Procurement Information Circular

July 16, 2009                                                             



PURPOSE:  To provide guidance to ensure timely documenting of contractor past performance information through NASA's automated Past Performance Database (PPDB).


BACKGROUND:  The purpose of the NASA PPDB System is to assist procurement officials in collecting, storing, and retrieving NF 1680 contractor performance records as required by FAR Subpart 42.15 and NFS Subpart 1842.15. Contractor performance information entered into PPDB is transmitted to the Past Performance Information Retrieval System (PPIRS) for use, Government-wide, in source selection evaluations.  The Office of Federal Procurement Policy (OFPP) provides a Best Practices for Collecting and Using Current and Past Performance Information guide at http://www.whitehouse.gov/omb/procurement/contract_perf/best_practice_re_past_perf.html.


GUIDANCE:  Contracting officers shall prepare an evaluation of contractor performance for each contract in excess of the simplified acquisition threshold except for contracts awarded under FAR Subpart 8.7, Acquisition from Nonprofit Agencies Employing People Who Are Blind or Severely Disabled in accordance with FAR Subpart 42.15 and NFS Subpart 1842.15.  Interim evaluations shall be performed annually with a final evaluation being conducted at the completion of the contract.  Interim evaluations shall be conducted within 60 days of each anniversary of the award of the contract.  The period of time to complete these evaluations is 120 days, i.e., 60 days before the anniversary of award and ending 60 days after the anniversary.

Interim and final contractor performance evaluations shall be documented in the PPDB.   These evaluations should include sufficient detail to enable a source selection team to use the PPDB report alone to evaluate past performance for purposes of award.


For award fee contracts, a NF 1680 does not have to be completed to document the contract file for evaluations used in determining award fee (see NFS 1842.1503(b)).  However, in order to ensure contractor performance information under award fee contracts is included in the PPDB, contracting officers shall summarize the award fee evaluations on the electronic NF 1680 that is contained in the PPDB.  Summarize means completing all blocks on page one of the NF 1680, except the block entitled, “Discussion of Evaluation with Contractor,” and omitting all blocks on page two.


The PPDB sends notifications to the contracting officer listed in the Federal Procurement Database – Next Generation (FPDS-NG).  Because the PPDB relies on information from FPDS-NG, it is imperative that this information is kept up-to-date.  Notifications are automatically sent when an evaluation will be due in the next 30 days and when an evaluation becomes past due.   In addition, warning notifications may be sent to the contracting officer listed in FPDS-NG, with a carbon copy to the contract specialist, when an evaluation will become past due in 5 days.  Despite these notifications, there are cases where contractor performance evaluations are still not being conducted.  These evaluations are vital in providing data for future source selections.


NASA Acquisition Internet Service (NAIS) Superusers or other Center designee shall run the Delinquency Report in the PPDB and provide the report to the Center procurement management and Procurement Officer on a monthly basis.  The Delinquency Report identifies evaluations past due in the last 12 months.  Center procurement management shall use this report to ensure that past performance evaluations are performed and entered in PPDB.  Centers are expected to keep the PPDB current by completing delinquent past performance evaluations, and by instituting local oversight procedures to ensure that future past performance evaluations are completed, timely. 


EFFECTIVE DATE:  This PIC is effective as dated and shall remain in effect until canceled or superseded.


CANCELLATION:  PIC 01-12 is canceled.


HEADQUARTERS CONTACT:  Jamiel Commodore, Contract Management Division, (202) 358-0302, e-mail: jamiel.c.commodore@nasa.gov.




James A. Balinskas

Director, Contract Management Division




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