Past Performance Questionnaire Template & Guide
Past performance is one of the most heavily weighted evaluation factors in government source selections. A well-structured Past Performance Questionnaire (PPQ) makes it easy for your references to provide compelling, detailed evaluations that strengthen your proposal.
This guide covers the standard PPQ structure, how to format references for maximum impact, and the reference management practices that separate winning contractors from the rest.
PPQ Structure and Format
A PPQ is divided into two main sections: the contract reference information (filled out by the contractor) and the performance evaluation (filled out by the reference). The contractor pre-fills all contract details to make it as easy as possible for the reference to complete the evaluation section. Every barrier you remove increases the likelihood of getting the PPQ returned on time.
The standard PPQ format includes:
Section A: Contract Information (Pre-filled by Contractor)
Contract Number
The full contract or task order number
Contracting Agency
The awarding agency and sub-agency
Contract Type
FFP, T&M, CPFF, CPAF, etc.
Contract Value
Total awarded value including options
Period of Performance
Start date through end date (or current)
Scope Description
Brief description of work performed
Role
Prime contractor or subcontractor
Relevance Statement
How this contract relates to the current requirement
Section B: Reference Contact Information
Reference Name and Title
COR, PM, or Contracting Officer
Contact Information
Phone, email, and organization
Section C: Performance Ratings (Completed by Reference)
- Quality of Work: Technical excellence, accuracy, thoroughness, compliance with requirements
- Schedule Performance: Timeliness, meeting milestones, proactive schedule management
- Cost Control: Budget adherence, cost management, value delivered
- Management: Communication, problem solving, key personnel quality, responsiveness
- Overall Satisfaction: Would you award this contractor another contract?
Standard rating scale: Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory
Performance Narrative Sections
The narrative sections of a PPQ carry more weight than the numerical ratings because they provide the context and specifics that evaluators use to assess relevance and discriminate between offerors. A reference who writes “good job” is less helpful than one who describes specific accomplishments.
Structure the narrative section to prompt specific, measurable responses:
- Describe the contractor's technical approach: How did they solve problems? What innovative solutions did they bring?
- Describe any challenges encountered: How did the contractor respond to unforeseen issues, scope changes, or staffing challenges?
- Rate the contractor's communication: How responsive were they? How effective were their status reports and briefings?
- Would you hire them again?This is the single most powerful question. A “yes, without reservation” is the gold standard.
When sending the PPQ to your reference, include a brief summary of the opportunity you are pursuing and why this past performance is relevant. This context helps the reference tailor their narrative to highlight the aspects most valuable to the evaluators.
How to Format for Maximum Impact
Lead with relevance
Order your references from most to least relevant to the current requirement. Evaluators often read the first reference most carefully and skim the rest.
Pre-fill everything
Fill in all contract information, scope descriptions, and your relevance statement. The only thing the reference should need to write is their evaluation.
Use quantifiable metrics
In your scope description, include specific numbers: team size, systems supported, users served, uptime achieved, tickets resolved. Numbers are more credible than adjectives.
Match evaluation criteria
Align your past performance references to the evaluation criteria in Section M of the RFP. If the RFP evaluates "transition experience," include a reference with a transition story.
Managing Your Reference List
Reference management is an ongoing discipline, not a proposal-time scramble. The best government contractors maintain a living database of references that is updated throughout contract performance, not just when a proposal is due.
- Track contact information quarterly:Government personnel rotate frequently. Verify your reference's current position, email, and phone number at least every quarter. A reference the government cannot reach is worthless.
- Warm your references: Contact your references before listing them. Tell them the opportunity, the timeline, and what you need. A surprised reference gives a weaker evaluation than a prepared one.
- Diversify your reference pool: Do not rely on the same 3 people for every proposal. Build relationships with CORs, program managers, and technical leads across multiple contracts. Evaluators notice when the same person is listed for every reference.
- Monitor your CPARS: Review your CPARS ratings as soon as they are entered. If you disagree with a rating, use the contractor response period to provide additional context. CPARS ratings are permanent and will follow you for years.
- Retire stale references: References older than 5 years carry diminishing weight. Phase them out as you accumulate newer, more relevant contract history.
Frequently Asked Questions
What is a Past Performance Questionnaire (PPQ)?
A Past Performance Questionnaire (PPQ) is a standardized form that contractors send to their contract references asking them to evaluate the contractor's performance. The completed PPQ is submitted with the proposal as evidence of past performance. PPQs typically include rating scales for quality, schedule, cost control, management, and customer satisfaction, along with narrative sections for the reference to describe the contractor's performance in their own words.
How many past performance references should I include in a proposal?
Follow the solicitation instructions exactly — most RFPs specify the number of references required (typically 3-5). If the solicitation does not specify, include 3-5 references that are recent (within 3-5 years), relevant (similar scope, size, and complexity to the requirement), and from different clients to demonstrate breadth. Always include more references than the minimum if allowed, in case the government cannot reach one of your contacts.
What is CPARS and how does it relate to past performance?
CPARS (Contractor Performance Assessment Reporting System) is the government's official database for recording contractor performance evaluations. After each contract period, the contracting officer enters performance ratings into CPARS, which the contractor can review and respond to. CPARS ratings are accessed by source selection teams evaluating proposals. PPIRS (Past Performance Information Retrieval System) is the retrieval component. CPARS ratings carry significant weight because they are government-verified, but PPQs can supplement CPARS data, especially for contracts not yet entered into CPARS.
What if I have no past performance (new company)?
Under FAR 15.305(a)(2), a lack of past performance history shall not be evaluated favorably or unfavorably — it is treated as a neutral rating. However, "neutral" is often less competitive than "satisfactory" or "excellent" ratings from established contractors. To mitigate this, highlight the past performance of key personnel, cite relevant commercial or state/local government work, reference subcontract performance under other primes, or team with an experienced prime contractor whose past performance strengthens the proposal.
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