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WORLD VISION – HIV/HEALTH INITIATIVES AT WORKPLACES

ACTIVITY (HIWA) PROJECT

QUALITY ASSURANCE (QA) AND QUALITY CONTROL (QC) PLAN

FOR

RENOVATION OF MBALE POLICE HEALTH CENTRE III.

April 2018

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List of Acronyms
AOR – Agreement Officer Representative
COP – Chief of party
CQA – Construction Quality Assurance
CQC – Construction Quality Control
DCOP – Deputy Chief of Party
ERB – Engineers Registration Board
HIWA – HIV/ Health Initiatives in Workplaces Activity
HQ - Headquarter
PWD – Person With Disability
QA – Quality Assurance
QC – Quality Control
UPF – Uganda Police Force
USAID – United States Agency for International Development
WV – World Vision
WVU – World Vision Uganda
WVUS – World Vision United States of America

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Quality Assurance and Quality Control Plan for Construction of MBALE Police Health
Facility
Introduction:
Quality Assurance (QA) and Quality Control (QC) is to ensure that all work is performed
according to the designs and standard specifications as detailed in the contract documents and
that the work is of acceptable quality. Adjustments will be made when necessary and applicable
to reflect realities of USAID and Uganda’s preferences, conditions, available materials,
operations and maintenance considerations, and other universal quality considerations.
The QA/QC Plan will be the ultimate safeguard to meet the expectations of USAID/Uganda as
donor, of World Vision as the implementer of HIV/Health Initiatives in Workplaces Activity
(HIWA), and of the Uganda Police Force (UPF) Mbale district community, who are the target
Partners. This QA/QC Plan will spell out the process and the checks and tests that will be
performed by the contractor. QA/QC should be adhered to throughout the Mbale Police Health
Facility construction/renovation process.
The purpose of QA/QC Plan is to:
 Ensure that a general system of quality assurance (QA) is implemented and adhered to
throughout the construction/renovation process to ensure that quality control (QC) is
performed properly
 Ensure that a product of expected quality is delivered through the performance of a
series of specific QC activities
 Ensure that the design conforms to accessibility standards for Persons With Disability
(PWD) and in accordance with acceptable Construction standards, Ugandan Ministry
of Health standards for design/construction of medical buildings, and USAID rules and
regulations, and USAID guidelines on small and medium size renovations/construction,
and that all drawings are approved by an appropriate local authority
 Ensure that all construction works are accurately planned with help of Gantt charts.
 Ensure that procedures and instructions are clear, timely issued and followed without
affecting the contract sum.
 Ensure that all ongoing material tests are carried out in conformity with standards.
 Show that the work being done has been properly inspected and found to meet the
required standard and all the records of site activities which include site instructions,
material test results etc. are documented. Back of information should be considered at
this stage.

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Responsibilities and lines of communication

QA/QC Lines of Responsibilities and Communication

USAID World Vision CONTRACTOR


Program level

MANAGING
AOR COP
DIRECTOR
Sub Project level

Project Project
Project
Specialist
Engineer Manager

Police/District SITE
On-site level

Clerk of work engineering MANAGER


Depart

Site
Manager

Project
Workforce

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World Vision Uganda will be responsible for:-
1. Procurement of a contractor to undertake the works of renovation/remodeling of
maternity ward, installation of waiting shades, construction of latrine stances and
construction of medical pits at Mbale Police clinic.
2. Hire a clerk of work or Resident Engineer to monitor and supervise the
renovation/remodeling works at Mbale Police clinic. He will report direct to World
Vision.
3. Provide a biweekly report to the donor on the progress of work at Mbale Police clinic
4. Organize a monthly joint monitoring visit of the work comprising of the donor and the
all partners
HIWA project will use the established World Vision procurement and engineering system to
procure the services of a Contractor that will be responsible for the renovation/remodeling work
at Mbale Police clinic on behalf of HIWA project. World Vision Engineering department/The
Mbale District Engineering Department and Police Engineering Department will be
responsible for the performance of the contractor’s QC activities. This includes inspecting,
measuring and testing the work performed to identify any variances from the performance
standards indicated in the construction plans and specifications, taking action to correct or
minimize any adverse variances, and making every reasonable effort to improve performance
such that all activities are in total conformity with established work standards and the Contract
documents. QC activities will be performed by a joint staff from World Vision Engineering
department/ Mbale Engineering Department and Police Engineering department.
The procured contractor will be required to submit their construction QA/QC plans for review
and acceptance. The Contractor and World Vision Engineer will maintain all submittal files
via a combination of secure document filling and storage system, and a computerized
document control tracking. World Vision Engineer/Mbale District Engineer in consultation
with USAID Engineering Specialist will advise the Contractor on requirements in this regard.
The Contractor will be provided with the following guidelines
1. Accessibility standard and inspection checklist
2. Health and safety Plan
3. Contractor will provides for approval a Methodology statement for work, Work
Programme and Updated Environment Monitoring and Management Plan (EMMP)
reflecting progress of works
The QA/QC personnel will perform checks and tests throughout the construction process,
providing USAID and the beneficiary’s assurance that the project is being built according to
specifications. The general construction inspection and verifications to be followed will
include; inspections, QC testing, QA testing, establishing construction acceptance criteria,
compliance with handling, storage, packing, preservation, delivery requirements, material
identification and traceability. Any construction deficiencies identified will be reported and
preventive or corrective action taken.
Changes to the construction processes or design plans and specifications will be governed by
remedial action work plan and design change order procedures. These will be approved by
World Vision Engineer in consultation with the USAID Engineering Specialist.

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Document handling and retention procedures are important. On-Site records are updated by the
Contractor and the clerk of Works on daily basis and daily construction reports are prepared.
All construction drawings and As-Built drawings will be prepared, reviewed and will be filed
by World Vision.
The donor USAID/Uganda and the beneficiary Uganda Police Force (UPF), World Vision
Engineer, Mbale District Engineering Office and The Contractor’s representative may initiate
revisions to the construction QA/QC plan. It may be revised whenever it becomes apparent that
the construction QA/QC procedures or controls are inadequate to support work being produced
in conformity with the specified quality requirements, or are deemed to be more excessive than
required to support work being produced.

Specific Responsibilities
Quality Control
The construction contractor (the “Contractor”) will be responsible to executing the work as per
the construction documents, drawings, and specifications. The Project Engineer (World Vision
Engineer) through the Clerk of Work will have ultimate responsibilities for ensuring the work
is done as per the Construction Documents, construction drawings, specifications, and quality
assurance requirements.
Specifically, the Construction Contractor will be obliged by the Agreement conditions to
ensure the following.
 Contractor begins construction only after official notice given by World Vision Uganda
Engineer.
 Contractor is obliged to have permanently a quality control manager present at the
construction site.
 Contractor is obliged to have a system for documenting QC. Reports should be filed for

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every inspection.
 Contractor is obliged to present test certificates for the main materials used during
construction.
 Contractor is obliged to conduct design work shop drawings while observing
construction rules and norms as per the MoH standards. Shop drawings will only be
incorporated in the works after being approved by project Engineer on consultation with
USAID Engineer.
 Contractor is obliged to notify World Vision Uganda- USAID/HIWA Project on any
possible amendments in compliance with the amendment form prepared by the Project
Engineer and start amended activities only after written approval given by World
Vision Uganda- USAID/HIWA Project.
 Contractor is obliged to conduct testing of completed works or testing any materials
that are to be incorporated in the works before use. The testing procedures should be

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detailed developed by the Contractor and submit to World Vision Uganda-
USAID/HIWA Project for review and approval

Quality Assurance
1. World Vision Engineer designated as Project Engineer:
The Project Engineer will be the World Vision Engineer and will be responsible for overall
implementation and management of the QA/QC Plan and will supervise and certify the
construction. The Project Engineer will be independent of the construction contractor, but
directly accountable to the Chief of Party of HIWA for the successful completion of the work.
The duties and responsibilities of the Project Engineer include the following:
 Review and approve structural drawings. (Can only approve structural drawings if registered
by Engineering Registration Board (ERB) or else seek help from his mentor as per the
guidelines of ERB Act)
 Provide support to the Technical Supervisor/Clerk of works in interpreting the meaning and
intent of the construction plans and specifications and in the performance and supervision of
the CQA testing program.
 Provide consultation and technical support to HIWA Project.

 Identify, as appropriate and in coordination with the Technical Supervisor, discrepancies or


deficiencies in project work. That any deficiencies deemed to require immediate attention will
be reported to HIWA officials and also to USAID/Uganda‘s Agreement Officer Representative
(AOR) for HIWA and Engineering Specialist.
 Sign, certify, and seal the construction certification report as a Professional Engineer
registered in the country, who attests to the quality of the work being certified. The report will
include the results of all CQA and CQC testing and deviations from the construction plans and
specifications. In addition, the report will include "as-built" drawings, daily inspection reports,
pre and post photographs, and other applicable documents.
 Prepare the final "as-built" drawings indicating the features constructed and the existing
location of all features.
 Make recommendations to HIWA regarding the approval of construction contractors. He
doesn’t make recommendations but instead provides technical support to the Evaluation team.
 Evaluate the contractor's project schedule.
 Review and make recommendations to HIWA regarding any delays to the project schedule.

 Review and evaluate change orders proposed by the contractor. All change orders will require
a signature indicating approval from COP and USAID where necessary.
 Provide other technical support to HIWA as required
 Once every two weeks, project engineer conducts monitoring of the situation existing at
the construction sites, on which he reports to HIWA Project Management.

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 Project Engineer will schedule regularly joint site supervision visits by USAID Engineering
Specialist, AOR and COP for HIWA.
 He will be a minute secretary for the monthly site meetings.

2. Technical Supervisor/clerk of work:


World Vision will procure services of a Technical Supervisor/clerk of works, He /She will be
independent of the Construction Contractor, will be assigned to the site on a full-time basis,
and will report directly to the Project Engineer.
The general purpose of the Technical Supervisor/clerk of work is to ensure that the contractor
provides a full, complete, and properly constructed product in accordance with all plans and
specifications. The primary duties of the Technical Supervisor/clerk of work are to verify that
all QA and QC tests required under the construction contract are performed, and assure that all
installed equipment and materials have passed the required tests. The Technical
Supervisor/clerk of work will complete material and equipment tests and maintain reports of
testing results, any failures, and any corrective actions employed to obtain acceptable test
results. All test data, reporting data, and contractor submissions will be included in the
construction certification report. The Technical supervisor will also monitor the
implementation of the Environmental, health and safety management plan and report back to
the Project Engineer who will share it with HIWA management, who will then share it with
the Environmental Officer at USAID
The duties and responsibilities of the Technical Supervisor/clerk of works include the
following:
 Perform and/or oversee all QA testing activities. Maintain a construction technical
supervision journal, which is given to him by the Project Engineer (which reflects compliance
or deviation of performed works in relation to design documents).
 Coordinate QA activities with the Contractor and the Project Engineer.

Attend conduction of concealed work and compiles a document on concealed work, in


compliance with the form prepared by the Project Engineer (which reflects comparison of
quality and quantity of conducted works with design document requirements). Pre and Post
construction photos required.
 Prepare and distribute weekly construction reports to the Project Engineer regarding the
situation existing at the construction site, based on the technical supervision journal and the
document on concealed works. Pre and Post construction photos are required. Weekly reports
are to be distributed to USAID/Uganda and to WV HIWA.
 Obliged to make recommendations on any amendments, provided by the contractor and
compiles an amendment form, in compliance with the form prepared by the project
Engineer. Once every two weeks, WVU Engineer responsible for the site will conduct
monitoring of the situation existing at the construction site, on which he reports to the
HIWA management.
 Obliged to attend pre-final inspection and compiles a form of final inspection Punch list, n
compliance with the form prepared by the WVU Engineer

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 Technical Supervisor and Project Engineer are obliged for final inspection of completed
works.
 Attend monthly site meetings
Document control procedures:
As required in the QA/QC management system, document handling and retention procedures
will be implemented by World Vision and the Contractor, defining secure document filing and
storage system. For proper QA/QC management proper document handling and retention
procedures will be followed by Project Engineer, Technical Supervisor, HIWA Management.
The document exchange rules will apply when reporting to USAID and beneficiary institution.
The Document control Procedures and related tools and systems will be defined by World
Vision document in conjunction with the Contractor. Adaptation will be made from the already
developed World Vision Document and Data Control policy manual.

HIWA Project management will provide safe storage of the construction documents at HIWA
office in Kampala, they will be filed both electronically and manual in an orderly manner for
ease of tracking.
The COP with support from the WVU Project Engineer will have the overall responsibility of
the Contractor’s deliverables; the WVU Project Engineer will review the deliverables before
submission to the COP. The COP is obliged to submit reports to the AOR at USAID.
Document Filing and Control will be managed by HIWA management team at national office.
Site Visits/Meeting
The World Vision Uganda Project Engineer will visit the site on a weekly basis; the HIWA
management team will visit the site once a very two weeks; and The AOR, USAID/Uganda
Engineering Specialist and Mission Environmental Officer will visit the site once a month. All
parties visiting the site are required to prepare minutes of the meetings and site visit reports for
all field trips made. The Project Engineer (WV) should be the minute secretary for all meetings
and the Health Centre In-charge will be responsible to chair meetings.
Site Visits/Monitoring Reports
A schedule of site meetings will be prepared and distributed to all stakeholders. HIWA
management will be submitting monthly progress reports to USAID. Progress reports will be
prepared by the WVU Project Engineer, reviewed by the DCOP and COP and submitted to
USAID
Bi- Weekly Meetings

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HIWA Project Staff and the WVU Project Engineer will hold weekly meetings to discuss
progress, problems and issues that require immediate attention. to USAID.
Review and Approval Procedures.
The construction reports will be prepared by Contractor and Technical supervisor will be
reviewed by the World Vision Project Engineer after which they will be submitted to the COP
for review and submission to WVUS HQ team for their in-put and subsequent submission to
USAID Engineering Specialist and AOR for final review and approval.

Approval Processes of Technical Report


Preparation
Report

Contractor

Project Engineer Engineer


Report Reviews

(World Vision (Police/District)

COP HIWA
PROJECT

WVUS HQ
Report Approval

Engineering
Specialist (USAID)

AOR

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1. Tasks plan prepared by WVU Engineer in consultation with USAID Engineering
Specialist as necessary
2. Task plan submitted for approval by COP or his designee
3. WVU Engineer will hold weekly updates with HIWA management and USAID
Engineer as deemed necessary on Task progress. If there are problems, COP is
immediately informed and the AOR is alerted.
4. In case of Site Visits, Site Visit Report prepared and distributed to HIWA, WVUS and
USAID and the Contractor.
5. Draft Task Reports submitted by the Technical Supervisor to WVU Engineer for review
and share with the COP
6. WVU Engineer corrects, approves and Submits to the COP
7. COP sends (key deliverables) to WVUS for review
8. COP submits final deliverables to USAID

The duties and responsibilities of the Contractor and their technical team
1. Ensure that the construction project is completed in a timely and correct manner.

2. Implement a plan in which to carry out the construction project. This extends anywhere
from hiring workers to developing a step-by-step timeline that the project will follow
from start to finish.

3. Responsible for hiring, supervising and, at times, firing employees who work on the
specific project with the contractor.

4. Responsible for obtaining materials for the project. Since construction projects cannot
be completed without the necessary building materials, it is up to the contractor to
acquire goods to build the structures. This involves various forms of correspondence
with necessary material suppliers.

5. Throughout the construction process, the building contractor is also responsible for
reviewing the progress and implementing any changes along the way. The building
contractor needs to follow the specific building project closely and make changes when
he/she deems it necessary to do so.

6. The building contractor is the individual who deals with all emergencies and surprises
which relate to the project and occur on-site and sometimes off-site as well.

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