Recorder Notification Program Services

The County of San Mateo (County), through its Office of the Assessor-County Clerk-Recorder-Elections (ACRE), invites sealed written bids from qualified contractors to provide secure, accurate, and timely document-notification processing, printing, mail preparation, and mailing services for the Recorder Notification Program required by California Government Code § 27297.7.

The selected Contractor will receive access to County-approved transaction data and images for recorded documents, generate and mail notices as per the approved County template to the required recipient address, provide operational controls, reconciliation, proof of mailing, reporting, incident response, and audit support. Notices must be mailed early enough to ensure the County complies with the statutory requirement to notify within 30 days after recordation.

The County estimates an average monthly volume of approximately 2000 notices, with peak volumes that may reach double that number.

The Contractor shall implement and operate a secure Recorder Notification Program using County-provided recording and grantor data, recorded document images, and mailing and situs address data. Services shall include identifying the APN or APNs associated with each in-scope recorded document; matching each APN to the appropriate mailing and situs addresses; using the County-provided grantor name as the mailing recipient name; populating the County-approved notification template; managing exceptions; producing, quality-checking, and mailing notifications within 30 days of recordation; and maintaining complete processing, mailing, reconciliation, audit, and reporting records. The Contractor shall also provide monthly reports and invoices supported by proof of mailing, protect County data throughout its lifecycle, and comply with all applicable service-level, technical, privacy, security, retention, and disposal requirements.

The Scope of Work, including all required services, deliverables, performance standards, and schedules, is a **mandatory requirement** of this IFB and any resulting contract.

• Generate each Notice using the County-approved template (one-sheet, double-sided, color ink, standard 8.5” x 11” letter paper).
• Include up to the first 4 pages of the relevant recorded document as an insert with the Notice (duplex printing, black-and-white ink, standard 8.5" x 11" letter paper).
• Use a 6” x 9” plain, two-window envelope or a County-approved equivalent.
• Mail notices through the United States Postal Service using First Class Mail.

The County anticipates issuing an agreement in 2026. The selected contractor must complete implementation, testing, and readiness activities to ensure services commence in January 2027.

If awarded, the resulting Agreement shall have a term of one (1) year. In addition, the County shall have an option to renew the Agreement for up to two (2) additional one-year terms for a total term not to exceed three (3) years.

**Bid Submission:** November 10, 2026, 10:00am. Public Opening of Bids (Non-Mandatory): November 10, 2026, 10:00am. Virtual meeting available on: smcacre.gov/county-clerk-recorder/events/recorder-notification-program-virtual-public-bid-opening

Email Address for Protests: Protest@smcgov.org