RFP for Housing Inspection Services

Request for Proposals (RFP)
Housing Inspection Services
RFP RELEASE DATE:
October 6, 2026
PROPOSALS DUE:
October 22, 2026 at 4 pm (Pacific Time)
PROPOSAL SUBMISSION:
Proposals must be submitted via email to:
Nori De Lao
Senior Housing Specialist
ndela@venturahousing.org

1. GENERAL INFORMATION
1.1 Introduction
Ventura Housing, formerly known as the Housing Authority of the City of San Buenaventura was
established in 1949 to provide safe, quality, and affordable housing for families unable to afford
market-rate housing. Ventura Housing administers its programs locally in compliance with
federal and state laws.
Ventura Housing's mission is to develop and provide quality affordable housing for eligible low-
income residents of Ventura. The organization fosters partnerships to support residents in
achieving personal goals related to literacy, education, health, wellness, job training, and
employment, ultimately promoting economic self-sufficiency and personal growth.
Ventura Housing is responsible for developing and managing low-income rental housing,
implementing financing strategies to promote affordable housing, overseeing public housing
operations and rental assistance programs, administering Section 8 housing vouchers, and
providing community services and housing rehabilitation programs. The agency currently owns
and manages over 1,000 housing units and administers more than 1,500 Section 8 vouchers,
serving both incorporated and unincorporated areas of the City of Ventura.
Ventura Housing's staff brings extensive expertise in real estate development, property
management, housing services, and Section 8 program administration. The organization also
manages financial services, human resources, procurement, facility operations, and risk
management. With a culturally diverse team, Ventura Housing offers bilingual services in
English, Spanish, and other languages as needed.
Ventura Housing is governed by a seven-member Board of Commissioners appointed by the
Ventura City Council. Five members serve four-year terms, while two Resident Commissioners
serve two-year terms. The Board is responsible for establishing policies, long-term goals, and
strategic direction for the organization.
For work planning purposes, please note, Ventura Housing works a 4/10 work schedule
(7:00am- 5:30pm) with Fridays off.
1.2 Purpose
Ventura Housing is requesting proposals from qualified individuals or firms to provide
independent Housing Inspection Services for its Project-Based Voucher (PBV) Program.
The selected Contractor shall perform all required inspections in accordance with current HUD
Housing Quality Standards (HQS), National Standards for the Physical Inspection of Real
Estate (NSPIRE), and any future HUD inspection standards or guidance issued during the
contract term. Services include inspection scheduling, inspections, re-inspections,
documentation of deficiencies, communication with property management and residents,
electronic reporting, entry of inspection results into Ventura Housing's Yardi system, and related
inspection support services.

1.3 Overview
Ventura Housing administers Project-Based Voucher units located throughout Ventura County.
Because Ventura Housing has an ownership interest in these properties, HUD requires
inspections to be conducted by an independent qualified inspector or inspection firm.
To ensure compliance with applicable HUD conflict-of-interest requirements, the Contractor
shall remain independent when performing inspection services under this Agreement. The
Contractor shall disclose any actual or potential conflicts of interest involving Ventura Housing
properties, owners, management companies, residents, or other parties that could impair the
Contractor's ability to perform impartial inspections. Ventura Housing reserves the right to
determine whether a disclosed conflict of interest is acceptable or requires corrective action.
The selected Contractor will serve as Ventura Housing's inspection partner and will coordinate
closely with Housing Choice Voucher staff, property owners, management staff, and residents
to ensure inspections are completed accurately, professionally, and within HUD required
timeframes.
Inspection services may include, but are not limited to:
* Initial inspections
* Biennial or annual inspections, as required by HUD
* Re-inspections
* Special inspections
* Complaint inspections
* Quality control inspections, when requested
The estimated number of inspections may vary annually based on program activity. Ventura
Housing does not guarantee a minimum number of inspections under this contract.
1.4 Contract Term
The initial contract term shall be three (3) years.
Ventura Housing reserves the right, at its sole discretion, to extend the contract for two (2)
additional one-year option periods based upon satisfactory performance, funding availability,
and continued operational need, for a maximum contract term of five (5) years.
1.5 Technology Requirements
Ventura Housing utilizes Yardi Voyager as its property management and Housing Choice
Voucher software platform.
The selected Contractor shall use Ventura Housing's Yardi Voyager system and the Yardi
Inspection Mobile application to document inspections, upload photographs, record deficiencies,
and complete required inspection documentation.
Contractors may utilize their own compatible mobile devices or, upon request, Ventura Housing
may provide a tablet configured for agency use.

1.6 Performance Expectations
Ventura Housing is seeking a Contractor that demonstrates:
* Timely scheduling and completion of inspections.
* Accurate inspection documentation.
* Professional communication with residents, owners, and Ventura Housing staff.
* Consistent compliance with HUD inspection requirements.
* Timely entry of inspection results into Yardi.
* High-quality customer service and professionalism during all interactions.
Performance under this contract will be monitored throughout the contract term and may be
considered when exercising future contract extension options.
1.7 Board of Commissioners
Ventura Housing operates under the authority of its Board of Commissioners. The Board is
responsible for the overall governance and oversight of Ventura Housing's activities and
policies.
1.8 Contact Information
Nori De Lao
Senior Housing Specialist
Ventura Housing
11122 Snapdragon St Suite 100
Ventura, CA 93004
(805) 647-5990
ndelao@venturahousing.org
1.9 Expenses Associated with Submission
All costs related to the preparation and submission of a proposal in response to this RFP shall
be borne solely by the respondent. Ventura Housing will not reimburse any respondent for
these costs, regardless of whether the respondent is selected.
1.10 Options and Discretion
Ventura Housing reserves the right, at its sole and absolute discretion, to:
* Reject any or all proposals.
* Waive informalities or minor irregularities.
* Request clarifications or additional information.
* Conduct interviews or demonstrations.
* Negotiate scope, pricing, or contract terms.
* Award all or part of the requested services.
* Cancel or reissue this Request for Proposal.

* Request additional services related to housing inspections if operational or regulatory
needs change during the contract term.
2. Scope of Services
2.1 General
The selected Contractor shall provide independent inspection services for Ventura Housing's
Project-Based Voucher (PBV) Program in accordance with all applicable HUD regulations,
inspection standards, notices, handbooks, and guidance.
The Contractor shall furnish all personnel, supervision, transportation, equipment, software, and
materials necessary to perform the required services, except where Ventura Housing
specifically agrees to provide agency equipment.
Services may include, but are not limited to:
* Initial inspections
* Biennial or annual inspections, as required by HUD
* Re-inspections
* Special inspections
* Complaint inspections
* Quality control inspections
* Other HUD-required inspections requested by Ventura Housing during the contract term
The Contractor shall coordinate closely with Ventura Housing staff, property managers, owners,
and residents to ensure inspections are completed accurately, efficiently, and within required
timeframes.
2.2 Scheduling and Notifications
The Contractor shall be responsible for scheduling all inspections directly with property
management, owners, and residents, as applicable.
The Contractor shall:
* Schedule inspections within Ventura Housing's required timeframes.
* Provide all required inspection notices.
* Coordinate inspection appointments and rescheduling.
* Notify Ventura Housing of cancellations or no-show appointments.
* Maintain documentation of all scheduling attempts.
* Coordinate re-inspections following correction of deficiencies.
Inspection scheduling shall minimize inconvenience to residents while maintaining compliance
with HUD requirements.
2.3 Inspection Standards
All inspections shall be conducted in accordance with current HUD inspection requirements,
including Housing Quality Standards (HQS), National Standards for the Physical Inspection of

Real Estate (NSPIRE), and any future HUD inspection standards implemented during the
contract term.
Inspectors shall:
* Perform thorough inspections of each assigned unit.
* Properly identify all deficiencies.
* Distinguish between owner-responsible and tenant-responsible deficiencies when
applicable.
* Document all health and safety concerns.
* Immediately notify Ventura Housing of any life-threatening conditions requiring urgent
attention.
* Maintain current knowledge of HUD inspection requirements throughout the contract
term.
2.4 Documentation and Deficiency Reporting
The Contractor shall provide complete electronic documentation for every inspection.
Documentation shall include, at a minimum:
* Inspection results.
* Pass or fail determination.
* Detailed deficiency descriptions.
* Required corrective actions.
* Responsible party, when applicable.
* Clear photographic documentation of deficiencies.
* Inspector comments.
* Electronic signatures, when applicable.
Inspection documentation shall be accurate, complete, and suitable for HUD review.
2.5 Technology and Yardi Requirements
Ventura Housing utilizes Yardi Voyager and the Yardi Inspection Mobile application as its
inspection management platform.
The selected Contractor shall:
* Perform all required inspection documentation within Ventura Housing's Yardi
environment.
* Utilize the Yardi Inspection Mobile application.
* Upload required photographs.
* Enter inspection results promptly upon completion.
* Maintain electronic inspection records.
* Utilize Ventura Housing-provided templates and workflows.
* Protect resident information in accordance with applicable privacy and security
requirements.
The Contractor may utilize compatible mobile devices or Ventura Housing may provide agency
tablets if requested.

2.6 Reporting Requirements
The Contractor shall provide monthly performance reports that may include:
* Number of inspections completed.
* Number of failed inspections.
* Number of passed inspections.
* Re-inspection activity.
* No-show appointments.
* Inspection completion times.
* Outstanding inspections.
* Other performance metrics requested by Ventura Housing.
Upon request, reports shall be available in Excel, CSV, PDF, or other mutually agreed electronic
formats.
2.7 Performance Standards
Ventura Housing expects timely, accurate, and professional inspection services.
The selected Contractor shall meet performance expectations established by Ventura Housing,
including timely scheduling, inspection completion, documentation, and communication. The
Contractor shall cooperate with HUD audits, quality control reviews, and Ventura Housing
monitoring activities as requested.
Performance may be evaluated throughout the contract term using measurable service metrics,
including response times, report accuracy, documentation quality, customer service, and
compliance with HUD requirements.
2.8 Inspector Qualifications
All inspectors assigned under this contract shall:
* Possess all certifications required by HUD.
* Successfully pass any background checks required by Ventura Housing or HUD, if
applicable.
* Maintain knowledge of current HUD inspection requirements.
* Maintain any certifications required during the contract term.
* Possess a valid driver's license.
* Maintain reliable transportation and current vehicle insurance
* Be proficient in the use of Yardi Voyager and the Yardi Inspection Mobile application, or
successfully complete Ventura Housing-provided training prior to performing inspections.
* Demonstrate the ability to communicate professionally with Ventura Housing staff,
property managers, owners, and residents.
* Bilingual English/Spanish preferred

2.9 Customer Service and Professional Conduct
Inspectors represent Ventura Housing while performing services under this contract.
Inspectors shall:
* Always exhibit professional conduct
* Wear visible identification while performing inspections.
* Treat residents, owners/landlords, and staff with courtesy and respect.
* Maintain confidentiality of resident information.
* Communicate inspection findings in a clear and professional manner.
* Respond promptly to Ventura Housing staff regarding scheduling, documentation, and
inspection questions.
2.10 Additional Services
Ventura Housing reserves the right to request additional inspection-related services that are
consistent with the general scope of this Agreement should operational needs, program
requirements, or HUD regulations change during the contract term.
Additional services may include, but are not limited to:
* Quality control inspections.
* Special or complaint inspections.
* Consultation regarding HUD inspection standards or regulatory changes.
* Inspection-related training for Ventura Housing staff.
* Review of inspection findings or quality assurance activities.
* Assistance with HUD audits, monitoring reviews, or compliance activities.
* Other inspection-related services mutually agreed upon by Ventura Housing and the
Contractor.
Any additional services requested under this section shall be negotiated and authorized in
writing by Ventura Housing prior to commencement of the work.
3. LICENSING, INSURANCE, AND CONTRACT REQUIREMENTS
3.1 Unauthorized Subcontracting
The Contractor shall not assign, transfer, or subcontract any portion of the services under this
contract without prior written approval from Ventura Housing.
This includes, but is not limited to:
* Contractor shall not subcontract inspection services without prior written approval.
* All inspectors performing services shall be employees or approved subcontractors of the
Contractor.
* Ventura Housing reserves the right to approve or reject any subcontractor assigned to
the contract.

3.2 Contract Period
The initial contract term shall be for a period of three (3) years, commencing upon execution of
the agreement.
Ventura Housing reserves the right, at its sole discretion, to extend the contract for up to two (2)
additional one-year option periods, for a maximum total term of five (5) years, based on
satisfactory performance and continued need.
The selected Contractor shall:
* Begin services promptly following contract execution and any required onboarding or
system implementation period
Ventura Housing reserves the right to terminate the contract for cause or convenience in
accordance with the terms outlined in the agreement.
3.3 Licensing, Insurance and Indemnification Requirements
Prior to contract award (but not as part of the proposal submission), the selected Contractor
must provide the following documentation:
1. Workers' Compensation Insurance
* As required by the State of California, with Statutory Limits, and Employer's Liability
Insurance with limit of no less than $1,000,000 per accident for bodily injury or
disease.
2. General Liability Insurance
* Insurance Services Office Form CG 00 01 covering CGL on an "occurrence" basis,
including products and completed operations, property damage, bodily injury and
personal & advertising injury with limits no less than $2,000,000 per occurrence and
$4,000,000 aggregate.
3. Automobile Insurance (if Contractor uses a vehicle to perform the work)
* ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor has no
owned autos, hired, (Code 8) and non-owned autos (Code 9), with limit no less than
$1,000,000 per accident for bodily injury and property damage. Other Insurance
Provisions
4. Additional Insured Status. The Entity, its officers, officials, employees, and volunteers
are to be covered as additional insureds on the CGL policy with respect to liability arising
out of work or operations performed by or on behalf of the Contractor including materials,
parts, or equipment furnished in connection with such work or operations. Coverage can
be provided in the form of an endorsement to the Contractor's insurance (at least as broad

as ISO Form CG 20 10 11 85 or the addition of both CG 20 10, CG 20 26, CG 20 33, or
CG 20 38; and CG 20 37 if a later edition is used).
5. Primary Coverage. For any claims related to this contract, the Contractor's insurance
coverage shall be primary and non-contributory and at least as broad as ISO CG 20
01 12 19 as respects the Entity, its officers, officials, employees, and volunteers. Any
insurance or self-insurance maintained by the Entity, its officers, officials, employees, or
volunteers shall be excess of the Contractor's insurance and shall not contribute with it.
This requirement shall also apply to any Excess or Umbrella liability policies.
6. Umbrella or Excess Policy. The Contractor may use Umbrella or Excess Policies to
provide the liability limits as required in this agreement. The Umbrella or Excess policies
shall be provided on a true "following form" or broader coverage basis, with coverage at
least as broad as provided on the underlying Commercial General Liability insurance.
7. Notice of Cancellation. Each insurance policy required above shall provide that
coverage shall not be canceled, except with notice to the Entity.
Waiver of Subrogation. Contractor hereby grants to Entity a waiver of any right to
subrogation which any insurer of said Contractor may acquire against the Entity by virtue of
the payment of any loss under such insurance. Contractor agrees to obtain any endorsement
that may be necessary to affect this waiver of subrogation, but this provision applies
regardless of whether or not the Entity has received a waiver of subrogation endorsement
from the insurer.
Self-Insured Retentions. Self-insured retentions must be declared to and approved by the
Entity. The Entity may require the Contractor to purchase coverage with a lower retention or
provide proof of ability to pay losses and related expenses within the retention. The policy
language shall provide, or be endorsed to provide, that the self-insured retention may be
satisfied by either the named insured or Entity.
* Acceptability of Insurers. Insurance is to be placed with insurers authorized to conduct
business in the state with a current A.M. Best's rating of no less than A:VII, unless otherwise
acceptable to the Entity.
Verification of Coverage. Contractor shall furnish the Entity with original certificates and
amendatory endorsements or copies of the applicable policy language effecting coverage
required by this clause All documents are to be received and approved by the Entity before
work commences. However, failure to obtain the required documents prior to the work
beginning shall not waive the Contractor's obligation to provide them. The Entity reserves the
right to require complete, certified copies of all required insurance policies, including
endorsements required by these specifications, at any time.
Special Risks or Circumstances. Entity reserves the right to modify these requirements,
including limits, based on the nature of the risk, prior experience, insurer, coverage, or other
special circumstances.
8. Indemnification. Contractor shall hold harmless, defend and indemnify Entity and its officers,
officials, employees and volunteers from and against any and all liability, loss, damage,
expense, costs (including without limitation costs and fees of litigation) of every nature arising
out of or in connection with Contractor's performance of work hereunder or its failure to comply
with any of its obligations contained in the agreement, except such loss or damage which was