A Past Performance Questionnaire is the structured instrument used to collect past performance data from references. Two send patterns exist. In the offeror-sent model, the contractor sends the PPQ directly to its named references with a request to complete and return the form to the government source selection team by a specified deadline. In the government-sent model, the contracting officer or evaluation team sends the PPQ to references the offeror provided in its proposal, with returns flowing back to the government. Some solicitations specify which model applies; others permit either approach. PPQs supplement (and sometimes substitute for) CPARS data when CPARS records are unavailable, dated, or insufficient for the evaluation.
PPQ contents typically cover relevance scoring (similarity to the current pursuit), performance ratings across standard categories (quality, schedule, cost control, personnel management, regulatory compliance, customer satisfaction), narrative comments, an overall recommendation, and contact information. The form structure mirrors CPARS to allow direct comparison. Response rates are a chronic challenge — busy references frequently fail to return PPQs by the deadline, weakening the offeror's evaluated past performance record.
For small contractors, reference management is the practical PPQ discipline. References should be informed before the proposal goes out — the courtesy notice substantially improves response rates. References should be selected for both relevance and responsiveness, not merely for the strongest possible rating. References who consistently return PPQs on deadline are worth more in the pipeline than references with stronger ratings but lower response reliability.