Attachment 3_PMA-266 Corrective Action Request Process_04 December 2025.docx

PMA-266 Corrective Action Request Process

Purpose: To standardize the method by which Aviation Program Teams (APTs) under PMA-266 cognizance address Contractor noncompliance issues.

Scope: All APTs and Contracting Officer Representatives (COR) under PMA-266 cognizance shall use the process outlined in this document.

Overview: A Corrective Action Request (CAR) is the established, formal, written method of communication used by PMA-266 APT personnel and the Contracting Officer Representative to address contractor noncompliance issues. Upon discovery of a contractor noncompliance, APT personnel shall initiate the CAR process described below.

Discussion: Contractor noncompliance issues are varied and are defined as follows: failure of the contractor to correct a previously identified deficiency or problem, failure of the contractor to comply with Government Flight Representative (GFR) approved contractor procedures, failure of the contractor to comply with contractual requirements or the contractor continues with a dangerous practice that is deemed unacceptable.

1. CAR initiation:

a. APT - Any member of the APT is authorized to initiate this CAR process when a contractor non-compliance is discovered. Upon discovery of a contractor noncompliance, the APT shall notify the GFR within 24 hours of discovery and begin filling out the attached CAR Form. The CAR will clearly state that the request should be treated by the contractor as a customer complaint. The APT shall process the CAR within five (5) business/working days.

After the CAR form is completely filled out and signed by the issuing APT member, it shall be forwarded to the GFR for review and adjudication. The GFR will issue all Level I/II CARs directly to the Contractor’s Site Manager. The COR will issue all Level III/IV CARs to the appropriate level of the contractor’s corporate management, after consult with the Task Order Contracting Officer (TOCO).

(1) For Level I/II CARs, unit Alternate Government Flight Representatives (AGFRs) can be substituted for the PMA-266 GFR.

b. COR - When a contractual deficiency exists that does not fall within the surveillance of the APT or GFR, the COR will, after consulting with the TOCO, initiate and present a CAR to the contractor.

2. CAR level determination. The CAR level depends on the severity of the noncompliance and the level of Contractor management required to adequately address the corrective action. The initial estimate of the CAR level, based on the known facts at the time of CAR initiation will be taken into consideration. However, the final disposition of the CAR level assignment rests with the GFR/AGFR/COR.

3. CAR levels defined:

a. Level I - A Level I CAR describes a deficiency on an outcome or product of a process(es) and is not symptomatic of a breakdown of a process, or system. A Level I CAR may require the contractor to provide a root cause analysis (RCA), if the root cause is unknown. If a decision is made to issue a Level I CAR requiring an RCA, the “response required” check box in the CAR Form must be selected.

b. Level II - A Level II CAR describes deficiencies in a contractor process (es) that are: not a significant breakdown of a higher-level system; a deficiency associated with Critical Safety Items (CSI) critical characteristics; an escalation of Level I CARs indicating increasing process performance risk; or, multiple major product deficiencies indicating a systemic issue throughout the processes.

c. Level III - A Level III CAR describes multiple major deficiencies in a system affecting contract or program ability to meet cost, schedule or performance requirements; or a failure to respond to a lower level CAR, or to remedy a recurring noncompliance. A Level III CAR may result in the initiation of available contractual remedies, such as reductions of payments, cost disallowances, revocation of government assumption of risk of loss, business management systems disapprovals, etc. Any contractual remedies will be implemented IAW applicable FAR/DFARS policies and procedures.

d. Level IV - A Level IV CAR is issued to the contractor’s segment or corporate management when the contractual deficiency is of a serious nature or when a Level III CAR has been ineffective. A Level IV CAR will result in a mandatory review of available contractual remedies, such as cost disallowance, reduction or suspension of payments, revocation of government assumption of risk of loss, CBS disapproval, or suspension of all product acceptance activities. Any contractual remedies will be implemented IAW applicable FAR/DFARS policies and procedures.

4. CAR Distribution. Copies of CARs shall be provided to the TOCO and unit Commanding Officer. All CARs shall also be sent via email to the PMA-266 GFR and the COR for document control purposes. All CARs shall be logged in the unit’s CAR tracking log.

5. Review of Contractor’s Response:

a. The contractor will be given forty-five (45) calendar days from the date of CAR issuance to submit their Corrective Action Plan (CAP). If the contractor fails to respond within the allotted time-period (or as amended), PMA-266 may escalate the CAR to the next higher corrective action level. All contractor CAR responses shall incorporate an RCA of the non-compliance, except for Level I CARs, in which case an RCA is optional unless specifically required.

b. Upon receiving the contractor’s CAP, the APT will evaluate and make recommendations to the GFR/AGFR as to their suitability and effectiveness to ensure the proposed action(s) will adequately prevent recurrence of the noncompliance. The AGFR shall forward the CAR response and recommendations to the GFR via email for CAR response acceptance. If the CAR is initiated by the COR, the COR will perform the actions listed above in place of the APT/GFR/AGFR. The Government will provide the Contractor with approval of or comments on a Level I/II CAR within fifteen (15) calendar days or a Level III/IV CAR within thirty (30) calendar days.

c. If the APT determines the Contractor’s CAP is inadequate, the GFR or COR may elevate the CAR level or reissue the CAR to the Contractor. If the APT recommends that the discrepancy be closed out; the AGFR shall notify the GFR/COR via email to close out the CAR. If the CAR is initiated by the COR, the COR will perform the actions listed above in place of the APT/GFR/AGFR.