San Mateo County - Recorder Notification Program Services - IFB No. 2027-IFB-00158 (2026)
San Mateo CountyCounty · Redwood City, CA- Due
- Nov 10, 2026
- 12 days left
- Posted
- Oct 20, 2026
- Contract term
- 1 year
- Primary contact
- Nelly Mikhael
- (650) 400-8687
The 30-second brief
The County of San Mateo 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. The County estimates an average monthly volume of approximately 2,000 notices, with peak volumes reaching double that number. The resulting agreement shall have an initial term of one year, with options to renew for up to two additional one-year terms. Bids are due by November 10, 2026, at 10:00 am via OpenGov.
Project Setup and Implementation, Document Processing and Data Research, Notification Letter Production and Mailing
Lowest-priced responsive and responsible bidder
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Summary
The County of San Mateo 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. The County estimates an average monthly volume of approximately 2,000 notices, with peak volumes reaching double that number. The resulting agreement shall have an initial term of one year, with options to renew for up to two additional one-year terms. Bids are due by November 10, 2026, at 10:00 am via OpenGov.
EVALUATION CRITERIA
Lowest-priced responsive and responsible bidder
REQUIRED DELIVERABLES
3- Project Setup and Implementation
- Document Processing and Data Research
- Notification Letter Production and Mailing
REQUIRED ATTACHMENTS
6- BID SUBMISSION
- W9 Tax Form
- SAM (System Awards Management) Report
- Applicable Certificate(s) and/or License(s)
- Experience Evidence Documents
- Subcontractor identification
- Submit to
- https://procurement.opengov.com/portal/smcgov
- Duration
- 36 months
- Scope location
- Redwood City, CA
- Reported agency
- County of San Mateo
Questions about this IFB
How do I respond to this IFB from San Mateo County?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is November 10, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: https://procurement.opengov.com/portal/smcgov. For questions, contact Nelly Mikhael.
Can small businesses or minority-owned firms bid on this IFB?
Most government agencies, including San Mateo County in CA, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the IFB submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Nelly Mikhael at (650) 400-8687. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Project Setup and Implementation, Document Processing and Data Research, Notification Letter Production and Mailing. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Lowest-priced responsive and responsible bidder" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from San Mateo County?
All active and historical solicitations from San Mateo County are tracked and searchable. As a county agency, San Mateo County regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 1 year. Contract terms may include renewal options.
Is this solicitation still open for submissions?
Based on the posted deadline of November 10, 2026, this solicitation appears to still be accepting submissions. Deadlines may change through amendments or addenda, so always verify the current status directly with the issuing agency before preparing your response.
What documents are required to bid on this IFB?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: BID SUBMISSION, W9 Tax Form, SAM (System Awards Management) Report, Applicable Certificate(s) and/or License(s), Experience Evidence Documents, Subcontractor identification. Review the full document from San Mateo County for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Redwood City, CA. Review the full solicitation for detailed scope requirements.