Attachment C Corrective Action Request Procedure and Form.pdf
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- Solicitation number
- 36C10G24R0017
About this file
This document is a Corrective Action Request (CAR) Procedure and Form used to address contractual compliance and performance concerns. The CAR process establishes a structured framework for communicating performance issues to contractors and requiring documented responses that identify root causes and propose remedial actions with implementation timelines.
The procedure requires the Contracting Officer (CO) to initiate a CAR via email with an official cover letter when compliance or performance concerns arise. The contractor must respond within 10 business days identifying root causes and describing corrective actions with a target completion date. The CO and Contracting Officer Representative (COR) review the response within 5 business days and notify the contractor whether the proposed actions are acceptable. If unacceptable, the contractor must submit a revised CAR within 5 business days. This iterative review process continues until an acceptable CAR is approved. The contractor may request deadline extensions in writing with rationale and a new proposed date, subject to CO and COR approval. Upon the target completion date, the COR evaluates implementation effectiveness to determine if the concern has been fully resolved. If resolved, the CO documents the CAR as acceptable and closed. If unresolved, the CO may allow a second evaluation period or escalate to next-level action as determined by the CO. All CAR forms and correspondence are retained in the contract file. Failure to comply or provide acceptable corrective actions may result in a delinquency notice under the Federal Acquisition Regulation.
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Corrective Action Request (CAR) Procedure and Form
Purpose
To outline the process by which major concerns or continuous major issues with contractual compliance and performance will be communicated to the contractor, as well as define the process by which the contractor shall respond to describe root cause(s) and corrective actions with established implementation dates that shall be taken to address and correct/cure the concern. Failure to comply or provide corrective actions shall lead to a delinquency notice as described by the Federal Acquisition Regulation (FAR).
Procedure
1. When a concern with contractual compliance and/or performance is identified, the contractor will be notified via an email by the Contracting Officer (CO) in the form of an official cover letter and by Corrective Action Request (CAR) form.
2. The Contractor shall be required to complete their portion of the form.
3. The purpose of the CAR form is for the contractor to review and analyze the ongoing concern, determine the root cause(s), and describe any actions to be implemented with an established implementation date. The contractor shall record the target date for when the CAR will be fully implemented and complete.
4. The completed CAR form shall be returned to the CO within 10 business days from the date that the CAR form was sent electronically to the Contractor.
5. Upon receipt of the completed CAR form from the contractor, the COR and CO will review to determine if the proposed corrective action appears sufficient to address the concern/issue.
6. The CO will electronically return the CAR form to the Contractor within 5 business days; the returned CAR form will relay if the corrective action planned to be taken by the contractor within the identified time period is acceptable or not acceptable.
7. If the CO does not accept the CAR, the CO will provide an explanation on the CAR form of why the proposed corrective actions and time period is not acceptable and request that the contractor submit a revised CAR within five business days.
8. Upon receipt of the revised CAR form from the contractor, the COR and CO will review to determine if the revised proposed corrective action is sufficient to address the concern. The CO will electronically return the CAR form to the Contractor within 5 business days; the returned CAR form would relay if the corrective action planned to be taken by the contractor within the identified time period is acceptable or not acceptable.
9. This process to continue on the CAR form until an acceptable CAR has been provided by the contractor and acceptability communicated to the contractor by the CO.
10. The COR will evaluate effectiveness of the implementation of the CAR at the time of the target date for completion to determine if the action was sufficient to fully correct the concern and PWS met. If the concern has been resolved, the CO, in concert with the COR, will document determination the CAR is acceptable, closed, and electronically return the CAR form to the contractor. If the concern has not been resolved, the CO will document determination the CAR outcome did not resolve the concern and will either track progress a second time for opportunity for correction or elevate to the next level as determined by the CO. If the concern is not resolved after the second period of evaluation of effectiveness, next level action is determined by CO.
11. All CAR forms and CAR correspondence will be retained by the COR in the contract file.
12. At any time a deadline is not anticipated to be met, the contactor shall request in writing via email to the CO an extension with rationale and a new proposed date.
The CO, in concert with the COR, will review the request and respond to the contractor to either grant or deny the request.
Corrective Action Request (CAR) Form
Corrective Action Request Form
Date of Submission:
Submitted by:
Date Corrective Action Request Due:
Submitted to:
Contract Reference
Activity:
Task:
Deliverable:
Concern
Description of Concern
Attachments
Contractor Response
Root Cause of
Corrective Action to be Taken to Correct
Target Date for Completion:
Government Receipt
Date Received:
Government Response
Acceptable Plan:
Not Acceptable Plan:
Government Non-Acceptable Actions
Date of Submission:
Submitted by:
Date Corrective Action Request Due:
Submitted to:
Description of Non-
Concurrence
Attachments
Corrective Action to be Taken to Correct
Target Date for Completion:
Government Receipt
Date Received:
Government
Acceptable Plan:
Not Acceptable Plan:
Government Determination of Effectiveness
Determination Date:
Government
CAR acceptable and closed:
CAR rejected:
Government CAR Rejected Actions
Date of secondary review of effectiveness:
Result/outcome of second review of effectiveness by Government:
Government Determination of Effectiveness
Determination Date:
Government
CAR acceptable and closed:
CAR rejected and next steps determined by CO
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