2 Training Agenda TUESDAY, APRIL 24TH: 8:30 am – Welcome / Go over this thing8:45 am – Protocol10:00 am – BREAK (30 Minutes)10:30 am – Protocol (Oh no, not more of it!)12:00 pm – LUNCH1:30 pm – “Inspection Day” Video2:00 pm – Deficiencies, Definitions andthe Software, oh my!
3 Training Agenda (Continued) TUESDAY, APRIL 24TH:3:00 pm – BREAK (30 Minutes)3:30 pm – Deficiencies, Definitions …5:00 pm – End for the Day
4 Training Agenda (Continued) WEDNESDAY, APRIL 25TH:8:30 am – Deficiencies, Definitions …9:30 am – HQS vs. UPCS, Scoring, Appeals, etc.10:00 am – BREAK (30 Minutes)10:30 am – HQS vs. UPCS, Scoring,Appeals, etc. (Continued)12:00 pm – End of Session
5 “Don’t shoot the messenger!” (Me.) Ground RulesRULE NUMBER 1:“Don’t shoot the messenger!” (Me.)RULE NUMBER 2:Ask questions! Remember, there are no dumb questions, just dumb answers. (Which I’ll try my best not to give.)RULE NUMBER 3:When in doubt, refer to RULE NUMBER 1 above.
7 Questions to be Answered - How do I properly prepare for a REAC inspection?- Where should I focus my resources?- What is my role during the inspection?
8 Questions to be Answered (Continued) - How will certain things, like smoke detectors, be checked? (Will the inspector use canned smoke or just push the button?)- What kind of questions should I ask the inspector before he leaves my site so that I can better understand what went wrong?
9 Questions to be Answered (Continued) - How do I appeal a finding, and what kinds of documentation do I need to back up my appeal?- How do I educate my residents during their annual inspections in order to prevent findings during the REAC inspection?- Is there a checklist of standards I can use before the inspection to help me make sure everything is up to par?
11 PIH/REAC’s MissionThe Real Estate Assessment Center's (REAC) mission is to …… provide and promote the effective use of accurate, timely and reliable information assessing the condition of HUD's portfolio;… to provide information to help ensure that HUD subsidized housing remains decent, safe and sanitary;… and to restore the public trust by identifying fraud, abuse and the wasting of HUD resources.Our Mission
12 UPCSThe Uniform Physical Condition Standards (UPCS) are the foundation of HUD/PIH-REAC’s Physical Inspection Program.Creates the structure of the physical inspection.(Identifies five inspectable areas and health and safety hazards.)Establishes standardized definitions for inspectable items, the basis for electronic inspections via UPCS software.(Inspection data is validated, producing a score which indicatesthe physical condition of a property.)Provides a uniform, objective protocol for training inspectors performing inspections of all property types.
14 PHYSICAL INSPECTION STRUCTURE INSPECTABLE ITEMSSITEFencing and GatesGroundsMailboxes/ProjectSignsMarket AppealParking Lots/Driveways/RoadsEtc.BUILDINGSYSTEMSDomestic WaterElectrical SystemElevatorsEmergencyPowerFire ProtectionHVACEtc.UNITBathroomCall-for-AidCeilingDoorsElectrical SystemFloorsHot Water HeaterKitchenEtc.BUILDINGEXTERIORDoorsFire EscapesFoundationsLightingRoofsWallsEtc.COMMON AREASBasement/Garage/CarportCommunity RoomDay CareHalls/Corridors/StairsEtc.HEALTH & SAFETYAir Quality Elevator Emergency/Fire Exits Flammable Materials Electrical Hazards Etc.
15 UPCS SOFTWARE CONFIGURATION Deficiency DefinitionsNo ObservedDeficiency (NOD)Level 1Level 2Level 3- or -InspectableAreaInspectableItemObservedDeficiency (OD)- or -Not Applicable(NA)
16 PASS SUBSYSTEM COMPONENTS Inspector gathers data using UPCS Software on a DCDPASSPhysical AssessmentSubsystem- Scoring- Checklist- Inspection Review- Time Stamp Analysis- ReportingTheINTERNETDataCollectionDeviceAdded Time Stamp Analysis to PASS box.
18 PHYSICAL INSPECTION PROTOCOL Standard set of rules and procedures followed on all inspections as established in the UPCS.Includes three phases:Pre-InspectionInspectionPost InspectionEach phase is completed in the above order
19 INSPECTOR’S ROLE Perform objective, factual physical assessments. Conduct inspections according to the HUD/PIH-REAC Physical Inspection Protocol.Ensure success by complying with the UPCS.
20 CODE OF CONDUCTMaintain professional conduct and demeanor at all times during the inspection and interaction with the inspection participants.Display the HUD-issued photo id during the inspection.Dress appropriately.Be courteous and professional.Be aware of cultural differences.Defer resident questions concerning maintenance to the propertyrepresentative.Do not make promises about inspection results.
21 CODE OF CONDUCT (Continued) Conflicts of interest – be aware!Do not offer an opinion as to the quality of the site, building or unit.Do not bring a firearm or other weapons onto a property.Do not invade a resident’s privacy by attempting to open a closed door within a unit (bedroom, bathroom, etc.)without the permission of the resident or the property representative.
22 CODE OF CONDUCT (Continued) Do not disclose any information to a third party about the inspection results. Defer to the property owner/representative.Do not utilize local HUD offices, MF or PHA offices to conduct personal business (phone calls, inspection uploads, etc.)
23 SUMMARY HUD Physical Inspections are: Objective Consistent ComprehensiveEvaluations of HUD-supported propertiesA step to help HUD prioritize and direct its resourcesA method to ensure that we all work together to provide housing that is decent, safe, sanitary and in good repair
24 PHYSICAL INSPECTION PROTOCOL DayInspection DayReceiveinspectionassignment1Downloadpropertyprofile2Confirm3Updateschedule4Travel to5Meet with propertyrepresentative67Verify/update property profile info.a. property, b. participant,c. certificate, d. area measures8Visually verify/updatebuildinginformationGeneratesample9a. Identify sample buildingsb. Enter generatedsample units10Inspecta. site,b.-d. building(s),and e. units11Confirm/verifydata12CompleteNotificationof Exigent and FireSafety HazardsObserved form(if needed)andprovide a copyto property13Uploadcompleted14Step 14 revise by deleting one of the two boxes and change to circle or oval.
26 STEP 1: Receive Inspection Assignment HUD awards RAP inspections to winning bidder.Contractor/servicing mortgagee assigns inspection and notifies an inspector.Property profile information is available for downloading from the REAC Web site.PRE-INSPECTION PHASE
27 STEP 2: Download Property Profile Inspector downloads Property Profile from the REAC Web site directly to the UPCS software on their DCD.Downloaded information automatically populates appropriate fields in the UPCS software.Property Profile contains the following information, and MUST BE VERIFIED while on site!Inspection number.Property information: name, street address (no P.O. Box), and telephone number of the property, and number of buildings and units.Participant information: participant’s name, role, and organization name, address, telephone number.Building information: building name,street address (no P.O. Box), type,construction year, number of units.PRE-INSPECTION PHASENo change
28 STEP 3: Confirm Inspection [Arrange Date and Time] Inspector contacts the authorized property representative (owner, management company or PHA) to:Explain the purpose of the inspectionTo objectively assess the physical condition of the property, not to create a laundry list of maintenance itemsNegotiate mutually agreeable time for physical assessmentPRE-INSPECTION PHASESwitched help desk with TACInspector should notify the TAC if the property owner refuses to permit an inspection.All inspections must occur in presence of the property representative.
29 STEP 3: Confirm Inspection [Arrange Date and Time] (Continued) Inspector sends an Inspection Notification LetterInforms property representative to:Notify all residents of upcoming inspectionHave available for the inspector onday of inspection ...Copy of document notifying residentsTotal number of buildings and unitsAddress or unique building identifier for each buildingApplicable certificates (e.g., elevators, boilers, etc.)Occupancy rateRent rollSite map or plot of property (if available)Area measures for parking lots/driveways/roads and walkways/stepsPRE-INSPECTION PHASENo change in content
30 STEP 4: Update Inspection Schedule Inspections are to be performed during normal business hours, which vary from agency to agency.The inspector is responsible for updating the REAC Inspection Schedule for any and all changes and also for notifying any affected parties.PIH-REAC Quality Assurance (QA)inspections are based on the REACInspection ScheduleServicing mortgagee provides REACwith individual inspector schedulesPIH-REAC must be aware of all schedule changesPRE-INSPECTION PHASE
31 PHYSICAL INSPECTION PROTOCOL Travel toproperty5Meet with propertyrepresentative6Verify/update property profile info.a. property, b. participant,c. certificate, d. area measures7a. Identify sample buildingsb. Enter generatedsample units10Visually verify/updatebuildinginformation8Generatesample9Inspect a. site,b.-d. building(s),and e. units11No changeConfirm/verifyinspectiondata12Complete Notification of Exigent and FireSafety Hazards Observed form (if needed)and provide a copy to property representative13
32 STEP 5: Travel to Property Inspector must follow REAC rules for travel:Inspector must be physically present and on time to conduct the inspection.If the inspection cannot be performed or completed on the scheduled day, the inspector must call the TAC immediately.If the weather prevents the inspector fromarriving at the property, they must requestapproval from the TAC to declare theinspection “unsuccessful”.INSPECTION PHASENo change
33 INCLEMENT WEATHER POLICY Property representative may postpone an inspection due to inclement weather.Inspector must report immediately to REAC’s Physical Inspections Technical Assistance Center (TAC).Inspector receives log number from the TAC to upload with the inspection confirming cancellation.Inspectors should not inspect a property if a “Severe Weather Advisory” in in effect.Includes, but is not limited to, hurricanes, tornadoes, thunderstorms, hail or any other adverse weather condition that would likely endanger the safety of the participants (includes any snowstorm for which such an advisory has been issued).Check validity of 2nd bullet
34 SNOW POLICYIn the absence of a severe weather advisory, inspectors should attempt to inspect all properties regardless of snow.Any inspectable item not visible due to snow is recorded as NOD (No Observed Deficiency).Provide comment indicating items were hidden by snow.No change
35 STEP 6: Meet with Property Representative Inspector identifies himself as an inspector ofHUD properties, not an employee of HUD.Inspector verifies that residents were givenwritten notification of inspection.Inspector must notify the TAC, if residents were NOT notified and TAC will advise if inspector is to continue.Inspector discusses inspection purpose withproperty representative.To objectively record the physical condition of theproperty, NOT to instruct property representativeon maintenance and repair.Inspector explains sampling processGenerates random sample of units to inspect.Reduces length of inspection.INSPECTION PHASEAdded: if TAC advises (1st bullet)
36 STEP 6: Meet with Property Representative (Continued) Inspector explains how Life-Threatening Health and Safety Hazards will be handled.Inspector ...Displays the HUD-issued photo id at all times.Verifies rent roll (or other all-inclusive documents) to confirm proper building/unit count.Verifies, if applicable, list of units relative to 504/FHA/ADA.Verifies occupancy rate and records as percentage in DCD (for MF properties only).Obtains area measures.Inspector is always accompanied bythe property representative while onthe property.INSPECTION PHASENo change
37 STEP 7: Verify/Update Property Profile Information The Property Profile …Includes information on the property, participant, certificates and area measures.Must be updated before the inspection begins.Is used to generate statistically accurate building and unit inspection samples.Incorrect sampling will invalidate the inspection which may require a re-inspection (at no additional cost to the Government)INSPECTION PHASENo change
38 STEP 7a: Verify/Update Property Information Inspector verifies/updates property information prior to conducting the inspection, including:Property name, address and telephone number.Scattered site information.Total number of buildings and units.A building is defined as any structure that has a contiguous roofline, a permanent foundation, is enclosed on all sides, and at least one utility servicing it, such as electric, gas, water or sewer.INSPECTION PHASENo change
39 STEP 7b: Verify/Update Participant Information Inspector verifies/updates participant information.Participant name.Participant role (e.g., site manager, owner, etc.)Participant organization name.Participant address and telephone number.Participant address.Participants may be individuals or organizations.There should be at least 3 participants listed.For PHA: must include Executive Director.For MF: must include Owner and the Management Agent.INSPECTION PHASENo change
40 STEP 7c: Verify Certificates Inspectors should verify the existence of applicable certificates.Check expiration date to ensure it is current.Record results in UPCS software.Inspectors should verify the existence of a Lead-Based Paint Disclosure Form and a Lead-Based Paint Inspection Report for buildings constructed built prior to 1978.INSPECTION PHASENo change
41 STEP 7d: Obtain Area Measures Inspectors should try to obtain Area Measures.Refers to proportionality.Proportionality is used to determine the percentage (square footage) of the defective area.Proportionality only applies to:Parking lots, driveways and roads.Walkways and steps.The rating level of the defect is based on the percentage of the defect.INSPECTION PHASENo change
42 STEP 8: Visually Verify/Update Building Information Inspectors must validate building informationBuilding name and addressBuilding typeBuilding construction year (original year built – not rehabilitation date)Total number of unitsFailure to validate building information may result in an inaccurate count of buildings and unitsBuilding and unit counts are used to generate the inspection sampleInspectors must also determine if a building is uninspectableImportant to record uninspectable buildings before generating the sampleINSPECTION PHASENo change
43 BUILDING TYPE DEFINITIONS Common Building – A detached non-residential structure.Duplex – A detached residential structure consisting of two units.Low-Rise/Garden Apartments – A multi-unit residential structure consisting of two and one-half or less floors with a common hall entrance.Mid/High-Rise Apartments – A multi-unit residential structure consisting of three or more floors with or without elevators.Row/Town House – A single unit residential structure that is connected to a similar structure by a common sidewall with individual exterior unit entrance.Single Family House – A detached residential structure consisting of one unit.No change
44 CLIENT ROOM POLICYFor nursing homes, group homes, and assisted living facilities, any room with a bed, or beds, is considered a “client room”.Client rooms are to be inspected and listed as dwelling units.Inspectors should change the number of units in the DCD to reflect client rooms.All other areas of the facilities, including kitchens, dining areas, community areas, etc., are to be inspected as common areas.No change
45 STEP 9: Generate SampleInspector generates sample using the sampling function of UPCS softwareMathematical and statistical equationsStatistically valid random sampleDisplayed as sequence of unit numbersDesigned to produce a sample that accurately reflects what would have been recorded if all buildings/units were inspectedINSPECTION PHASENo change
46 STEP 9: Generate Sample (Continued) Variations to protocol produce inaccurate samples and may invalidate inspectionsInspector must follow protocol stepsVerify/update all property information before generating sampleGenerate only one sample for each inspection in UPCS softwareINSPECTION PHASENo change
47 SAMPLING “DO’s” AND “DON’Ts” Verify all property and building information prior to generating the sample.Use the all-inclusive list of units to determine sample units.Select units in the order they are displayed.Select alternate units in the order they are displayed.DoNo changeAllow property owners to alter sample units.Provide property owners with a list of samples prior to inspection.Deviate from inspection protocol.Don’t
48 STEP 10a-b: Identify Sample Buildings and Enter Generated Sample Units UPCS software displays “Yes” in the “In Sample” field for each building included in the sample.UPCS software displays sequence of unit numbers in the “Sample Units” text field.Each number represents a unit in the selected building.The order of the numbers represents the relative position of each unit on a complete list of units.For example: The number 4 represents the fourth unit on the list.Inspector adds sample units by using an ALL-INCLUSIVE list of units.The list may be the rent roll if it includes vacant as well as occupied units.INSPECTION PHASENo change
49 INSPECTION GUIDELINES Direct specific resident complaints to the property representative.Remind residents of the purpose of the inspection.To record the physical condition of the unit, not evaluate housekeepingObserve and inspect all five inspectable areas:SiteBuilding ExteriorBuilding SystemsCommon AreasUnitsNo change
50 INSPECTION GUIDELINES (Continued) Call out all observed deficiencies and the severity level to the property representative as you perform the inspection.Be alert to any Health & Safety hazards that may exist in an inspectable item.Record items inside the development/property.Any physical structures under the control of the housing provider (e.g., city streets and sidewalks) must be inspected.No change
51 HEALTH AND SAFETY HAZARDS Inspectors must rate and record observed Health and Safety deficienciesHealth and Safety items include:Air QualityElectrical HazardsElevatorEmergency/Fire ExitsCertain Level 3 deficiencies automatically generate Health and Safety hazardsFlammable MaterialsGarbage and DebrisHazardsInfestationNo change
52 LIFE-THREATENING HEALTH AND SAFETY HAZARDSBe observant of the life-threatening health and safety hazards listed on the Notification of Exigent and Fire Safety Hazards Observed form:A. Propane, natural, or methane gasB. Exposed wires or open electrical panelsC. Water leaks on or near electrical equipmentD. Blocked or unusable emergency or fire exitsE. Blocked fire escapes or laddersF. Missing or misaligned chimney for gas-fired water heater/HVACG. Window security bars preventing exitH. Expired fire extinguishersI. Inoperative/missing smoke detectorsNo change
53 LIFE-THREATENING HEALTH AND SAFETY HAZARDS (Continued) All observed life-threatening health and safety hazards ...MUST be recorded in the DCD.MUST be recorded on the Notification ofExigent and Fire Safety Hazards Observed form.Include hazards found in buildings not in the sample.Inspector notifies property representative of all hazards immediately.No change
54 STEP 11a: Inspect SiteSite is defined as the area surrounding the building(s) of a propertyExample: Fencing and Gates, Grounds, Mailboxes/Project Signs.Only one site per property.Site may be inspected at any time during the inspection.INSPECTION PHASENo change
55 STEP 11b-d: Inspect Building: Exterior, Systems and Common Areas It is encouraged to complete all inspectable areas of a building, before inspecting another building.The inspector must record the physical condition of three areas for each sample building:Building Exteriors - outside building surfaces (e.g., fire escapes, lighting)Building Systems - civil systems thatsupport the building (e.g., domestic water,HVAC)Common Areas - areas within eachbuilding that are usable by more thanone resident or by the propertyadministration.INSPECTION PHASENo change
56 STEP 11b-d: Inspect Building: Exterior, Systems and Common Areas (Continued) Inspector physically verifies that allbuildings declared uninspectable meetREAC standards for that classification.If a sample building is discovered tobe uninspectable during the inspection:Inspector indicates uninspectable reasonin the UPCS software.Inspector selects the next available alternate building.Alternate building may be inspected at any time during the inspection.Alternate buildings must be selected in the order they are displayed in the UPCS software.INSPECTION PHASENo change
57 STEP 11e: Inspect UnitsPer Code of Conduct, with respect to resident privacy, an inspector should not open closed doors within a unit. After property personnel provides access, inspector may open/close to test functionality of the door(s).If a sample unit is declared uninspectable during the inspection:Inspector indicates uninspectable reason using the UPCS software.Inspector selects the next available alternate unitAlternate units must be selected in the order they are displayed in the UPCS software.Alternate unit may be inspected at any time during the inspection.INSPECTION PHASENo change
58 STEP 11e: Inspect Units (Continued) Alternate units are inspected when a sample unit is considered uninspectable.UPCS software automatically generates alternate units.Selection Guidelines for Alternate Units:Alternate units must be selected in the order they are displayed.Example: If the alternates for a sample are 5 and 3, 5 must be used as an alternate before 3.If no alternate units exist in the sample building then select an alternate unit of the same building type.If no alternate units exist for same building type then select an alternate unit in the next building type group.If no other alternate units remain then call TAC for assistance.INSPECTION PHASEDeleted help desk
59 VACANT UNITS POLICY Multifamily housing properties: Vacant units are included in the random sample.Only inspect vacant units at properties with 15% or more total vacant units (85% or less occupancy rate).At properties with less than a 15% vacancy rate, inspectors should not inspect vacant units, but replace them with alternates from the sample.Public housing properties:Vacant units are included in the random sample.Vacant units should not be inspected.No change
60 INSPECTING CLIENT ROOMS Client rooms in nursing homes, group homes and assisted living facilities are inspected as dwelling units but do not always have assigned numbers.To inspect these rooms, start room count at the lowest level, move to the right, and then up through the building to select rooms as they are listed in the sample.Mixed-use facilities contain both client rooms and residential (apartment-style) dwelling units - the total number of units used to generate the sample will include both.No change
61 STEP 12: Confirm/Verify Inspection Data Inspector uses “Check/Prepare/Import” function of UPCS software to automatically review inspection completion.UPCS software verifies thoroughness and identifies any missing items.Use function before leaving site.Only completed inspections are accepted by the DCD for uploading to REAC.INSPECTION PHASENo change
62 STEP 13: Complete Notification of Exigent and Fire Safety Hazards Observed FormLife-threatening hazards are documented on the Notification of Exigent and Fire Safety Hazards Observed form.Property representative signs the form.If representative refuses to sign, note the refusal on the form.A copy of the form, signed by the inspector, must be left with property representative.INSPECTION PHASENo change
63 CORRECTING LIFE-THREATENING DEFICIENCIESFor Public Housing properties, life-threatening deficiencies must be corrected and/or abated within 24 hours and reported to the HUD field office within 3 business days.For Multifamily Housing properties, life-threatening deficiencies must be mitigated immediately and reported to the HUD field office within 3 business days.Check validity of both statements
64 PHYSICAL INSPECTION PROTOCOL POST INSPECTIONUploadCompletedInspectionData14Removed obsolete step
65 STEP 14: Upload Completed Inspection Data Receipt # received by inspector when upload is complete.Completed inspections must be uploaded to the REAC Web site within 24 hours.Technical problems with uploading should be referred to the TAC immediately.Inspections should be deleted from the DCD only after the inspections are accepted by REAC.POST INSPECTION PHASEDeleted help desk and changed step #
66 VARIANCES Subjectivity Negligence Gaming Occur when inspectors do not follow the standard inspection procedures as defined by the Physical Inspection Protocol.Negatively affect the accuracy and validity of physical assessments.Types of variances:SubjectivityNegligenceGamingNo change
67 TYPES OF VARIANCES SUBJECTIVITY When inspectors make personal judgments about the condition of a property or allow their personal biases to affect how they inspectNEGLIGENCEWhen inspectors purposely try to avoid following the Physical Inspection Protocol in order to reduce the time or effort required to inspect a propertyGAMINGWhen inspectors perform illicit activities in an attempt to cheat the systemNO CHANGE
68 SUMMARY Inspection protocol is designed to: Standardize the inspection processProvide HUD with consistent, objectiveand factual inspection dataInspection protocol is divided into threemain phases:Pre-InspectionInspectionPost InspectionAdherence to the protocol is critical for:Accurate physical assessmentsMaintenance of decent, safe, and sanitary housing in good repairNo change
69 DEFICIENCIES, DEFINITIONS AND THE SOFTWARE, OH MY!
70 DCD 2.3 INSPECTABLE DEFECTS * Time to check out some pictures! *
72 The Process Regulatory requirement that housing providers must inspect their units/properties to a HUD defined standard.OLD: (HQS)Housing Agency Inspectsto StandardField OfficeQuality AssurancePaper basedPass/FailSubjectiveInconsistentNEW: (UPCS)HUDHeadquartersHousing Agency Inspectsto StandardPIH-REACQuality AssuranceElectronicPoint DeductionsObjectiveMore ConsistentField Office
73 “Decent, safe, sanitary and in good repair.” The Standard“Decent, safe, sanitary and in good repair.”MEASUREMENT44ElementsHousing Quality Standards (HQS)41ElementsFutureUniform Physical Condition Standards (UPCS)
74 HQS vs. UPCSInsulationCurtains and ShadesWater Saver Devices
79 Item: Ceiling Condition HQS:Uses “subjective” measurements such as “serious”, “large”, “significant” and “severe” without specifying a quantifiable amount. (Makes consistent ratings more difficult to obtain amongst different inspectors.)If just one item is marked “Fail”, then the entire unit fails the inspection.UPCS:Uses “objective” measurements such as “larger than 8-1/2 x 11” or “more than 3 tiles”. (Makes consistent ratings more obtainable amongst different inspectors.)If an item receives a “Level 3” rating, then the score for that unit will be reduced from its potential maximum points.
80 Item: Ceiling Condition UPCS Guidance (electronic) HQS Guidance (paper)UPCS Guidance (electronic)*Covered under either:“Bulging/Buckling”, “Peeling/Needs Paint” or “Water Stains/Water Damage/Mold/Mildew”.
81 Misaligned Chimney/Ventilation System Building SystemsBuildingLEVEL 3BuildingSystemsDomesticWaterMisaligned Chimney/Ventilation System
82 Item: Hot Water Heater HQS: If just one item is marked “Fail”, then the entire unit fails the inspection.UPCS:If an item receives a “Level 3” rating, then the score for that building will be reduced from its potential maximum points.
83 UPCS Guidance (electronic) Item: Hot Water HeaterHQS Guidance (paper)UPCS Guidance (electronic)*Covered under:“Missing Pressure Relief Valve”.
84 LEVEL 3 Dwelling Units Missing/Inoperable Building Dwelling Units SmokeDetectorMissing/Inoperable
85 Item: Smoke Detectors HQS: If this item is marked “Fail”, then the entire unit fails the inspection.UPCS:If this item receives a “Level 3” rating, an “Exigent Health & Safety” notation is made but no points are deducted from the overall score.
87 Top 20 Deficiencies1. HVAC – the water heater Pressure Relief Valve discharge tube extends to within 18 inches of the floor;2. Misaligned Chimney – the vent stack on gas operated water heaters or furnaces are properly aligned;3. Missing HVAC Covers – there are covers on all baseboard heaters;4. Access to the Electrical Panel – access to electrical panels is not blocked by furniture or other items;5. Missing Covers – electrical panels have interior covers (aside from the panel lid box itself) to prevent exposure from the wire connections;6. Open Breaker Ports – Open breaker ports are covered;7. Doors Damaged Seals – the factory-installed seals on Exterior Doors, such as building or unit doors, are in place and undamaged;8. Doors Damaged Hardware – Exterior door hardware locks or latches properly and Fire Doors function as designed;9. Security Doors – security doors do not have dual-side key locks;10. Kitchen – Damaged Stoves/Ovens – stove burners are working;
88 Top 20 Deficiencies (Continued) 11. Plumbing – pipes and faucets are not leaking, and areas around any leaks are cleaned up and repaired;12. Damaged Sinks/Showers – any hardware problems are repaired, diverters are working, drains have stoppers, Hot or Cold water handles are in place and working;13. Clothes Dryers - are properly vented to the outside from units or laundry rooms;14. Storm Water Sewers - are not clogged with trash or leaves;15. Sanitary Sewer Damaged Covers –caps located in the grass on the exterior of the building that have been damaged by a lawn mower are cleaned out. Replace and mark the areas to prevent further damage;16. Trash Chutes – hardware is in place and the chute door closes properly;17. Trash Receptacles - are not overflowing and are adequate in size for the property;18. Auxiliary Lighting – the back up lighting works even when the test light does not work;19. Leaking Domestic Water – there are no leaks in the domestic water supply, including the hose bibs located on the exterior of the building;20. Switchplate Covers – are not cracked or broken.
89 Questions to be Answered - How do I properly prepare for a REAC inspection?A: Pray.- Where should I focus my resources?A: You have resources?!?- What is my role during the inspection?A: Refer to the first question above.
90 Assign a score to the overall property The GoalAssign a score to the overall propertycondition based on the data collected by theinspectorMeasure physical conditionObjective & consistentAccommodates all property types & configurationsNumerical Score: 100 point scaleProperty types: High-rise to single-family homesProperty Condition Criteria:Decent, Safe, SanitaryGood RepairData Collected:5 Property Areas with 50 Unique Items3 Severity Types + Health & SafetyObjective, consistent
91 Scoring is Based on Objective Data The inspector records the existence and the severityof deficiencies according to preset criteria
92 The Scoring ApproachRelative importance (“weights”) were assigned to each physical area, item, and deficiency in the inspection protocolHUD applies the weights to the inspection data to compute the scoreThe score is based on a 100 point scale
93 The weights were assigned as part of a consensus process: Scoring ProtocolThe weights were assigned as part of aconsensus process:- Industry stakeholder inputPublic Housing AuthoritiesMultifamily Housing (Owners / Agents)Trade groupsPHA industry groups- HUD information- Trade professionals’ experience
94 Areas & Items 15% 20% 15% 35% 15% Building Systems Site Building ExteriorFencing and Retaining WallsGroundsLightingMailboxes/Project SignsMarket AppealParking Lots/Driveways/RoadsPlay Areas and EquipmentRefuse DisposalStorm DrainageWalkways/StepsDoorsFire EscapesFoundationsLightingRoofsWallsWindowsDomestic WaterElectrical SystemElevatorsEmergency PowerExhaust SystemFire ProtectionHVACSanitary System15%20%15%DwellingUnitsCommon AreasBathroomCall-for-AidCeilingDoorsElectrical SystemFloorsHot Water HeaterHVAC SystemKitchenLightingOutlets/SwitchesPatio/Porch/BalconySmoke DetectorStairsWallsWindowsAreas & ItemsBasement/Garage/CarportOfficeCloset/Utility/MechanicalOther Community SpacesCommunity RoomPatio/Porch/BalconyDay CarePools and Related StructuresHalls/Corridors/StairsRestrooms/Pool StructuresKitchenStorageLaundry RoomTrash Collection AreasLobby35%15%
96 No Two Properties Are Alike (For example, if there are no Common Areas on a property,the other inspection areas become more important)Property Physical ConditionInspection AreasSiteHealth & Safety DeductionsWhole Point DeductionsFrom FinalScoreBuilding ExteriorBuilding SystemsDwellingUnitsCommon AreasBuildingWgt15%20%35%100%Wgt15%20%35%100%Wgt18%23%41%0%100%
97 Scoring Methodology Area Points x Item Weight x Criticality x Severity Scores calculated based on:Area Points x Item Weight x Criticality x SeverityRanges are:Area PointsSite = 15 Bldg Systems = 20 Dwelling Units = 35Bldg Ext = 15 Common Areas = 15Item Weight (Examples)Smoke Detector = 0 Missing Toilet = 10Damaged Ceiling = 4.5 Misalinged Chimney = 15.5Criticality(5) Critical = (2) Contributes = 1.25(4) Very Important = (1) Slight Contribution = 0.5(3) Important = 2.25Severity(3) Most Severe = 1.0(2) Severe = 0.50(1) Least Severe = 0.25
100 ScoringDwelling Unit: Living Room,Ceiling - Holes/Missing Level 3(Item Weight x Criticality x Severity)4.5 x 3.0 x 1.0 = 13.5%*Assuming 250 Units (24 Sample Units)(Area Points x Item Weight x Criticality x Severity / # Units)35 x x 3.0 x 1.0 = / 24 = 0.20PointDeduction
101 * EH&S TICKET ITEM! * Scoring 15.5 x 5.0 x 1.0 = 77.5% Building Systems: Domestic Water,Misaligned Ventilation System - Level 3* EH&S TICKET ITEM! *(Item Weight x Criticality x Severity)15.5 x 5.0 x 1.0 = 77.5%*Assuming 5 Buildings(Area Points Item Weight x Criticality x Severity / # Buildings)20 x x 5.0 x 1.0 = 15.5 / 5 = 3.10PointDeduction
102 * EH&S TICKET ITEM! * Scoring 0 x 5.0 x 1.0 = 0 no point deduction Dwelling Units: Smoke Detector,Missing/Inoperable - Level 3* EH&S TICKET ITEM! *(Item Weight x Criticality x Severity)0 x 5.0 x 1.0 = 0 no point deduction40% of the inspected properties have inoperable smoke detectors90%+ of the time the residents have disabled the detectorsthis is a national problem that we must solve together*Assuming 15 Units (10 Sample Units)(Area Points x Item Weight x Criticality x Severity / # Units)35 x 0 x 5.0 x 1.0 = 0 / 10 = no point deduction
103 Questions to be Answered - How will certain things, like smoke detectors, be checked? (Will the inspector use canned smoke or just push the button?)A: Push the button. (No cigarettes please.)- What kind of questions should I ask the inspector before he leaves my site so that I can better understand what went wrong?A: Don’t let them leave! (Lock them up.)
104 Technical ReviewsYou can appeal a physical score if you believe the inspection was not conducted in accordance with the Public and Indian Housing Real Estate Assessment Center (PIH-REAC) Uniform Physical Condition Standards (UPCS) inspection protocol or feel that certain inspection data may have been recorded in error that, if corrected, will result in an improvement in the property's overall scoreWhat qualifies for a Technical Review?- Building Data Errors- Unit Count Errors- Non-Existent Deficiency ErrorsWhat does NOT qualify for a Technical Review?- Disagreements over the severity of a defect- Deficiencies that were repaired or corrected
105 Technical Reviews (Continued) Timeline for submittal:- Public Housing = 15 days- Multifamily Housing = 30 daysWhat to include:- All property identification information- All deficiency location information* OBJECTIVELY VERIFIABLE! *How to document:- Written Material- Photographs- Video
106 Technical Reviews (Continued) Where to send your request:Attn: PASS Technical ReviewsHUD/PIH/REAC550 12th Street SW, Suite 100Washington, DCWhat can happen:- Request Denied- New Inspection Scheduled- Correct the Inspection Report(Adjust score)
107 Database AdjustmentsYou can appeal a physical score if you believe the inspection was not conducted in accordance with … blah … blah … blah … (Same as the previous one.)What qualifies for a Database Adjustment?- Local conditions and exceptions- Ownership issues- Adverse conditions beyond the owner’s control- Modernization work in progressWhat does NOT qualify for a Database Adjustment?- Deficiencies that were repaired or corrected- Deficiencies caused by residents- Items covered by the Technical Review process
108 Database Adjustments (Continued) Timeline for submittal:- Public Housing = 15 days- Multifamily Housing = 45 daysWhat to include:- All property identification information- All deficiency location information* OBJECTIVELY VERIFIABLE! *How to document:- Written Material- Photographs- Video
109 Database Adjustments (Continued) Where to send your request:Attn: PASS Database AdjustmentsHUD/PIH/REAC550 12th Street SW, Suite 100Washington, DCWhat can happen:- Request Denied- New Inspection Scheduled- Correct the Inspection Report(Adjust score)
115 Prototype Look and Feel Archive / Restore Inspections
116 Prototype Look and Feel Inspect Common Areas........
117 Prototype Look and Feel Inspect Units...........
118 Questions to be Answered (Continued) - How do I appeal a finding, and what kinds of documentation do I need to back up my appeal?A: Ha, ha ha. That’s a good one!(Ever hear of “War and Peace”?)- How do I educate my residents during their annual inspections in order to prevent findings during the REAC inspection?A: It’s easier to just have them move out.- Is there a checklist of standards I can use before the inspection to help me make sure everything is up to par?A: The “Top 20” list is a good place to start.