AFARS PART 5142

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AFARS -- Part 5142

Contract Administration and Audit Services

5142.1-90 -- Follow-up on contract audit reports.

5142.1-90-1 -- Responsibilities.

(a) The Army Contracting and Transformation Enterprise Systems Directorate, SAAL-PX, Deputy Assistant Secretary of the Army for Procurement, is the Army’s contract audit follow-up official.

(b) Principal Assistant Responsible for Contracting (PARC) must perform the functions of the Army’s contract audit follow-up official for their respective commands. PARCs must --

(c) Chiefs of contracting or contract administration offices must track and assist contracting officers in the resolution and disposition of those audit recommendations which appear unlikely to be resolved within six months of the date of an audit report.

(d) Contracting officers must --

[AFARS Revision #21, dated May 22, 2007]

5142.1-90-2 -- Tracking of contract audit report recommendations.

(a) Centrally track all contract audit reports from request for audit through receipt, resolution and disposition. Each contracting or contract administration office, including satellite offices such as Government-owned contractor-operated (GOCO), shall establish a single entity for requesting, receiving and tracking all audit reports. Provide the activity name, address, attention symbol, point of contact and telephone number of the single entity to the contract administration services office and Defense Contract Audit Agency (DCAA) regions involved.

(b) Centrally track and report audit report data in accordance with DoD Directive (DODD) 7640.2. Maintain a file for each audit report and include in each file the following information:

(c) For reportable audit reports, the central files shall also include the following information:

5142.490-3 -- Reporting.

The Status Report on Specified Contract Audit Reports (RCS DD-IG (SA)1580), as required by DoDI 7640.2, shall be submitted by each contracting or contract administration office to reach the addressee at 5101.290(b)(6), Attn: CAFU, not later than 15 April and 15 October of each year. Use the Army Contract Audit Follow-up Automated Program for the status report. Obtain the program and instructions from the addressee at 5101.290(b)(5). Negative reports are required.

[AFARS Revision #21, dated May 22, 2007]

5142.490-4 -- Overage Audit Review Boards.

(a) Make every effort to resolve audit recommendations within six months of the date of an audit report and dispose of them within 12 months. Each PARC shall establish and chair an Overage Audit Review Board (the Board) to review the status of open audits reported as overage or unresolved on the Status Report on Specified Contract Audit Reports.

(b) If the PARC determines that it is not practical to have the contracting officer attend the Board meeting because of distance or other reasons, video teleconferencing may be used.

(c) Upon completion of its review, but not later than 30 November and 31 May, the Overage Audit Review Board shall submit to the addressee in 5101.290(b)(5), under a summary cover letter from the PARC, a detailed plan of action for the resolution and disposition of each audit report in the three major categories listed in (1).

[AFARS Revision #22, dated September 12, 2007]

Subpart 5142.15 -- Contractor Performance Information

5142.1502-90 Policy.

(a) A Performance Assessment Report (PAR) (also knows as a Contractor Performance Assessment Report (CPAR))shall be prepared for those contracts, as well as Level 1 and 2 subcontracts where performance can be clearly measured, and is expected to exceed the following thresholds:

Business Sector

Threshold

    Assessing Official

 

Systems

$ 5,000,000.

    PM

 

Operations Support

$ 5,000,000.

    Contracting Officer

 

Services

$ 1,000,000

    Contracting Officer or PM*

 

Information Technology

$ 1,000,000.

    Contracting Officer

 

Construction

$ 550,000

    IAW FAR/DFARS/AFARS Parts 36/236/5136

 

Architect-Engineering

$ 30,000

    IAW FAR/DFARS/AFARS Parts 36/236/5136

* The PM (Program/Project/Product Manager) is the assessing official for those service contracts providing technical or management support to the program office. [AFARS Revision #21, dated May 22, 2007]

(b) Except as provided in 5142.1502-90(i) below, performance reports may be prepared in, and shall be entered in the Contractor Performance Assessment Reporting System (CPARS) . (See 5142.1503-90). [AFARS Revision #21, dated May 22, 2007]

(c) A PAR/CPAR shall be prepared upon physical completion of the contract. When the contract period of performance will not exceed 18 months, prepare a single "final" assessment report. If the period of performance will exceed 18 months, prepare an "interim" assessment report at the completion of 12 months performance and annually thereafter until the contract is physically complete. For contracts awarded prior to the effective date of this policy, annual reports shall be prepared twelve (12) months from February 1, 1998, or such earlier date as deemed appropriate by the assessing official.

(d) An out-of-cycle or "addendum" report may be prepared if there is a need to record an extraordinary event prior to the next regularly scheduled evaluation or if it is necessary to report a meaningful occurrence during the period between physical completion of the contract and contract closeout. Additionally, addendum reports may be prepared to record contractor’s performance relative to contract close-out and other administrative requirements (e.g. final indirect cost proposals, technical data, etc.)

(e) For indefinite delivery type contracts (except Job Order Contracts (JOC), see 5117.9005(d) and (i)(2) below)), PARs/CPARs are required when the total estimated contract value exceeds the thresholds for the appropriate business sector and in accordance with the following:

(f) PARs/CPARs are required for "joint venture" contracts. The report shall be prepared for the joint venture, not for each participating contractor. However, each contractor will be specifically identified in the performance report. Where specific responsibilities of each contractor is known (e.g., systems integration, software development, propulsion systems, etc.), also include this information.

(g) Rating System: Use the following rating system to assess contractor performance for all Past Performance Information (PPI) elements:

(h) The rating assigned to an element/sub-element must be supported by narrative rationale. Narratives are required for all ratings, and must clearly convey to the contractor, as well as to a Government source selection official who is not familiar with the instant contract, why the rating was assigned. This is especially important for any rating above or below "satisfactory." Narratives should be supported by quantifiable or verifiable documentation. While larger or more complex efforts warrant greater detail, the guideline for any narrative is "clear and concise."

(i) Exceptions:

[AFARS Revision #21, dated May 22, 2007]

5142.1503-90 Procedures.

(The Contractor Performance Assessment Reporting System (CPARS) shall be used when preparing performance evaluations. The CPARS is accessed via the internet at http://www.cpars.navy.mil. [AFARS Revision #21, dated May 22, 2007]

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