Sacramento Opengov #2026-RFB-0111

Sacramento County Clerk-Recorder notification system and implementation services

Sacramento County is seeking an off-the-shelf system and implementation services for its Clerk-Recorder property-document notification program. - Buyer: County of Sacramento, Department of General Services (CAPSD Procurement), at the request of the Department of Technology and in coordination with the County Clerk/Recorder and Assessor’s Office. - OEMs and vendors: No solution OEM or vendor is specified. Microsoft is named only in connection with possible Entra ID single sign-on. - Requested solution: A commercially available, production-ready notification system for statutory notices under California SB 255 and voluntary electronic-notification subscriptions. No product model, part number, or product quantity is specified. - Expected workload: Approximately 80,000 documents annually and peak daily volume of about 1,450. - Required capabilities and services: Secure SFTP intake; processing of CSV data and multipage Group 4 TIF images; record matching, reconciliation, and exception reporting; scheduled generation of County-approved PDFs; and a secure public portal for subscriber enrollment, preferences, and electronic notifications. Services include initial assessment, architecture and hosting, implementation, testing, project management, quality assurance, reporting, documentation, and ongoing support. - Notice data: Document number, recording date, document type, Assessor’s Parcel Number (APN), owner name, and tax-bill mailing address. - Notable requirements: Data storage, processing, transmission, backups, and service-supporting facilities must remain in the United States. The solution must meet County security requirements, support secure HTTPS and file transfers, and provide Microsoft Entra ID SSO when required. Testing must include at least four weeks before production, with production ready for the program’s statutory implementation deadline in early 2027. - Scope boundary: Physical notice printing, preparation, and mailing are excluded, as are changes to County source systems and County research or resolution of unmatched records. - Term: One year, with up to four optional one-year extensions by mutual agreement.

Description

Sacramento County is seeking an off-the-shelf notification solution that meets California SB 255 requirements for recorded real-property documents, along with a voluntary electronic notification subscription service. The solution must receive County data via SFTP, reconcile records, generate notifications using County-approved templates, and provide a secure public subscription portal, reporting, implementation, and support. The County anticipates approximately 80,000 documents annually and requires production implementation by January 1, 2027. The intended contract is for one year, with four optional one-year extensions by mutual agreement; award is to the lowest responsive and responsible bidder.

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