Webhosting/Online Access

Agency:	County of Rockingham
State:	New Hampshire
Type of Government:	State & Local
NAICS Category:	519130 - Internet Publishing and Broadcasting and Web Search Portals
Posted Date:	Mar 8, 2023
Due Date:	Apr 7, 2023
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Rockingham County Registry of Deeds

PO Box 896

Kingston NH 03848-0896

Cathy Stacey, Register of Deeds

(603-642-5526)

Proposal Submission Deadline:

04/07/2023 at 5:00 p.m.

Proposal Opening:

04/13/2023, at 8:30 a.m.

REQUEST FOR PROPOSALS

REGISTRY OF DEEDS

WEBHOSTING/ONLINE ACCESS

You (ORGANIZATION) are hereby invited to submit proposals as specified in this Request for Proposal.

The information necessary to complete the proposal is contained within this document.

Rockingham County, New Hampshire (Rockingham County) is a public entity composed of general

administrative offices, nursing home, assisted living, correctional facility, engineering and maintenance

services, and offices from Elected Officials: Commissioners, Delegation, County Attorney, High Sheriff,

Questions on the technical specifications of the Request for Proposal should be directed to the contact

listed above. Questions on bidding procedures can be directed to rfp@co.rockingham.nh.us.

1. Proposal Instructions (3 ways to submit)

a) Two (2) copies (or one copy and one thumb drive) of the Proposal should be submitted in a

sealed envelope marked “RFP – ITEM/Service” addressed and delivered to:

Rockingham County Commissioners

119 North Road, Brentwood, NH 03833

b) Submit your bid as a PDF to: rfp@co.rockingham.nh.us. DO NOT send your bid to any other

Rockingham County email address. Doing so may result in disqualification. You will receive a

confirmation email within 1 business day. If you do not receive your confirmation email, you may

inquire with the contact person listed at the top of this document.

c) You may submit your Proposal online through Public Purchase, which is free to sign up and

submit. Please visit Public Purchase: Rockingham County Home Page, or

www.rockinghamcountynh.org/rfpbidding for the link to our Public Purchase page.

2. Submission must include:

• Organization legal name with DBA if applicable.

• Tax ID.

• Physical address and mailing address (if different).

• Organization representative name and contact information (phone, fax, and email).

• An itemized price proposal including shipping or freight is required with submission.

• Items presented as "equivalent" must be clearly identified, with all variations from the

specification annotated and are subject to approval.

• Complete cut sheets and specifications for all products quoted, if applicable.

• All pertinent information regarding warranty and service availability.

• Anticipated start time after receipt of order and anticipated time to perform the scope of

services.

• Insurance requirements, non appropriations and indemnification obligations.

Attachments must be uploaded in PDF format. Any agreements or contracts that require our

signature need to be in Microsoft Word format for review and tracking purposes.

3. Proposal Openings: Authorization to open proposals will be given at a regular scheduled meeting of

the Board of Rockingham County Commissioners. Proposals will be distributed after the meeting and

will be awarded or rejected as soon as a complete review and comparison of the proposals received

has been made by Rockingham County.

a. Meetings are held in the Maureen Barrows Conference Room of the Rockingham County

Rehabilitation and Nursing Center, 117 North Road, Brentwood, NH through the following online

Zoom meeting: https://us02web.zoom.us/j/5808918771 or by telephone: 646-558-8656, Meeting

ID: 580 891 8771.

b. Scheduled meetings are subject to change and information may be found here:

www.rockinghamcountynh.org/events.

4. Proposal Award: The proposal(s) will be formally awarded and announced publicly at a regular

scheduled meeting of the Board of Rockingham County Commissioners held in the Maureen Barrows

Conference Room located in the Rockingham County Rehabilitation and Nursing Center, 117 North

Road, Brentwood, NH through the following online Zoom meeting:

https://us02web.zoom.us/j/5808918771 or by telephone: 646-558-8656, Meeting ID: 580 891 8771.

Formal notification of proposal award will occur thereafter. Information on the award will also be

available on the RFP/Bidding section of our website: www.rockinghamcountynh.org.

5. Pricing: Proposal prices are to remain in effect for a period of (60) days from opening date of the

proposal and are to remain firm once proposal is awarded to the successful Organization(s).

a. Vendors awarded a state bid/contract should offer that pricing.

b. Should you have any variations (discounts and/or penalty clauses) that may affect the price,

please specify in proposal.

6. Additional Materials: Following the review and screening of all proposals, Organization may be

invited to participate in the final selection process, which may include the submission of additional

information regarding cost or other issues, as requested by Rockingham County.

7. Performance Clause: In the event that the successful awarded Organization/Rockingham County

should default in the observance of the stipulations set forth in this Request for Proposal and such

default is not corrected within 30 days of written notice from either party, the successful awarded

Orginization/ Rockingham County shall have the option of canceling the proposal.

8. Contractual Obligations: In the event that contracts for the supply of materials, equipment, or

services are required under the proposal, the Board of Rockingham County Commissioners reserves

the right to review said contracts and amend to comply with county legal requirements prior to signing

by the appointed representative of the Board of Rockingham County Commissioners. All contracts

entered into by Rockingham County are required to contain Non-Appropriation and Indemnification

clauses. Sample language is provided below.

a. Non-Appropriation

Rockingham County is obligated to pay only such contract amounts that can lawfully be made

from funds budgeted and appropriated for that purpose during Rockingham County’s then current

fiscal year, subject to annual approval by the Rockingham County Delegation. Should

Rockingham County fail to budget, appropriate, or otherwise make available funds to make

payments under this contract, such contract shall be deemed terminated at the end of the then

current term. Rockingham County agrees to deliver prompt notification after any decision to non-

appropriation is made, but failure to give such notice will not extend the term beyond such

Original or Renewal Term.

b. Indemnification

To the fullest extent permitted by law, (ORGANIZATION) shall protect, indemnify, save, defend

and hold harmless Rockingham County, including its officials, agents, volunteers and employees,

(“Indemnified Parties”), from and against any and all liabilities, obligations, claims, damages,

penalties, causes of action, costs, interest and expenses, including but not limited to reasonable

attorney and paralegal fees, which Indemnified Parties may become obligated or suffer by reason

of any accident, bodily injury, personal injury, death of person, or loss of or damage to property,

arising indirectly or directly under, out of, in connection with, or as a result of this Contract or the

activities of (ORGANIZATION) or its agents, employees, contractors or subcontractors, and even

if caused in whole or in part by any negligent or intentional act or omission of Indemnified Parties.

In addition, and regardless of respective fault, (ORGANIZATION) shall defend, indemnify and

hold harmless the Indemnified Parties for any costs, expenses and liabilities arising out of a

claim, charge or determination that (ORGANIZATION) officers, employees, contractors,

subcontractors or agents are employees of the Indemnified Parties, including but not limited to

claims or charges for benefits, wages, fees, penalties, withholdings, damages or taxes brought in

connection with laws governing workers compensation, unemployment compensation, social

security, Medicare, state or federal taxation, and/or any other similar obligation associated with an

employment relationship.

(ORGANIZATION’S) obligations to defend, indemnify and hold harmless the Indemnified Parties

hereunder shall survive the term of this Contract.

Rockingham County shall not be required to defend or indemnify (ORGANIZATION) or its agents,

employees, contractors or subcontractors or any professional service provider.

9. Insurance Requirements: The Organization shall always maintain during the life of this proposal

insurance coverage. The Organization must also require its subcontractors to maintain such

coverage. Any request for modification of the coverage requirements must be submitted in writing

with the proposal, and will be evaluated accordingly.

a. Coverage: The Organization shall have professional insurance/errors and omissions insurance

with limits of not less than $1,000,000 each occurrence. The insurance certificate and the

underlying insurance coverage shall be issued by a carrier authorized to do business in the State

of New Hampshire and having A.M. Best Company rating of “A” or better.

b. Workers Compensation Insurance: The Organization shall carry workers compensation

insurance as required by the State of New Hampshire.

c. Comprehensive General Liability Insurance: The Organization shall maintain comprehensive

general liability insurance policy, which includes coverage for contractual liability, in an amount of

no less than $1,000,000 per occurrence.

d. Motor Vehicle Insurance: The Organization shall carry motor vehicle insurance to include bodily

injury, property damage, and uninsured motorist, coverage in an amount of no less than

$1,000,000 combined single limit per accident.

e. Insurance Certificate: The Organization shall provide an insurance certificate confirming the

above insurance coverage.

i. The provider shall file certificates with Rockingham County showing that the above insurance

has been purchased. Include with proposal submission and use mail to: Rockingham

County, attn. Commissioners Office, 119 North Road, Brentwood, NH 03833.

ii. A 30-day notice is required for cancellation and /or material change of coverage, and sent

directly to the above mail to address.

10. NOTICE:

a. The Board of Rockingham County Commissioners reserves the right to accept or reject any and

all proposals or parts thereof, to accept the proposal which they deem to be in the best interest of

Rockingham County and to waive any bid formality.

b. Proposals are subject to public review and cannot be honored with proprietary, confidential, do

not disclose, or any other restriction that conflicts with the New Hampshire Right To Know law.

c. Information provided in these specifications is to be used only for the purposes of preparing a

proposal detailing costs and services to be provided to Rockingham County. It is expected

that each Organization will read these specifications with care. Failure to meet certain

conditions may invalidate proposals.

d. The information contained herein is believed to be accurate but should not be considered as

warranted in any way.

e. Rockingham County may award to multiple providers.

f. Any changes to the specifications shall meet the approval of Rockingham County.

g. Any variations (discounts and/or penalty clauses) that may affect the price, please specify in your

proposal.

h. Upon satisfactory completion of the work and or receipt of product, payment is subject to

standard accounts payable process at Rockingham County.

DETAIL OF ITEM(S), SCOPE OF SERVICE(S), SERVICES

A. SPECIFICATIONS

The use of a system compatible with the current indexing/image software systems at the

Rockingham County Registry of Deeds which will electronically index and image data from the

Registry, to provide processing and relay data to two Internet webservers (one primary at a

secure, temperature controlled collocation facility, one backup location) for public viewing and

printing. Website data will be processed each business day to include current Registry records.

Real-time webserver data update frequency must be adhered to. Maintenance of a log of printing

requests by account number and associated charges to be relayed to the Registry for billing

purposes and integration with in-house monthly invoicing systems. Also make available detailed

monthly Registry Customer Statements, customer internet print history, and town transfer

capability on-line. Customer support to website users provided M-F 8:00 am – 4:30 pm EST,

excluding regularly observed holidays via phone or email.

For security and data redundancy purposes, a duplicate copy of Registry records (index data and

images) are to be placed on a data warehousing server at vendor facility. Storage capacity for

data warehousing of flat file storage will be made available.

Services to include:

• Service provider for 24 hour access to NHDEEDS.COM

• Maintain Domain Name

• Maintain Domain Content and Register authorized notices and alerts

• Maintain and upgrade as needed – 2 web servers and 1 image server

• Customer Support for NHDEEDS users

• Continuously check and pull any new scanned images and day-in-progress index

data

• Maintain prints requested from the website. Run and send a file daily of these

charges to the Registry file server

• Process any plans and books (provided on the nightly fax sheet)

• Verify and re-verify that the processed books are indeed Rockingham

• Copy plans to the web servers daily

• Copy the books to the web servers daily

• Check the Syncsort numbers for accuracy daily

• Update the web servers to access the new data files daily

• Update the .html file to show correct dates, plans and books on the internet

• Real time pulls

• Retrieval, look and product is to mirror the in-house retrieval system

• Check the internet for accuracy of changes, correct plan dates, unverified

grantor/grantee, verified grantor/grantee, books, plans and plan indexes

• Pull books and plans on the nightly fax sheet

• Update web page contents upon request

• Special Pull – if there are any corrections to the older time periods, all the process

are run again, files checked and made available on the website

• Property Fraud Alert System

Members of the public may register free of charge to receive phone or email

notices of documents recorded in Rockingham County Registry of Deeds in their name(s).

Vendor staff will send daily emails and make daily calls to subscribers notifying them,

explaining the service if they do not recall, and provide book and page information if they

choose to investigate.

Public Access

Public access through website access should include:

• Index scrolling capability – name list display to quickly search for possible name

misspellings within date ranges

• Continuous index file scroll capability – results not limited to selected search

criteria. Can move forward and backward through index items from that point.

• Index search filters available – by any indexed field, unlimited quantity

• Next/Previous Document

• Multiple Image Window Screen display to allow for on-screen document

comparison

• Hot keys for all functions to minimize mouse clicks required

• Document Print Options for user specified document page range

• User-specified image cropping (zoom) print capability

• Plan Print Options to allow to document – size (legal or letter) or full-size (large

format)

• Registry defined print queue to direct prints to vault or copy room based on user

type

• Copy order cover sheets provided with each order to summarize requested copies

and associated fees

• Registry generated bills with detailed account activity statements available online

• Town copies – secure login access for towns to receive statutory-required

document copies online

• Chronological inter-sorted grantor/grantee index (daybook – equivalent)

• Plan index sorted by town by name or street to facilitate browsing

• Login access can accommodate unlimited simultaneous users per account

Internet application developed using platform independent Java code to support multiple website

browser access. (e.g. Internet Explorer, Mozilla, Foxfire, etc…) Index data or documents can be

Sealed Bids Due	Link
04/07/2023 by 5:00pm	Webhosting/Online Access

Webhosting/Online Access

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