PREPARING FOR A REAC INSPECTION

1. PREPARING FOR A REAC INSPECTION

2. PREPARING FOR A REAC INSPECTION Larry Maxwell General Engineer U. S. Department of Housing and Urban Development Office of Public Housing (913) 551-6931 Email: larry.maxwell@hud.gov

3. What is REAC? • Real Estate Assessment Center • 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 safe, decent and affordable housing

4. Public Housing Assessment System (PHAS) • Four Components • Management Assessment • Physical Inspection • Financial Assessment • Customer Satisfaction

5. REAC Physical Inspection Schedule • PHAs <249 units inspected every other year • PHAs>250 units are inspection annually • three months after the FYE, and can be completed any time prior to that. 

6. Inspection Protocol • Units are inspected according to the Uniform Physical Condition Standards (UPCS) using a software program design to standardize the inspection process • Dictionary of Deficiency Definitions- 317 pages

7. Pre-REAC Activities Annual Inspection Prior to REAC Coming on Site Day of the Inspection During the Inspection Problem Areas Common EHS Deficiencies Supplemental Guidance Top 20 Deficiencies

8. ANNUAL INSPECTION • Prior to the REAC inspection date the property should conduct a complete (100%) inspection of the property • include the site, building exteriors, building systems, common areas and units.

9. ANNUAL INSPECTION • keep in mind that if an inspectable item exists on your property it must function as designed by the manufacturer.

10. Prior to the Inspection • When the inspector contacts you to schedule the inspection it must be a mutually agreeabletime/date. (The inspection should take place during normal business hours of course.)

11. Prior to the Inspection • You should not schedule the maintenance or service of any of the inspectable items the day of the inspection, i.e. elevators • “Out of Order” due to planned maintenance will be cited for a level 3 deficiency.

12. Prior to the Inspection • If work is in progress or have recently completed work that required the removal of panel covers exposing electrical wiring/connections, outlet/switch plate covers, etc. you will need to ensure that these items have been properly re-installed.

13. ON THE DAY OF THE INSPECTION • Certificates (if applicable) for: • Boilers, • Fire Alarm, • Building Sprinkler System, • Elevator • Lead Based Paint Report and Resident Disclosure if the property has a building built prior to 1978.

14. ON THE DAY OF THE INSPECTION • Rent Roll: Should be current for the day of inspection and show all occupied units, vacant units and non-revenue units. • If the purpose of any of these dwelling units changes to a non-dwelling use you will need to inform the inspector and it must be removed from the unit count. (e.g. Office, Police Substation, etc.)

15. ON THE DAY OF THE INSPECTION • Area Measures: Parking Lots / Driveways / Roads (square footage) and Walkways / • Steps (square footage)

16. ON THE DAY OF THE INSPECTION • Site map: (If available) This enables the inspector to navigate the property in a more efficient manner. • Property Line Boundary Lines-to identify PHA property

17. DURING the INSPECTION • Carry a notepad and camera with you during the REAC inspection to document the various findings when appropriate.

18. Problem Areas-Electrical: • All electrical boxes, electrical panel boxes, fuse boxes, disconnect boxes, timer boxes, etc., are subject to inspection by the REAC inspector regardless of the location. These boxes will be inspected even if behind locked doors for any electrical deficiency that exists.

19. Electrical: • All electrical panels and fuse boxes must be made available for inspection whether located inside or outside and secured or unsecured.

20. Electrical: • All other electrical boxes, disconnects, timers, etc. will not be opened by the REAC inspector and no deficiency cited if secured at the time of the inspection. • A box is considered secured by REAC definition if it can not be opened using only your hands. (No tools are allowed.)

21. Problem Areas-Blocked Egress: • All individual living areas/rooms in a unit and all common area rooms must have 2 independent and unimpeded means of egress (escape) if so designed. The only exception is windows above the 3rd floor that do not serve as a means of access to a designed escape route.

22. Blocked Egress: • In cases where local code differs with this standard, either a letter from a local code official or a copy of the code should be provided/submitted within the guidelines of the TR/DBA process so that applicable lost points can be restored

23. Most Common Exigent Health & Safety Deficiencies • - Propane, natural, or methane gas leaks • - Exposed wires or open electrical panels • - Water leaks on or near electrical equipment

24. Most Common Exigent Health & Safety Deficiencies • Blocked or unusable emergency or fire exits • - Blocked fire escapes or ladders

25. Most Common Exigent Health & Safety Deficiencies • Missing or misaligned chimney for gas-fired water heater or HVAC unit • - Window security bars preventing exit

26. Most Common Exigent Health & Safety Deficiencies • Expired fire extinguishers • - Inoperative or missing smoke detectors

27. SUPPLEMENTAL GUIDANCE: • The “Compilation Bulletin” complies all of the changes and the clarifications of the definitions that have taken place, You will need to familiarize yourself with this document: • Compilation Bulletin URL: • http://www.hud.gov/offices/reac/products/pass/pass_bulletin.cfm

28. SUPPLEMENTAL GUIDANCE • The Inspector Notices are clarifications of the definitions and take priority over the written definitions in the inspection 2.3 software Inspector Notices URL: http://www.hud.gov/offices/reac/products/pass/pass_doc.cfm • Inspector Business Rules URL: http://www.hud.gov/offices/reac/products/pass/PDFs/i_a_business_rule.pdf

29. 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;

30. Top 20 Deficiencies 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;

31. Top 20 Deficiencies 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;

32. Top 20 Deficiencies 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.

33. THE END