San Mateo Opengov #2027-IFB-00158

San Mateo County Recorder Notification Processing, Printing, and Mailing Services

San Mateo County is seeking a contractor to run its Recorder Notification Program, including property-record research, notice production, and mailing. - Government buyer: County of San Mateo, Office of the Assessor-County Clerk-Recorder & Chief Elections Officer (ACRE). - OEMs and vendors: No OEMs, manufacturers, or prospective vendors are named in the solicitation. - Requested services and estimated quantities: - Project setup and implementation: 1 project, including secure file-transfer setup, workflow configuration, testing, and County acceptance. - Document processing and data research: 22,000 estimated source-record units, including APN and address research, mailing-address validation, and exception tracking. - Notification production and mailing: 24,000 estimated notices, including printing, inserting up to the first four pages of the recorded document, postage, mailing, reporting, and reconciliation. - Scope and service levels: Handle notices for covered property transfers, mortgage and deed-of-trust documents, and foreclosure activity. Mail eligible notices within 20 calendar days and all required notices within 30 calendar days of recordation; provide discrepancy and exception reporting, requested production evidence, monthly reports, and prompt notice of critical exceptions. - Notable requirements: Use CASS-certified address validation and USPS First Class Mail; securely and audibly handle County data; provide implementation testing and audit support; and do not use County data for AI or similar models without prior written authorization. The County estimates approximately 2,000 notices monthly, with peak volumes potentially twice that amount. Certain documents naming a government entity as grantee are excluded, and the County may revise the covered-document list. - Term: Anticipated service commencement in 2027 after implementation and readiness. The initial term is one year, with up to two additional one-year renewal options, for a maximum of three years.

Description

The County of San Mateo seeks a contractor to securely process recorded-document data and images, identify associated properties and mailing addresses, and prepare and mail individualized notices for its Recorder Notification Program. Services include implementation and testing, notice production using County-approved templates, printing and mailing with up to the first four pages of recorded documents, exception management, reconciliation, proof of mailing, reporting, incident response, and audit support. Notices must be mailed within 30 calendar days after recordation, and the County estimates approximately 2,000 notices per month, with peak volumes potentially twice that amount. The agreement is for one year, with up to two additional one-year renewal options; implementation and readiness must be completed for services to begin in January 2027.

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