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Stevens
Avenue

Pine
Street

7:00 PM

FINANCE COMMITTEE

JULY 5, 2017
Aldermanic Chamber

ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

From:
Re:

From:
Re:

From:
Re:

From:
Re:

From:
Re:

Dan Kooken, Purchasing Manager
MHC Electronic W-2, 1095-C And Pay Stub Software Licensing (Value: $38,681)
Department: 122 Information Technology; Fund: NGIN Bond

Dan Kooken, Purchasing Manager
Purchase of Various Chemicals for the Wastewater Treatment Facility (Value: $195,000)
Department: 169 Wastewater; Fund: Wastewater

Dan Kooken, Purchasing Manager
Pennichuck School Pedestrian Bridge Construction (Value: $162,000)
Department: 160 Admin/Engineering; Fund: General

Dan Kooken, Purchasing Manager
Siphon Covers Installation - Change Order #2 (Value: $16,618)
Department: 169 Wastewater; Fund: Wastewater

Dan Kooken, Purchasing Manager
Pump Station Upgrades Design Services — Final Design (Value: $461,569)
Department: 169 Wastewater; Fund: Wastewater

UNFINISHED BUSINESS — None

NEW BUSINESS — RESOLUTIONS

R-17-111

Endorsers: Mayor Jim Donchess

Alderman-at-Large Lori Wilshire
Alderman Tom Lopez

Alderwoman Mary Ann Melizzi-Golja
Alderman Richard A. Dowd
Alderman Sean M. McGuinness
Alderman Ken Siegel

AUTHORIZING THE CITY OF NASHUA TO AMEND THE LEASE FOR THE HERITAGE RAIL TRAIL
COMMUNITY GARDEN
e Also assigned to the Committee on Infrastructure

NEW BUSINESS — ORDINANCES — None

RECORD OF EXPENDITURES

PUBLIC COMMENT

REMARKS BY THE ALDERMEN

NON-PUBLIC SESSION

ADJOURNMENT

(2, THE CITY OF NASHUA “The Cate City’

Financtal Services

Purchasing Department

aed a : sremiets ne

June 29, 2017
Memo #18-005

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: MHC ELECTRONIC W-2, 1095-C AND PAY STUB SOFTWARE LICENSING (VALUE: $38,681)
DEPARTMENT: 122 INFORMATION TECHNOLOGY; FUND: NGIN BOND

Please see the attached communication from Bruce Codagnone, CIO/IT Division Director, dated June 24, 2017 for
information related to this purchase.

Pursuant to NRO § 5-84 Special purchase procedures (A) (5) Purchases from a sole manufacturer, where it is
determined to be more efficient and economical to reduce costs of maintenance of additional repair parts,

supplies or services.

The CIO/IT Division Director and the Purchasing Department recommends the award of this contract in the amount
of $38,681 to MHC SOFTWARE, INC. of Burnsville, MN.

Respectfully, A
4 Me }
oo Cee ‘

te é
— # Dan Kooken
Purchasing Manager

Cc: B. Codagnone J. Graziano

229 Main Street » Nashua, New Hampshire 03061 e Phone (603) 589-3330 e Fax (603) 589-3233

THE CITY OF NASHUA “The Gate Cy’

Information Technology Division

June 24, 2017
TO: MAYOR Donchess

FINANCE COMMITTEE
SUBJECT: MHC Document Self Service
In a step to provider easier access to information for employees, we will be implementing a product that employees can
use at home or at work to access their paystubs, W-2s, and 1095-C documents. Employees can also opt to have this
information securely emailed to them to an email address of their choice. The product is MHC Software’s Document Self-
Service™ (DSS) and provides the City with the ability to deliver customized employee-specific documents via Lawson
Employee Self-Service or via secure email with an audit trail for consent. Document Self-Service will be utilized for delivery
of customized pay stubs, IRS-compliant electronic W-2s and other benefit forms.
This is a sole source purchase since MHC is the product we currently utilize for Check printing. This is an addendum to an

existing agreement to purchase additional modules. The total cost of the additional modules is $32,475, and yearly
maintenance for these additional modules will be $6205.50 .

Respectfully,

Bruce Codagnone
CIO/IT Division Director

Ce: J. Griffin

D. Kooken

229 Main Street e Nashua, New Hampshire 03060 e Phone (603) 589-3300 e Fax (603) 594-3434

Addendum Two (2) to the Software License Agreement between MHC Software, Inc., 12000 Portland Avenue
South, Suite 230, Burnsville, MN 55337 ("MHC") and City of Nashua, 229 Main Street, Nashua, NH, 03061-2019
dated as of March 22, 2011. License and Maintenance Fee for Additional Software Purchases.

Proposed

Software for | Key Standard Features Inclusions Price
Payroll

Document A link to Document Self-Service (DSS) is Includes the DSS Web_ | $7,995
Self-Service created on your Infor Lawson Employee Self- Server, DSS

Electronic Service (ESS) website or another Intranet site. Administrative Tool,

W-2 Web To access the documents in Document Self- and required

Delivery Service, employees either click a link functionality in

with User embedded in an employee portal or access Document Express W-

Options the system directly via the URL. Employees 2 Print Module

enter their login credentials to Active
Directory (AD) or Lawson to access the
system (unless Single Sign-On criteria are
met). Once logged in, each employee only
has access to his/her own documents and
document delivery settings (authorized
administrators will have additional

access). The Document Self-Service web pages
mirror the Lawson Self-Service look and feel
for a transparent flow

The IRS requires employee consent and
notification to distribute the initial W-2s
electronically. Electronic W-2 Module is IRS-
compliant and performs the tracking of
consent, revocation of consent, provides the
necessary notices to employees, and a full
audit trail of all activity (visible only to
authorized administrative end users).
Supports W-2C options and posting of W-2
history

Supports email notifications of all posts and
employee actions (authorization, revocation,
and change in email information)

Inactive employee documents may be printed
Supports ability to set up messaging for the
website using text formatting features

Interface to Lawson
PR297 and laser forms
design, provides W-2C
capabilities, Document
History and State,
Local or Employer
copies

Electronic W-2s with
IRS Compliance
Unlimited number of
retrieval users and
document volumes

42000 Portland Avenue South e Suite 230 e Burnsville, Minnesota 55337
800.588.3676 © Main: 952.882.0884 © Fax 952.882.0484

www. mhcsoftwareinc.com

An

Proposed
Software for
Payroll

Key Standard Features

Inclusions

Price

Document
Self-Service
Payroll Web
Delivery

A link to Document Self-Service (DSS) is
created on your Infor Lawson Employee Self-
Service (ESS) website or another Intranet site.
To access the documents in Document Self-
Service, employees either click a link
embedded in an employee portal or access the
system directly via the URL. Employees enter
their login credentials to Active Directory (AD)
or Lawson to access the system (unless Single
Sign-On criteria are met). Once logged in,
each employee only has access to his/her own
documents and document delivery settings
(authorized administrators will have additional
access).

The Document Self-Service web pages mirror
the Lawson Self-Service look and feel for a
transparent flow.

Employees are able to view Statement of
Earnings (SOE) history and a reformatted SOE.
Provides the ability to post all advices without
providing any posting-related business rules
Ability to co-brand the web page

Provides a detailed audit history and audit
reports

Ability to email notifications of document
posts

Ability to set up messaging for the website and
email messages using text formatting features

e Web server
component,
Administrative Tool,
and required updates
to licensed Document
Express Pay Stubs
Module

e Unlimited number of
retrieval users and
document volumes

$8,495

Document
Self-Service
Add-on:
Payroll/Empl
oyee
Documents
Email
Delivery and
User
Options

Allows employees to Opt in or Opt out of
payroll document and/or employee document
delivery via email

Employee maintains secondary email and
password

All documents are sent as encrypted PDFs
Ability to set up email messages using text
formatting features

e Utilizes business rules
to determine emailing
of documents

$3,995

12000 Portland Avenue South Suite 230 © Burnsville, Minnesota 55337
800.588.3676 © Main: 952.882.0884 Fax 952.882.0484

www.mhcsoftwareinc.com

MHC SOFTWARE, INC.

The disclosure message is displayed prior to
the pay stub

As of Release 5.1, disclosures can also be used
with employee documents

The disclosure may be included as the first or
last page of the PDFs sent via email

e Text editing and
formatting features

‘Proposed

Software for | Key Standard Features Inclusions Price
Payroll

Document e The administrator maintains a disclosure e Full audit trail with $2,995
Self-Service message in the Document Self-Service system auditing the

Add-on: Administrative settings containing a subject users who viewed the
Disclosures line and the disclosure disclosure

12000 Portland Avenue South ¢ Suite 230 « Burnsville, Minnesota 55337
800.588.3676 ¢ Main: 952.882.0884 ¢ Fax 952.882.0484

www.mbhcsoftwareinc.com

<i)

& ~~

Proposed
Software for | Key Standard Features Inclusions Price
Payroll
Document For customers who have already licensed one includes the DSS web $8,995
Self-Service or more Document Self-Service modules or application and (includes
1095-C Web license MHC’s electronic W-2 module at the supporting application 2,000
Delivery same time, this license upgrade will allow components, plus the vee
with User delivery of IRS-compliant 1095-C documents required functionality | price)
Options electronically to employees via the same self- in the Document

service web access as W-2s Express 1095-C

Requires Document Self-Service release 5.1 Module

or above for 1095-C functionality Includes Corrected

A link to Document Self-Service (DSS) is Form 1095-C

created on Infor Lawson Employee Self- functionality

Service (ESS) or another intranet website. To Permits unlimited

access the documents in Document Self- number of retrieval

Service, employees either click a link users and document

embedded in an employee portal or access volumes

the system directly via the URL. Employees inactive employee

enter their login credentials to Active documents may be

Directory (AD) or Infor Lawson to access the printed

system. Once logged in, each employee only Discounted license

has access to his/her own documents and from $10,995 list price

document delivery settings (authorized for all organizations

administrators will have additional access). who are upgrading

The IRS requires employee consent and their Document Self-

notification to distribute the initial 1095-C Service license or are

electronically. Document Self-Service licensing MHC’s

functionality is IRS-compliant and performs electronic W-2 self-

the tracking of consent/revocation of consent service functionality at

and provides the necessary notifications to the same time

employees. In addition, the software audits

system and user activity (visible only to

authorized administrative users).

Total Purchase Price | $32,475

12000 Portland Avenue South ¢ Suite 230 e Burnsville, Minnesota 55337
800.588.3676 © Main: 952.882.0884 Fax 952.882.0484

www. mhcsoftwareinc.com

WA

Payment Terms:
50% of software purchase price at time of purchase. Balance due 30 days after software delivery.

Software Implementation & Maintenance Services: Included via phone/web

Post-Implementation Support:

For customers who choose to make technological platform changes or resource support changes post-
implementation (i.e., after 30 days of MHC software use in a production environment), MHC will support the
additional effort required to complete the changes on a time and materials basis, based on a to-be-estimated

amount of hours at the current MHC billable rate.

Software Maintenance:
The annual maintenance fee is 18% of the current list price as listed below:

Document Self-Service Electronic W-2 Web Delivery with User Options $7,995.00
Document Self-Service Payroll Web Delivery $8,495.00
Document Self-Service Add-on: Payroll/Employee Documents Email Delivery and User Options 53,995.00
Document Self-Service Add-on: Disclosures $2,995.00
Document Self-Service 1095-C Web Delivery with User Options $10,995.00
Annual Maintenance Fee 18% of Current List Price $6,205.50

Accepted for Customer: Accepted for MHC Software, Inc.:
By: By:
(Signature) (Signature)
Name: Name:
(Please type or print name) (Please type or print name)
Title: Title:
(MHC Software)
Date: Date:

12000 Portland Avenue South e Suite 230 « Burnsville, Minnesota 55337
800.588.3676 © Main: 952.882.0884 © Fax 952.882.0484
www.mhcsoftwareinc.com

mo

MHC SOFTWARE, FNC.

Document Self-Service Pricing Summary for the City of Nashua

Summary

MHC Software’s Document Express™ is used by more Lawson customers for document output than any other
solution. Document Express™ provides customized output and advanced document distribution
functionality, including self-service document access via Document Self-Service — delivered with no hidden
costs and typically within 30 days.

e MHC Software is the only Lawson Partner offering document output (Document Express™), self-
service extensions (Document Self-Service™) and document
imaging (Image Express™) software.

© MHC Software is the most utilized and preferred Lawson Partner WR
- over 800 successful Lawson customer implementations due to MHC SEETWARE, INC
MHC’s Lawson expertise and dedication to superior customer y y
. DOCUMENT Lawson MHC IMAGE
service. BEPMESS — i vouyxty:] — SLRAESS
=) Ls 7 . me Document £.
e Document Express is highly integrated with Lawson, yet MHC ~% atnAagaraant ie
Software’s unique proprietary technology requires no oe,

é

customizations to the Lawson code base while delivering

. . LAWSeN™
customized output to customers using Document Express™.

e Document Express utilizes industry-standard components and is
able to seamlessly integrate with your existing infrastructure resulting in a 30 day implementation
requiring very few IT resources.

e MHC’s offering is designed to allow customers to select only the functionality they need to have a
high-value, cost-effective solution geared toward an organization’s unique business needs.

e Document Express is integrated with MHC’s complementary document processing solutions,
including Document Self-Service™ to distribute documents to employees via a self-service Web site
and Image Express™ to manage the storage and retrieval of document images

e MHC guarantees delivery of a turnkey document output solution with fixed pricing, backed by a
commitment from MHC to provide excellent customer service.

Document Self-Service Overview

MHC Software’s Document Self-Service™ (DSS) product is an extension to the Document Express™ system
and provides customers with the ability to deliver customized employee-specific documents via Lawson
Employee Self-Service or via secure email. Document Self-Service is most utilized for delivery of customized
pay stubs, IRS-compliant electronic W-2s and other benefit forms. Note: MHC’s Image Express™ is another
complementary product to Document Express that provides Lawson-integrated document imaging and
retrieval and document routing functionality. Additional information on Image Express is available from your
Account Executive.

MHC Software, Inc. :
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