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USAID Zambia – Advancing Newborn Healthcare Systems (ANHS) QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP) March 1, 2019 (DRAFT) Submission Date: March 1, 2019 Task Order AID-OAA-I-15-00051; Award No: 72061119F00001 Submitted by: Angela O’Byrne, FAIA, Acting Chief of Party Perez, APC 2525 Burgundy St
New Orleans, LA 70117 Tel: +1 (504) 584-5100 [email protected] This document was produced for review by the United States Agency for International Development Zambia. It was prepared by Perez for the USAID Zambia Advancing Newborn Healthcare Systems Activity, Task Order number AID-OAA-I-15-00051/72061119F00001 under the USAID Global Architect-Engineer Services II, IDIQ (A&E II IDIQ)
Contract. AID-OAA-I 15-00051/72061119F00001 1 March 1, 2019Ms. Musonda MusondaContracting Officer’s RepresentativeUSAID / ZambiaP. O. Box 320065Lusaka, ZambiaRe: USAID/Zambia Advancing Newborn Healthcare Systems (ANHS), Contract No. AID-OAA- I-15-00051/72061119F00001 QUALITY ASSURANCE SURVEILLANCE PLAN (DRAFT)Dear Ms. Musonda,Perez APC is pleased to submit the attached draft Quality Assurance Surveillance Plan for thereferenced Task Order under the Indefinite Delivery Indefinite Quantity (IDIQ) Contract for GlobalArchitecture and Engineering II Infrastructure Services Contract No. AID-OAA-I-15-00051/72061119F00001
This ANHS-specific plan is submitted to assist USAID with better understanding of the Perez APCinternal monitoring systems that will ensure high quality deliverables and performance under this TaskOrder
We look forward to your review and approval of this document
Sincerely,Perez, A Professional CorporationAngela O’Byrne, PresidentActing COPcc: Jessica Faber, Contracting Officer Kayt Erdahl, Deputy Health Office Chief Masuka Musumali, ACOR Schachibonde Kasanda, A&A Specialist USAID/Zambia Advancing Newborn Healthcare SystemsUSAID ZAMBIA ADVANCING NEWBORNHEALTHCARE SYSTEMS (ANHS)QUALITY ASSURANCE AND SURVEILLANCEPLAN (Draft)Contract No. AID-OAA-I-15-00051/72061119F00001March 1, 2019This report was made possible by the United States Agency for International Development, and thegenerous support of the American People through USAID Contract No. AID-OAA-I-15-00051/FRTOP 72061119f00001, USAID| Zambia Advancing Newborn Healthcare Systems (ANHS)Principal Contacts:Angela O’Byrne, FAIA Satish Menon, PEPresident ANHS Chief of PartyPerez, APC Perez APCNew Orleans, LA Lusaka, ZambiaTel: +1 (504) 584-5100, x1002 Tel: +260 961 873 575[email protected]Mark ClaytonSr. Project ManagerPerez, APCNew Orleans, LATel: +1 (504) 584 5100, x1016[email protected]Contract. AID-OAA-I 15-00051/72061119F00001 i USAID/Zambia Advancing Newborn Healthcare SystemsTABLE OF CONTENTS 1.0 INTRODUCTION ............................................................................................................................ 1 2.0 PURPOSE OF THE QUALITY ASSURANCE SURVEILLANCE PLAN.................................. 1 3.0 ROLES AND RESPONSIBILITES .................................................................................................... 2 4.0 PERFORMANCE METRICS ............................................................................................................. 2 5.0 METHODOLOGIES TO BE USED IN MONITORING PERFORMANCE ........................... 4 5.1 Quality Assurance Plan and Construction Oversight Manual............................................ 4 6.0 MONITORING AND EVALUATION .......................................................................................... 5 7.0 ASSESSMENT OF TASK ORDER RISK ........................................................................................ 5 8.0 APPENDIX .......................................................................................................................................... 5Contract. AID-OAA-I 15-00051/72061119F00001 ii USAID/Zambia Advancing Newborn Healthcare SystemsACRONYMSANHS Advancing Newborn Healthcare SystemsA&E Architectural and EngineeringCD Calendar DayCOP Chief of PartyCO Contracting OfficerCOR Contracting Officer’s RepresentativeHC Health CenterHO Home Office (Perez APC, New Orleans, Louisiana)IDIQ Indefinite Delivery, Indefinite Quantity (Contract)MCR Minor Change RequestNICU Neonatal Intensive Care UnitTO Task OrderPBWS Performance Based Work StatementQASP Quality Assurance and Surveillance PlanWD Work DayRFI Request for InformationSAC Surveillance Activity ChecklistsUSAID United States Agency for International DevelopmentContract. AID-OAA-I 15-00051/72061119F00001 iii USAID/Zambia Advancing Newborn Healthcare Systems1.0 INTRODUCTIONThe United States Agency for International Development (USAID) Advancing Newborn HealthcareSystems (ANHS) activity, Contract No. AID-OAA-I-15-00051/72061119F00001 Task Order Number72061119R00001 supports USAID/Zambia with its implementation of infrastructure projects by providingservices spanning the full lifecycle of infrastructure projects including management services, assessmentand feasibility, design services, pre-construction services, and construction phase services. ANHS isintended to improve the quality of USAID/Zambia health infrastructure projects while controlling for costsand schedules
This Performance-Based Quality Assurance and Surveillance Plan (QASP) has been developed pursuant tothe requirements of the Task Order, Section F – Reports and Deliverables or Outputs. This plan setsforth procedures and guidelines that both USAID and Perez APC will use in monitoring timeliness andquality of deliverables and will encourage maximum performance, efficiencies and cost effectiveness byPerez APC. Table A provides a listing of the Task Order Performance Metrics to be employed during theperformance of this Activity and includes the methods that Perez will use when monitoring ourperformance under this contract
2.0 PURPOSE OF THE QUALITY ASSURANCE SURVEILLANCE PLANThis QASP aligns with the Task Order Performance Based Work Statement (PBWS) and is intended toidentify the acceptable level of quality for each deliverable identified in Table B. It will demonstrate howPerez APC will manage our performance and risk throughout the life of the Task Order. More specifically,the QASP is intended to accomplish the following: Define the roles and responsibilities of Perez APC management and staff; Define the required deliverables along with acceptable quality level (as approved by USAID); Document the evaluation methods that will be employed by Perez APC in assessing our performance; Describe the process of performance documentation; Define how risk will be identified monitored and addressed; and Outline quality assurance procedures to be employed by the Perez APC during performance of this task order
3.0 ROLES AND RESPONSIBILITIESPerez APC acknowledges the overall roles of the Contracting Officer and the Contracting Officer’sRepresentative however, this QASP is based on the premise that Perez APC is taking responsibility formanaging and ensuring that quality controls meet the terms of the Task Order. We understand thatUSAID will regularly oversee quality management and Perez APC will regularly follow-up with the CORto review progress and outcome. This plan is a living document and may be modified during the life of theTask Order and, at a minimum, will be reviewed for needed update annually
Appendix A provides an overview of the Perez APC organization supporting this Task Order, both in thecorporate office and in the Lusaka project office. Key roles in implementation of this QASP are as follows: Chief of Party – Overall Task Order Management in Zambia including client communications, reporting, cost, scope, schedule and quality
The COP will submit all deliverables to USAID and will report the actual submittal date of each deliverable in the quarterly report to USAID
Contract. AID-OAA-I 15-00051/72061119F00001 1 USAID/Zambia Advancing Newborn Healthcare Systems Project Manager – The Perez Home Office liaison for technical, financial and administrative support to the Chief of Party in the field. Also the PM is the A&E technical lead for Objective 1 design work performed by the Home Office
The PM will regularly review all deliverables to verify content, timeliness and the acceptable level of quality. The PM will consult regularly with the COP regarding overall compliance with reporting processes
IDIQ Manager – The Perez Home Office Program Manager responsible for overall performance of work under the A&E IDIQ Contact
The IDIQ Program Manager, or their designate who is not otherwise directly involved in management of this Task Order, will confirm implementation of this QASP
4.0 PERFORMANCE METRICSTable A provides general guidelines for measuring the effectiveness of submittal and services quality andtimeliness. Table B summarizes the timing requirements for most deliverables - dates not specified inadvance will be as agreed with the COR during implementation. The Table A Performance Metrics areintended to provide a qualitative means of reasonably judging overall attention to Task Order qualitymanagement and is not intended to direct attention to any specific deliverable or to minor variance dueto reasonably unforeseen circumstances. The metrics provided in Table A cannot predict or include everycircumstance to be measured or judged from the outset of the Task Order. The guidelines may beaugmented or adjusted in consultation with the COR as the work progresses. “Major” submittals aregenerally those described in the Task Order Contract. “Minor” submittals are generally those requestedduring performance by USAID, Contractors or Partners
Table A – Performance Metrics Measurement Performance Standard Quality Assurance Level Method of Measurement Reports Submitted on or before No missed submittals during 100% Inspection the contract or agreed the performance year due date Report Accuracy Rejection of Submittal No more than 2 rejected 100% Inspection documents during the performance year A&E Timeliness Major -Submitted Major - No more than 2 late 100% Inspection within 5 calendar days submittals during the of the contract or performance year
agreed due date. Minor – No more than 3 late *Minor – Submitted on submittals during the or before the agreed performance year
due date
A&E Accuracy Written Modifications; A&E Standard of Care <5% 100% Inspection Cost or Time cost increase; <10% time increase Service RFIs <10wd Less than 5 complaints per 100% Inspection MCR<10wd performance year Submittals<15wdContract. AID-OAA-I 15-00051/72061119F00001 2 USAID/Zambia Advancing Newborn Healthcare Systems *Minor reports or A&E submittals to be determined when requested by the COR
Table B – List of Deliverables Type Deliverable Description Date Due or Activity Timing Report Annual Work Plan Submitted on February 11, 2017 Report Life of Project Work Plan To be submitted March 7, 2019; approved NLT April 7, 2019 Report Quality Assurance Surveillance To be submitted April 7, 2019 Plan (QASP) A&E/Major Concept Design: Planning and 30% concept design submitted on May 7, 2019; Pre-Design Report approved NLT June 7, 2019 A&E/Major Design Packages - TBD Due at 60%, 90%, 100% design progress A&E /Major Concept Design for Alternative 30% concept design submitted on May 7, 2019; Energy Systems Planning Report approved NLT June 7, 2019 A&E/Major Design Packages for Alternative Due at 60%, 90%, 100% design progress Energy Systems Service Provide Procurement Support Needed after 100% design, until award of construction contract Service Provided Quality Assurance and Needed after award of construction contract, Construction Management until end of POP Support Report Weekly Oversight Reports Due weekly during life of construction at each site at time to be agreed with COR Report Construction Risks within Health Ongoing for Life of Project Team Managed and Mitigated Periodic Progress Reports Report Quarterly Progress Reports Within 15 days after end of quarter, 4th quarter reports will be annexed within the annual report Report Annual Progress Reports Within 15 days after end of year Report Quarterly Financial Reports Within 30 days after end of quarter Report Quarterly Accruals 15 days prior to end of the USG fiscal year quarter Other Reports Report Other Foreign Assistance As directed by COR Reporting A&E STTA consultant reports, Regularly technical briefs, special and external reports Report Portfolio Review Presentations Semi-annual (November/May) Report Annual Inventory Reports Within 90 days of award and annually thereafter Report Close-Out and Demobilization 180 days prior to award completion date Plan Report Disposition Plan 90 days prior to award completion date Report Final Activity Report Submitted 30 days prior to completion date;Contract. AID-OAA-I 15-00051/72061119F00001 3 USAID/Zambia Advancing Newborn Healthcare Systems approved NLT 30 days after completion date Report Geographic Data Reporting With Annual Progress Report Requirements5.0 METHODOLOGIES TO BE USED IN MONITORING PERFORMANCEThe Perez COP will continuously monitor performance of activities against the guidelines providedin Table A. Any significant variance will be analyzed for root causes and immediately corrected. Ifthe root cause is determined as beyond the control of the COP, the Perez HO PM will beconsulted and when necessary the COR and/or CO will appropriately notified
The Perez Home Office PM will work with the COP to produce the Quarterly Report includinginformation about compliance with the Task Order scope, schedule and budget. They willdetermine whether additional or specific notice of any kind should be provided to the COR. Aftercompletion of the Quarterly Report, the HO PM and COP will jointly advise the IDIQ ProgramManager regarding overall compliance with the Task Order requirements
The IDIQ Manager will, at a minimum, semi-annually evaluate how well this QASP is beingimplemented
Perez acknowledges that the Task Order COR may use any or all of the following mechanisms tomonitor our performance under this Task Order: Weekly, monthly or periodic progress review meetings
Feedback and/or edits to scheduled reports or A&E submittals
Feedback from the Government of Zambia officials or other interested partners or stakeholders
Site visits to review construction progress
Reviews of Work Plan performance milestones
Periodic Impact Evaluations5.1 Quality Assurance Plan and Construction Oversight ManualPerez APC will prepare a Quality Assurance and Construction Oversight Manual (QACOM) for use underthis Task Order that will further define roles and will guide A&E staff in areas such as quality management,project performance controls, communications, daily monitoring and documentation during the Objective4 construction phase. With support and oversight by the COP, the Objective 3 and 4 teams will coordinateto ensure that procurement documents include critical construction period requirements and terms andconditions including, but not limited to, stakeholder engagement, environmental management, wastemanagement, health and safety, sexual harassment and discrimination
The QACOM manual described above will define the QA/QC approach and tools to be used by PerezAPC for the NICU and electrification construction activities. In addition to establishing the QA approach,Perez will determine needs and build local capacity by providing onsite QA/QC and constructionoversight training to our local engineering partners, who will be the on-the-ground support
Contract. AID-OAA-I 15-00051/72061119F00001 4 USAID/Zambia Advancing Newborn Healthcare Systems6.0 MONITORING AND EVALUATIONThe physical nature of infrastructure projects makes direct monitoring of high level activities simple andobvious. This ANHS Task Order involves the following specific activities: Number of “State of the Art” NICU buildings completed
Number of Health Centers receiving alternative energy sources
Number of Procurement Processes completed
Number of Construction Activity Reports Produced
A list of high-level indicators and useful sub-indicators will be developed by Perez and reported quarterlyas additional means of monitoring compliance with the Task Order Scope of Work. Any shift in indicatorquantity expectations outlined at the start of the Task Order will be analyzed and reported to the CORand CO, when appropriate
7.0 ASSESSMENT OF TASK ORDER RISKTask Order quality management is about fully understanding and following Task Order requirements
Perez will assure quality through early identification and continuous monitoring of risk. The Perez COPwill lead the effort to involve all stake-holders in risk management and response by producing andmaintaining a Risk Register that will be an important part of the overall Quality Assurance surveillance
8.0 APPENDIX A. ANHS Organization ChartContract. AID-OAA-I 15-00051/72061119F00001 5 Appedix A - Organization Chart USAID | Zambia Advancing Newborn Healthcare Systems Organization Chart USAID Perez APC Perez APC Perez APC Perez APC A&E IDIQ Manager Chief of Party Home Office PM Home Office Accountant Angela O'Byrne/Alternate Satish Menon Mark Clayton Saleem Hirani Mary Alexander Build Health Int'l Tetra Tech/ES IMC Worldwide Tetra Tech/GLSObjective 1 Support Objective 2 Lead Objective 3 Lead Objective 4 Lead Dr. David Walton Headley Jacobus tbd Tim Michael Local Engineers HCS Group Fort Hill Objectives 1, 2 & 3 Objective 1 Civil/ Objective 1 M&E Support Structural Engineer Engineers Levi Zulu/Vehdat Alavian Bill Lyons Kent HornsbyUpdated: 2/25/2019 USAID | ZAMBIA U.S. Embassy Subdivision 694/Stand 100 Kabulonga, District, Ibex Hill Road Lusaka, ZambiaContract. AID-OAA-I 15-00051/72061119F00001 1
2.0 PURPOSE OF THE QUALITY ASSURANCE SURVEILLANCE PLAN This QASP aligns with the Task Order Performance Based Work Statement (PBWS) and is intended to identify the …
Steps to Create a Quality Assurance Plan
IQA arrangements must include as a minimum: 1. A planned structure for internal quality assurance activities including a sampling strategy and/or plan. 2. An agreed and published annual timetable for internal verification activities, including standardisation meetings, observations on centre staff members etc. 3.
Quality assurance strategies seek to prevent, detect, and correct problems in the quality of services provided to individuals and populations. Quality improvement strategies attempt to improve quality through continuous study and modification of the services being provided. Although these approaches tend to have different quantitative techniques and philosophical perspectives, they are inextricably linked (IOM, 1990).