Governor and Executive Council Agenda item PDF - 2026-03-25 - agenda 27

Meeting Date

2026-03-25

Attachment Kind Label

Agenda item PDF

Attachment Relation

primary_meeting_attachment

Agenda Numbers

27

Agency Names

Department Of Information Technology

Parent Meeting Title

Governor and Executive Council meeting - 2026-03-25

New Hampshire

DolT

STATE OF NEW HAMPSHIRE

DEPARTMENT OF INFORMATION TECHNOLOGY

27 Hazen Drive | Concord, NH | 03301

Fax; (603) 271-1516 1 TDD: (800) 753-2964

doit.nh.qov

Denis Goulet, Commissioner

AR 2 5 2026

March 2, 2026

Her Excellency, Governor Kelly A. Ayotte

and the Honorable Council

State House

Concord, New Hampshire 03301

REQUESTED ACTION

Authorize the Department of Information Technology, on behalf of the of the Department of

Health and Human Services, to enter into a Sole Source amendment to an existing contract

with Legal Files Software, Inc., (VC# 168989), Atlanta, OA to modify the scope of services for the

Legal Files case tracking software to automate the upload of budgetary data into a secure cloud

environment, by increasing the price limitation by $13,600 from $711,547 to $725,147 with no

change to the contract completion date of June 30, 2030, effective upon Governor and Council

approval. 46.97% Federal Funds. 51.99% General Funds 1.04% Other Funds.

The original contract was approved by Governor and Council on August 22, 2012, item #11,

amended on June 20, 2018, item #62A, amended on June 24, 2020, item #78, and most recently

amended on June 25,2025, item #48.

Funds are available in State Fiscal Years 2026 with the authority to adjust budget line items

within the price limitation through the Budget Office, if needed and justified.

CAT#-DEPT#-AGENCY#-ACTIVITY#-

ACCOUNTING UNIT #- DEPT NAME-

AGENCY NAME -ACCOUNTING UNIT

NAME CLASS- OBJECT - DESC

ACTIVITY

CODE

FY26 Total Amount

01 -03-03-030010-76950000 - DolT- IT

for DHHS 038-509038 Agency

Application Software

03950323 $13,600 $13,600

EXPLANATION

This request is Sole Source because MOP 150 requires all amendments to agreements

originally approved as sole source to be identified as sole source. Due to the proprietary nature of

this software, the Contractor is the only authorized Contractor able to perform maintenance and

support and build a custom application forthe proprietary software. No other vendor can access the

underlying intellectual code and develop a secure, custom Application Programming Interface (API)

for DHHS to automate uploads of budgetary data instead of the current manual process, which will

result in greater resource efficiencies.

The purpose of this request is for the Contractor to design and develop a custom Application

Programming Interface (API) to automate the generation of a weekly budgetary report from the New

HEIGHTS system, which is currently maintained manually through a custom application. This

initiative aims to improve efficiency, reduce manual effort, and ensure data accuracy. Additionally,

Her Excellency, Governor Kelly A. Ayotte

and the Honorable Council

the Contractor will migrate the API solution from the existing on-premises environment to the

Contractor's designated cloud environment, ensuring scalability, security, and compliance with

applicable standards.

The Legal Files software is utilized to manage the DHHS legal caseload, including 91-A

requests, litigation, general counsel matters, privacy matters, New Hampshire Hospital probate

admissions. Estate Recoveries, appeals of public assistance benefits decisions, rulemaking, and

reporting. The Contractor provides the capability to track each request and response and ensure that

critical deadlines are met. Legal Files serves as a repository for legal research and pleadings that

increases staff efficiency by allowing the benefit of prior work.

The Departments will monitor services by ensuring the contractor adheres to technical

assistance timeframes and the required response times with DolT.

Should the Governor and Council not authorize this request, DHHS may lose the ability to

generate reports and migrate the custom desktop application to the cloud, which puts the system

functionality at risk and may lead to DHHS failing to meet statutory deadlines under RSA 91 -A.

The Department of Information Technology and the Department of Health and Human

Services respectfully request approval of this contract amendment.

Area served: Statewide

Respectfully submitted.

Denis Goulet

Commissioner, DOIT

Lori A. Weaver

Commissioner, DHHS

DOIT #2012-085D

RID #98154 (94617, 51446)

cc: Ken Gagne, IT Manager

Docusign Envelope ID: AC2A1BD2-12D7-4595-A865-6F260B535292

State of New Hampshire

Department of Health and Human Services

Amendment #4

This Amendment to the DHHS Legal Files contract is by and between the State of New Hampshire,

Department Information Technology ("State" or "Department") and Legal Files Software, Inc. ("the

Contractor").

WHEREAS, pursuant to an agreement (the "Contract") approved by the Governor and Executive Council

on August 22, 2012, (Item #11), June 20, 2018, (Item #62A), June 24, 2020 (Item #78), and June 25, 2025

(Item #48) the Contractor agreed to perform certain services based upon the terms and conditions specified

in the Contract as amended and in consideration of certain sums specified; and

WHEREAS, pursuant to Form P-37, General Provisions, the Contract may be amended upon written

agreement of the parties and approval from the Governor and Executive Council; and

NOW THEREFORE, in consideration of the foregoing and the mutual covenants and conditions contained

in the Contract and set forth herein, the parties hereto agree to amend as follows:

1. Form P-37 General Provisions, Block 1.4., Contractor Address to read:

100 Galleria Parkway Suite 1030, Atlanta, GA, 30339

2. Form P-37, General Provisions, Block 1.8., Price Limitation, to read:

$725,147

3. Add Exhibit A-1,, Additional Scope of Services, Amendment #4, which is attached hereto and

incorporated by reference herein.

4. Modify Exhibit B, Payment Schedule, Section 2, Fixed Price Payment Schedule, Paragraph B,

Data Conversion Services, to add Section B.4. to read:

B.4. Custom Programming Project to construct a RESTful Application Programming Interface

(API); 68 hours @ $200/hour $13.600.

Legal Files Software, Inc. A-S-1.3 Contractor lnitlals_

3/5/2026

88-2012-OCOM-85-LEGAL-01 -A04/DolT 2012-085D Date

v7.12.23

Docusign Envelope ID: AC2A1BD2-12D7-4595-A865-6F260B535292

All terms and conditions of the Contract and prior amendments not modified by this Amendment remain

in full force and effect. This Amendment shall be effective upon Governor and Council approval.

IN WITNESS WHEREOF, the parties have set their hands as of the date written below,

State of New Hampshire

Department of Information Technology

March 3, 2026

Date Name: Denis Goulet

Title: ClO / DOIT Commissioner

State of New Hampshire

Department of Health and Human Services

3/5/2026

Date

—Signed by;

/U/HhSSA (VuAiA.

fl?RFrnnn6'^fi<t3?

Henn

Title. Morissa Henn, Deputy Commissioner

3/5/2026

Date

Legal Files Software Inc.

—DocuSigned by:

^ Piriqn7finft8i4'^n

Name: "-aura Fese

Title:chief Legal Officer

Legal Files Software Inc. A-S-1.3

88-2012-OCOM-85-LEGAL-01-A04/DOIT 2012-085D

V. 7.12.23

Docusign Envelope ID: AC2A1BD2-12D7-4595-A865-6F260B535292

The preceding Amendment, having been reviewed by this office, is approved as to form, substance, and

execution.

OFFICE OF THE ATTORNEY GENERAL

PDocuSigned by:

raayMSuawiaee:

Date Name: ^obyn cuanno

Attorney

I hereby certify that the foregoing Amendment was approved by the Governor and Executive Council of

the State of New Hampshire at the Meeting on: (date of meeting)

OFFICE OF THE SECRETARY OF STATE

Date Name:

Title:

Legal Files Software Inc. A-S-1.3

88-2012-OCOM-85-LEGAL-01-A04/DOIT 2012-085D

V. 7.12.23

Docusign Envelope ID: AC2A1BD2-12D7-4595-A865-6F260B535292

New Hampshire Department of Health and Human Services

DHHS Legal Files

EXHIBIT A-1 Additional Scope of Services - Amendment #4

Additional Scope of Services

1. Scope of Services

1.1. Custom Application Programming Interface (API)

1.1.1. The Contractor shall design, develop, and deploy a custom API within their cloud

environment that programmatically allows and supports the import of data elements

defined below to be inserted into the Legal Files system, to facilitate reporting

requirements. The Contractor is responsible for hosting, maintaining, and securing the

API in their cloud infrastructure. Provided further that any adjustment to the estimate must

be within the Contract price limitation as set forth in Form P-37, General Provisions, Block

1.8. The general progression and allocation of responsibility for custom API services

includes:

1.1.1.1. Data Requirements

1.1.1.1.1. The API must account for and allow the insert into the Legal Files

existing matter the following fields. These fields originate from the

State's source system New HEIGHTS and must be mapped by the

vendor to the appropriate fields in the vendor's cloud application

database:

1.1.1.1.1. Alphanumeric Fields

1.1.1.1.1.1. MID_NUMBER

1.1.1.1.1.2. COMMENTS

1.1.1.1.2. Date Field

1.1.1.1.2.1. EXTRACT_RU N_DT

1.1.1.1.3. Currency Fields

1.1.1.1.3.1. MA_NF_SUB_TOTAL

1.1.1.1.3.2. MA_OAA_SUB_TOTAL

1.1.1.1.3.3. MA_APTD_SUB_TOTAL

1.1.1.1.3.4. MA_ANB_SUB_TOTAL

1.1.1.1.3.5. MA_MEAD_APTD_SUB_TOTAL

1.1.1.1.3.6. MA_MEAD_MOAD_OAA_SUB_TOTAL

1.1.1.1.3.7. MA_MEAD_APTD_SUB_TOTAL

1.1.1.1.3.8. MA_MEAD_MOAD_OAA_SUB_TOTAL

1.1.1.1.3.9. MA_OTHER_SUB_TOTAL

1.1.1.1.3.10. FA_APTD_SUB_TOTAL

1.1.1.1.3.11. FA OAA SUB TOTAL

Legal Files Software, Inc. Exhibit A-1 Additional Scope of Services - Amendment #4 Contractor Initials

3/5/2026

SS-2012-OCOM-85-LEGAL-A04/ DolT 2012-085D Date

Docusign Envelope ID: AC2A1BD2-12D7-4595-A865-6F260B535292

New Hampshire Department of Health and Human Services

DHHS Legal Files

EXHIBIT A-1 Additional Scope of Services - Amendment #4

1.1.1.3.12. FA_ANB_SUB_TOTAL,1.1.1.3.13. TOTAL_NF,1.1.1.3.14. TOTAL_MA_OTHER,1.1.1.3.15. TOTAL_MEDICAL,1.1.1.3.16. TOTAL_CASH,1.1.1.3.17. TOTAL_ASSISTANCE_PROVIDED.1.1.1.3.18. TOTAL_NF_PAYMENTS.1.1.1.3.19. TOTAL_MA_OTHER_PAYMENTS,1.1.1.3.20. TOTAL_CASH_PAYMENTS.1.1.1.3.21. TOTAL_PAYMENTS.1.1.1.3.22. MA_NF_BALANCE_DUE.1.1.1.3.23. MA_OTHER_BALANCE_DUE.1.1.1.3.24. CASH_BALANCE_DUE.1.1.1.3.25. OVERALL_BALANCE_DUE

1.2. Deliverables

1.2.1. The Contractor must ensure the following deliverables are provided:

1.2.1.1. The RESTful API will be called by an outside application, passing file/case

level data elements to create Custom Window data on an existing file/case.

1.2.1.2. Elements to be exposed are:

1.2.1.3. Custom Window control types, including Money, Date and note fields.

1.2.1.4. Exposed function will allow looking up a File/Case by File name or open file

number or a combination of the two (2), and an insert function to add a new

Custom Window instance once the file/case is identified.

1.3. Roles and Responsibilities

1.3.1. The Department will perform user acceptance testing relative to the custom API

configuration requirements that are established during the business analysis.

1.3.2. Should a change be requested to the scope of the project, the Contractor and the

Department shall jointly assess the impact of that change to the project schedule and

update the project Ian accordingly. Provided further that any change must be within the

Contract price limitation as set forth in Form P-37, General Provisions, Block 1.8.

1.3.2.1. The Contractor shall provide a reasonable bid or estimate of any increased

or decreased costs that would be incurred as a result of the change. The

Contractor shall not proceed with the change until the parties agree to the

Legal Files Software, Inc. Exhibit A-1 Additional Scope of Services - Amendment #4

SS-2012-OCOM-85-LEGAL-A04 / DolT 2012-085D

Contractor Initials

3/5/2026

Date

Docusign Envelope ID: AC2A1BD2-12D7-4595-A865-6F260B535292

New Hampshire Department of Health and Human Services

DHHS Legal Files

EXHIBIT A-1 Additional Scope of Services - Amendment #4

change in writing. All Services provided by the Contractor are subject to the

terms and conditions of the Agreement.

1.3.2.2. Once sign-off on data mapping/requirements document occurs the project is

submitted to the Contractor's development staff.

1.3.2.3. Should changes be necessary to the data mapping or specifications after the

sign off, the Contractor shall provide a reasonable estimate of any increased

or decreased costs that would be incurred as a result of the changes. The

Contractor shall not proceed with the changes until the parties agree to the

changes in writing.

1.3.3. All Software and Maintenance is provided electronically or via telephone by the

Contractor to the Department.

1.3.4. The Contractor must provide functional API endpoint(s) capable of Inserting the

appropriate data into the Legal Files system.

1.3.5. The Contractor must provide documentation detailing API specifications,

authentication, and data schema.

1.3.6. The Contractor must provide testing and validation to ensure accuracy and

completeness of all fields.

1.3.7. The Contractor must provide deployment and integration support.

Legal Files Software, Inc. Exhibit A-1 Additional Scope of Services - Amendment #4 Contractor Initials

"3/5/2026

SS-2012-OCOM-85-LEGAL-A04/DoIT2012-085D Page3of3 Date

Docusign Envelope ID: AC2A1BD2-12D7-4595-A865-6F260B535292

State of New Hampshire

Department of State

CERTIFICATE

I, David M. Scanlan, Secretary of State of the State of New Hampshire, do hereby certify that LEGAL FILES SOFTWARE,

INC. is a Illinois Profit Corporation registered to transact business in New Hampshire on September 06, 2002.1 further certify that

all fees and documents required by the Secretary of State's office have been received and is in good standing as far as this office is

concerned.

Business ID; 413163

Certificate Number: 0007815692

a&.

IN TESTIMONY WHEREOF,

I hereto set my hand and cause to be affixed

the Seal of the State of New Hampshire,

this 3rd day of March A.D. 2026.

David M. Scanlan

Secretary of State

Docusign Envelope ID: AC2A1BD2-12D7-4595-A865-6F260B535292

jXCORD certificate OF LIABILITY INSURANCE DATE (MM/DD/YYYY)

3/3/2026

THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS

CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES

BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED

REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.

IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.

If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on

this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).

PRODUCER

NFP Property & Casualty Services, Inc.

141 Longwater Drive

Suite 101

Norwell, MA 02061

CONTACT Mitchell Glennon

PHONE 1 FAX

(A/C, No, Ext): 1 (A/C, No):

ADDRESS: "Mitchell.glennon@nfp.com

INSURERIS) AFFORDING COVERAGE NAIC#

INSURER A Chubb National Insurance Company 10052

INSURED

Legal Files Software, Inc.

100 Galleria Parkway

Suite 1030

Atlanta, GA 30339

INSURER B Federal Insurance Company 20281

INSURER C Columbia Casualty Company 31127

INSURER D

INSURER E

INSURER F

COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:

THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD

INDICATED. NOTWITHSTANDING ANY REQUIREMENT. TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS

CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,

EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.

INSR

LTR TYPE OF INSURANCE

ADDL

INSD

SUBR

WVO POLICY NUMBER POLICY EFF

(MM/DD/YYYY)

POLICY EXP

(MM/DD/YYYY) LiMrrs

A COMMERCIAL GE NERAL LIABILITY

E 1 X 1 OCCUR D03412118 11/24/2025 11/24/2026

EACH OCCURRENCE j 1,000,000

1 CLAIMS-MAC DAMAGE TO RENTED

PRFMISFS (Fa oncurrenre)

j 1,000,000

MED EXP (Any one person) j 15,000

PERSONAL & ADV INJURY j 1,000,000

GEN'L AGGREGATE LIMIT APPLIES PER; GENEFIAL AGGREGATE j 2,000,000

X POLICY 1 1 1 1 LOO

OTHER:

PRODUCTS - COMP/OP AGG, 2,000,000

s

B AUTOMOBILE UABILUY

73657925 11/24/2025 11/24/2026

COMBINED SINGLE LIMIT

(Fa anddent)

J 1,000,000

ANY AUTO

HEDULED

TOS)NOWNEp

TOS ONLY

BODILY INJURY (Per person) $

OWNED

AUTOS ONLY

HIRED

AUTOS ONLY

SC

AL BODILY INJURY (Per accident) $

X X NC

At

PROPERTY DAMAGE

(Per accident) $

$

B X UMBRELLA LIAB

EXCESS LIAB

X OCCUR

CLAIMS-MADE 5673-28-42 11/24/2025 11/24/2026

EACH OCCURRENCE J 5,000,000

AGGREGATE J 5,000,000

DED RETENTIONS $

A WORKERS COMPENSATION

AND EMPLOYERS' LIABILITY y ^ ^

ANY PROPRIETOR/PARTNER/EXECUTIVE rTTl

OFFICER/MEMBER EXCLUDED? N(Mandatory in NH) ' '

If yes, describe under

DESCRIPTION OF OPERATIONS below

N/A

71845469 11/24/2025 11/24/2026

Y PER OTH-

^ STATUTE ER

E.L. EACH ACCIDENT j 1,000,000

E.L. DISEASE EA EMPLOYEE, 1,000,000

E.L. DISEASE POLICY LIMIT J 1,000,000

C Cyber/Tech E&O 833897911 12/15/2025 12/15/2026 Aggregate 5,000,000

DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached If more space Is reoulred)

Cyber coverages shown on COI provide coverage for both Cyber Liability & Technology E&O/Professional Liability. Retroactive date- Full Prior Acts

CERTIFICATE HOLDER CANCELLATION

state of New Hampshire Department of Health and Human

Services

129 Pleasant Street

Concord, NH 03301

1

SHOULD ANY OF THE ABOVE DESCRIBED POUCIES BE CANCELLED BEFORE

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AUTHORIZED REPRESENTATIVE

ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved.

The ACORD name and logo are registered marks of ACORD

Docusign Envelope ID: AC2A1BD2-12D7-4595-A865^F260B535292

CERTIFICATE OF AUTHORITY

1, Stasha Jain, hereby certify that:

1.1 am a duly elected Assistant Secretary of Legal Files Software, Inc.

2. The following is a true copy of a vote taken at a meeting of the Board of Directors/shareholders, duly called

and held on March 1, 2026, at which a quorum of the Directors/shareholders were present and voting.

VOTED: That Austin Owens - President & Treasurer, Laura Fese - Vice President & Secretary and

Stasha Jain - Assistant Secretary is duly authorized on behalf of Legal Files Software, Inc. to enter into

contracts or agreements with the State of New Hampshire and any of its agencies or departments and

further is authorized to execute any and all documents, agreements and other instruments, and any

amendments, revisions, or modifications thereto, which may in his/her judgment be desirable or

necessary to effect the purpose of this vote.

3.1 hereby certify that said vote has not been amended or repealed and remains in full force and effect as of the

date of the contract/contract amendment to which this certificate is attached. This authority was valid thirty (30)

days prior to and remains valid for thirty (30) days from the date of this Certificate of Authority. I further certify

that it is understood that the State of New Hampshire v\/ill rely on this certificate as evidence that the person(s)

listed above currently occupy the position(s) indicated and that they have full authority to bind the corporation. To

the extent that there are any limits on the authority of any listed individual to bind the corporation in contracts with

the State of New Hampshire, all such limitations are expressly stated herein. Docusigned by:

March 1, 2026

Dated: —MJJULAbaHBUALI...

Signature of Elected Officer

Name: Stasha Jain

Title: Assistant Secretary