Recorder Notification Program Services

The County of San Mateo is seeking a qualified contractor to operate its Recorder Notification Program, a statutory requirement that mandates mailing notice of recorded deeds, mortgages, quit‑claims, and deeds of trust within 30 days of recordation. The contractor will receive secure access to County recording data and document images, generate notices using a County‑approved template, perform data matching, quality‑control, proof‑of‑mailing, and provide monthly reconciliation reports. Estimated volume is ~2,000 notices per month (peaking at 4,000). The contract term is one year starting January 2027, with two optional one‑year renewals. Key dates: Release Oct 20 2026, questions due Oct 27 2026, bid submission Nov 10 2026. Deliverables include implementation, testing, ongoing mailing, exception handling, and audit support. • statutory compliance with California Government Code § 27297.7 • secure data handling and CASS‑validated address processing • production of one‑page color notice plus up to four pages of document inserts • First‑Class USPS mailing, proof‑of‑mailing documentation • monthly detailed reports and invoicing • optional contract extensions up to three years total.