Attachment_A_Covered_Document_Types_and_Exclusions.pdf

This document is an attachment to a request for proposals issued by the County of San Mateo, California, through its Office of the Assessor-County Clerk-Recorder-Elections (ACRE), for Recorder Notification Program Services. The County seeks a qualified contractor to provide document-notification processing, printing, mail preparation, and mailing services required by California Government Code Section 27297.7. The selected contractor will receive access to County-approved transaction data and images for recorded documents, generate notices using an approved County template, and mail notices to required recipients. The contractor must ensure notices are mailed within a timeframe that allows the County to comply with the statutory requirement to notify recipients within 30 days after recordation. The County anticipates an average monthly volume of approximately 2,000 notices, with peak volumes potentially reaching double that number. The contract is anticipated to be issued in 2026, with implementation, testing, and readiness activities required to ensure services commence in January 2027. The initial contract term is one year, with options for the County to renew the agreement for up to two additional one-year terms, for a total potential term not to exceed three years.

Attachment A specifies the document types that trigger notice generation and mailing, including transfers of ownership (affidavits of death and successor trustee, deeds of various types, and transfer-on-death deeds), standalone mortgages (modifications of deed of trust, deeds of trust, and mortgages), and foreclosure activity (notices of default and trustee's sale). The County has elected to include additional document types beyond those mandated by statute. Recorded documents where the federal government, state, county, city, or any subdivision thereof is the grantee are excluded from triggering notice generation. The County-provided recording data will include only records associated with the specified document types, and the contractor will not be responsible for filtering the data by document type. The County reserves the right to revise the list of covered document types during the contract term and will notify the contractor of any such revisions.