Q1. List the current financial status and condition of the firm.
We are a small local company that has been in business for 6 years. We have a relatively low overhead and work hard to keep costs down for our clients.
Q2. Disclose any and all liens, judgments, pending or expected litigation, previous bankruptcies within the past ten years, or other real or potential financial reversals that might materially affect the viability or stability of the proposing organization, or warrant that no such condition is known to exist. Also disclose full details of all terminations for default experienced by the firm during the past five years, including the other party’s name, address, and telephone number. Termination for default is defined as a notice to stop performance due to the Firm’s non-performance or poor performance, and the issue was either (a) not litigated or (b) litigated and such litigation determined the Firm to be in default. List all claims history as well.
We have no liens, judgments, expected litigation, bankruptcies. Nor have we ever had any. In fact, we have no loans and are in the black. We carry both professional and general liability insurance with one million for professional with five million in defense funds. We have had no claims.
Q3. If the Firm has had a contract terminated for convenience, nonperformance, non-allocation of funds, or any other reason, which termination occurred before completion of the contract, during the past five years, describe fully all such terminations, including the name, address and telephone number of the other contracting party.
None.
Firm/Firm Experience
Q4. Describe projects that demonstrate the training and experience required in developing databases with a web-based interface. (Also, see section labeled “Home”)
Flexibility
Q6. Describe how the proposed system’s ability to expand and modify data elements, calculations, and reports based on future needs
2H Systems offers a database-driven, web-based delivery framework. The system is designed and structured to support a truly dynamic and multiple-tiered web architecture - one that can accommodate true "self-management" of configuration and content by consumer groups. It excels in data intake and reporting. Due to the inherent nature of the data display and intake modules, we can configure the system to meet your needs while utilizing Systems Analysis to understand your requirements instead of building many difficult-to-modify custom screens. Changes and modifications are easily done within this system allowing the module to “flex” and “evolve” as necessary. Add/Edit screens can be linked together to produce a step-by-step entry of data if needed.
Key to the manageability of the system is its inherent ability to read the data model and instantly render an Add/Edit screen. Consequently, changes in the table structure – like new data fields, removed fields, changed data types, or the order of the fields - require no programming. A field’s associated lookup list (query), its security (enabled/disabled), its field help, and whether it is optional – all are configured by an administrator within the system. Changes are instant. Tables, views, and queries can be assigned aliases rather than the actual database object name. The summary reports are actually queries or views that when presented to the user, contain common ad-hoc, sorting, exporting, and searching functionality. Like the input/edit screens, fields can be configured to be hidden, configured for field help, and display of data dependent on presentation need and security. Changes in a report (query or view) instantly are reflected in the presentation with no programming changes.
The ability to actually build modules without programming significantly speeds up the construction and implementation process. Key to the system is solid analysis and design. Testing with this system allows for quick changes. Requested modifications in Production are far less costly and take far less time as the crucial questions examined are: process, data elements, and presentation (query elements).
Technical Infrastructure
Platforms
As mentioned previously, the Framework can run against multiple database types. We target open source solutions The Framework’s database can be changed without a degradation or change to the Framework code. As in the three agencies we work with, they run a variety of databases locally – mostly SQL Server, PostgreSQL, Oracle, and DB2.
The 2H Framework can also run on multiple web server types. NT Server through Server 2003/2008 as well as LINUX – all are viable options.
So, as noted in the paragraphs above, the agency has the ability to change databases with no change to the code of the infrastructure. Additionally, the agency can change server OS’s and still continue. Finally, the core code to the Framework is compatible with number of web servers – one of which is MS Internet Information Server.
Finally, normally this product is offered as a service. As a service, 2H Systems takes care of the licensing of databases, operating systems, servers, hardware, backup, and internet connectivity. Download and upload capabilities allow the Agency to continue to use their normal databases and development tools for local purposes. Since this is the case, compatibility with Agency’s local environment is less critical as the ability to access/import text files and a having a compatible browser are the sole requirements. System Development Life Cycle
System Development Life Cycle
Q7. Clearly describe your system development methodologies and the processes you intend to use to ensure consistency and quality in developing the code and documentation.
Every 2H Project mandates a System Development Life Cycle. We have utilized an in-house methodology that has served us well over the last 6 years. Simultaneously, it folds into the larger Project Management Life Cycle that the State Project Manager utilizes. At times, customers insist that the project is “very simple”, and that there is no need to follow the SDLC. We have seen time and again where our insistence on following this instrument results in repeatable success that would not have been otherwise attained. Moreover, at the end of a project, there is a concise, clear notebook with logical steps describing all of the steps from Initialization to Implementation.
2H steps through a series of actions that are accompanied by products – usually documentation that are based on templates developed by 2H Systems for that specific step.
We begin with Initialization where the initial request which usually involves a physical request document being submitted to the department. Conceptualization is a stage where the business problem is defined and a true business problem statement is created. Solutions and architecture are brainstormed, and a very high-level paper prototype document emerges. Approval to proceed is required. The next stage, what we call “Gathering Information” consists essentially of user interviews, review of the current system(s), general requirement definition, and a ranking of requirements. This ranking is translated into a tentative release schedule, a high level scope, a high level estimate of time and dollars. Approval is required to proceed.
Now that we have an idea of what we’re going to do as well as the general architecture and possible interfaces, we go about identifying teams, members, and leads in the “Set Up Project” stage. Additionally, stakeholders, sponsors, exclusions, constraints, design assumptions, and risk analysis and mitigation documents are completed. The project timeline is then further refined.
In Requirements Definition, we refine and categorize desired functions from General Deliverables into features. This includes a Problem Domain Statement document. Breaking down the features into individual key items is next. We follow by determining whether the items are objects or classes – i.e. something that is a product of a template or the actual template that has certain intrinsic characteristics. A Cessna versus a plane is an example. We close with a discussion of where some of these data elements come from and where they might be stored.
Process Documentation looks at the hierarchy between the objects/classes and what the flow of data might be from big picture to the minute. Hierarchical object diagrams are the result. A logical flow diagram helps look at how data flows through the system currently versus how it might flow in the new system. It includes references to inputs and outputs from the system. This is contrasted against the object hierarchy diagram to spot missing elements. Process Narratives are produced to describe the logical flow diagram. Use Case diagrams are then created to understand user, administrative, and system roles within the various areas of functionality. Clearly defining which elements/functions are system-provided versus which items are managed by administrators helps determine what should be in place for a user to do his/her job using the system. Activity diagrams then are created to understand how the user will move through the system and which areas exist where user input is needed. These input areas, screens, are then examined to ensure that they contain the proper data elements. Finally, key reports are designed (conceptually) so that the upcoming stage of Database Design contains the required data elements.
Database Design involves significant review of the logical flow, use case, and activity diagrams. Missing data elements are identified and accounted for. Legacy data models are examined and cross-walked against current data element requirements. Field names, relationships, and tables are designed to create the logical data model. Eventually, the logical design is propagated to become the physical data model. Summary reports and lookups – queries, views, or stored procedures are written in SQL
Designing the Presentation involves healthy review of the Activity and Logical Flow diagrams. Key reports and lookup lists are reviewed and system secured fields, aliases, and hidden fields are identified. The menus presented to the user are also determined. This process is far more element-based than normal as the report/summary screens and the Add/Edit screens are already generally standardized by the architecture. This process is cycled until completed.
Implementing the Prototype User interface replaces the traditional “Construction” phase. Since the architecture is already in place, implementing the prototype consists of creating menus, configuring summary screens, and configuring input screens. The local prototype is reviewed by the Design team, and suggestions and fixes are implemented. Then, the local prototype is moved up to a Test Server.
Design Team Testing starts with the development of a test plan. Specific requirements from the early stages are integrated so that we can see whether the system is accomplishing what it was intended to do. Security is set up for design team testers. Screens, menus, and reports are further configured and fixed as needed. This process is cycled until completed. Meanwhile a draft user manual is created.
Field Testing involves a modified test plan with a timeline attached. Realistic data is added to lookup lists tables. Users are identified and configured for access to the system. We cycle with comments/complaints being funneled to a key Field Test Coordinator who sorts and organizes to deliver to 2H. Weekly meetings with field testers provide feedback. We test, fix, and cycle as needed. A finalized user manual is completed and implemented. Internal staff who will maintain and support the application are trained as well. Eventually the sign-off for Production is received from the Agency Project Manager.
Deployment begins with identification of specifically who will use the application. Agency (usually) IT staff ensures that users’ browsers are properly configured. Training is conducted prior to State staff receiving logins. At times, migration of legacy data precedes the dispersal of logins. Any final updates to the data lists are completed. The system is placed on Production Servers.
Evaluation usually occurs at 3, 6, 9, and 1 year intervals for the first year and yearly thereafter with the client. First year surveys hone in on problem areas within the process and reports. Later surveys concentrate on training availability, application speed, user support, and ideas for improvement.
Ability to Host a System
Q8. Describe your company’s ability to host a System of this scope and complexity. In addition, discuss and detail (by major category—hardware lease, system administration, licensing etc) the average costs associated with hosting a System of this scope.
We have traditionally proposed that 2H Systems provides the solution as a licensed service where the agency owns the menus, queries, business data model, and business data from the system but not the infrastructure itself. It’s as if you’re leasing a service with the expectation that the system will run at full capacity with user/technical support and modifications included. We continue to believe this would be the best solution in this case too. 2H is still open to discussion of other scenarios if necessary. While 2H has a local Development and Testing Network, our Production Data Center is located inArizona; it is hosted by Brinkster Corporation. We encourage you to view the link (http://www.brinkster.com/server/datacenter.aspx) that describes in detail the magnitude and capacity that we have with Brinkster. We have direct communication with the Infrastructure Manager of this multi-million dollar operation and receive incredible in-person response from highly qualified personnel. We’re able to bring on new servers up in a two to three-day turnaround. Our servers exist in own protected environment with gigabit switches, multiple-level hardware firewalls, and continuous monitoring. Brinkster obtains power from multiple power grids; 3 major continental power grids could fail and Brinkster could still provide service. Furthermore, their generators provide additional backup. Security includes hardware, software, and physical biometric measures. We’ve had a relationship with Brinkster since early 2002. This capacity and scalability allows 2H Systems to provide an outstanding technological infrastructure that supports our Web Framework software.
2H Systems leases the hardware and access from Brinkster while the software – databases, utilities, etc – are purchased by 2H. We have complete Administrative control of our servers. Our scenario with Brinkster is unique to 2H Systems and is not available through Brinkster’s traditional offerings. It’s customized to our needs specifically and is not part of the normal dedicated server scenario that Brinkster offers. Cost to the agency is on a per-seat license and can be configured monthly, yearly, or by a user cap.
Pros include the ability to grow exponentially without regard to local infrastructure or availability of local resources. Down-time at the State Data Center doesn’t equate to down-time with this application. Practically no software costs are involved. Internal agency staff are not encumbered with the task of managing the servers. Environment is very secure as it sets behind several 2H firewalls implemented at Brinkster. Upgrades and enhancements that are infrastructure-related are included in the cost of the license and/or subscription. The Agency’s system becomes a progressively better product over time. With the contract, Agency is ensured the ownership of the source code and setup if 2H stops doing business at any time in the future.
Cons include not having administrative access to server jobs. IT staff would not have direct Administrator control of the database. Agency’s direct access to the raw data (not through the interface) would usually be one day old. This local database is one of the areas where the Agency can design new modules. Costs to agency are over time through the site license or subscriptions rather than a one-time cost with a maintenance agreement. Agency would not own the Framework itself – only the menus, queries and business data model and data. At the end of 10 years, you would not own this software, but conversely, other than subscriptions, you would not have paid for servers, software, or upgrades. Your product would be better at the end of the cycle rather than worse as is traditionally the case. There is a joint motivation to ensure success over time by both the vendor and the Agency.
2H Systems currently serves 3 State agencies (1 of which is now a sub-agency per legislative mandate) where roughly 800 users are active on the system. We are located in Silverton, Oregon with clients in Salem, Portland, and Dallas, TX. There is a 2-3 day turnaround for the implementation of new serversinto our subnet with whatever capacity we request – including database type.
Licensing/Requirements
Q9. Licensing of software applications can vary by application, size and purpose. List each software application (or component) which will be necessary to purchase in order to deploy your proposed solution. List (by each application or component) whether this license is perpetual or annual, enterprise, by server or CPU, by user etc
Licensing of the Framework can be executed as a yearly site license or a monthly subscription. Licensing is typically based upon ranges of users. Normally, there are steps within the pricing scenario. Within the Framework, the customized solution is developed - capitalizing on the streamlined automated infrastructure to speed development.
Staff Requirements
Q10. Describe the requirements of a group's IT, internal staff, and outside customers.State Agency IT Staff
Managing this Product
Agency will need to have an FTP site accessible by 2H Systems. They will need some database tool – MS Access, SPSS, Brio etc. to link to the locally download data files that make up the local data model. They will need Internet Explorer 6.0 or above and at the minimum, and MS Excel from the MS Office Suite. Any Windows environment later than Windows 2000 is recommended. Site license, maintenance, and user support are on a per agency, per year basis.
Agency and Program Staff
Agency should have Internet Explorer 6.0 or greater with MS Windows – 2000 or later recommended. If they expect to use the automated “Print to Excel” feature, MS Excel is required. Site license, maintenance, and user support are on a per agency, per year basis.
Outside Customers
Outside customers should have Internet Explorer 6.0 or greater with MS Windows – 2000 or later recommended. If they expect to use the automated “Print to Excel” feature, MS Excel is required. Site license, maintenance, and user support are on a per agency, per year basis.
Project Management Methodology
Q11. Describe your Project Management Methodology. What role does 2H Systems play in the process? Traditionally, 2H requests that a qualified Project Manager from the Agency be assigned to the project. This individual must have prior experience managing IT Web Projects and must have the authority – or the ability to secure authorization for – project decisions. This Agency Project Manager works closely with 2H Systems, helping to direct internal Agency processes and meetings and their integration with 2H’s processes and communications. 2H’s project oversight is provided by our Senior Systems Analyst. She closely controls how the project follows the 2H Systems System Development Life Cycle and works with the Agency Project Manager to ensure that the technical life cycle integrates into the overall Project Life Cycle. She will also be limiting scope creep and its resulting costs as she is directly involved with the design. We believe that staff actually doing the work have an early “finger on the pulse” when design specs begin to wander from requirements. She receives oversight technically from the Systems Architect. Overall process and cost oversight is provided by the Business Analyst.
Training, Support and Documentation
Q12. Describe Firm's technical support offerings. In the event that the entity elects to have the Software maintained by the Contractor, the Contractor must be able to provide maintenance and support of the software. Maintenance must include, at a minimum, bug fixes and maintenance of software to work with hardware and third party software updates. Phone support must include, at a minimum, support from 8 am – 5 pm (Pacific Time).
User and Technical Support
Q13 Describe your technical support and your availability to support the product.The Agency or Company handles local activation and deactivation of users, changes in passwords (although the users can do it themselves), and other front-line requests as those requests normally require internal business knowledge. 2H concentrates on technical items that include configuration issues, "lost" data, troubleshooting, IT staff mentoring (beyond initial training) and problem solving. Users can call directly if needed. "Refresher" user training is delivered through interactive online web training and is available two days per week during two-hour sessions. Support is available 8-5 PST but not on weekends. Emergency issues are monitored routinely, however. Contact is direct with 2H Staff and often is passed on directly to those who helped design the specific module. User support as described above is included in the site license/subscription package.
Software Maintenance and Development
Q14. Please describe or define software maintenance versus software development.
The site license or monthly subscription includes the use of multiple dedicated servers, security hardware, use of the backup system, use of automated import/export system, and routine infrastructure upgrades and enhancements. This includes upgrades to the database OS and Framework code, If another agency requires a change to the infrastructure that might be beneficial to your Agency, it is passed on within the umbrella of the Site License.
Work that requires 2H Systems Administrators to implement scheduled jobs, modify queries and reports, configure the interface, adjust or refine import/export scenarios, or implement module tweaks - all are considered agency/entity-specific maintenance and are billed at an hourly rate.
Work that includes development of new modules or new functionality that is agency/entity-specific also is completed at an hourly rate. Critical bugs are responded to almost immediately. Immediate steps are taken to alleviate the problem. Fixes are usually completed within 12 hours, but if a workaround exists, resolution may stretch into2 business days.
For all aspects of 2H’s products, we serve as the front line of contact. This style of problem resolution allows technical staff to see where real issues exist versus items that are more of the routine user error type. 2H Systems staff is highly experienced with the software and have found that although our size is limited, having users speak with developers who truly know their software allows for much quicker and efficient resolution than normal. This approach has been formed by our own personal experience of being passed off to user support in other countries who are reading from a script. What we’ve found to be successful is for users to use the email icon in the toolbar which sends email to an Agency first line of support group email box. The assigned agency staff reviews the email for basic requests like activations, new tool assignments, and business-related items. If the item is technical in nature, they forward the request to 2H Systems staff who deal with the request directly with the user. A record then is created on several fronts as communication with the user is also cc’ed to the Agency web support email box.
