General

A: Access is granted by a network of government Focal Points. Typically there are many Focal Points assigned to the agency. If you require assistance with identifying your Focal Point, you should first contact your Contracting Officer or contracting policy department for assistance. If your Contracting Officer or contracting policy department are unable to identify your Focal Point, please email the helpdesk with the contract/order number you are trying to access and they will provide you with the Focal Point name and contact information.

A: Please use the Forgot Password button at the login screen to reset your password.

A: Please copy and paste the temporary password into the password field. To do this, use your mouse to highlight the temporary password. Right click on the highlighted password and choose copy. Go to the login screen and place the cursor in the password field then perform a right click and choose the paste option.

A: Yes. The CPARS AIS is web-based so most actions are completed directly from your browser. All data inputs may be completed on a Macintosh system.

A: A government Focal Point has given you access to CPARS. Please contact the Focal Point for questions regarding system access. If you are unable to determine who the Focal Point is, please contact the Help Desk and they can provide the name and contact information.

A: The evaluation was modified by the Assessing Official after the contractor commented. When you open the evaluation from the "To Do List," click on the "Original Ratings" tab and the contractor’s comments are included there.  If you use "View/Print" button on the Main Menu, once the evaluation opens, click on "View Original Evaluation" at the top of the record and the contractor comments will be visible. The contractor’s comments remain with the Original record since the comments were based on the original ratings and narratives.

A: Check your To Do List to see if the contract displays. If you do not see the contract on your To Do List, please make sure that you are logged into the system at the correct access level. The access level you are logged in as is at the top of the Main Menu in the blue bar. To switch access levels, use the “Change User Profile/Switch Access Level” button at the Main Menu. Choose the correct level from the drop down and click "Switch".

A: Please contact your Focal Point to have them add a user to the system for that level. The Focal Point name and contact information can be obtained by running the Status Report, choosing the "List of Contracts" option and checking off the "Focal Point" User Role.

A: If the contract was Auto Registered, you should update the contract completion date in the Federal Procurement Data System (FPDS). The updated contract completion date will be transmitted from FPDS to CPARS. If you have an in-process evaluation at the Initiated or Drafted status, it may be necessary for the Focal Point to use the “Refresh Contract Data from FPDS” button to update the evaluation.

A: In Internet Explorer, click file or click the dropdown arrow next to the printer icon. Click Page Setup. Check the Enable Shrink-to-Fit box. Click Ok. Click the Print button in CPARS.

A: You can view the CPARS Training Materials, including video tutorials and training slides. You can also view the CPARS User Manual.

A: The July 2014 CPARS Merge did not change how the PPIRS compliance metrics are calculated – the calculation continues to require an evaluation to be completed 485 days after the Contract Effective Date. However, the contractor now has 60 days to review/comment on the evaluation. This means that if the Assessing Official does not initiate the evaluation until 426 days after the Contract Effective Date (i.e., 1 year plus 61 days after the Contract Effective Date), there is the potential that the entire evaluation process will not be completed by day 485 and thus the contract/order will be listed as non-compliant on the PPIRS compliance metrics. Note that the PPIRS compliance metrics will calculate the evaluation due date based on the Contract Award Date when there is no Contract Effective Date available.

A: Requests are limited to the list of valid Reasons to Remove Contracts from the PPIRS Compliance Report. Removal requests must be submitted in writing and should cite the specific explanation contained on the list of valid reasons. All requests should be sent to webptsmh@navy.mil.



Activity Address Code (AAC)

Effective March 31, 2016, the Federal Acquisition Regulation (FAR) requires the use of Activity Address Codes (AACs) to identify awarding and funding offices for new procurement awards captured in the Federal Procurement Data System-Next Generation (FPDS-NG).

Beginning April 1, 2016, the change in FPDS-NG is to the format of these codes and perhaps the names of the offices depending on your agency implementation of the codes. These new codes will also be included in the changes to the Procurement Instrument Identifier (PIID) that must be in place by October 1, 2017.

Office code use remains tied to the date signed of the contract action being reported.

There is no mapping from old office codes to new AACs in CPARS. Please read the FAQs to understand how to run reports with old and new codes. If you have questions about AAC functionality in FPDS, contact the Federal Service Desk.

A: FP/AFP/APOC Instructions: Enter both the old Contract Office Code and the new AAC code into the CPARS Auto-Register search screen. Note: Include both old Contract Office Codes and new AAC codes in order to ensure that all contracts/orders are displayed, as CPARS will NOT have a crosswalk between the old codes and the new AACs. As contracts/orders are modified and updated to include the new AAC code in FPDS, they will be updated to include the new AAC code in the CPARS Auto-Register list.

A: Instructions: Run the PPIRS Compliance Metrics for both the old Contract Office Codes and the new AAC codes. Note: Include both old Contract Office Codes and new AAC codes in order to obtain a complete picture of compliance, as PPIRS will NOT have a crosswalk between old codes and the new AACs. As contracts/orders are modified and updated to include the new AAC code in FPDS, the PPIRS Compliance Metrics will be updated to reflect those contracts/orders in the report for the new AAC code.

A: No. Compliance is determined based on the contract/order number. Compliance is NOT determined by the Contract Office Code or AAC code. Any evaluation written for a specific contract/order will be considered compliant regardless of whether that contract/order appears on the PPIRS Compliance Metrics under the old Contract Office Code or under the new AAC code.



Certificate/PKI

A: A User ID is required because many users have more than one User ID for the system because they have more than one access level. The system needs to be able to distinguish which level of access a user is logging into so the user can perform the required actions.

A: At least an ECA certificate of Medium Assurance should be purchased. This should be a Department of Defense (DoD) identity certificate, not an email certificate.

A: If you have received a new CAC or PKI certificate since your last login, you will need to contact the helpdesk to remove your certificate from the system.

A: Please click on the option to “Continue to this website (not recommended).” The error is due to a security setting in Internet Explorer 7.

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Focal Point

A: It’s likely the contracts/orders have been removed from the Auto Register Contracts listing. To see what’s been removed, click on "Auto Register" from the Main Menu. At the next screen, you can search by Contract Office Code or Full or Partial Contract Number. You’ll want to place a check in the box adjacent to Include Removed Contracts and then run the report. Click on the contract/order number to register the contract/order.



Assessing Official

A: Check the format of the ending date. Both dates must be in the MM/DD/YYYY format. Usually the error is caused by failing to enter a leading "0" (zero) for the months January through September (01 - 09) or inadvertently omitting one of the "/" (slash) characters. In order to prevent this problem, it is recommended that you enter the date using the pop-up calendar. The date will automatically be formatted properly when the calendar is used.

A: Finalized means that the Reviewing Official has the action to sign and close the evaluation. You will want to contact the Reviewing Official and have them close the evaluation. You can use the Status Report to obtain the Reviewing Official's name by running a report, choose “List of Contracts” and then checking the "Reviewing Official" User Role. If a Reviewing Official is not assigned to the evaluation please contact the Focal Point so that they may assign one.

A: You may upload a file with additional narrative. The file must be in PDF format and must be 5 MB or less in size. To upload the file, select the “Misc Information” tab and click on the “Choose File” button at the bottom of the page.

A: You are likely receiving this email because the CPAR report type was marked incorrectly or the contract completion date was not updated. To check the CPAR report type, use the Status Report. Run the report selecting “List of Contracts” and choosing Evaluation Type. If the evaluation type is marked correctly, check the contract completion date on the most recent CPAR. To check the contract completion date, click on the contract/order number. If the contract completion date is erroneously entered and the contract was Auto Registered, correct the contract completion date in the Federal Procurement Data System (FPDS) and it will be updated in CPARS automatically. If the contract completion date was erroneously entered and the contract was manually registered, use the Register a Contract function located on the Main Menu to correct the date.

A: If the contract/order is only one year long, a Final CPAR should be written.

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Contractor Rep

A: The email you received was a system generated email letting you know that you were granted access to the system. You will receive an additional email when you have an action to view and comment on an evaluation. As a contractor you can only view an evaluation when it is in the Rated or Completed status. You can run a Status Report to determine the status of your contracts/evaluations.

A: In order to review and comment on an evaluation go to www.cpars.gov. On the right side of the page, click on the System Logon link. Read the Notice and Consent Banner and click Accept.  If you have a Department of Defense PKI certificate, click "Accept/Login with PKI". If you do not have a Department of Defense PKI Certificate, click "Accept/Login with Password". Enter your User ID and Password (note that if you are using a PKI certificate, you will only need to enter a User ID once you have logged in for the first time using a Password). If this is your first time logging in, use the Forgot Password button to reset your password. Once you have logged in, click the CPARS button. Next click on the "To Do List." Next click on the contract number and the evaluation will open. Once you review and comment, click on the "Contractor Rep" tab and enter the required information—and don’t forget to click on Validate and Send to the Assessing Official to complete the process.

A: In order to review and comment on an evaluation just click on the "To Do List." Next click on the contract number and the evaluation will open. Once you review and comment, click on the "Contractor Rep" tab and enter the required information—and don’t forget to click on Validate and Send to the Assessing Official to complete the process.

A: Only the Contractor Representative who received the email has access to the evaluation. If you require access to the evaluation you will need to contact the government Focal Point. If you are unable to determine who the Focal Point is please contact the Help Desk and they can provide the name and contact information.

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