Request For Quotes - Automatic Door Safety Inspection, Testing, and Repair Services

Request for Quote (RFQ) for Automatic Door Safety
Inspection, Testing, and Repair Services
RFQ RELEASE DATE:
6/25/2026
QUOTES DUE:
7/16/2026 by 4 PM (Pacific Time)
QUOTE SUBMISSION:
Quotes must be submitted via email to:
Francisco Camarena
IT and Maintenance Director
fcamarena@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 seeking quotes from qualified firms specializing in automatic pedestrian door
systems to inspect, test, evaluate, document, repair, and adjust automatic door systems at
multiple affordable housing properties. The primary objective is to ensure that all automatic
doors are operating safely and that required safety sensors properly detect individuals or
objects in the path of the door and cause the door to remain open or reopen as necessary to
prevent injury. Ventura Housing recently experienced a door-related incident and is proactively
evaluating all automatic door systems to reduce future risk and improve resident safety.
1.3 Overview
Ventura Housing currently has approximately nineteen (19) automatic doors located across
twelve (12) properties.

Door types include:
* Automatic swing doors
* Automatic sliding doors
The selected contractor shall:
* Inspect each door
* Test all safety devices
* Identify deficiencies
* Provide written findings
* Perform authorized repairs and adjustments
* Provide recommendations for additional corrective actions when necessary
1.4 Scope Overview of Services
The Contractor shall / will provide:
* Site inspections
* Operational testing
* Safety sensor testing
* Compliance evaluation
* Written documentation identifying location / make / model / serial numbers
* Repairs and adjustments
* Replacement of failed components when authorized
Services may include:
* Sensor adjustment
* Sensor replacement
* Door operator adjustment
* Door timing adjustment
* Safety device installation
* Verify locking mechanisms are functioning properly
* Related automatic door repairs
.
1.5 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.
1.6 Contact Information
Francisco Camarena
IT and Maintenance Director
Ventura Housing

995 Riverside Street
Ventura, CA 93001
(805) 626-5810
fcamarena@venturahousing.org
1.7 Expenses Associated with Submission
All costs related to the preparation and submission of a Quote in response to this RFQ shall be
borne solely by the respondent. Ventura Housing will not reimburse any respondent for these
costs, regardless of whether the respondent is selected.
1.8 Options and Discretion
Ventura Housing reserves the right, at its sole and absolute discretion, to:
* Reject any or all Quotes, or any portion thereof;
* Re-advertise this RFQ;
* Postpone or cancel the RFQ process at any time;
* Waive any irregularities in the RFQ or in the Quotes received;
* Determine the criteria and process for evaluating Quotes and decide whether an award
will be made.
2. Scope of Services
2.1 General
The Contractor shall inspect; test, document, and repair automatic pedestrian door systems
located at Ventura Housing properties.
Approximately:
* 17 automatic doors
* 13 property locations
Ventura Housing reserves the right to add or remove locations as necessary.
2.2 Inspection and Evaluation
The Contractor shall evaluate each automatic door and associated equipment.
Inspection items shall include:
* Door operator
* Activation devices
* Presence sensors
* Safety sensors
* Motion detectors
* Hold-open timing
* Door closing operation

* Door reopening operation
* Locking mechanisms
* Signage and safety markings
* General condition of equipment
The Contractor shall identify:
* Make / Model / Serial Numbers
* Missing components
* Malfunctioning components
* Improper operation
* Safety concerns
* Recommended corrective actions
2.3 Testing Requirement
The Contractor shall perform operational and safety testing for each door.
Testing shall include:
* Activation testing
* Presence sensor testing
* Safety zone testing
* Reversal/reopening testing
* Hold-open timing verification
* Functional operation testing
Testing shall verify that the door remains open or reopens when a person or object is detected
in the path of the door.
2.4 Industry Standards
All testing and repairs shall comply with applicable industry standards including:
* ANSI/BHMA A156.10
* ANSI/BHMA A156.19
* Manufacturer requirements
* Applicable building and accessibility regulations.
2.5 Documentation and Reporting
The Contractor shall provide a written report for each door.
At a minimum the report shall include:
* Property name
* Door location
* Door type
* Door operator Make / Model / SN
* Existing equipment

* Pass/Fail status
* Deficiencies identified
* Repairs performed
* Additional recommendations
Ventura Housing reserves the right to request electronic copies of all reports.
2.6 Repairs and Corrective Actions
The Contractor shall provide pricing for repairs and replacement components. Ventura Housing
may authorize immediate corrective work when life-safety deficiencies are identified.
The Contractor shall provide:
* Hourly labor rates
* Material pricing
* Estimated repair costs
* Recommended corrective actions
2.7 Qualifications
Respondents shall demonstrate experience with:
* Automatic pedestrian door systems
* Automatic swing doors
* Automatic sliding doors
* Safety sensors
* Presence sensing equipment
* Door operator systems
Respondents shall provide:
* Minimum three years of relevant experience
* Three references for similar projects
* Manufacturer certifications or factory training, if applicable
Certification:
* The Contractor shall have at least one AAADM-certified inspector or technician assigned
to this project. Ventura Housing reserves the right to request proof of certification prior to
contract award.
Ventura Housing reserves the right to reject quotes from firms unable to demonstrate sufficient
automatic door experience.
2.8 Billing and Invoicing

The Contractor shall provide detailed and transparent invoicing.
At a minimum:
* Invoices must include a breakdown by property/location.
* No travel billing within City of Ventura
Each invoice shall clearly identify:
* Detail breakdown of charges and materials
The Contractor shall:
* Register with Ventura Housing's VendorCafe (Yardi) system
* Submit all invoices electronically through VendorCafe
Failure to provide sufficient detail may result in delayed payment processing.
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:
* Subcontracting inspection, testing, repair, or installation services to another firm without
prior written approval from Ventura Housing. All services must be performed by
personnel under the direct control and supervision of the Contractor unless otherwise
approved in writing.
3.2 Contract Period
The contract awarded under this RFQ shall be for a one-time project to inspect, test, document,
and perform authorized repairs to automatic pedestrian door systems at Ventura Housing
properties.
The selected Contractor shall:
* Begin work promptly following contract execution and receipt of a Notice to Proceed.
* Coordinate scheduling with Ventura Housing staff to complete inspections and testing at
all identified locations.
* Submit all required inspection reports, findings, and recommendations upon completion
of the work.
* Complete any authorized repairs or corrective actions within a mutually agreed-upon
timeframe.
Ventura Housing anticipates that all services under this contract will be completed within ninety
(90) days of contract execution; however, the actual completion period may be adjusted by
mutual agreement.

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 Quote 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
caused by the sole negligence or willful misconduct of the Entity. Commented [JS1]: This can all be copied into your
9. Business License contract for consistency.
* Proof of all applicable City, County, and/or State business licenses required to
perform automatic door inspection, testing, repair, and related services.
10. Profile of Firm Form
* Contractors must submit relevant information regarding insurance, licenses, and
qualifications on the Profile of Firm Form.
* Contractors must submit relevant information regarding:
* Business experience
* Staffing
* Automatic door certifications and training
* Service capabilities
* Copies of certificates are not required with the Quote and will be collected from the
successful Contractor prior to contract execution.

3.4 Right to Negotiate Fees
Ventura Housing reserves the right to negotiate final fees with the top-rated Contractor.
* Negotiations may begin after selection of the top-rated Contractor.
* If negotiations are not successfully concluded within five (5) business days, Ventura
Housing may begin negotiations with the next-rated Contractor.
* Ventura Housing reserves the right to negotiate and award contracts to more than one
Contractor if deemed in the Agency's best interest.
3.5 Contract Service Standards
* All work performed under this RFQ must comply with all applicable local, state, and
federal codes, statutes, laws, and regulations.
* Ventura Housing expects all services to meet professional automatic door inspection,
testing, repair, and safety standards as outlined in Section 2 - Scope of Services.
* If Ventura Housing determines that work is consistently unsatisfactory, the Contractor
will be notified in writing via a "Notice to Cure".
* After a reasonable number of attempts to correct deficiencies, Ventura Housing
reserves the right to terminate the contract with thirty (30) days' written notice.
* Termination under this clause does not waive Ventura Housing's right to seek
reimbursement or remediation for prior deficiencies, if applicable.
3.6 Prompt Return of Contract Documents
All required contract documents, including signed contracts, must be submitted to Ventura
Housing within ten (10) business days of notification of award.
4. RFQ INSTRUCTIONS
4.1 RFQ Submission and Format
Quotes must be submitted via email to:
Francisco Camarena
IT and Maintenance Director
fcamarena@venturahousing.org
Submissions sent by any method other than the one specified will not be accepted. Quotes will
be scored independently by the designated panelists after the submission deadline
Email subject line must include: "RFQ - Automatic Door Safety - [Firm Name]"
4.2 Required Information and Format
To be considered for selection, respondents must follow the format outlined in this RFQ and
submit the following items in the specified order. The evaluation of qualifications will be based
on the criteria presented in this RFQ.