Explaining UPCS:

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UPCS (Uniform Physical Condition Standards)
Discussion Panel

• Explaining UPCS
• Barbara A. Hamrick, ICCBI(UR), IPMHI
• Diligent Construction Services, Inc. (Co-Owner)
• Inspections Questions and Answers
• Jon Dilts, Construction Services Director
• Hometowne Communities

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A Little History Lesson
On October 24, 2000, in Federal Register Notices
65 FR 4280 4497, HUD announced the requirements
for Public Housing Agencies to start using the
new inspection protocol, Uniform Physical
Condition Standard (UPCS). As a major shift in
the assessment of public housing, HUD REAC
inspects to this new protocol. They expect
housing management to meet the protocol
requirements by performing their own annual
inspections to the new protocol. In transition
from HQS to UPCS, the UPCS inspection protocol
assesses 61 items divided into 5 inspectable
areas. Each inspectable area has several items
with specified defects to identify levels of
damage (severity.) Each item has a pre-defined
value for its importance to housing (criticality)
and a nominal weight. From the values of
severity, criticality, and weight, a score is
calculated. Thus, UPCS results in a graded system
versus the old pass/fail system of HQS. Other
inspection activities such as house-keeping
maintenance or local code are not included in the
UPCS protocol and must be considered separately.
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UPCS (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.

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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.
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Severity Levels
Minor (0.25)
Major (0.50)
Severe (1.0)
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Criticality Levels
Slight Contribution (0.50)
Contribution (1.25)
Important (2.25)
Level 3
Very Important (3.00)
Critical (5.00)
Level 3
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SCORING
Physical Assessment Score
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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

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HQS VS. UPCS, SCORING, APPEALS, ETC.
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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

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The Standard
Decent, safe, sanitary and in good repair.
MEASUREMENT
1978 - 1998 Housing Quality Standards (HQS)
1998 - Future Uniform Physical Condition
Standards (UPCS)
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HQS vs. UPCS
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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.

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

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

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Item Smoke Detectors
HQS Guidance (paper)
UPCS Guidance (electronic)
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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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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
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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
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Scoring Dynamics
Wgt
15
15
20
35
15
100
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No Two Properties Are Alike
(For example, if there are no Common Areas on a
property, the other inspection areas become
more important)
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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
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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
How to document - Written Material -
Photographs - Video
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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)
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Database Adjustments
You can appeal a physical score if you believe
the inspection was not conducted in accordance
with the Protocols
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
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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
How to document - Written Material -
Photographs - Video
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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)
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http//www.hud.gov/offices/reac/
products/pass/pass_trng.cfm
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For More Information
www.hud.gov/reac
1-888-245-4860
reac_at_hud.gov
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Now What You Have Been Waiting For Questions
and Answers with Jon