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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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History of Housing Inspection
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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History of Housing Inspection
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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History of Housing Inspection
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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Alignment of Housing Inspection
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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.
History of Housing Inspection
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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History of Housing Inspection
•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
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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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NSPIRE Demonstration
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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What is happening with the new inspection Protocol NSPIRE
They are looking for more to sign up
….only advantages
Google:
REAC/NSPIRE/registration
Demonstration Volunteer Registration
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NSPIRE Demonstration
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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NSPIRE Demonstration
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
Call for Aid 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
Call for Aid 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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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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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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RESTARTING REAC INSPECTIONS
• 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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RESTARTING REAC INSPECTIONS
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REAC RTO – Heat Map 9/2
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RESTARTING REAC INSPECTIONS
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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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RESTARTING REAC INSPECTIONS
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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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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
HUD’S PROPOSED REMOTE VIDEO INSPECTIONS (RVI)
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APC Operational Procedures For Virtual Inspection
HUD’S PROPOSED REMOTE VIDEO INSPECTIONS (RVI)
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APC Operational Procedures For Virtual Inspection
HUD’S PROPOSED REMOTE VIDEO INSPECTIONS (RVI)
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APC Operational Procedures For Virtual Inspection
HUD’S PROPOSED REMOTE VIDEO INSPECTIONS (RVI)
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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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HUD’S PROPOSED REMOTE VIDEO INSPECTIONS (RVI)
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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HA HQS Inspection Restart Plan
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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HA HQS Inspection Restart Plan
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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HA HQS Inspection Restart Plan
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:
HOW TO RESTART YOUR INSPECTION PROGRAM FOR HQS AND UPCS;
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HA HQS Inspection Restart Plan
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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HA HQS Inspection Restart Plan
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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HA HQS Inspection Restart Plan
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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HOW TO RESTART YOUR INSPECTION PROGRAM FOR HQS AND UPCS;
• 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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HA HQS Inspection Restart Plan
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
HA HQS Inspection Restart Plan
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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Battling the backlog
• 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
property. Future waiver guidance may be provided.
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WHEN IS REAC RETURNING
property. Future waiver guidance may be provided.
• 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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Battling the backlog
• Need to collect maintenance data of what is out there
Resident survey
Door to door interviews
Annual Inspections
PreREAC
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WHEN IS REAC RETURNING
• 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