Recorder Notification Program Services

The County of San Mateo's Office of the Assessor-County Clerk-Recorder-Elections (ACRE) is requesting sealed bids for Recorder Notification Program Services under IFB 2027-IFB-00158, with bids due November 10, 2026 at 10:00 a.m. via the OpenGov portal. The contractor will process recorded documents, generate individualized notices using County-approved templates, and mail notices to executing parties within 30 days of recordation as required by California Government Code Section 27297.7.

The scope encompasses data intake and validation, Assessor's Parcel Number (APN) matching, notice production with up to four-page document enclosures, USPS First Class Mail delivery, comprehensive tracking and reconciliation, and monthly reporting with proof of mailing. Covered document types include transfers of ownership (deeds, quitclaim deeds, transfer-on-death deeds, affidavits of death and successor trustee), mortgages (modifications of deed of trust, deeds of trust), and foreclosure activity (notices of default and trustee's sale). Government entities as grantee are excluded from triggering notice generation. The County anticipates an average monthly volume of approximately 2,000 notices, with peak volumes reaching 4,000 notices.

The initial contract term is one year, with County options to renew for up to two additional one-year terms, not to exceed three years total. Implementation and testing must be completed by January 1, 2027. Bidders must price three line items: one-time project setup and implementation; per-record document processing and data research (estimated 22,000 records annually); and per-notice letter production and mailing (estimated 24,000 notices annually). Unit-price adjustments upon renewal are limited to the lower of CPI-U or five percent.

Bidders must demonstrate five years' experience providing substantially similar services for government agencies or organizations handling confidential data, with capacity in secure data intake, automated matching, variable-data printing, high-volume mail production, and data protection. Two comparable project references are required, including at least one with recurring monthly volumes of 2,000 or more mail pieces and one involving real property data processing. Required insurance includes General Liability ($1,000,000), Motor Vehicle Liability ($1,000,000), Professional Liability ($1,000,000), Privacy and Network Security Insurance ($2,000,000), and Technology Errors and Omissions ($2,000,000), with a three-year tail for cyber policies. Award will be made to the lowest-priced responsive and responsible bidder.