Statewide IT Policy and Procedure No. 107-004-030 (the IQMS policy) requires IT projects that meet certain criteria to use independent quality management services (IQMS). The policy and its companion procedure provide steps that must be followed to comply with policy requirements. This page contains additional information for the planning, procurement, and administration of IQMS for executive branch agencies under EIS oversight.
Projects that need IQMS
Statewide Quality Assurance (SWQA) is responsible for determining if a project requires IQMS under the IQMS policy. This FAQ provides additional information about the IQMS determination process:
FAQ: IT Initiatives That Require Independent Quality Management Services (IQMS)
How do I get IQMS?
When a project is required to use IQMS, the project will use a contractor that holds a Master Price and Services Agreement (MPSA) that specifically authorizes IQMS. An important aspect of procuring IQMS is the proper use of the IQMS Statement of Work (SOW).
For information about tailrong the IQMS SOW, see IQMS Statement of Work Templates (formerly SWQA Guidance 3).
Steps to procure IQMS
The scope of professional services is based on the IQMS Statement of Work (SOW). The SOW template contains five tasks, which are:
- Task 1 – Independent Risk Assessment
- Task 2 – Independent Quality Planning
- Task 3 – Independent Quality Control
- Task 4 – Independent Quality Assurance
- Task 5 – Independent Testing
Within the scope determined in the IQMS SOW, an agency develops a draft Request for Quote (RFQ) and related IQMS SOW, along with any other relevant documentation for the procurement process (e.g., project charter, redacted business case). Both the RFQ and its attachments (including the related IQMS SOW) must be approved by EIS and DAS State Procurement Services (DAS SPS) before use. In consultation with EIS and DAS SPS, a project may choose to reserve selected tasks and their related deliverables within the IQMS SOW for subsequent release, if any, through contract amendments during the project’s life cycle. Agencies should engage EIS and DAS SPS in a parallel rather than in a linear process. Requirements for Department of Justice legal sufficiency review apply to Requests for Quote and their resultant contracts. The $150,000.00+ threshold is determined on the basis of the reasonably likely total value of the contract, with all reasonably likely amendments, over the duration of the contract.
IQMS typically costs 4 - 6% of the total project budget for Tasks 1,2,3, & 4, and up to 10% including Task 5 - Independent Solution Testing.
With EIS and DOJ approvals as required, DAS State Procurement Services (DAS SPS) helps manage the Best Value Analysis (BVA) in a Request for Quote (RFQ) process.
After contractor selection and negotiation, a Work Order Contract (WOC) is executed.
Usually the Authorized Purchaser is the agency managing the project, and the Authorized Representative is an employee in that agency.
When the business needs exist, EIS may act as the Authorized Representative, with Statewide Quality Assurance (SWQA) taking on the responsibilities of contract administration. These business needs may include: federal requirement, Legislative Fiscal Office request, Governor Office request, agency request, etc.
IQMS Contract Documents
As of July 2023, there are 10 contractors that hold statewide Master Price and Services Agreements (MPSAs) that authorize IQMS. Typically, IQMS for a major IT project is contracted under a Work Order Contract (WOC). The WOC is based on the IQMS Statement of Work (SOW) and supporting appendices, with engagement specific tailoring. The relevant documents are:
Administering IQMS contracts
For detailed guidance on managing IQMS contracts, including deliverable review and acceptance procedures, see:
IQMS Contract Administration (SWQA Guidance 4)
Templates:
Contact Information
If you have questions or need assistance, please contact SWQA:
Phoebe Colman, Program Manager phoebe.k.colman@das.oregon.gov
Sergey Kukharik, Program Manager
sergey.kukharik@das.oregon.gov