Portion of the Work Has Been Completed (EP 715-1-7) BUILDING STRONG

  14. Final Evaluation • Final Acceptance of A-E Work • Completion of Construction Project • Contract Termination Note: Replaces Prior Interim or Final Evaluation • If “Amended” is Required, Another Final Evaluation is Completed BUILDING STRONG

  15. ContractRegistration Enter ProposedRatings Validate ProposedRatings ContractorComments Review ContractorComments Reviewing OfficialComments ACASS Workflow BUILDING STRONG

  16. Evaluation Areas • Quality of A-E Services by Discipline • Architectural • Structural • Civil • Mechanical • Electrical • Design Phase or Engineering Services • Attributes Include: Cost Limitations, Suitability of Design, Management & Adherence to Schedules, Plans Clear & Detailed • Construction Phase • Attributes Include: Plans Clear & Detailed, Plans/Specs Accurate, Design Constructability Assessed For: Design Services OR Construction BUILDING STRONG

  17. Rating Definitions BUILDING STRONG

  18. ACASS Statistics* • Exceptional 27% • Very Good 39% • Satisfactory 33% • Marginal 0.5% • Unsatisfactory 0.1% *Worldwide, based on 12348 evaluations, data as of 1/1/09 BUILDING STRONG

  19. ContractRegistration Enter ProposedRatings Contractor Rep Validate ProposedRatings ContractorComments Review ContractorComments Reviewing OfficialComments ACASS/CCASS Workflow BUILDING STRONG

  20. Requirements: Contractor Comments 30 Calendar Days to Respond • System-Generated Weekly Email Notifications 7 Business Days to Request Meeting to Discuss Evaluation Review Admin Info, Ratings, and Narratives Provide Clear and Concise Responses in Remarks • 16,000 Character Limit (approximately 3 pages) Indicate Concurrence / Non-Concurrence, Name & Title Send to Assessing Official BUILDING STRONG

  21. Best Practices: Contractor Comments • Protect the Evaluation • Handle as “Source Selection Information” • Prohibited Use • Advertising • Promotional Material • Pre-Award Surveys • Production Readiness Reviews • Important to • Acknowledge Receipt • Comment • Respond Within 30 Days BUILDING STRONG

  22. Navigation Tab Buttons Indicates Item has been Rated ICONS Contractor Comments MandatoryEntry HelpButton BUILDING STRONG

  23. Automatic Email Notices • Each Step of ACASS Workflow • System Reminders • Final Evaluation Due (Assessing Official, Focal Point) • Evaluation Overdue (Assessing Official, Focal Point) • Contractor Comments Due (Assessing Official, Contractor Rep) • Contractor Comments Overdue (Assessing Official) • Contractor Review Period Expired (Assessing Official) • Evaluation Complete (Contractor Rep) BUILDING STRONG

  24. www.ppirs.gov BUILDING STRONG

  25. Contractor Access: PPIRS • Controlled through Central Contractor Registration (CCR) Process • Identify a Marketing Partner Identification Number (MPIN) • Visit www.ccr.gov for More Information • DUNS and MPIN Become User ID and Password for PPIRS • View Completed Evaluations at www.ppirs.gov • Select “PPIRS-RC Logon” BUILDING STRONG

  26. Help Desk • USACE Contractor Appraisal Information Center (CAIC) • Overall Customer Support, Systems Policies and Password Resets • CENWP-CAIC@usace.army.mil • Tel. 503-808-4590 • Naval Sea Logistics Center Portsmouth • Connectivity, Technical Issues/Concerns • webptsmh@navy.mil • Tel. 603-431-9460, ext. 486 BUILDING STRONG

  27. Performance Issues • Realistic Scope and Schedule • Take the Initiative; Due Diligence • Quality Control= Great Products • Client Advocate • Open Communication BUILDING STRONG

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