The Future of Housing InspectionsNSPIRE; Battling the Backlog; … · 2020. 9. 30. · Housing Quality Standards (HQS) Inspection Form and Checklist: HUD 52580 The goal of the Section

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The Future of Housing Inspections

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NSPIRE; Battling the Backlog; Going Virtual

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What we are going to talk about today?

1. WHAT IS HAPPENING WITH THE NEW INSPECTION PROTOCOL NSPIRE

2. WHEN IS REAC RETURNING?

3. HUD’S PROPOSED REMOTE VIDEO INSPECTIONS (RVI)

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NSPIRE; Battling the Backlog; Going Virtual

3. HUD’S PROPOSED REMOTE VIDEO INSPECTIONS (RVI)

4. HOW TO RESTART YOUR INSPECTION PROGRAM FOR HQS AND UPCS

Questions and Comments

Two-part session, w/a brief break at 10:00 - 10:30 am.

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Introduction

Travel Bans, Quarantine, Stay-Home Orders, Social

Distancing, PPE – things that no one expected to hear

in in early 2020 and no one knew that major industries

would shut down.

Conducting physical inspections of units in the various

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COVID-19 Strikes

Conducting physical inspections of units in the various

housing communities as we move past this COVID-19

national emergency poses its own health risks for

families, participating owners, housing personnel and

the housing inspector.

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Introduction

For us, our industry, how inspections are done going

forward, all is being rethought and reconsidered

because of COVID-19. A major paradigm shift.

Alternative inspections with minimal contact and virtual

inspections will be part of the future.

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Housing Inspection of the Future

Even before COVID-19, REAC had already started a

transformation process redefining housing inspection

for the future; A new model called NSPIRE. REAC

created a two – track process.

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Introduction

For the newly defined NSPIRE inspection protocol,

alternative inspection methods were already being

considered that were in-part developed in the UPCS-V

pilot Program. COVID-19 provides an opportunity for

HUD to move forward and expand those alternative

methods in the restart of the UPCS/UPCS-V/HQS

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Pictures, Videos, Work Orders

methods in the restart of the UPCS/UPCS-V/HQS

inspection programs, and under the NSPIRE pilot

demonstration.

Housing is waiting to get restarted again doing

inspections and alternative inspection methods are

needed.

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Introduction

It has been a very challenging 28 weeks since HUD shut

down operations. It turns out that inspection, being a

hands-on activity inside someone’s home, is not one

that can be done at a social distance nor without

contacting surfaces.

Initially APC and our clients did not have a full

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APC’s Experience

Initially APC and our clients did not have a full

understanding of COVID 19 and containing the spread.

They wanted us to continue inspections. We did that

for a few inspections until additional guidance was

provided about containing the spread, keeping social

distancing and using PPE.

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Introduction

States created stay-at-home orders and defined essential

activities. Inspection is considered to be an essential

activity but it is necessary to breach social distance of 6 foot

and to touch things like windows and doors and operate

electrical and water items.

The result across the industry was that the only essential

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Effects of COVID-19 on Housing

The result across the industry was that the only essential

inspections ended up being emergency inspections that

had to do with immediate health and safety. Any

maintenance done inside the Unit was limited to

emergency maintenance. Going into homes was the last

thing we needed to do. Going into nursing homes is

unthinkable.

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History of Housing Inspection

To look to the future of inspections it is good

to reflect back. Inspections of housing dates

back to the late 1980s. Before that

particular time there was no sophisticated

housing inspection. It occurred by whoever

was available doing what they thought

needed to be done.

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The Origin of Housing Inspection

was available doing what they thought

needed to be done.

A specific list of items required and

inspected was implemented around 1985

when HUD issued a document which

defined item-by-item specifications and

minimum housing standards.

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Based on that item list a familiar form was

eventually developed for the inspector to use:

Housing Quality Standards (HQS) Inspection

Form and Checklist: HUD 52580

The goal of the Section 8 Existing Housing

Program is to provide "decent, safe, and

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HQS Housing Inspection

The goal of the Section 8 Existing Housing

Program is to provide "decent, safe, and

sanitary" housing at affordable cost to lower

income families. HQS is a pass/fail system.

Since that time housing inspection is become

much more sophisticated.

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In 1998 HUD form a new group called the Real Estate

Assessment Center (REAC) One of REAC’s responsibilities is to

evaluate the physical condition of any properties funded or

backed by HUD. REAC is well know today as it has been in

operation for over 20 years.

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REAC - UPCS

operation for over 20 years.

REAC ‘s new inspection protocol called Uniform Physical

Condition Standard (UPCS.) changed the inspection protocol

and process using software and handheld computers. A more

detailed inspection standard included a scoring system to

account for the property's condition. HUD’s mission was to

ensure decent, safe, and sanitary housing which is in good

repair.

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After UPCS was implement HQS still

existed for Section 8. Congress

mandated that one inspection

protocol be devised for all housing

inspections.

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In 2018 a two year pilot program was created to convert HQS

Alignment of Housing Inspection

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dIn 2018 a two year pilot program was created to convert HQS

inspection to UPCS-V. UPCS-V uses the format of UPCS as applied

in a pass/fail consideration. Alternative inspection methods were

defined and tested in the UPCS-V pilot program.

That two year pilot program was recently renewed for another

two years in March 2020 to coincide with the full implementation

of NSPIRE.


At the beginning of 2019, HUD

announced a major change for

the REAC inspection program.

A new inspection model is needed to expediently address issues:

• Inspections do not always identify the extent of health and safety

conditions affecting residents

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NSPIRE Inspection Model

conditions affecting residents

• Properties can pass inspection even with poor unit conditions

• Scoring model no longer aligns with expectations about housing

quality

• Some owners preparing for inspections, rather than performing

maintenance year-round

• Deficiencies are not all Critical to Quality (CTQ)

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•Where we are right now:

•HQS (~35 yrs)

•UPCS (20 yrs)

•UPCS-V Pilot (2 yrs)

•NSPIRE Pilot (1yr)

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Housing Inspection Today

NSPIRE Pilot (1yr)

…with the goal that it all inspections become NSPIRE in 2022.

• Currently we are in the 1st year of the NSPIRE transformation.

• REAC is taking a 2 – track approach.

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– Immediate Changes to the Current System

14 Day Inspection Notification

Eliminating Reverse Auction Program (not yet)

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Carbon Monoxide Detectors

Measuring Wall Moisture

– Complete Review and Overhaul of the Inspection Process – NSPIRE 2020-2022

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Timeline

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• Property notified 14 calendar days before the inspection

• If property cancels, the score will be a zero

• One additional reinspection within 7 calendar days;

otherwise, score held at zero

14 Day Inspection Notification

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otherwise, score held at zero

• Notice Released Feb 22, 2019; Effective March 25, 2019

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1. REAC Inspector

Contacts POA

1.a. Property agrees

1st date

1.b. Property refuses

1.a.i. 3 day reminder

1.a.ii. Before inspection refusal

1.a.iii. Onsite inspection refusal

Provide 2nd date 1.b.

1.b.i. 3 day reminder

14 day Notification Flow Chart

© 2019 APC

1.b. Property refuses1st date

Provide 2nd date

2. – 4. Other

Situations

1.b.i. 3 day reminder

Refuses 2nd date – 0 score

1. Major Rehabilitation: >$15k/unit

2. Presidential Disaster Declaration (PDD)

3. Other Emergency

4. HUD Approved Repair PlanComplete

Inspection

Inspection Timing

• So the question you may be asking now, since there is only a 14 days notification, is "When will my inspection happen?" Some guidance exists in past HUD-REAC guidance.in past HUD-REAC guidance.

• Physical inspections of all public housing and HUD funded multifamily properties will occur:

– “Annually - three months prior to fiscal year end for public housing.

– Annually at the contract expiration date for HUD assisted housing.”

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Reverse Auction Program

Contract Replacement

HUD is replacing the Reverse Auction Contract method with “limited delivery” contracts in 2 steps:

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• NSPIRE DEMO SOURCES SOUGHT: 2019– (sources sought: 5-21-19) ( proposals due 12-20-19)

– NSPIRE Full-Service Inspections (Nationwide)2020

(interested parties brief: 6-21-19)

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Carbon Monoxide (CO) DetectorsPIH Inspector Notice 2019-06; Housing Notice 2019-05; OLHCHH 2019-01

•HUD issued a notice on April 18, 2019 stating as required by the state

or local law, code or other regulation, owners, managers and agents of

HUD-assisted housing must have operational CO detectors.

•HUD strongly encourages those located in areas that

do not require CO detectors, to have operational CO

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do not require CO detectors, to have operational CO

detectors in buildings/units with fuel-fired appliances

or connected garages.•On March 25, 2019, REAC issued an Inspector memo to determine the

prevalence of CO detection systems at HUD properties subject to UPCS

inspection. The presence or absence of a CO detection system is for

data collection purposes only and does not affect a property’s

inspection score. 20

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Measuring Wall MoistureInvestigating Water Stains

• Federal Inspectors are using infrared cameras

and moisture meters to test wall moisture at a

limited number of properties.

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Lead-Based Paint

Inspection Report

• An acceptable Lead-Based Paint Inspection Report will specify “Lead Base Paint Inspection” not “RiskAssessment” on the cover page.

• It shall be property specific (property name /

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• It shall be property specific (property name / address). Inspection performed by a licensed third party.

• Shall include the entire property – not just a sampling of the building/units.

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HUD would ensure radon testing is completed

by local housing authorities by making it part of

the inspection process, known as REAC

LEAD HAZARD REPORT

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New REAC Inspection Model

3-3-3 Deal

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NSPIRE: 3 Types of Inspections

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NSPIRE: 3 Categories of Deficiencies

& Maintenance Relationship

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Work Order

• S&H - 24 hr

• F&O - 30 day

• C&A - routine

L3-Severe

L2-Major

L1-Minor

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Single

maintenance

response per

deficiency

NSPIRE: 3 Inspectable Areas

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Doubling Unit Sample Size

to 53

Statistical

Confidence

90% ±5

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Demonstration

Voluntary Participation

• To participate in the demonstration your past

REAC property score must be at least 70.

• Demonstration scores are only advisory in the

2 year demonstration period

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2 year demonstration period

• Almost reached goal of 4500 properties

• Do I want my property to participate???

Current score:

70-80 Every year inspection anyway

> 80 or 90 maybe not depending on inspection cycle

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Registration by State

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PA

MFH 53

PH 121

What Happens in the NSPIRE Demonstration?

• Annually conduct self-inspections to be submitted electronically for

evaluation but will NOT be scored.

• Schedule a mutually agreed inspection date with a NSPIRE inspector

so that demonstration data can be collected. A new scoring model will

be tested that more heavily weights UNIT condition.

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be tested that more heavily weights UNIT condition.

• Agree to participate in focus groups, listening sessions, conference

calls, and training sessions. Train for the future NSPIRE protocol.

• Property will be exempt from PHAS physical condition scoring. If

property conditions warrant, HUD reserves the right to order and

execute a UPCS inspection and apply any available remedies,

sanctions, or other actions as determined by the results.

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NSPIRE Demonstration

While the pandemic has been going on, REAC has made steady

progress on the NSPIRE Pilot Demonstration:

•Establishing NSPIRE newsletter

•Redesigning the NSPIRE Standards page

•Updating the NSPIRE website

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What is happening with the new inspection Protocol NSPIRE

•Updating the NSPIRE website

•Drafting the Scoring Model

•NSPIRE software development

•Field testing and Evaluation (ext)

•NSPIRE and HCV integration

•Conducting NSPIRE focus groups, workshops, listening sessions

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Goal: 4500 Properties

2455 - Multifamily Properties Approved

555 - Public Housing Properties Approved

4 - Office of Healthcare Program Properties Approved

3,014 Now very close to 4500

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They are looking for more to sign up

….only advantages

Google:

REAC/NSPIRE/registration

Demonstration Volunteer Registration

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Revised Standards

• Recently published the list of Life-Threatening Deficiencies

• Integrating NSPIRE Standards into HCV & Project-Based

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• Integrating NSPIRE Standards into HCV & Project-Based

programs

• Revised 64 Standards into new template

• Release revised NSPIRE Standards September 2020

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In Development

Policy and Regulatory - NSPIRE Proposed Rule

New Scoring Model

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New Inspection Software

Program Alignment - NSPIRE and HCV integration (NSPIRE-V)

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NSPIRE Inspection Structure

• Comparing similarities between UPCS and

NSPIRE.

• Documentation

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SITE

Fencing and Gates

Grounds

Mailboxes/Project

Signs

BUILDING

EXTERIOR

Doors

Fire Escapes

Foundations

BUILDING

SYSTEMS

Domestic Water

Electrical System

Elevators

COMMON AREAS

Basement/

Garage/Carport

Community Room

UNIT

Bathroom

Call-for-Aid

Ceiling

Doors

INSPECTABLE AREAS

UPCS PHYSICAL INSPECTION STRUCTURE

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Signs

Market Appeal

Parking Lots/

Driveways/Roads

Etc.

Foundations

Lighting

Roofs

Walls

Etc.

Elevators

Emergency

Power

Fire Protection

HVAC

Etc.

Community Room

Day Care

Halls/Corridors/

Stairs

Etc.

Doors

Electrical System

Floors

Hot Water Heater

Kitchen

Etc.

HEALTH & SAFETYHEALTH & SAFETY

Air QualityAir Quality ElevatorElevator Emergency/Fire Exits Flammable Emergency/Fire Exits Flammable MaterialsMaterials Electrical HazardsElectrical Hazards EtcEtc.

HEALTH & SAFETYHEALTH & SAFETY

Air QualityAir Quality ElevatorElevator Emergency/Fire Exits Flammable Emergency/Fire Exits Flammable MaterialsMaterials Electrical HazardsElectrical Hazards EtcEtc.

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OUTSIDE

Address Signage

Chimney

Cleanouts Caps

Doors General

Dryer Vent

INSIDE

Auxiliary Lighting Standard

Cabinets Standard

Call for Aid Standard

Carbon Monoxide Standard

Ceiling Standard

UNIT

Bath Ventilation Standard

Bathtub Shower Standard

Cabinets Standard


INSPECTABLE ITEMS

NSPIRE PHYSICAL INSPECTION STRUCTURE

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Dryer Vent

Electrical Enclosures

Exposed Wire

Exterior Lighting

Exterior Wall

Fence General

Fence Security

Fire Doors

Fire Escape

Fire Extinguisher

Foundation

Garage and Garage Doors

Graffiti

HVAC

Infestation

Lead-Based Paint

Ceiling Standard

Chimney Standard

Cleanouts Caps Standard

Cooking Range Standard

Doors General Standard

Dryer Vent Standard

Egress

Electrical Enclosures Standard

Electrical Outlets Standard

Elevator Standard

Exit Sign Standard

Exposed Wire Standard

Fire Doors Standard

Fire Escape Standard

Fire Extinguisher Standard

Flammable Standard

Floor Coverings Standard

Floor Drains Standard

Foundation Standard


Carbon Monoxide Standard

Ceiling Standard

Chimney Standard

Cleanouts Caps Standard

Cooking Range Standard

Door Unit Standard

Dryer Vent Standard

Egress

Electrical Enclosures Standard

Electrical Outlets Standard

Exposed Wire Standard

Fire Doors Standard

Fire Escape Standard

Fire Extinguisher Standard

Flammable Standard

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Inspectable

Area No Observed

Deficiency (NOD) Level 1

- or -

Deficiency DefinitionsDeficiency Definitions

UPCS - Identifying & Classifying a Defect

SITE

SEVERITY

AREAAREA++ITEMITEM++DEFECTDEFECT++SEVERITYSEVERITY

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40

Inspectable

Item

Observed

Deficiency (OD)

Not Applicable

(NA)

Level 2

Level 3

- or -

- or -

SITE

BE

BS

CA

UNITCEILINGS

DOORS

ELECTRICAL

FLOORS

HVAC

WALLS

WINDOWS

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Inspectable

Item

No Observed

Deficiency (NOD)Safety &

Health

- or -

Deficiency DefinitionsDeficiency Definitions

NSPIRE - Identifying & Classifying a Defect

CEILINGS

DOORS

ELECTRICAL

FLOORS

HVAC

ITEMITEM++AREAAREA++DEFECTDEFECT++CATEGORYCATEGORY

Response

Level

24 hr

Emergency

- or -

Category

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Inspectable

Area

Observed

Deficiency (OD)

Not Applicable

(NA)

Function &

Operability

Condition &

Appearance

- or -

- or -

OUTSIDE

INSIDE

UNIT

HVAC

WALLS

WINDOWS30 days

Routine

PlannedDiscretionary

- or -

- or -

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UPCSUPCS

AREAAREA++ITEMITEM++DEFECTDEFECT++SEVERITYSEVERITY

(UPCS)REACUPCS

AREA ITEMS DEFECTS SEVERTY

LEVELS

SITE 10 20 36

BUILDING EXTERIOR 8 30 54

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(UPCS)REACUPCSBUILDING EXTERIOR 8 30 54

BUILDING SYSTEM 8 23 28

COMMON AREAS 23 70 640

UNIT 17 69 114

HEALTH & SAFETY 8 16 16

TOTAL 74 228 888© 2020 APC

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NSPIRENSPIRE

AREA ITEMS DEFECTS CATEGORY

LEVEL

OUTSIDE (25%) * * *

INSIDE * * *

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INSIDE (25%) * * *

UNIT (50%) * * *

TOTAL 65 176 160

UPCS TOTAL 74 228 888

NSPIRE Inspection Standards

• The HUD-REAC NSPIRE Team has published 64

standard for continuous review and comment.

• HUD is looking for your specific input about the

clarity of the deficiencies, the accuracy of the

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clarity of the deficiencies, the accuracy of the

rationales, and the overall usability of these

standards.

Google: HUD-REAC-NSPIRE

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Download your FREE draft compiled NSPIRE Standards as a pdf file at

https://hudpass.com

Click he NSPIRE

Standards banner.

Enter the following:

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Username: APC-NSPIREPassword: APC-NSPIRE

*ALL CAPS

-----------------------------------------------

126 page booklet

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Signup on LinkedIn for the

NSPIRE Standards User’s group:

REAC NSPIRE Inspections

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46

REAC NSPIRE Inspections

https://www.linkedin.com/groups/8982676/

Click on the NSPIRE

Standards banner.

----------------------------------------------- 126 page booklet

NSPIRE Standards FormatTITLE:

VERSION

DATE PUBLISHED:

================================

DEFINITION:

PURPOSE:

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NAME VARIANTS:

COMMON MATERIALS:

COMMON COMPONENTS:

LOCATION: UNIT; INSIDE; OUTSIDE

MORE INFORMATION:

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DEFICIENCY 1: (list)

LOCATION: UNIT; INSIDE; OUTSIDE

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UPCS

Area

Item

Defect

Severity Level

NSPIRE Standards FormatDEFICIENCY 1 – UNIT:

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DEFICIENCY CRITERIA:

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HEALTH AND SAFETY DETERMINATION:

CORRECTION TIMEFRAME:

HCV – CORRECTION TIMEFRAME:

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RATIONALE: (R1-7; M1-6;PP1)

CODE; CATEGORY; TYPE; DESCRIPTION; EXPLANATION

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INSPECTION PROCESS: OBSERVATION

REQUEST FOR HELP

ACTION

More Information

TOOLS OR EQUIPMENT: REQUIRED

USEFUL 48

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UPCS

Area

Item

Defect

Severity Level

NSPIRE Standards Format

• HEALTH AND SAFETY DETERMINATION:

States the health and safety determination applicable to the deficiency (e.g., standard, life-threatening, etc.)

• CORRECTION TIMEFRAME:

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• CORRECTION TIMEFRAME:

Lists the timeframe for correction (e.g., 30 days, 24 hours)

• HCV – CORRECTION TIMEFRAME:

Lists the timeframe for correction under the Housing Choice Voucher (HCV) program

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NSPIRE Standards Format

Rationale codesCODE CATEGORY

R1 Health

R2 Safety

R3 Sanitary

R4 Security

R5 Privacy

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CODE CATEGORY

M1 Corrective Maintenance

M2 Routine Maintenance

M3 Preventative Maintenance

M4 Capital Cost

M5 Increased Monetary Impact to HUDR5 Privacy

R6 Usability or Operability

of Fixtures

R7 Increased Monetary

Impact to Resident

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M5 Increased Monetary Impact to HUD

M6 Structural

PP1 Market Appeal

UPCS to NSPIRE Comparison

5 Areas reduced to 3 areas

74 Items reduced to 64 Items

228 Deficiencies reduced to 176 deficiencies

888 Severity levels to 160 Category Levels

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Some shuffled but similar – fences

Some expanded - signage

Entirely new items – garage doors

Items dropped – play areas, vegetation, GFI

• Definitions more detailed – who, what, where, why

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REAC return to operations (RTO)

• REAC has adopted a phased approach to its RTO plan

(1) Phase One – Prioritization and Evaluation

(2) Phase Two – Finalization and Notification

(3) Phase Three – Inspection and Release of Inspection

Results

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RESTARTING REAC INSPECTIONS

• The first REAC inspections were to resume on or about

October 5, with the required 14-day notice to begin on or

about September 21.

• Public housing is covered by a Cares Act waiver until

December 31.

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REAC RTO

• If you are accepted in the NSPIRE pilot demonstration and

are contacted by a REAC inspector, then you must inform the

inspector of your participation and that you are excluded

from the REAC inspection. The inspector should remove you

from the list.

• REAC will defer the inspection of properties with elderly,

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• REAC will defer the inspection of properties with elderly,

disabled, and other health compromised populations to a

later date.

• Resident refusal due to COVID concerns are account for

already in the protocol and will be substituted by alternates.

• Local rules supersedes RTO.

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REAC RTO

• Restart priority is low scoring or missed properties.

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REAC RTO – Heat Map 9/2

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REAC RTO - Your county must be in the green for 6 weeks before

a REAC inspector can conduct the inspection.

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REAC RTO

Priority Considerations

▪ Multifamily did not waive REAC inspection requirements

▪ PIH Notice 2020-05 provides waiver of REAC inspections for

PHAs until 12/31/20

▪ Inspecting properties with inspections >3 years old is required

to meet HUD’s published guidelines and HUD needs insight

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WHEN IS REAC RETURNING

to meet HUD’s published guidelines and HUD needs insight

into these properties

▪ Reducing the backlog of inspections where feasible

▪ Resuming those inspections already contracted speeds up RTO

▪ Enabling PHAs and POAs to lift properties out of troubled

status

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In the HUD COVID FAQ’s

• HUD did not provide a waiver of the requirement for PHAs

to conduct annual self inspections of each public housing

property. Future waiver guidance may be provided.

• Yes, a Remote Video Inspection (RVI) can be utilized to meet

regulatory inspection requirements for both the Housing

Choice Voucher and Public Housing programs.

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HUD COVID

Choice Voucher and Public Housing programs.

• RVI is a regular HQS/public housing inspection preformed

remotely with a “proxy” inspector with the PHA HQS/PH

inspector remotely directing the inspection

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Remote Verification

Leveraging Lessons Learned from UPCS –V

Remote Verification is the resolution of deficiencies without a

reinspection.

To successfully conduct a Remote Verification, the PHA must

have documentation or evidence of the deficiency resolution.

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UPCS-V Remote Verification

A Remote Verification will fall into one of three categories:

1. Verifiable third-party documentation

2. Visual evidence

3. Self-certification of repairs

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Housing Industry Using Video and Picture Verification

• COVID-19 Remote Inspections - Rental Property

Self-Inspection.

• Building Inspection & Code Enforcement

• Lender Alternate Inspection Method –

Photo/Video/Live Stream may be relied upon by

[Agent/Lender] and Inspecting Consultant

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INDUSTRY'S USING REMOTE VIDEO INSPECTIONS (RVI)

[Agent/Lender] and Inspecting Consultant

• Home Inspection – Corona virus Release And Hold-

harmless Agreement

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Rental Property Self-Inspection:

Self Inspection is a solution to minimize on-site interactions

during the current COVID-19 crisis. The objective is to minimize

physical contact, to help protect your Staff and Tenants from

possible exposure to contracting the COVID-19 virus.

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COMMERCIAL REMOTE VIDEO INSPECTIONS (RVI)

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HUD’s proposed remote video inspections (RVI)

Summary Flow Chart (In Development)

The RVI process is summarized below into a 5-step process.

1. HUD REAC Approval Process (notification of their intent )

2. Schedule RVI (platform, proxy)

3. RVI Inspection (develop SOP)

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HUD’S PROPOSED REMOTE VIDEO INSPECTIONS (RVI)

3. RVI Inspection (develop SOP)

4. Owner ; tenant sign off

5. RVI post inspection process (QC)

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APC Operational Procedures For Virtual Inspection


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RVI Questions and Discussion

Who can be a remote (proxy) inspector?

Who can be the base inspector?

What makes for a good inspection?

What equipment is needed for remote video inspection?

What wireless service can be used?

How is the documentation handled?

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RVI Pro and Cons

Save Time & Money

Will it take more time?

Will defects be missed?

Will it improve resident awareness?

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HA HQS Inspection Restart Plan

• HUD has suggested that PHAs take advantage of existing flexibilities under the

Housing Opportunity Through Modernization Act to implement biennial

inspections. See Notice PIH 2016-05 and Notice PIH 2017-20 .

• PIH Notice 2020-05 COVID-19 Statutory and Regulatory Waivers (April 10, 2020)

…to postpone normally required HQS inspections for units under HAP contract,

HUD is authorizing the use of the HQS-related waivers and alternative

requirements…

… PHAs that delay inspections under these waivers must inspect the units as

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HOW TO RESTART YOUR INSPECTION PROGRAM FOR HQS AND UPCS;

… PHAs that delay inspections under these waivers must inspect the units as

soon as reasonably possible when it is again safe to do so, but must complete

all delayed unit inspections no later than the date specified in this notice (or

subsequent extensions provided by HUD.)…

Putting Together a Restart Plan (case study)

• who, what, when, where, how, why

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HA HQS Inspection Restart Plan – Specific Example

Who

HA: details of HQS staff support

APC: APC Office staff & APC Inspector Team

Regional Area: Residents, Landlords, Property Managers

What

373 Full HQS Inspections to schedule

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373 Full HQS Inspections to schedule

62 Failed HQS Re-inspections to schedule

Additional Inspections to be identified

When

Restart Inspection activities the week of June 1-5.

June 1-5: APC creates a schedule and begins mailing

notification letters to residents

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When

June 1-10: Draft guideline letter/notice for special inspection

procedures due to COVID-19. (Residents assist with the

inspection as directed by inspector: turns on water, opens

doors, windows, flushes toilet, etc. Inspectors wear masks and

gloves . If ill/not feeling well contact APC and discuss

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gloves . If ill/not feeling well contact APC and discuss

inspection date.)

June 10-15: Finalize guideline letter and post to York website

and APC website. (If ill/not feeling well contact APC and discuss

inspection date.)

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When

June 22 - July 31: Complete inspections on 373 full

inspections & 62 Failed Re-inspections.

As per waiver guidelines allows, APC will provide 30 days for

LL/PM to make repairs with a potential for 30 days more.

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LL/PM to make repairs with a potential for 30 days more.

August 22 - September 30: Conduct Failed Re-inspections

Where

Regional Area

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Why

All HQS inspections up to date and in compliance by HUD

requirement of October 31, 2020 as defined in NOTICE PIH

2020-05

How

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How

Communication: HA Website, Landlord letters, Resident

Letters, Notification Letter Inserts

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COVID 19 Insert - Preparing for your inspection:


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How

Inspection Methods

• Top priority – employee, resident, landlord health and safety

• Before entry - Each inspection should start with the decision

of whether or not to go into the unit.

• Define conditions for a safe inspection experience with the

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• Define conditions for a safe inspection experience with the

resident/landlord.

• An interview should be conducted at the door with questions

related to the health of the residents.

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How

• Questions such as is anybody sick today, has anybody been

traveling outside the country in the last two weeks, do you

feel OK today.

• If so, the inspector should note any of these conditions on the

inspection documentation and postpone the inspection.

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If so, the inspector should note any of these conditions on the

inspection documentation and postpone the inspection.

• The inspector should use PPE: wear gloves and masks for

each inspection.

• Social distancing should be maintained to the extent possible

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How

• Minimal contact inspection. Residents assist with the

inspection as directed by inspector: turns on water, opens

doors, windows, flushes toilet, etc. Minimizing human

handling.

• Remote Inspection verification in accordance with HUD

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• Remote Inspection verification in accordance with HUD

guidelines

• Sanitary wipes should be used between inspections to wipe

your gloves clean so that nothing is transmitted from the unit

to your vehicle or to the next unit.

• Strict application of the highest sanitary standards

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How

Daily Management and Reporting

Call Center talking points you can use during your conversation

depending on what the caller is asking.

•At this time the inspections are scheduled.

•Our inspectors use sanitizer in between inspections and are

Completing Maintenance During COVID-19

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•Our inspectors use sanitizer in between inspections and are

washing hands frequently.

•While our inspector has not been out of the country or

traveled they may be taking precautionary measures for

themselves by wearing gloves or a face mask.

•If anyone is ill in your home with cold like symptoms fever,

coughing, sneezing - upon the inspectors arrival, please


How

Daily Management and Reporting

advise at that time the inspector will assess the situation

and either conduct the inspection or advise of a return date.

If the caller asks you a question and you are unsure of how

to respond please place them on hold and speak with

Supervision.

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Supervision.

Standard reporting on HQS documentation.

Daily reports of issues/refusals.

Monitor local and national inspection guidance (revise plan)

Monitor Inspectors’ temperature

HUD waived the HQS QC sampling regulatory requirement

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Battling the backlog

• Whether REAC/UPCS is coming sooner or later; Or whether

you are in the NSPIRE pilot; Or whether you have funds or not,

you can not fix the problems or improve the situation if you

don’t know what the issues are.

• Now is the time to access your maintenance weakness and

implement a strong maintenance strategy

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STRATEGIES TO COMPLETE MAINTENANCE

implement a strong maintenance strategy

Skilled workforce

Tools

Materials

Shop/equipment space

Scheduling & Prioritizing

Leadership skills

Proactive approaches

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• COVID-19 FAQs for Public Housing Agencies - Until further

notice, REAC is postponing property inspections for all PIH

and Multifamily properties.

• HUD did not provide a waiver of the requirement for PHAs

to conduct annual self inspections of each public housing


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• For most properties only emergency maintenance has been

conducted in the Units during this pandemic.

• Restarting REAC after this routine maintenance hiatus can

have undesirable REAC inspection results.

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• Need to collect maintenance data of what is out there

Resident survey

Door to door interviews

Annual Inspections

PreREAC

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• Access and prioritize the data

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Emergency

Routine

Preventative

Diagnostic

Maintenance Diagnostics Tools Aerometer

Anemometers / Air Flow

Air samplers

Blower Door

Borescopes

Duct Blower

Data Logger

Distance Meters

Duct Testers

Earth Ground Testers

Electrical Scopes

Electrical Testers

Flashlight

Flow Hoods

Manometer

Moisture Meters

Multi-Gas Detectors

Multimeters

Particle Analyzers

Power Quality Analyzers

Tape Measure

Thermal Imaging

Thermometers

Thermography

Ultrasonic Leak Detectors

Vibration Testers

VOC Detectors

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Data Logger

Carbon Dioxide Detectors

Carbon Monoxide Detectors

Combustible Gas Leak Detectors

Combustion Analyzers

Confined Space Kits

Flow Hoods

Gas Detectors

Hygrometers

IAQ Meters

Infrared Cameras

Inspection Cameras

Insulation Testers

Leak Locators

Light Meters

Megohmmeters

Analyzers

Pressure Instruments

Pressure Pans

Refrigerant Detectors & Equipment

Single Gas Detectors

Smoke Pens -Smoke Generators

Sound Meters

VOC Detectors

Voltage Testers

Water Test Kits

Wire Tracers

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Major Changes to REAC

are HAPPENING

Don’t over-REAC;

Questions and Comments

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Don’t over-REAC;

Get NSPIRE'd instead©

Dennis DiBello, COO/Chief Inspector

800-272-7134

https://hudpass.com

The Future of Housing InspectionsNSPIRE; Battling the Backlog; … · 2020. 9. 30. · Housing Quality Standards (HQS) Inspection Form and Checklist: HUD 52580 The goal of the Section

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