Rockingham County Registry of Deeds
PO Box 896
Kingston NH 03848-0896
Cathy Stacey, Register of Deeds
Proposal Submission Deadline:
04/07/2023 at 5:00 p.m.
04/13/2023, at 8:30 a.m.
REQUEST FOR PROPOSALS
REGISTRY OF DEEDS
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,
Register of Deeds, and Treasurer.
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 email@example.com.
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: firstname.lastname@example.org. 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
• 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:
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.
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.
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
(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.
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
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
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
• 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 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
• 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
• Registry defined print queue to direct prints to vault or copy room based on user
• 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