ENHANCING BARBADOS AGRICULTURAL HEALTH AND FOOD SAFETY SYSTEM DRAFT TERMS OF REFERENCE LABORATORY QUALITY MANAGEMENT CONSULTANT

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1 ENHANCING BARBADOS AGRICULTURAL HEALTH AND FOOD SAFETY SYSTEM 1. BACKGROUND DRAFT TERMS OF REFERENCE LABORATORY QUALITY MANAGEMENT CONSULTANT 1.01 Barbados Medium-term Growth and Development Strategy has an overriding objective for the country to become a fully developed and people-centred society through new development pathways. It identifies four strategic goals required to achieve the objective: return the Barbadian economy to a sustainable growth rate of 3% by 2017 and 4.5% by 2020 while maintaining macroeconomic stability; facilitate broad-based adjustments and reforms in the economy; improve social and human development; and enhance environmental sustainability in the context of the green economy In order to achieve the targeted growth rate, the strategy identifies the increase in the exports of goods and services and the increase in food production and food security as major priorities While Barbados imports the majority of its food for both tourists and its 277,000 residents 1/, the country is considered nearly self-sufficient in poultry meat/broiler meat and eggs 2/, making it an important sub-sector in the agriculture sector 3/. The sector also has tremendous export potential as one of the large processors of chicken recorded an increase in their sales to cruise ships, airlines from 113 kilogrammes (kgs) in 1993 to 212,800 kgs in /. Large processors have attempted direct exports to countries such as Saint Lucia and to the Overseas Countries and Territories, but exports have been constrained by the country s inability to meet all the requirements of the World Trade Organisation s Agreement on the application of sanitary and phytosanitary measures Laboratory services for regulatory food control are available at Veterinary Services Laboratory (VSL) for animal diseases and surveillance programmes, at the Plant Health Laboratory for the plant pest identification and surveillance programme, at the Government Analytical Services (GAS) laboratory for microbiological and chemical hazard analysis and at the Public Health Laboratory for microbiological analysis in the case of food borne outbreaks and in the serotyping of positive isolates. The GAS laboratory of the Ministry of Agriculture, Food, Fisheries and Water Resources Management provides analytical services to government agencies, the private sector and private individuals. Analyses at this laboratory are conducted on food and water samples. However, analyses on other materials such as soil, plant material, feed and fertilisers are also undertaken. The laboratory utilises analytical techniques such as Gas Chromatography (GC) with selective detectors and a mass selective 1/ The Food and Agriculture Organisation (FAO) estimates that Barbados imports an average of 70% of its food requirement making it a Net Food Importing Developing Country. 2/ Barbados annual consumption of poultry meat has been estimated at around 15 million kgs. Local production of poultry meat for 2011 was estimated at 14.4 million kgs (Planning Unit, Ministry of Agriculture). 3/ The Barbados Agricultural Society estimates that some 1,795 persons are directly employed in the poultry sector, which in 2012 was valued at USD64 million (Planning Unit, Ministry of Agriculture). 4/ Sales records of the largest processor on the island. The Strategic Report for the Barbados Agricultural Sector, prepared by Dr. Bernard Francois, Consultant, FAO, July 2000, identified poultry (albeit certain cuts) as one of the few domestically produced commodities that could compete favourably with the imported product.

2 detector; Liquid Chromatography with Mass Selective and Multiple wavelength detectors for organic compounds such as pesticide residues, trace organic compounds, and other analyses; Ion chromatography, and Ultraviolet visible Spectrometry, as well as Flame Photometer and Atomic Absorption Spectrometry with flame and graphite furnace are used for inorganic determinations. The services of GAS are utilised by Barbados Water Authority, the Bridgetown and Oistins fishing complexes, the Ministry of Health, agro-processers, and poultry producers VSL offers a comprehensive diagnostic service to veterinarians, farmers, pet owners, the horse racing community and government departments. The services span the areas of histology inclusive of post-mortems; microbiology (clinical and food); residue analysis, serology, clinical pathology (haematology, biochemistry, cytology and urinalysis); parasitology and molecular diagnostics Polymerase Chain Reaction (PCR). VSL is also engaged in programmes such as the National Tuberculosis and Brucellosis survey, H1N1 survey in pigs and has participated in Salmonella surveys in poultry Neither of the laboratories are accredited by any national or international accreditation body, but proficiency tests are performed regularly with the Food Analytical Proficiency Accreditation Scheme in the United Kingdom (UK), the Canadian Association of Laboratory Accreditation and the GC Standard in the UK The GOB has embarked on a programme that seeks to enhance the national agricultural health and food control system so as to facilitate improved market access in CARIFORUM and other markets for agriculture produce and products, safeguard domestic food security, meet the demands of the tourism sector as well as enhance the laboratory services that support a modernised system. Regarding the latter, the GOB is proposing a project aimed at improving the quality management systems at the Government Analytical Services and the Veterinary Services Laboratory so that they conform to the general requirements of the International Organisation for Standardisation (ISO)/International Electrotechnical Commission (IEC) 17025:2005. The GOB approached the Caribbean Technological Consultancy Services (CTCS) Network for assistance in undertaking this project to conduct a technical gap analysis of GAS and VSL laboratories, provide training in quality management systems (QMS) through training workshops and staff training attachments, and develop a QMS and manual for the laboratories. 2. OBJECTIVE The specific objectives of this assignment are to: assess the Veterinary Services and Government Analytical Services Laboratories quality management systems (QMS); develop where necessary, the requisite QMS; serve as a laboratory mentor in supporting the laboratories work toward implementing effective quality management systems; provide related training on ISO17025:2005 standards to laboratory staff, and prepare work instructions and Standard Operating Procedures (SOPs) for four select test or those tests required to support the agriculture sector. 3. SCOPE OF WORK The scope of work is understood to cover all the activities necessary to accomplish the stated objectives, whether or not a specific activity is cited in these terms of reference. The main tasks/activities are as follows:

3 (e) (f) (g) (h) (j) carry out an audit/gap analysis of each laboratory, comparing the current QMS to the requirements of ISO/IEC 17025:2005. prepare two technical audit/gap analysis reports, with recommendations for closing observed gaps, and produce two implementation plans one for each laboratory. monitor and guide the timely implementation of action plans based on the results of the assessment to address the gaps identified at above; conduct a review of the work instructions and SOPs in use by the laboratories for the conduct of four to five select tests in identified matrices. prepare all necessary draft or revisions required with regard to above in collaboration with the laboratory staff. advise on the establishment of an audit team to carry out performance and system internal audits and outline its responsibilities. work with the audit team to conduct an internal audit after implementation of actions conducted at (c ) above. assess the training needs of staff in the two laboratories based on the gap analysis carried out and formulate an overall training programme. ensure that trainings are gender-balanced and gender considerations in the composition of teams are taken into account. design and deliver technical training for laboratory technical staff on the basics of a QMS in accordance with the requirements of ISO/IEC 17025:2005; and on the conduct of internal audits/management reviews. The workshops should be carried out on a train-the-trainer basis and topics should cover the following: (ii) (iii) (iv) (v) (vi) (vii) (viii) (ix) Managing ISO/IEC 17025:2005 for five senior laboratory technical staff and the Quality Managers. Internal Auditing for six laboratory technical staff. Procedural Writing for a QMS for 10 laboratory technical staff. Method Validation for 10 laboratory technical staff. Measurement Uncertainty for 10 laboratory technical staff. Basic Metrology and Calibration for 10 laboratory technical staff. Control Measures for 10 laboratory technical staff. Proficiency Testing/Statistical Analysis and Quality Control for 10 laboratory technical staff. Root Cause Analysis for 10 laboratory technical staff. (k) work with GAS and VSL technical and managerial staff to prepare quality documents for each laboratory detailing the Quality Management Plan, Quality Management Programme and Quality Manual, as well as design templates of forms, SOPs,

4 worksheets, records etc. to be used that comply with ISO/IEC 17025:2005 standard and prepare an action plan for the development and implementation of QMS for each. (l) (m) (n) (o) present during a consultation the draft QMS to staff of each laboratory. collaborate with the existing member(s) of staff identified to perform the functions of quality manager and who have been given the responsibility and authority for ensuring the implementation of QMS. The Consultant should serve as a laboratory mentor and develop and oversee the implementation of a work plan of the designated quality manager(s) for the implementation of the QMS designed. prepare the draft final QMS, and action plans in accordance with the feedback from stakeholders and from consultations with the Project Execution Unit. prepare and submit the Final documents incorporating recommendations on draft final. 4. DURATION 4.01 The duration of the assignment is 80 days over a period of 15 calendar months. 5. DELIVERABLES AND REPORTING 5.01 The Consultant will be required to submit/deliver the following in Microsoft Word/Excel format: (e) (f) (g) Within two weeks of commencing the assignment, an Inception Report containing a detailed work plan and schedule. Within two months of commencing the assignment, two gap analysis reports including the identified weaknesses and recommended improvements, staff assessment reports and proposed staff training programme. Within four months of commencing the assignment, a preliminary QMS for each laboratory containing the Quality Management Plan, Quality Management Programme and Quality Manual inclusive of copies of templates and forms complying with the ISO/IEC 17025:2005 standard and acceptable to laboratory personnel and National Agricultural Health and Food Control Programme. Within four and a half months of commencing the assignment conduct a consultation with personnel from each laboratory to discuss the preliminary QMS and obtain initial feedback. Within six months of commencing the assignment, a draft QMS taking into consideration the detailed feedback on the preliminary QMS documentation. Within nine months of commencing the assignment, a revised draft QMS containing detailed feedback on the first draft of QMS documentation. Within 12 months of commencing the assignment, an Interim Report that outlines all training workshops conducted, a draft in-house training programme and related training materials. The Interim Report should highlight an evaluation of the training workshops conducted, inclusive of a summary of recommendations received during the workshops. The Report should also include an abstract of approximately one (1) page embodying the main conclusions and giving essential information, which should be intelligible without reference to the Report itself and final copies of item (f) above as

5 approved by the National Agricultural Health and Food Control Programme (NAHFCP); and (h) Within 15 months of commencing the assignment, a Final Report that provides details of the assignment, including activities performed, results obtained, recommendations and follow-up actions required. 6. QUALIFICATIONS AND EXPERIENCE 6.01 The consulting firm or consortium should possess the following qualifications and experience: At least a Master s degree in Chemistry, Analytical Chemistry or related discipline. At least a Master s Degree in Microbiology or related discipline. At least a Bachelor s Degree in Veterinary Technology or related discipline. Certification as an internal or external auditor for ISO/IEC 17025:2005 and demonstrated experience in auditing the same. (e) Knowledge of all aspects of ISO/IEC 17025:2005 through training and work experience and working experience in the implementation, operation and maintenance of a laboratory quality management system based on ISO/IEC 17025:2005. (f) Demonstrated practical experience as a staff member in an ISO/IEC 17025:2005 accredited laboratory as quality manager, chemist, microbiologist or veterinary technologist. (g) Demonstrated experience in the design and delivery of training in ISO/IEC 17025:2005 and Quality Mangement Systems. (h) Experience in a food-testing, analytical or veterinary laboratory in the CARICOM Region or in a developing country will be an asset. (j) Strong interpersonal and communication skills; ability to be tactful and flexible in dealing with personnel at all levels of an organisation. Excellent command of written and spoken English.