Transcript Document

2015 HFA Institute
REAC Uniform Physical Condition Standards
January 12, 2015
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UPCS
The Uniform Physical Condition Standards
(UPCS) are the foundation of HUD/PIH-REAC’s
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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BENEFITS OF ADOPTING HUD-REAC
UPCS STANDARD
• Structured (Training, protocol, systems.)
• Automated (Scheduling, processing, reporting.)
• Efficient (Software based.)
• Standardized (Industry adoption.)
• Comprehensive (Includes Quality Assurance,
appeals, corrections.)
CHALLENGE
• Unify physical inspections at the federal level
where programs overlap. (HUD/IRS/USDA)
• Provide the capability to gather, process and
provide unified inspection data.
• Eliminate duplicative efforts by multiple agencies
and reduce frequency.
PHYSICAL INSPECTION PROTOCOL
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2
Receive
inspection
assignment
Download
property
profile
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Confirm
inspection
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5
Update
inspection
schedule
Travel to
property
Inspection
Inspection
Day
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7
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Meet with property
representative
Verify/update property profile info.
a. property, b. participant,
c. certificate, d. area measures
Visually verify/update
building
information
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a. Identify sample buildings
b. Enter generated
sample units
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Inspect
a. site,
b.-d. building(s),
and e. units
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Confirm/verify
inspection
data
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Generate
sample
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Complete
Notification
of Exigent and Fire
Safety Hazards
Observed form
(if needed)
and
provide a copy
to property
representative
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Upload
completed
inspection
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Before: Preparation
- Conduct a complete (100%) inspection of the property.
- Include all five inspectable areas:
 Entire Site
 All Building Exteriors
 All Building Systems
 All Common Areas
 All Units *
* All non-residential units are considered Common Areas and must be accessible.
- Use software, paper or consultants. (Follow UPCS protocol.)
- If an item exists, it must function as designed.
- Test operation/function of all inspectable items.
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Before: Preparation
(Continued)
- Inspection date should be mutually agreed upon
- Pay attention to Health and Safety items:
 Gas leaks,
 Exposed wires,
 Blocked egress,
 Expired fire extinguishers,
 Missing/inoperable smoke detectors, etc.
- Electrical:
 All boxes subject to inspection regardless of location
 All panels/fuse boxes must be made accessible
 All other boxes will not be opened if secured
- Blocked Access:
 All individual living areas/rooms must have two means
of egress
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During
- Have the following items available:
 Certificates (Boilers, Fire Alarm, LBP, etc.)
 Area measures (Parking lots, driveways, roads, etc.)
 Rent roll (Current and including all units)
 Site map (If available)
- Try not to schedule maintenance/service for the day of inspection
- Carry a notepad and digital camera to document deficiencies
- You are allowed to do the following:
 Install a light bulb
 Light a pilot light
 Plug in a bathroom fan
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SCORING
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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 assigned
to each physical area, item, and deficiency in the
inspection protocol
• HUD applies the weights
to the inspection data
to compute the score
• The score is based on a 100 point scale
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Site
Fencing and Retaining Walls
Grounds
Lighting
Mailboxes/Project Signs
Market Appeal
Parking Lots/Driveways/Roads
Play Areas and Equipment
Refuse Disposal
Storm Drainage
Walkways/Steps
Building
Exterior
Doors
Fire Escapes
Foundations
Lighting
Roofs
Walls
Windows
Dwelling
Units
Areas
&
Items
Bathroom
Call-for-Aid
Ceiling
Doors
Electrical System
Floors
Hot Water Heater
HVAC System
Kitchen
Lighting
Outlets/Switches
Patio/Porch/Balcony
Smoke Detector
Stairs
Walls
Windows
Building
Systems
Domestic Water
Electrical System
Elevators
Emergency Power
Exhaust System
Fire Protection
HVAC
Sanitary System
Common
Areas
Basement/Garage/Carport
Office
Closet/Utility/Mechanical
Other Community Spaces
Community Room
Patio/Porch/Balcony
Day Care
Pools and Related
Structures
Halls/Corridors/Stairs
Restrooms/Pool Structures
Kitchen
Storage
Laundry Room
Trash Collection Areas
Lobby
Scoring Dynamics
Property
Physical
Condition
Inspection Areas
Site
Building
Exterior
Wgt
15%
Health &
Safety
Deductions
Building
15%
Building
Systems
Dwelling
Units
Common
Areas
20%
35%
15%
Whole Point
Deductions
From Final
Score
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)
Property
Physical
Condition
Inspection Areas
Site
Health &
Safety
Deductions
Building
Building
Exterior
Building
Systems
Dwelling
Units
Common
Areas
Whole Point
Deductions
From Final
Score
Wgt
15%
15%
20%
35%
15%
100%
Wgt
18%
18%
23%
41%
0%
100%
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Scoring Methodology
Scores calculated based on:
Area Points x Item Weight x Criticality x Severity
Ranges are:
Area Points
Site
= 15
Bldg Ext = 15
Item Weight
Bldg Systems = 20
Common Areas = 15
Dwelling Units = 35
(Examples)
Smoke Detector = 0
Damaged Ceiling = 4.5
Missing Toilet
= 10
Misalinged Chimney = 15.5
Criticality
(5) Critical
= 5.0 (2) Contributes
= 1.25
(4) Very Important = 3.0 (1) Slight Contribution = 0.5
(3) Important
= 2.25
Severity
(3) Most Severe = 1.0
(2) Severe
= 0.50
(1) Least Severe = 0.25
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For More Information
www.hud.gov/reac
1-888-245-4860
[email protected]
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Any Questions?
Email: [email protected]
Phone: (202) 475-8567
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