Project Information

Bid Title

Chaplain Services

Issuing Agency

County of Rockingham

Location

New Hampshire

Published Date

Jan 16, 2026

Closing Date

Feb 11, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Sealed Bids Due	Link
02/11/2026 by 7:30am	Chaplain Services

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Rockingham County Nursing Home and

Rehabilitation Center

117 North Road

Brentwood, NH 03833

Kenneth Wing, Life Enrichment Manager

kwing@co.rockingham.nh.us

Proposal Submission Deadline:

February 11, 2026 at 7:30 a.m.

Proposal Opening is noted on #3

at the top of page 2.

REQUEST FOR PROPOSALS

Chaplain Services

Long Term Care and Assisted Living

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 – Chaplain Services” 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 February 12, 2026. 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

(See attached)

B. MANDATORY SITE VISIT

Mandatory Site Visit in Person: Individuals submitting proposals are required to visit the facility.

Please contact Ken Wing at kwing@co.rockingham.nh.us or 603-679-9320 to set up a tour of

the building.

Proposals from vendors who have not made a site visit will be considered invalid.

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RFP – Chaplain Services

Attachment A

Rockingham County Nursing and Rehabilitation Center is looking for a part-time Chaplain for our

long term care and assisted living communities. Currently, our Chaplain provides the following:

1. Monthly support groups (families, staff, residents) Currently the 2nd Thursday of every

month, 5-6pm.

a. Maybe multiple groups per month depending on need

2. Increased PRN 1:1’s, weekly hospice visits

3. Coordinate and conduct worship services 2x per week

4. Annual Memorial Service

5. 20-30 hours per week (preferred days: Monday, Thursday and Saturday)

6. Upon request: Provide last rights, anointing blessings, and work in conjunction with

members of the community to ensure weekly communion service as well as a monthly

Catholic mass is available

7. Bedside visits

8. Work with Life Enrichment Manager on all programming activities

9. Bible Study

10. Availability for emergencies

Please provide the following in your letter of intent:

- 3 years of experience

- Letter of Intent

- Available hours

- Resume and doctrine certificate

- Pay rate listed

- Preferred qualifications of Clinical Pastoral Education (CEP)

Upon interest:

- Complete and pass a criminal records check

- Submit weekly invoice/timecard for approval by Life Enrichment Manager

Commodity Codes

• NAICS 813110Religious Organizations

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