QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

Contract. AID-OAA-I 15-00051/72061119F00001 1

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).

March 1, 2019

Ms. Musonda Musonda

Contracting Officer’s Representative

USAID / Zambia

P. O. Box 320065

Lusaka, Zambia

Re: 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 the

referenced Task Order under the Indefinite Delivery Indefinite Quantity (IDIQ) Contract for Global

Architecture 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 APC

internal monitoring systems that will ensure high quality deliverables and performance under this Task

Order.

We look forward to your review and approval of this document.

Sincerely,

Perez, A Professional Corporation

Angela O’Byrne, President

Acting COP

cc: Jessica Faber, Contracting Officer

Kayt Erdahl, Deputy Health Office Chief

Masuka Musumali, ACOR

Schachibonde Kasanda, A&A Specialist

aobyrne

AOB Signature

USAID/Zambia Advancing Newborn Healthcare Systems

Contract. AID-OAA-I 15-00051/72061119F00001 i

USAID ZAMBIA ADVANCING NEWBORN

HEALTHCARE SYSTEMS (ANHS)

QUALITY ASSURANCE AND SURVEILLANCE

PLAN (Draft)

Contract No. AID-OAA-I-15-00051/72061119F00001

March 1, 2019

This report was made possible by the United States Agency for International Development, and the

generous 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, PE

President ANHS Chief of Party

Perez, APC Perez APC

New Orleans, LA Lusaka, Zambia

Tel: +1 (504) 584-5100, x1002 Tel: +260 961 873 575

[email protected]

Mark Clayton

Sr. Project Manager

Perez, APC

New Orleans, LA

Tel: +1 (504) 584 5100, x1016 [email protected]


Contract. AID-OAA-I 15-00051/72061119F00001 ii

TABLE 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 .......................................................................................................................................... 5


Contract. AID-OAA-I 15-00051/72061119F00001 iii

ACRONYMS

ANHS Advancing Newborn Healthcare Systems

A&E Architectural and Engineering

CD Calendar Day

COP Chief of Party CO Contracting Officer

COR Contracting Officer’s Representative

HC Health Center

HO Home Office (Perez APC, New Orleans, Louisiana)

IDIQ Indefinite Delivery, Indefinite Quantity (Contract)

MCR Minor Change Request

NICU Neonatal Intensive Care Unit

TO Task Order

PBWS Performance Based Work Statement

QASP Quality Assurance and Surveillance Plan

WD Work Day

RFI Request for Information

SAC Surveillance Activity Checklists

USAID United States Agency for International Development



1.0 INTRODUCTION

The United States Agency for International Development (USAID) Advancing Newborn Healthcare

Systems (ANHS) activity, Contract No. AID-OAA-I-15-00051/72061119F00001 Task Order Number

72061119R00001 supports USAID/Zambia with its implementation of infrastructure projects by providing

services spanning the full lifecycle of infrastructure projects including management services, assessment

and feasibility, design services, pre-construction services, and construction phase services. ANHS is

intended to improve the quality of USAID/Zambia health infrastructure projects while controlling for costs

and schedules.

This Performance-Based Quality Assurance and Surveillance Plan (QASP) has been developed pursuant to

the requirements of the Task Order, Section F – Reports and Deliverables or Outputs. This plan sets

forth procedures and guidelines that both USAID and Perez APC will use in monitoring timeliness and

quality of deliverables and will encourage maximum performance, efficiencies and cost effectiveness by

Perez APC. Table A provides a listing of the Task Order Performance Metrics to be employed during the

performance of this Activity and includes the methods that Perez will use when monitoring our

performance under this contract.

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 acceptable level of quality for each deliverable identified in Table B. It will demonstrate how

Perez 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 RESPONSIBILITIES

Perez APC acknowledges the overall roles of the Contracting Officer and the Contracting Officer’s

Representative however, this QASP is based on the premise that Perez APC is taking responsibility for

managing and ensuring that quality controls meet the terms of the Task Order. We understand that

USAID will regularly oversee quality management and Perez APC will regularly follow-up with the COR

to review progress and outcome. This plan is a living document and may be modified during the life of the

Task 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 the

corporate 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.



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 METRICS

Table A provides general guidelines for measuring the effectiveness of submittal and services quality and

timeliness. Table B summarizes the timing requirements for most deliverables - dates not specified in

advance will be as agreed with the COR during implementation. The Table A Performance Metrics are

intended to provide a qualitative means of reasonably judging overall attention to Task Order quality

management and is not intended to direct attention to any specific deliverable or to minor variance due

to reasonably unforeseen circumstances. The metrics provided in Table A cannot predict or include every

circumstance to be measured or judged from the outset of the Task Order. The guidelines may be

augmented or adjusted in consultation with the COR as the work progresses. “Major” submittals are

generally those described in the Task Order Contract. “Minor” submittals are generally those requested

during performance by USAID, Contractors or Partners.

Table A – Performance Metrics

Measurement Performance Standard Quality Assurance Level Method of Measurement

Reports Submitted on or before the contract or agreed due date

No missed submittals during the performance year

100% Inspection

Report Accuracy Rejection of Submittal No more than 2 rejected documents during the performance year

100% Inspection

A&E Timeliness Major -Submitted within 5 calendar days of the contract or agreed due date.

*Minor – Submitted on or before the agreed due date.

Major - No more than 2 late submittals during the performance year.

Minor – No more than 3 late submittals during the performance year.

100% Inspection

A&E Accuracy Written Modifications; Cost or Time

A&E Standard of Care <5% cost increase; <10% time increase

100% Inspection

Service RFIs <10wd

MCR<10wd

Submittals<15wd

Less than 5 complaints per performance year

100% Inspection



*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 Plan (QASP)

To be submitted April 7, 2019

A&E/Major Concept Design: Planning and Pre-Design Report

30% concept design submitted on May 7, 2019; 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 Energy Systems Planning Report

30% concept design submitted on May 7, 2019; approved NLT June 7, 2019

A&E/Major Design Packages for Alternative Energy Systems

Due at 60%, 90%, 100% design progress

Service Provide Procurement Support Needed after 100% design, until award of construction contract

Service

Provided Quality Assurance and Construction Management Support

Needed after award of construction contract, until end of POP

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 Team Managed and Mitigated

Ongoing for Life of Project

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 Reporting

As directed by COR

A&E STTA consultant reports, technical briefs, special and external reports

Regularly

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 Plan

180 days prior to award completion date

Report Disposition Plan 90 days prior to award completion date

Report Final Activity Report Submitted 30 days prior to completion date;



approved NLT 30 days after completion date

Report Geographic Data Reporting Requirements

With Annual Progress Report

5.0 METHODOLOGIES TO BE USED IN MONITORING PERFORMANCE

The Perez COP will continuously monitor performance of activities against the guidelines provided in Table A. Any significant variance will be analyzed for root causes and immediately corrected. If

the root cause is determined as beyond the control of the COP, the Perez HO PM will be

consulted 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 including

information about compliance with the Task Order scope, schedule and budget. They will

determine whether additional or specific notice of any kind should be provided to the COR. After

completion of the Quarterly Report, the HO PM and COP will jointly advise the IDIQ Program

Manager regarding overall compliance with the Task Order requirements.

The IDIQ Manager will, at a minimum, semi-annually evaluate how well this QASP is being

implemented.

Perez acknowledges that the Task Order COR may use any or all of the following mechanisms to

monitor 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 Evaluations

5.1 Quality Assurance Plan and Construction Oversight Manual

Perez APC will prepare a Quality Assurance and Construction Oversight Manual (QACOM) for use under

this 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 Objective

4 construction phase. With support and oversight by the COP, the Objective 3 and 4 teams will coordinate

to ensure that procurement documents include critical construction period requirements and terms and

conditions including, but not limited to, stakeholder engagement, environmental management, waste

management, health and safety, sexual harassment and discrimination.

The QACOM manual described above will define the QA/QC approach and tools to be used by Perez

APC 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 construction

oversight training to our local engineering partners, who will be the on-the-ground support.



6.0 MONITORING AND EVALUATION

The physical nature of infrastructure projects makes direct monitoring of high level activities simple and

obvious. 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 quarterly

as additional means of monitoring compliance with the Task Order Scope of Work. Any shift in indicator

quantity expectations outlined at the start of the Task Order will be analyzed and reported to the COR

and CO, when appropriate.

7.0 ASSESSMENT OF TASK ORDER RISK

Task 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 COP

will lead the effort to involve all stake-holders in risk management and response by producing and

maintaining a Risk Register that will be an important part of the overall Quality Assurance surveillance.

8.0 APPENDIX

A. ANHS Organization Chart

Updated: 2/25/2019

Appedix A - Organization Chart

Perez APC

Home Office Accountant

Saleem Hirani

USAID

Perez APC

Angela O'Byrne/Alternate

Mary Alexander

IMC Worldwide

A&E IDIQ Manager

Perez APC

Satish Menon

Perez APC

Mark Clayton

Chief of Party Home Office PM

Headley Jacobus

Objective 2 Lead Objective 3 Lead Objective 4 Lead

tbd

USAID | Zambia Advancing Newborn Healthcare Systems Organization Chart

Bill Lyons

Objectives 1, 2 & 3

Support

Levi Zulu/Vehdat Alavian

Fort Hill

Objective 1 M&E

Engineers

Kent Hornsby

Build Health Int'l

Objective 1 Support

Dr. David Walton

HCS Group

Objective 1 Civil/

Structural Engineer

Tetra Tech/GLS

Local Engineers

Tim Michael

Tetra Tech/ES


USAID | ZAMBIA

U.S. Embassy

Subdivision 694/Stand 100

Kabulonga, District, Ibex Hill Road

Lusaka, Zambia

QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

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