Full Body Scanner

Rockingham County Department of Corrections
99 North Road Proposal Submission Deadline:
Brentwood, NH 03833 11/04/2026 at 7:30 a.m.
Katherine Arsenault Eastern Time
karsenault@co.rockingham.nh.us Proposal Opening is noted on
603-679-8451 page 2.
REQUEST FOR PROPOSALS
Full Body Scanner
Rockingham County Department of Corrections
You (ORGANIZATION) are hereby invited to submit a proposal in accordance with the specifications
outlined in this Request for Proposal (RFP). All necessary information required to complete your
submission is contained within this document. Please refrain from adding our e-mail addresses to your
marketing or distribution lists. Failure to comply may result in your domain being blocked, which could
hinder the receipt of future proposals or communications from you.
Rockingham County, New Hampshire (Rockingham County) is a public entity composed of various
departments, including general administrative offices, a nursing home, an assisted living facility, a
correctional facility, facilities operations, and offices of Elected Officials such as the Commissioners, the
Delegation, County Attorney, High Sheriff, Register of Deeds, and Treasurer.
QUESTIONS?
For questions specific to the product or service listed in this RFP, please direct inquiries to the contact
listed in the upper-left corner of this page. For questions regarding the proposal submission process,
please send an email to the RFP submission email listed below.
Please note: Any alteration or modification of documents or proposal forms downloaded from
Rockingham County or Public Purchase is strictly prohibited. Such actions may result in disqualification
from the proposal process.
INSTRUCTIONS
Proposals can be submitted through one of the following methods:
1. Hard Copy Submission
Submit two (2) copies, or one (1) copy along with a thumb drive, in a sealed envelope labeled
"RFP - (Full Body Scanner, Rockingham County Department of Corrections)".
Deliver to:
Rockingham County Commissioners
94 North Road
Brentwood, NH 03833
2. Email Submission
Email your proposal as a PDF attachment to rfp@co.rockingham.nh.us. Ensure that no
submissions are sent to any other Rockingham County email address, as this may result in
disqualification. File attachments must not exceed 20 MB in total. If your attachments exceed this
limit, send multiple emails as needed. You will receive a confirmation email within one business
day. If you do not receive confirmation, please contact the individual listed in the upper-left
corner of this document.
3. Online Submission
Proposals may also be submitted online via Public Purchase. Account registration is free, but
please allow 24 hours for activation. Visit the Public Purchase: Rockingham County Home Page,
or www.rockinghamcountynh.org/rfpbidding for more information and the submission link.
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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).
* Itemized pricing (including shipping or freight, if applicable).
* Cut sheets, specifications, brochures, etc. for all products quoted, if applicable.
* Equivalents must be clearly identified, with all variations from the specification annotated and are
subject to approval.
* Complete details about warranty and service availability.
* The proposed start and completion time schedule for after bid has been awarded.
* Insurance requirements, non-appropriations and indemnification obligations.
Proposal Openings
Authorization to open proposals will be given during the regularly scheduled Rockingham County
Board of Commissioners meeting on 11/05/26. Please note that proposals will not be reviewed
during this meeting. Instead, they will be forwarded to the respective department that issued the RFP
for thorough review after the meeting. Proposals will be awarded or rejected once Rockingham
County has completed a comprehensive evaluation and comparison of all submissions.
Meetings are conducted in the Lobby Conference Room at the Rockingham County Municipal
Building, located at 94 North Road, Brentwood, NH. Remote attendance is available via Zoom. To
register for virtual access, please contact the Commissioners' Office at 603-679-9350 at least 24
hours prior to the meeting.
Please note that meeting schedules are subject to change. For the most up-to-date information, visit:
www.rockinghamcountynh.org/events.
Proposal Award
Proposals will be formally awarded and publicly announced at a regular scheduled Rockingham
County Board of Commissioners meeting. Following the announcement, formal notification of the
award decision will be provided.
Pricing
Proposal prices must remain valid for a period of sixty (60) days from the proposal opening date and
must remain firm once the proposal is awarded to the successful organization(s).
* Vendors holding a state bid/contract are encouraged to offer the corresponding pricing.
* If any variations, such as discounts or penalty clauses, may affect the proposed price, please
specify them clearly in your submission.
Additional Materials
Organizations may be invited to participate in the final selection process following the review and
screening of all proposals. This process may include providing additional information, such as cost
adjustments or other clarifications, as requested by Rockingham County.
Performance Clause
In the event that the successful organization or Rockingham County defaults on any stipulations
outlined the RFP, and such default is not corrected within thirty (30) days of receiving written notice,
either party may opt to cancel the agreement.
Contractual Obligations
Should the proposal require contracts for the provision of materials, equipment, or services, the
Rockingham County Board of Commissioners reserves the right to review and amend these contracts
to ensure compliance with county legal requirements. All agreements or contracts requiring our
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signature must be submitted in Microsoft Word format to facilitate efficient review and tracking. All
contracts must include Non-Appropriation and Indemnification clauses, as specified in the RFP.
Sample language for these clauses is provided below.
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.
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.
Insurance Requirements
The organization shall maintain insurance coverage throughout the duration of this proposal.
Subcontractors engaged by the organization must also maintain the required coverage. Any requests
for modifications to these insurance requirements must be submitted in writing with the proposal and
will be subject to evaluation.
1. Coverage Requirements
The organization must have professional liability/errors and omissions insurance with limits of no
less than $1,000,000 per occurrence. The insurance certificate and coverage must be issued by a
carrier authorized to conduct business in the State of New Hampshire, with an A.M. Best
Company rating of "A" or better.
2. Workers' Compensation Insurance
The organization shall carry workers' compensation insurance as mandated by the State of New
Hampshire.
3. Comprehensive General Liability Insurance
The organization must maintain a comprehensive general liability insurance policy, including
contractual liability coverage, with limits of no less than $1,000,000 per occurrence.
4. Motor Vehicle Insurance
The organization must carry motor vehicle insurance, including coverage for bodily injury,
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property damage, and uninsured motorists, with a combined single limit of no less than
$1,000,000 per accident.
5. Insurance Certificate
The organization shall provide an insurance certificate confirming the required coverage.
Certificates must be filed with Rockingham County and included with the proposal submission. A
30-day notice is required for cancellation or material changes to coverage, and notices must be
sent directly to the Rockingham County Commissioners' Office, 94 North Road, Brentwood, NH
03833.
NOTICE:
1. The Rockingham County Board of Commissioners reserves the right to accept or reject any proposals
or parts thereof, select the proposal deemed to be in the best interest of Rockingham County, and
waive any formalities in the bidding process.
2. Proposals are subject to public review and cannot include proprietary, confidential, or restricted
information that conflicts with New Hampshire's Right to Know law.
3. The information provided in this RFP is solely for the purpose of preparing proposals detailing costs
and services for Rockingham County. Organizations are expected to carefully review these
specifications. Failure to meet specified conditions may result in invalidation.
4. Although believed to be accurate, the information provided herein is not warranted and should be
verified independently.
5. Rockingham County reserves the right to award contracts to multiple providers.
6. All modifications to the specifications must receive prior approval from Rockingham County.
7. Any variations, including discounts or penalty clauses, that may affect pricing, must be clearly
specified in the proposal.
8. Payment for satisfactory work completion or product delivery is subject to Rockingham County's
standard accounts payable process.
DETAIL OF ITEM(S), SCOPE OF SERVICE(S), SERVICES
A. SPECIFICATIONS
Please see Attachment A
B. PRICE SHEET
An itemized price proposal is required with submission unless otherwise noted.
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Attachment A
Request for Proposal
Rockingham County Department of Corrections
Full Body Scanner
Facility Overview:
The Rockingham County Department of Corrections (herein after referred to as "RCDOC") is
located in Brentwood, NH in the southeastern part of the State. The facility holds Pre-Trial,
Sentenced, Federal and Immigration inmates. Currently, the facility holds primarily male
inmates, with females periodically held overnight for eventual transfer to another facility. The
average daily population is approximately 225. There are 196 cells with 387 beds on six cell
blocks -each staffed by Certified Correctional Officers.
The RCDOC offers programs to its inmates that allow them to work outside of the facility,
whether on the RCDOC grounds, the general County grounds, or at outside employment. Upon
return to the facility, the inmates are searched for contraband. Our intention going forward is to
employ a mechanism that more thoroughly scans the body to ensure illegal and unwanted objects
are not brought into the facility by inmates returning.
General Requirements:
Through this Request for Proposal, RCDOC respectfully requests proposals from responsible
and qualified firms to furnish, deliver and install one (1) new Full Body Security Scanning
System. The system will be delivered, installed, and calibrated by the respondent at the RCDOC
located at 99 North Road in Brentwood, NH. All training will also take place at the above-
mentioned location.
The proposal shall also include the removal and disposal of an existing "SecurePass" body
scanner, currently located at the facility.
The proposal submitted in response to this RFP must be complete and, in the format, requested
below. Failure to provide all requested information or any significant deviation from this format
may be cause for rejection of the proposal.
All proposals submitted shall become property of the County. All proposals shall include all of
the information requested in this RFP and any additional data that the respondent deems
pertinent to the understanding and evaluation of their proposal response. All proposals shall
Invitation to submit Full Body Scanner RFP

meet, at a minimum, all criteria outlined in the following sections. At the discretion of the
County, firms submitting proposals may be requested to make presentations as part of the
evaluation process. The respondent should not withhold any information from their written
response in anticipation of presenting the information orally, since oral presentations may not be
solicited. The County will not reimburse the respondents to this RFP for any costs associated
with the preparation and submission of said proposals or in the preparation for and attendance at
a presentation. The County reserves the right to request any firm submitting a proposal to
clarify its proposal or supply additional information necessary to assist in the County's
selection.
Requirements:
Acknowledgement of the following requirements must be included with your proposal response:
1. Full two (2) year warranty on all parts and labor to be included in the total cost
2. Quarterly preventative maintenance for the first two (2) years to be included in total cost
3. Service warranty must be backed (in writing) by the manufacturer
4. Service warranty must be assumed by the manufacturer (confirmed in writing) in the
event of default by the distributor
5. Manufacturer/Distributor of product must agree to certify up to three (3) RCDOC
personnel in the training of the operation of the product to ensure in-house training
capabilities going forward
6. Additional training included for up to twenty (20) RCDOC staff
7. Total cost must include installation
8. Total cost must include removal and disposal of existing "SecurePass" body scanner,
currently located at the facility
Mechanical Specifications:
1. Preferred dimensions of the unit to fit the size of our allocated space (34" width X 72"
length X 90" height).
2. Unit must provide non-obstructed viewing of inmate during scan process
3. Remote Access Diagnostics to aid in troubleshooting unit issues
4. Must supply Uninterrupted Power Supply (UPS) with battery backup for computer
component
5. The system shall be capable of detecting objects concealed on a person under normal
clothing
6. The system shall be capable of detecting objects concealed internally in body cavities
7. The system shall be capable of detecting objects concealed in false limbs.
8. Preferred scanner medium is "Stationary with no movement".
Invitation to submit Full Body Scanner RFP

Security Requirements:
This project requires access to multiple areas within the RCDOC and access to privileged
County information. As such, the successful respondent and associated personnel must pass a
Federal Fingerprint/Background check prior to the start of work and access to the facility. The
fingerprint/background checks will be completed by Rockingham County.
Rockingham County reserves the right to deny access to any employee on County property,
who is identified as a potential threat to health, safety, security, general well-being or
operational mission of the County and/or its population. Should access be denied, the successful
respondent shall remove the employee immediately and replace the employee with a suitable
substitute, as approved by the County, at no additional cost.
Mandatory Requirements to be Included in Proposal Response:
All proposal responses must address each of the following and be submitted with the ability to complete
the work, as described. Please be advised that the greater the degree of specificity, the more likely it
will be for the County to review your response favorably. Proposal responses must include, but are not
limited to the following information:
1. Include a statement related to your firm's complete understanding and compliance with all of the
general, mandatory, and security requirements. Provide a detailed narrative of how the proposal intends
to meet the objectives of the County, as outlined.
2. Provide a complete description of your firm to include the number of years you have been doing
business in the Northeast and the prior experience you have had with similar contracts/agreements.
3. Identify the key individuals that will be assigned to Rockingham County. List, for each individual, all
relevant experience.
4. Provide details on the system that is being submitted for consideration; include make/model,
features, dimensions, power requirement, options, upgrades, etc. Include information on the
system's image storage capabilities along with expandable storage options. Include a description
of the amount radiation dose in uSv, administered per scan. Describe the type of driver that the
device utilizes for operation along with the type of cooling system used. Describe your system's
ability to interface with a Jail Management System. Submit a system brochure and specification
sheet with your proposal response.
5. All proposal responses should include detailed pricing information. Provide (Locked -in) annual pricing
for maintenance (preventative, parts, and labor) upon the expiration of the two (2) year warranty period.
6. All proposal responses should include a detailed implementation timeline with an estimated time
commitment by the County.
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7. All proposal responses should include location and proximity in relation to RCDOC of Distributor and
Technical services including expected response times for issues encountered 7 days per week, 24 hours
per day.
8. All respondents must submit written disclosures of any known potential conflicts of interest that
may result during performance of the services listed herein.
9. List all legal disputes, mediations, arbitrations, and/or lawsuits in which you or your firm has been
involved in the last five (5) years, include details related to the current status and/or outcome. This
information should be provided in a separate, sealed envelope titled "Legal Dispute Information" and
submitted with your proposal response.
10. All responses shall include a minimum of three (3) references that are currently using the system
proposed. All references shall include name, title, address, telephone number, and e-mail address. The
failure to include references and/or the inability to contact the references shall be ample cause for
rejection of your proposal's response.
Invitation to submit Full Body Scanner RFP