70-H6901-26-CP331_080426 MHC Software SS UNMH.pdf.PDF

UNM Proposed Sole Source Form – Rev 04/07/2021

Proposed Sole Source Purchase Form Pursuant to New Mexico Procurement law, the UNM Purchasing Department will post your completed form on the UNM Sunshine Portal and the

State of New Mexico Procurement website for 30 days prior to purchase of the goods/services.

I. GENERAL INFORMATION. PLEASE PROVIDE THE FOLLOWING:

Date of Request: August 3, 2026 Requisition Number (If Applicable): n/a Request Submitted by: Brian Menapace Title: Executive Director System Development Department: IT System Development Email: bmenapace@salud.unm.edu Phone 505-272-1976

Proposed Vendor: MHC Software, LLC Amount: $362,418.00 Vendor Address: 1200 Portland Avenue

Burnsville, Minnesota 55337

Term of

Purchase:

Initial Term of Five (5) year term, with the option to renew subject to NMSA 1978, Section 13-1-150

Buyer Team - See Commodity list at http://purchase.unm.edu/department-information/comm-code-listing.pdf Provide a basic description of goods/services to be provided:

The University of New Mexico Hospital (“UNMH”) is looking to procure the the MHC NorthStar cloud-based document automation and employee self-service platform to replace the existing on-premises MHC Document

Express and Document Self-Service applications that have supported the organization for more than fifteen (15) years.

MHC NorthStar is an enterprise Software-as-a-Service (SaaS) solution that automates the creation, processing, distribution, storage, archival, and secure retrieval of employee and financial documents while providing employees with secure self-service access to payroll and employment records.

The proposed solution includes:

• MHC NorthStar Payments Essentials

• MHC NorthStar Payroll Documents Enterprise

• MHC NorthStar Employee Tax Documents Enterprise

• MHC NorthStar Employee Documents Enterprise

The platform supports automated generation and electronic distribution of payroll documents, employee documents, tax forms (including W-2s and 1095-Cs), accounts payable checks, payment advices, positive pay files, employee document self-service, workflow automation, document storage, reporting, auditing, and secure document management.

The procurement also includes professional implementation services necessary to successfully migrate UNMH from the existing on-premises environment to the cloud-hosted NorthStar platform. These services include project management, workflow analysis, system configuration, historical document migration, implementation planning, testing, administrator training, end-user training, deployment assistance, technical support, and ongoing software maintenance.

This project will modernize UNMH's enterprise document management capabilities while replacing legacy software with a fully supported cloud-based platform that improves operational efficiency, enhances employee access to documents, strengthens document security, and streamlines document delivery throughout the organization.

mailto:bmenapace@salud.unm.edu http://purchase.unm.edu/department-information/comm-code-listing.pdf mailto:bmenapace@salud.unm.edu http://purchase.unm.edu/department-information/comm-code-listing.pdf

Due to UNMH’s anticipated market changes, this Sole Source may support multiple purchase orders and multiple contracts/contract addenda for implementation of additional functionality, additional license(s) and support fees, and to extend the Term of an Agreement pursuant to NMSA 1978, Section 13-1-150 (“Multi-Term

Contract”).

Why is this purchase needed?

UNMH currently utilizes MHC Document Express and Document Self-Service as its enterprise document management and employee document distribution platform. The existing solution is an on-premises application that has been in service for more than fifteen years and is being replaced with MHC's cloud-based NorthStar platform.

The implementation is being coordinated with UNMH's migration from Infor/Lawson to the Infor CloudSuite

Multi-Tenant cloud environment. Implementing both projects concurrently allows UNMH to modernize its enterprise resource planning platform and document management platform together, reducing implementation risk, minimizing duplicate integration efforts, and ensuring compatibility between the ERP system and the document automation platform.

The new solution provides secure cloud-hosted document automation and employee self-service capabilities while preserving historical employee records and existing business processes. Employees will maintain access to historical payroll documents, W-2s, 1095-Cs, payment records, and other employment documents through a secure self-service portal.

The project also improves operational efficiency by replacing manual document distribution processes with automated workflows, improving security, enhancing reporting capabilities, and reducing administrative overhead associated with document management.

II. BASIS FOR SOLE SOURCE PROCUREMENT. CHOOSE APPLICABLE BOX(ES) AND

PROVIDE ADDITIONAL INFORMATION, AS REQUESTED:

☒ Proprietary item, technology or service only available from the proposed vendor. (Check box and describe proprietary component)

MHC has provided a written Sole Source Letter confirming that it is the only Infor partner offering a fully integrated Infor CloudSuite document output and employee document self-service platform under a single solution.

MHC NorthStar is proprietary software developed, hosted, maintained, and supported exclusively by MHC.

The software architecture, implementation methodology, cloud-hosted environment, migration utilities, document automation engine, employee self-service functionality, workflow components, and integration tools are proprietary to MHC.

Only MHC possesses the proprietary software, source code, implementation methodology, and technical expertise necessary to provide the requested software, migration services, maintenance, upgrades, and ongoing support.

☒ Compatibility requirement with existing item, technology or service. (Check box and describe compatibility requirement)

UNMH has utilized MHC document management software for more than fifteen years. The proposed procurement replaces the existing MHC Document Express and Document Self-Service applications with the

MHC NorthStar cloud platform while maintaining continuity of business operations and preserving existing workflows.

The vendor has confirmed that NorthStar is the only Infor partner solution providing native integration with

Infor CloudSuite while supporting enterprise document output, payroll document management, employee self-service, accounts payable check processing, tax document management, and historical document migration within a single platform.

The implementation is specifically intended to coincide with UNMH's migration to the Infor CloudSuite Multi-

Tenant environment. Coordinating both projects minimizes implementation risk and avoids duplicate interface development, workflow redesign, and additional project costs.

Selecting another vendor would require redevelopment of existing business processes, recreation of interfaces, migration of historical employee records, redevelopment of document workflows, additional cybersecurity review, extensive testing, and significant retraining of end users and administrators.

☐ Renewal of support/maintenance/subscription of software, technology or other intellectual property. (Check box and describe)

Not applicable

☒ Other Basis for Sole Source: Please describe below:

This procurement represents the modernization of an existing enterprise document management platform rather than the acquisition of a new standalone application.

UNMHS intends to deploy MHC NorthStar concurrently with its Infor CloudSuite Multi-Tenant implementation. Information Technology leadership has determined that implementing both enterprise platforms together provides the most efficient, lowest-risk deployment strategy while ensuring seamless integration between the ERP system and document automation solution.

The vendor has provided written confirmation that MHC is the only Infor partner providing this integrated

CloudSuite document output and employee self-service solution. Because the software is proprietary and specifically designed to replace the existing MHC platform while integrating with Infor CloudSuite, no other vendor can provide an equivalent solution without substantial redevelopment, increased implementation costs, and operational disruption.

III. SUPPLEMENTAL DETAILS. PLEASE PROVIDE ADDITIONAL INFORMATION AS

REQUESTED BELOW:

Describe in detail the unique capabilities of the proposed vendor’s goods/service and/or personnel performing the work and why this constitutes the only source. Focus on what is unique about the goods/service and why no other vendor could meet your needs.

MHC NorthStar provides a comprehensive enterprise platform that combines document automation, employee self-service, document storage, workflow automation, reporting, auditing, security, and native Infor CloudSuite integration within a single cloud-hosted solution.

The platform provides:

• Automated accounts payable check creation and Positive Pay processing

• Payroll document generation and electronic distribution

• Employee document management

• Employee tax document creation and distribution

• Secure employee self-service access

• Historical payroll and tax document migration

• Workflow automation

• Secure cloud document repository

• Reporting and dashboard functionality

• Audit logging and compliance reporting

• REST API and SFTP integrations

• User administration and role-based security

• Ongoing cloud hosting, maintenance, upgrades, and technical support

Unlike alternative document management systems, MHC NorthStar provides these capabilities through a single solution that is specifically designed to integrate with Infor CloudSuite while preserving historical employee documentation and existing organizational workflows.

Professional implementation services include project management, workflow consulting, configuration, migration planning, system implementation, testing, training, deployment support, and customer assistance throughout implementation and production.

Describe the due diligence made to locate other possible sources including communications with other universities, communications with similar providers, web searches, yellow page searches, review of advertisements and trade publications, etc.

UNMH evaluated the organization's operational and technical requirements for replacing the existing MHC

Document Express environment while supporting the broader Infor CloudSuite Multi-Tenant modernization initiative.

Information Technology leadership determined that the MHC NorthStar implementation should occur concurrently with the Infor CloudSuite migration to ensure compatibility between both enterprise platforms and minimize implementation risk.

UNMH reviewed the proposed solution, evaluated the integration requirements, and obtained a written Sole

Source Letter from MHC confirming that it is the only Infor partner providing an integrated CloudSuite document output and employee self-service solution under a single platform.

UNMH also considered the operational impact of replacing the existing environment with another vendor. A different solution would require redevelopment of interfaces, recreation of business workflows, migration of historical payroll and employee documentation, additional cybersecurity review, testing, implementation services, and extensive staff retraining. These additional costs, project delays, and operational risks would not provide equivalent functionality or value to the organization.

Based upon this evaluation, UNMH determined that MHC Automation is the only source capable of providing the required software, implementation services, migration services, maintenance, and long-term support while maintaining compatibility with the organization's existing document management environment and planned

Infor CloudSuite Multi-Tenant implementation.

List the other vendors who were contacted. Please describe the specs/qualifications/criteria that the other vendors were unable to satisfy.

UNMH evaluated whether other document management vendors could satisfy the organization's operational, technical, and integration requirements.

Although other vendors offer document management or employee document distribution products, UNMH determined that no alternative vendor provides:

• Native integration with Infor CloudSuite.

• Migration of the existing MHC Document Express and Document Self-Service environment.

• Historical payroll, employee document, W-2, and 1095-C migration.

• Integrated accounts payable, payroll, employee document, and tax document automation within a single platform.

• MHC's proprietary NorthStar software and implementation methodology.

• Coordinated deployment with the Infor CloudSuite Multi-Tenant migration.

Accordingly, UNMH has determined that MHC Automation, LLC is the only vendor capable of providing the required proprietary software, implementation services, migration, maintenance, and support necessary to meet the University's operational and technical requirements. The procurement of MHC NorthStar represents the most efficient, lowest-risk approach to modernizing the organization's enterprise document management capabilities while supporting the broader Infor CloudSuite modernization initiative.

Approved: _________________________________________________ Date: _________________________ Jeffrey Gilmore (Aug 3, 2026 16:37:08 MDT) 08/03/2026 https://secure.na2.echosign.com/verifier?tx=CBJCHBCAABAAvfz1c9YBbyHWqo2KZDDK4HrguF2rWrYY

2026.08.03_MHC Software_Sole Source Justification Form - Final for posting Final Audit Report 2026-08-03

Created: 2026-08-03

By: Jennifer Sanchez (jedsanchez@salud.unm.edu)

Status: Signed

Transaction ID: CBJCHBCAABAAvfz1c9YBbyHWqo2KZDDK4HrguF2rWrYY

"2026.08.03_MHC Software_Sole Source Justification Form - Fi nal for posting" History

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Agreement completed.

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