New York Affordable Housing Management Association

1
New York Affordable Housing Management
Association (Special Training REAC
Inspections) October 17, 2007
2
Training Agenda
WEDNESDAY, OCTOBER 17TH
830 am Welcome / Go over this thing
835 am Protocol
1000 am BREAK (15 Minutes)
1015 am Protocol (Oh no, not more of it!)
1200 pm LUNCH (1 Hour)
100 pm Inspection Day Video
130 pm Deficiencies, Definitions and
the Software, oh my!
3
Training Agenda (Continued)
WEDNESDAY, OCTOBER 17TH
230 pm BREAK (15 Minutes)
245 am HQS vs. UPCS, Scoring, Appeals, etc.
500 pm End for the Day
4
Ground Rules
RULE NUMBER 1
Dont shoot the messenger! (Me.)
RULE NUMBER 2
Ask questions! Remember, there are no dumb
questions, just dumb answers. (Which Ill try my
best not to give.)
RULE NUMBER 3
When in doubt, refer to RULE NUMBER 1 above.
5
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?
6
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?
7
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?
8
PROTOCOL
9
PIH/REACs Mission

• The 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.

10
UPCS

• The Uniform Physical Condition Standards (UPCS)
  are the foundation of HUD/PIH-REACs 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 indicates
• the physical condition of a property.)
• Provides a uniform, objective protocol for
  training inspectors performing inspections of all
  property types.

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PHYSICAL INSPECTION STRUCTURE
PROPERTY
Site
Building
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PHYSICAL INSPECTION STRUCTURE
SITE Fencing and Gates Grounds Mailboxes/Project
Signs Market Appeal Parking Lots/
Driveways/Roads Etc.
BUILDING SYSTEMS Domestic Water Electrical
System Elevators Emergency Power Fire
Protection HVAC Etc.
UNIT Bathroom Call-for-Aid Ceiling Doors Electrica
l System Floors Hot Water Heater Kitchen Etc.
BUILDING EXTERIOR Doors Fire Escapes Foundations L
ighting Roofs Walls Etc.
COMMON AREAS Basement/ Garage/Carport Community
Room Day Care Halls/Corridors/ Stairs Etc.
HEALTH SAFETY Air Quality Elevator
Emergency/Fire Exits Flammable Materials Electrica
l Hazards Etc.
13
UPCS SOFTWARE CONFIGURATION
No Observed Deficiency (NOD)
- or -
Inspectable Item
Inspectable Area
Observed Deficiency (OD)
- or -
Not Applicable (NA)
14
PASS SUBSYSTEM COMPONENTS
PASS Physical Assessment Subsystem - Scoring -
Checklist - Inspection Review - Time Stamp
Analysis - Reporting
The INTERNET
15
SCORING
Physical Assessment Score
16
PHYSICAL INSPECTION PROTOCOL

• Standard set of rules and procedures followed on
  all inspections as established in the UPCS.
• Includes three phases
• Pre-Inspection
• Inspection
• Post Inspection
• Each phase is completed in the above order

17
INSPECTORS ROLE

• Perform objective, factual physical assessments.
• Conduct inspections according to the HUD/PIH-REAC
  Physical Inspection Protocol.
• Ensure success by complying with the UPCS.

18
CODE OF CONDUCT

• Maintain 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 property
• representative.
• Do not make promises about inspection results.

19
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 residents privacy by attempting
  to open a closed door within a unit (bedroom,
  bathroom, etc.)
• without the permission of the resident or the
  property representative.

20
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.)

21
SUMMARY

• HUD Physical Inspections are
• Objective
• Consistent
• Comprehensive
• Evaluations of HUD-supported properties
• A step to help HUD prioritize and direct its
  resources
• A method to ensure that we all work together to
  provide housing that is decent, safe, sanitary
  and in good repair

22
PHYSICAL INSPECTION PROTOCOL
23
PHYSICAL INSPECTION PROTOCOL

• PRE-INSPECTION

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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
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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 participants 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 PHASE
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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 inspection
• To objectively assess the physical condition of
  the property, not to create a laundry list of
  maintenance items
• Negotiate mutually agreeable time for physical
  assessment

PRE-INSPECTION PHASE

• Inspector should notify the TAC if the property
  owner refuses to permit an inspection.
• All inspections must occur in presence of the
  property representative.

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STEP 3 Confirm Inspection Arrange Date
and Time (Continued)

• Inspector sends an Inspection Notification Letter

• Informs property representative to
• Notify all residents of upcoming inspection
• Have available for the inspector on
• day of inspection ...
• Copy of document notifying residents
• Total number of buildings and units
• Address or unique building identifier for each
  building
• Applicable certificates (e.g., elevators,
  boilers, etc.)
• Occupancy rate
• Rent roll
• Site map or plot of property (if available)
• Area measures for parking lots/driveways/roads
  and walkways/steps

PRE-INSPECTION PHASE
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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 REAC
• Inspection Schedule
• Servicing mortgagee provides REAC
• with individual inspector schedules
• PIH-REAC must be aware of all schedule changes

PRE-INSPECTION PHASE
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PHYSICAL INSPECTION PROTOCOL

• INSPECTION

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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 from
• arriving at the property, they must request
• approval from the TAC to declare the
• inspection unsuccessful.

INSPECTION PHASE
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INCLEMENT WEATHER POLICY

• Property representative may postpone an
  inspection due to inclement weather.
• Inspector must report immediately to REACs
  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).

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SNOW POLICY

• In 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.

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STEP 6 Meet with Property Representative

• Inspector identifies himself as an inspector of
• HUD properties, not an employee of HUD.
• Inspector verifies that residents were given
• written 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 with
• property representative.
• To objectively record the physical condition of
  the
• property, NOT to instruct property
  representative
• on maintenance and repair.
• Inspector explains sampling process
• Generates random sample of units to inspect.
• Reduces length of inspection.

INSPECTION PHASE
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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 by
• the property representative while on
• the property.

INSPECTION PHASE
35
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 PHASE
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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 PHASE
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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 e-mail 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 PHASE
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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 PHASE
39
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 PHASE
40
STEP 8 Visually Verify/Update Building
Information

• Inspectors must validate building information
• Building name and address
• Building type
• Building construction year (original year built
  not rehabilitation date)
• Total number of units
• Failure to validate building information may
  result in an inaccurate count of
  buildings and units
• Building and unit counts are used to generate
  the inspection sample
• Inspectors must also determine if a building is
  uninspectable
• Important to record uninspectable buildings
  before generating the sample

INSPECTION PHASE
41
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.

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CLIENT ROOM POLICY

• For 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.

43
STEP 9 Generate Sample

• Inspector generates sample using the sampling
  function of UPCS software
• Mathematical and statistical equations
• Statistically valid random sample
• Displayed as sequence of unit numbers
• Designed to produce a sample that accurately
  reflects what would have been recorded if all
  buildings/units were inspected

INSPECTION PHASE
44
STEP 9 Generate Sample (Continued)

• Variations to protocol produce inaccurate samples
  and may invalidate inspections
• Inspector must follow protocol steps
• Verify/update all property information before
  generating sample
• Generate only one sample for each inspection in
  UPCS software

INSPECTION PHASE
45
SAMPLING DOs AND DONTs

• 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.

• Allow property owners to alter sample units.
• Provide property owners with a list of samples
  prior to inspection.
• Deviate from inspection protocol.

46
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 PHASE
47
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 housekeeping
• Observe and inspect all five inspectable areas
• Site
• Building Exterior
• Building Systems
• Common Areas
• Units

48
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.

49
HEALTH AND SAFETY HAZARDS

• Inspectors must rate and record observed Health
  and Safety deficiencies
• Health and Safety items include
• Air Quality
• Electrical Hazards
• Elevator
• Emergency/Fire Exits
• Certain Level 3 deficiencies automatically
  generate Health and Safety hazards

• Flammable Materials
• Garbage and Debris
• Hazards
• Infestation

50
LIFE-THREATENING HEALTH AND SAFETY HAZARDS

• Be 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 gas
• B. Exposed wires or open electrical panels
• C. Water leaks on or near electrical equipment
• D. Blocked or unusable emergency or fire exits
• E. Blocked fire escapes or ladders
• F. Missing or misaligned chimney for gas-fired
  water heater/HVAC
• G. Window security bars preventing exit
• H. Expired fire extinguishers
• I. Inoperative/missing smoke detectors

51
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 of
• Exigent and Fire Safety Hazards Observed form.
• Include hazards found in buildings not in the
  sample.
• Inspector notifies property representative of
  all hazards immediately.

52
STEP 11a Inspect Site

• Site is defined as the area surrounding the
  building(s) of a property
• Example Fencing and Gates, Grounds,
  Mailboxes/Project Signs.
• Only one site per property.
• Site may be inspected at any time during the
  inspection.

INSPECTION PHASE
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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 that
• support the building (e.g., domestic water,
• HVAC)
• Common Areas - areas within each
• building that are usable by more than
• one resident or by the property
• administration.

INSPECTION PHASE
54
STEP 11b-d Inspect Building Exterior,
Systems and Common Areas (Continued)

• Inspector physically verifies that all
• buildings declared uninspectable meet
• REAC standards for that classification.
• If a sample building is discovered to
• be uninspectable during the inspection
• Inspector indicates uninspectable reason
• in 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 PHASE
55
STEP 11e Inspect Units

• Per 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
  unit
• Alternate 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 PHASE
56
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 PHASE
57
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.

58
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.

59
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 PHASE
60
STEP 13 Complete Notification of Exigent
and Fire Safety Hazards Observed Form

• Life-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 PHASE
61
CORRECTING LIFE-THREATENING DEFICIENCIES

• For 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.

62
PHYSICAL INSPECTION PROTOCOL
POST INSPECTION
63
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 PHASE
64
VARIANCES

• 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

65
TYPES OF VARIANCES

• SUBJECTIVITY
• When inspectors make personal judgments about the
  condition of a property or allow their personal
  biases to affect how they inspect
• NEGLIGENCE
• When inspectors purposely try to avoid following
  the Physical Inspection Protocol in order to
  reduce the time or effort required to inspect a
  property
• GAMING
• When inspectors perform illicit activities in an
  attempt to cheat the system

66
SUMMARY

• Inspection protocol is designed to
• Standardize the inspection process
• Provide HUD with consistent, objective
• and factual inspection data
• Inspection protocol is divided into three
• main phases
• Pre-Inspection
• Inspection
• Post Inspection
• Adherence to the protocol is critical for
• Accurate physical assessments
• Maintenance of decent, safe, and sanitary housing
  in good repair

67
DEFICIENCIES, DEFINITIONS AND THE SOFTWARE, OH MY!
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DCD 2.3 INSPECTABLE DEFECTS
Time to check out some pictures!
69
HQS VS. UPCS, SCORING, APPEALS, ETC.
70
The Process
Regulatory requirement that housing providers
must inspect their units/properties to a HUD
defined standard.
OLD (HQS)

• Paper based
• Pass/Fail
• Subjective
• Inconsistent

NEW (UPCS)

• Electronic
• Point Deductions
• Objective
• More Consistent

71
The Standard
Decent, safe, sanitary and in good repair.
MEASUREMENT
1978 - 1998 Housing Quality Standards (HQS)
1998 - Future Uniform Physical Condition
Standards (UPCS)
72
HQS vs. UPCS
73
Dwelling Units
Building
LEVEL 3
Dwelling Units
Living Room
Ceiling
Holes/Missing Tiles/Panels
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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.

78
Item Ceiling Condition
HQS Guidance (paper)
UPCS Guidance (electronic)
Covered under either Bulging/Buckling,
Peeling/Needs Paint or Water Stains/Water
Damage/Mold/Mildew.
79
Building Systems
Building
LEVEL 3
Building Systems
Domestic Water
Misaligned Chimney/Ventilation System
80
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.

81
Item Hot Water Heater
HQS Guidance (paper)
UPCS Guidance (electronic)
Covered under Missing Pressure Relief Valve.
82
Dwelling Units
Building
LEVEL 3
Dwelling Units
Smoke Detector
Missing/Inoperable
83
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.

84
Item Smoke Detectors
HQS Guidance (paper)
UPCS Guidance (electronic)
85
Top 20 Deficiencies
1. 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
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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.
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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.
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The Goal

• Assign a score to the overall property
• condition based on the data collected by the
• inspector
• Measure physical condition
• Objective consistent
• Accommodates all property types configurations

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Scoring is Based on Objective Data

• The inspector records the existence and the
  severity
• of deficiencies according to preset criteria

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The Scoring Approach

• Relative importance (weights) were assignedto
  each physical area, item, and deficiency in the
  inspection protocol
• HUD applies the weightsto the inspection data
  to compute the score
• The score is based on a 100 point scale

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Scoring Protocol

• The weights were assigned as part of a
• consensus process
• - Industry stakeholder input
• Public Housing Authorities
• Multifamily Housing (Owners / Agents)
• Trade groups
• PHA industry groups
• - HUD information
• - Trade professionals experience

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Fencing and Retaining Walls Grounds Lighting Mailb
oxes/Project Signs Market Appeal Parking
Lots/Driveways/Roads Play Areas and
Equipment Refuse Disposal Storm
Drainage Walkways/Steps
Doors Fire Escapes Foundations Lighting Roofs Wall
s Windows
Domestic Water Electrical System Elevators Emergen
cy Power Exhaust System Fire Protection HVAC Sanit
ary System
15
20
15
Bathroom Call-for-Aid Ceiling Doors Electrical
System Floors Hot Water Heater HVAC
System Kitchen Lighting Outlets/Switches Patio/Por
ch/Balcony Smoke Detector Stairs Walls Windows
Basement/Garage/Carport Office Closet/Utility/Mech
anical Other Community Spaces Community
Room Patio/Porch/Balcony Day Care Pools and
Related Structures Halls/Corridors/Stairs Restroom
s/Pool Structures Kitchen Storage Laundry
Room Trash Collection Areas Lobby
AreasItems
35
15
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Scoring Dynamics
Wgt
15
15
20
35
15
100
94
No Two PropertiesAre Alike
(For example, if there are no Common Areas on a
property, the other inspection areas become
more important)
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Scoring Methodology
Scores calculated based on Area Points x Item
Weight x Criticality x Severity
Ranges are Area Points Site 15 Bldg
Systems 20 Dwelling Units 35 Bldg Ext
15 Common Areas 15 Item Weight
(Examples) Smoke Detector 0 Missing Toilet
10 Damaged Ceiling 4.5 Misalinged
Chimney 15.5 Criticality (5) Critical
5.0 (2) Contributes 1.25 (4)
Very Important 3.0 (1) Slight Contribution
0.5 (3) Important 2.25 Severity (3)
Most Severe 1.0 (2) Severe
0.50 (1) Least Severe 0.25
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Scoring
Dwelling Unit Living Room, Ceiling -
Holes/Missing . . . - Level 3
Assuming 250 Units (24 Sample Units)
97
Scoring
Building Systems Domestic Water, Misaligned
Ventilation System - Level 3
EHS TICKET ITEM!
Assuming 5 Buildings
98
Scoring
Dwelling Units Smoke Detector, Missing/Inoperable
- Level 3
EHS TICKET ITEM!
(Item Weight x Criticality x Severity) 0 x 5.0 x
1.0 0 no point deduction
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
99
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 Dont let them leave! (Lock them up.)
100
Technical Reviews
You 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 score
What qualifies for a Technical Review? - Building
Data Errors - Unit Count Errors - Non-Existent
Deficiency Errors
What does NOT qualify for a Technical Review? -
Disagreements over the severity of a defect -
Deficiencies that were repaired or corrected
101
Technical Reviews (Continued)
Timeline for submittal - Public Housing 15
days - Multifamily Housing 30 days
What to include - All property identification
information - All deficiency location information
OBJECTIVELY VERIFIABLE!
How to document - Written Material -
Photographs - Video
102
Technical Reviews (Continued)
Where to send your request Attn PASS
Technical Reviews HUD/PIH/REAC 550 12th Street
SW, Suite 100 Washington, DC 20410
What can happen - Request Denied - New
Inspection Scheduled - Correct the Inspection
Report (Adjust score)
103
Database Adjustments
You 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 owners control -
Modernization work in progress
What does NOT qualify for a Database
Adjustment? - Deficiencies that were repaired or
corrected - Deficiencies caused by residents -
Items covered by the Technical Review process
104
Database Adjustments (Continued)
Timeline for submittal - Public Housing 15
days - Multifamily Housing 45 days
What to include - All property identification
information - All deficiency location information
OBJECTIVELY VERIFIABLE!
How to document - Written Material -
Photographs - Video
105
Database Adjustments (Continued)
Where to send your request Attn PASS Database
Adjustments HUD/PIH/REAC 550 12th Street SW,
Suite 100 Washington, DC 20410
What can happen - Request Denied - New
Inspection Scheduled - Correct the Inspection
Report (Adjust score)
106
In The Works

• DCD 4.0
• (a.k.a. RAPID 1.0)

107
Prototype Look and Feel
Download Inspection
108
Prototype Look and Feel
Inspection Profile
109
Prototype Look and Feel
Property Profile
110
Prototype Look and Feel
Inspection Sample
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Prototype Look and Feel
Archive / Restore Inspections
112
Prototype Look and Feel
Inspect Common Areas
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Prototype Look and Feel
Inspect Units
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114
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. Thats 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 Its 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.
115
http//www.hud.gov/offices/reac/
products/pass/pass_trng.cfm
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117
For More Information
www.hud.gov/reac
1-888-245-4860
reac_at_hud.gov
118
Any Questions?
Email james.arcara_at_hud.gov Phone (202)
475-8567