# Presentation: 489092

## CONTRACTOR

- 5/99

- PERFORMANCE
- SYSTEM

**Notes:**
TODAY,  I WILL BE  TALKING TO YOU ABOUT THE NIH CONTRACTOR PERFORMANCE  SYSTEM.  IT IS THE ONLY AUTOMATED WEB-BASED SYSTEM IN OPERATION TODAY.

## A FEDERAL  MULTI-AGENCY

**SHARED FILE**
**TO:**

**COLLECT**
**MAINTAIN**
**DISSEMINATE**

**CONTRACTOR PERFORMANCE**
**EVALUATIONS**

**Notes:**
THE  NIH CPS IS A MULTI-AGENCY SHARED FILE THRU WHICH FEDERAL CONTRACTING PERSONNEL CAN COLLECT, MAINTAIN AND DISSEMINATE PERFORMANACE EVALUATIONS ON CURRENT CONTRACTORS.  ALL USERS HAVE ACCESS TO ALL COMPLETED EVALUATIONS IN THE CPS FOR THE SOURCE  SELECTION PROCESS.

## GEOGRAPHIC LOCATIONS OF CONTRACTING OFFICES SUPPORTED 

- NIH  9/98

**WORLD-WIDE**

**Notes:**
AT THIS TIME, THE  NIH CPS SUPPORTS FEDERAL CONTRACTING OFFICES IN ALL 50 STATES AND OVER 100 FOREIGN COUNTRIES.  FOR EXAMPLE, THIS WEEK WE HAVE STARTED RECEIVING THESE EVALUATIONS FROM THE USAID CAIRO OFFICE.

## INSTANT  ACCESS 

**Notes:**
THERE ARE 10 FEDERAL DEPARTMENTS & INDEPENDENT AGENCIES CURRENTLY USING THIS SYSTEM.  OVER 3000 FEDERAL ACQUISITION PERSONNEL HAVE BEEN TRAINED.  WITH THE IMPLEMENTATION OF THE PROJECT OFFICER/COTR MODULE SEVERAL 1000 PROJECT OFFICERS/COTRS ARE IN THE PROCESS OF BEING TRAINED OR SCHEDULED TO BE TRAINED.

## USERS AS OF 5/1/1999

**Department of Health and Human Services**
**Department of Agriculture**
**Department of Commerce**
**Department of Justice (OJP, INS)**
**Department of Treasury**
**U.S. Agency for International Development**
**U.S. Postal Service**
**U.S. Coast Guard**
**Environmental Protection Agency**
**Nuclear Regulatory Commission**

**Notes:**
THESE ARE THE CURRENT USERS AND WE ARE WORKING WITH 3 OTHER AGENCIES.

## MULTI-AGENCY USERS GROUP

**  ****Plan for future**
**	****enhancements**
**  ****Develop user and**
**	****management tools**
**  ****Represent agency concerns**
**  ****Decide on links to other**
**	****	****	****web sites**
**  ****Line of communication**

**Notes:**
THERE IS A MULTI-AGENCY USERS GROUP THAT IS MADE UP OF FEDERAL CONTRACTING PERSONNEL.  EACH AGENCY IS REQUESTED TO PROVIDE A STANDING MEMBER AND AN ALTERNATE.  THIS GROUP MEETS MONTHLY AND SERVES AS AN ADVISORY COMMITTEE TO THE NIH DEVELOPMENT STAFF.  ALL ENHANCEMENTS/REVISIONS ARE PASSED THROUGH THIS USER’S GROUP BEFORE IMPLEMENTATION.

##  SECURITY

** ****SECURITY**

** ****EASY ACCESS**

** ****USER FRIENDLY**

**Notes:**
THE ORIGINAL NIH USERS GROUP WHICH ORIGINALLY DESIGNED THE  NIH CPS, SET SECURITY, EASY ACCESS, AND USER-FRIENDLINESS AS THE TOP PRIORITIES FOR ANY SYSTEM THAT WAS DEVELOPED.

## SECURITY

**SECURITY**

**    ****SSL ENCRYPTION**
**    ****MVS RACF**
**    ****DATABASE LEVEL**
**    ****APPLICATION  LEVEL**

**Notes:**
THERE ARE 4 LEVEL S OF SECURITY STARTING WITH SECURE SOCKET LAYER (SSL) ENCRYPTION.  THE SECOND LEVEL IS THE  IBM MVS RACF PASSWORD PROTECTION.  FURTHER SECURITY IS BUILT IN AT BOTH THE APPLICATION AND DATABASE LEVELS.

THE  DATABASE ITSELF RESIDES ON AN IBM MAINFRAME AT THE NIH CENTER FOR INFORMATION TECHNOLOGOY.  THIS CENTER IS ONE OF THE 5 FEDERALLY CERTIFIED COMPUTER CENTERS.  

## CONFIDENTIALITY

**FAR PART 3:  SOURCE SELECTION/CONFIDENTIAL**
**FAR PART 42:   ACCESS TO FEDERAL **
**	****	****	****ACQUISITION PERSONNEL ONLY**
**PRIVACY ACT**

**Notes:**
SECURITY IS REQUIRED BY THE REGULATIONS AS WELL AS THE PRIVACY ACT.   BECAUSE  EVALUATIONS ARE COLLECTED ON KEY PERSONS, THE PRIVACY ACT BECOMES EXTREMELY  IMPORTANT.

## FOIA

**FOIA**

**  ****DATA IN DATABASE NOT**
**  ****RELEASABLE UNDER FOIA**

**EXEMPTION 5 **

**Notes:**
DATA /EVALUATIONS IN THE CPS CANNOT BE RELEASED UNDER FREEDOM OF INFORMATION.  THE JUSTICE DEPARTMENT CONSIDERS THAT THIS INFORMATION FALLS UNDER EXEMPTION 5 OF THE FREEDOM OF INFORMATION ACT.  EXEMPTION 5 REFERS TO THE HARM TO THE FEDERAL GOVERNMENT INTERESTS.

## ACCESS

**ACCESS**

**INTERNET**

**NETSCAPE**
**                ****NAVIGATOR**
**INTERNET EXPLORER**

**Notes:**
ONLY NEED WEB BROWSER - NO OTHER SOFTWARE.

## USER FRIENDLY

**USER FRIENDLY**

**ON - LINE HELP/LIST SERVE**

**TELEPHONE HELP LINES**

**USER’S GUIDES**

**SEARCH ENGINE**

**MANAGEMENT TOOLS**

## USER FRIENDLY

**EVALUATIONS  AVAILABLE INSTANTLY !**

**EACH INTERIM AND FINAL EVALUATION KEPT ****	****AS A SEPARATE FILE **

**ALL EVALUATIONS MAINTAINED IN SYSTEM FOR**
**	****THREE YEARS AFTER EXPIRATION**

**THREE YEARS AFTER CONTRACT EXPIRATION,**
**	**** ****ALL RECORDS MOVED TO AN ARCHIVE FILE**

## Slide 14

**Notes:**
CPSINFO PAGE - JUST GO OVER BUTTONS

## REQUIREMENTS

**REQUIREMENTS**

**JANUARY 1, 1999**
**ALL CONTRACTS GREATER THAN**
***$100,000***

**Notes:**
ALL CONTRACTS WITH A TOTAL VALUE GREATER THAN $100,000 MUST BE EVALUATED.   FAR

CONTRACTOR PERFORMANCE EVALUATIONS MUST BE USED IN THE SOURCE SELECTION PROCESS FOR ALL CONTRACTS GREATER THAN $100,000 UNLESS THERE IS A WAIVER.

## HOW MANY EVALUATIONS?

**HOW MANY EVALUATIONS?**

***INTERIM:  ACTIVE LIFE OF CONTRACT***
***FINAL:  AT EXPIRATION***

**Notes:**
EACH CONTRACT MUST HAVE AT LEAST TWO EVALUATIONS IF IT IS LONGER THAN ONE YEAR.   FAR

CAN HAVE AS MANY INTERIMS AS NEEDED.

## WHO EVALUATES ?

**WHO EVALUATES ?**

_***EVALUATION TEAM***_
***CONTRACTING OFFICER***
***PROGRAM OFFICE***

**Notes:**
FAR REQUIRES THE CONTRACTING OFFICER AND THE PROGRAM OFFICE TO PARTICIPATE AS A TEAM IN EVALUATING THE CONTRACTOR.

## RESPONSIBILITIES	

***RESPONSIBILITIES******	***

***“******The ******cognizant technical official****** is***
***responsible for the technical and***
*** ******past performance****** requirements ***
***related to the source selection ***
***process.”***
***FAR 15.604****** ******(b)***

## RESPONSIBILITIES	

***RESPONSIBILITIES******	***

***“******The ******contracting officer****** is ***
***responsible for contractual actions ***
***related to the source selection ***
***process, including ... conducting***
***or  controlling all negotiations ***
***concerning cost or price, technical***
***requirements, ******past performance****** ...******“***
***FAR 15.604 ( c) (3)***

## NEW FEATURE

***PROJECT OFFICER INTERFACE***

***  ******CO: ASSIGN CONTRACTS***
***  ******PO: ENTER PRELIMINARY EVALUATION***
***  ******CO: VALIDATE EVALUATION***
***  ******EVALUATION SET INTO DATABASE***
***  ******CO: UPDATES AND FINALIZES***

## WHAT IS EVALUATED?

**  ****contractor’s record of conforming to specs**
**and standards of good workmanship**
**  ****contractor’s record of containing and **
**forecasting costs**
**  ****contractor’s adherence to contract**
**     ****contract schedules**

## WHAT ELSE IS EVALUTED?

**  ****contractor’s history of reasonable and**
**cooperative behavior and commitment to**
**customer satisfaction**
** ****the contractor’s business-like concern **
**    ****for the interest of the customer**

##    EVALUATION PROCESS

**   ****EVALUATION PROCESS**

**  ****Project Officer/Contracting Officer**
**	****Evaluate Performance**
**  ****Evaluation Sent to Contractor for Review**
**  ****Contractor  Sends Comments/Rebuttal **
**    ****	****to Contracting Officer Within 30 Days**
**  ****If No Appeal, Evaluation is Finalized and**
**	****Set into CPS for  Source Selection Info**
**  ****If Appeal, Evaluation and Contractor**
**	****Response Referred to Chief Contracting**
**	****Officer for Review **

##    DATA COLLECTED

**   ****DATA COLLECTED**

**Notes:**
SOON TO BE ADDED, THE NEW REQUIREMENT TO EVALUATE A CONTRACTOR’S PERFORMANCE IN REGARD TO MEETING SOCIOECONOMIC SUBCONTRACTING GOALS.

## CPS SEARCH ENGINE

***CPS SEARCH ENGINE***

***SELECT BY:***

*** ***

**1****.  CONTRACTOR**
**	****Name**
**   ****TIN/DUNS**
**   ****SIC/Commodity**
**   ****Ratings <>**
**   ****Finalized/In Progress**
**   ****Interim/Final**
**2****.  KEY PERSONNEL**
**3****.  AGENCY**
**4****.  AGENCY OFFICE**
**5****.  USER**

## HELPFUL LINKS 

**GSA EXCLUDED PARTIES LIST**
**DOD DUN & BRADSTREET LIST**

## SUMMARY OF COMPLETED EVALUATIONS

** ****NIH CPS 4/99**

## WHAT’S TO COME ?

**MAY 1999**

**CONSTRUCTION MODULE**
**CO PROFILE - TICKLERS**

## CONTRACTOR MODULE

**JULY 1999**

**  ****electronic notification to contractor**
**  ****contractor reviews/comments via web**
**  ****electronic notification to CO**
**  ****built in ticklers to contractor**
**  ****electronic storage of comments**
**  ****evaluation for downloading to contractor****	****	**
**database**

## A&E + DESIGN MODULE

**DECEMBER 1999**

**SPRING 2000**

**AD HOC SEARCHES                   **

## NEW AGENCIES

**MOU - ANNUAL SUBSCRIPTION FEE**
**MONTHLY COMPUTER USAGE FEE -  NOMINAL**
**TRAINING:  **
**	****NIH CAMPUS - NO COST**
**	****AGENCY SITE - DC AREA - NO COST**
**	****TELECONFERENCE - COST OF CALL **
**	****AGENCY SITE - OUTSIDE DC AREA - TRAVEL **
**	****COMPUTER BASED TRAINING - 2000**
**UNIQUE WEB SITES FOR TRAINING/PRODUCTION**
**AGENCY CONTROLLED AUTHORITY TABLES**

## http://www4.od.nih.gov/ocm/cdmp.htm

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