PAST PERFORMANCE EVALUATIONS ( Guidelines for using the PPDB in NAIS )

1. PAST PERFORMANCE EVALUATIONS(Guidelines for using the PPDB in NAIS) Carol Hill July 2004 (revised 9/12/07)

2. AGENDA • Corrective Action Meetings • Past Performance Database (PPDB) • General Guidelines • Stepping through the PPDB Performance Evaluation Process

3. CAP Meetings (Corrective Action Plan [CAP]) • Objective: The ISO CAP meeting is held semi-annually in conjunction with the Quality Systems Management Review (QSMR) to provide the JSC Director of Procurement a report that reflects the status of CAPs on contracts and purchase orders in the NASA Past Performance Base (PPDB).

4. It is no longer a requirement to send a copy of the Form 1680 to BD • However: • Hard copy must be kept in official contract file • Buyers must ensure that PPDB is completed accurately and timely • Exception: Construction contracts (Architect/Engineering): These will still require hard copies of the SF 1420 to be sent to BD/PPDB Alt Super User (C. Hill)

5. General GuidelinesOffice of Procurement Web Page • http://officeofprocurement.jsc.nasa.gov/ • PPDB Regulations/Guidelines: • PPDB Global Log-on, Instructions • BA-UWI-006 • FAR 42.15 • NFS 1842.15 • FAR 36.604 (architect/engineering contracts)

6. Web Data Entry vs. Reports sections in PPDB • Definitions: • Web Data Entry is your “In Work” or “In Process” section of PPDB • Remains here until CO Signature date is filled in (2nd page of NF 1680) • Reportsreflects the “Completed” or “Official” entry into PPDB • What all Centers see • Cannot be altered or changed by anyone but a Super User (i.e. C. Devany or C. Hill)

7. Electronic Transmission • The COTR is required to obtain a Global Logon account and request access to PPDB. One request will cover all contracts the COTR may be responsible for. (How to get this Global Logon for CO’s, Buyers, or COTR’s is on the next two slides) • An electronic transmission of a draft past performance evaluation (NF1680) is submitted to the COTR for input and an electronic response by the COTR to the CO. This eliminates the need to re-enter the evaluation manually, therefore saving time. NOTE: COTR’s do not initiate the Form 1680 (evaluation). A CO or Contract Specialist must initiate the evaluation, save, and choose to send it to the COTR. Only then will it appear in the COTR’s queue for completion.

8. Electronic TransmissionProcess I • Process I: For the COTR or CO/CS who does not have access to any other application in the NAIS system. (Go to Part II if you already have access to a NAIS application) • Go to Global Logon. https://prod.nais.nasa.gov/cgi-bin/nais/login_account.cgi • Click on "Create an Account" at the top of the page. • Select the User Type (must be Government to access PPDB) • Fill in the requested information and submit • You willreceive an emailmessage from the NAIS Group which will require you to activate your account. • Once this is done, log into the system and request access to the Past Performance Database (PPDB) Application. (click on the "Application Access" tab at the bottom of page and select "PPDB.")

9. Electronic Transmission • You will receive an additional request for information about what center and what type of access you need (e.g., COTR, CO etc.). Hit submit. • You will then receive a message that your application is being processed. • You will then receive a message that your application is granted.

10. Electronic Transmission Process II • Process II: For the COTR or CO/CS who already has access to an application in the NAIS system. • Go to Global Logon. https://prod.nais.nasa.gov/cgi-bin/nais/login_account.cgi • After you log on, go to bottom of page and select “Application Access” • In this case, select PPDB • Center • User Type (must be Government to access PPDB) • Submit • You will receive an email saying your application is granted.

11. Preparing an Evaluation in PPDBhttps://prod.nais.nasa.gov/cgi-bin/nais/login_account.cgi • CO/Contract Specialist procedures: • Accesses Global Logon • Select Web Data Entry (at top) • Select New Evaluation • No. of Contract/P.O. (or hit “next” for a drop-down list) • Fill in dates of the Evaluation Period and purpose. • Prompt the COTR in “Other” to fill the 3 requirements of • Safety: • Customer Satisfaction: • Recommendation of Future Award (FINAL eval only) • In the COTR field at the bottom, select the COTR name from the drop-down list (not in alpha order). If their name is not there, send Global Log-on procedures to them to be added. • Click Preview • At the bottom of the Preview screen click on “Create NF1680 and email COTR”

12. Preparing an Evaluation (Cont’d) • COTR procedures: • The COTR inputs his evaluation • “Other” must include Safety, Customer Satisfaction and recommendation of future award (Final eval only) • Notify the CO/Contract Specialist when complete. • The CO/Contract Specialist then forwards the URL and Eval. ID & Authorization Code (on bottom of NF1680) by Email to Contractor (see JSC Instructions for wording or example in next slide) • After contractor makes comments, or 30 days elapse with no comment, the CO records the Signature Date on 2nd Page of NF1680 to complete the evaluation. • This enters the evaluation into the “Reports” module of the PPDB

13. Sample wording to contractors “Following is the URL where you will find the Past Performance Evaluation for NAS 9-9XXXX for the period 04/05/01 to 04/04/02. The evaluation ID and authorization code that you need to enter the system is also below. You have 30 days to respond to this evaluation, however, we would appreciate a quick response so that we can finalize this evaluation. If you have any questions, or need help getting into the system, please let me know. https://prod.nais.nasa.gov/cgi-bin/ppdb/ppdb-public/ppdb_resp.cgi EVALUATION: XXXX AUTHORIZATION: agikpk6x (bottom of generated 1680)”