Preparing for REAC Inspections (Guidance for MultiFamily and Public Housing Properties)

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1 Preparing for REAC Inspections (Guidance for MultiFamily and Public Housing Properties) We at REAC are providing the following guidance to assist you as the Property Owner/Agent or Public Housing Authority in preparing your property for the upcoming REAC inspection(s). Our objective is to provide helpful inspection preparation information that a property or Public Housing Authority can use to effectively prepare for a REAC inspection using its own staff. PREPARING FOR A REAC INSPECTION: Prior to the REAC inspection date the property should conduct a complete (100%) inspection of the property. It should include the site, all building exteriors, all building systems, all common areas and all units. For clarification purposes: all areas within a building that are not residential units are considered common areas for the REAC inspection and you will need to provide access to each of these areas. This 100% inspection can be completed using the 2.3 public version of the inspection software, which is available for download from the REAC website, if you choose to complete the inspection electronically. If you prefer to complete it manually (on paper) there is a formatted inspection form available that allows you to inspect all the inspectable items, but it does not have the definitions readily available for each of the deficiencies. However, using this form allows you to enter the level and then check the accuracy of the findings after returning to the office or completing the inspection. The URL for this document is: o While conducting the 100% inspection keep in mind that if an inspectable item exists on your property it must function as designed by the manufacturer. o The REAC inspection is a hands-on inspection. Whether the property staff or a contract inspector conducts your 100% inspection they must physically test the function of all windows, doors, fixed lighting, stoves, etc. You will not be able to accurately determine if the inspectable item(s) functions properly without first checking the operation, (i.e. if a door is designed to latch/lock, then the door should latch/lock.) However, if whoever is conducting the 100% inspection fails to check the door for both these functions it would be recorded as a defect on the REAC inspection if that area/item were selected in the random sample. In addition to the Top 20 Deficiencies which can be found at: special attention should be directed at any possible Exigent Health & Safety deficiency that may be found. They are: - Propane, natural, or methane gas leaks - Exposed wires or open electrical panels - Water leaks on or near electrical equipment - Blocked or unusable emergency or fire exits - Blocked fire escapes or ladders - Missing or misaligned chimney for gas-fired water heater or HVAC unit - Window security bars preventing exit - Expired fire extinguishers - Inoperative or missing smoke detectors Page 1 of 3

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3 Preparing for REAC Inspections (Guidance for MultiFamily and Public Housing Properties) Property staff should adhere to the following when preparing for the REAC inspection: 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. All electrical panels and fuse boxes must be made available for inspection whether located inside or outside and secured or unsecured. 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.) 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 3 rd floor that do not serve as a means of access to a designed escape route. 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. ON THE DAY OF THE INSPECTION HAVE THE FOLLOWING INFORMATION AVAILABLE FOR THE INSPECTOR: Certificates (if applicable) for: Boilers, Fire Alarm, Building Sprinkler System, Elevator and Lead Based Paint Report and Resident Disclosure if the property has a building built prior to Area Measures: Parking Lots / Driveways / Roads (square footage) and Walkways / Steps (square footage). Rent Roll: Should be current for the day of inspection and must contain 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.) Site map: (If available) This enables the inspector to navigate the property in a more efficient manner. Page 2 of 3

4 Preparing for REAC Inspections (Guidance for MultiFamily and Public Housing Properties) IMPORTANT POINTS TO REMEMBER: When the inspector contacts you to schedule the inspection it must be a mutually agreeable time/date. (The inspection should take place during normal business hours of course.) You should not schedule the maintenance/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. If property staff or contractors have work 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. Carry a notepad and camera with you during the REAC inspection to document the various findings when appropriate. The property staff is required to provide the inspector with access to all inspectable areas within the sample units and sample building common areas. You are allowed to do the following during the inspection: o In a unit or common area you may install a light bulb to demonstrate that a fixture functions properly, if so, it is not a defect. o If a pilot is out on two or more burners you may light the pilot and test the burners. If they both function, a Level 1 deficiency is recorded in lieu of a Level 3. o If the exhaust fan in the bathroom has been unplugged you may plug the exhaust fan in and if it functions properly there is no deficiency recorded. SUPPLEMENTAL GUIDANCE: The Compilation Bulletin and Inspector Notices are clarifications of the definitions and take priority over the written definitions in the inspection 2.3 software. The Inspector Business Rules detail the protocol for conducting the REAC inspection. You will need to familiarize yourself with these documents: Compilation Bulletin URL: Inspector Notices URL: doc.cfm Inspector Business Rules URL: Page 4 of 3

5 1 Understanding HUD s UPCS Protocol for Inspecting Electrical Devices Revised Oct PIH REAC is providing the following information to assist in properly identifying and mitigating electrical hazards that may exist on the property. This information presents common electrical hazards but does not represent a complete listing of electrical hazards that may exist on a property. There are multiple types of electrical devices that may be found on properties. The three most common are shown below. They are: Timer Disconnect Panel (A) (B) (C) The purpose of each device shown above: (A) Timer An electrical device that is used to automatically turn lighting, lawn sprinklers or other equipment on/off at a predetermined time and/or date. (B) Disconnect An electrical device designed to interrupt the flow of electricity to a specific piece of equipment or a specific area of a building and/or unit. While inspecting electrical equipment the inspector will not touch or move the cut off handle. (C) Panel This electrical device contains either multiple breakers or fuses and is used to distribute power to multiple locations within a building and/or unit. The following photos show different scenarios for the device and the protocol, defect (if applicable), level (if applicable), and the definition/guidance supporting the finding.

6 2 Understanding HUD s UPCS Protocol for Inspecting Electrical Devices Revised Oct Timers Scenario #1: Guidance: The timer door is observed to be secured. Inspector must ensure that the device, whether it is a lock, zip tie, etc., is properly securing the door. If so, the inspector will not open this device. The Compilation Bulletin defines secured as requiring a tool, key, cutters, etc. to open the cover. (i e It cannot be opened with a bare hand ) No defect N/A Compilation Bulletin: Electrical System Only timers that are unsecured will be opened to inspect for defects. This disconnect is secured and therefore will not be opened to inspect. Scenario #2: Guidance: The timer door is observed to be unsecured. Inspector will open cover to ensure that the interior cover is in place, secured, and that there are no exposed bare wiring and/or connections. No defect because the interior cover (shown by the arrow) is in place during the inspection. N/A Compilation Bulletin: Electrical System Timers that are not secured must be inspected provided that doing so will not interrupt electrical service.

7 3 Understanding HUD s UPCS Protocol for Inspecting Electrical Devices Revised Oct Scenario #3: Guidance/ Definition: The timer door is observed to be unsecured. Inspector will open cover to ensure that the interior cover is in place, secured, and that there are no exposed bare wiring and/or connections. Misingelectrical coverwhichexposesbare wiring and connections. Level 3 for the missing interior cover and an automatic system generated life threatening health & safety (H&S) deficiency for the exposed electrical wiring and connections. Compilation Bulletin: Electrical System Timers that are not secured must be inspected provided that doing so will not interrupt electrical service. AND Dictionary of Deficiency Definitions Electrical System Level 3: A cover is missing, which results in exposed visible electrical connections. Disconnect designed without interior cover Scenario #1: Guidance: The disconnect door is observed to be secured. Inspector must ensure that the device, whether it is a lock, zip tie, etc., is properly securing the door. If so, the inspector will not open this device. The Compilation Bulletin defines secured as requiring a tool, key, cutters, etc. to open the cover. (i.e., It cannot be opened with a bare hand.) While inspecting electrical equipment the inspector will not touch or move the cut off handle. No defect N/A Compilation Bulletin: Electrical System Disconnects that are not secured must be inspected provided that doing so will not interrupt electrical service. This disconnect is secured and therefore will not be opened to inspect.

8 4 Understanding HUD s UPCS Protocol for Inspecting Electrical Devices Revised Oct Scenario #2: The disconnect door is observed to be unsecured. Inspector will open disconnect to inspect for any bare electrical wiring and/or connections that may be exposed. While inspecting electrical equipment the inspector will not touch or move the cut off handle. There is no defect for being unsecured unless doing so causes bare wiring and/or connections to be exposed. Because some disconnects are designed with an interior cover and some are not, the defect, if any, can only be assessed after opening cover of disconnect. N/A Guidance: Compilation Bulletin: Electrical System Disconnects that are not secured must be inspected provided that doing so will not interrupt electrical service. Scenario #3: Guidance: The disconnect door is observed to be unsecured. Inspector will open disconnect to inspect for any bare electrical wiring and/or connections that may be exposed. This disconnect is not designed with an interior cover, but because the device is unsecured and the bare wiring and connections are exposed it is a defect. Life threatening H&S deficiency caused by it being unsecured exposing bare connections. Level 3 Life threatening H&S deficiency for the exposed bare connections. Compilation Bulletin: Regardless of the design, if the disconnect is found to be unsecured at the time of inspection and the bare wiring and/or connections are exposed it will recorded as life threatening H&S.

9 5 Understanding HUD s UPCS Protocol for Inspecting Electrical Devices Revised Oct Disconnect designed with interior cover Scenario #1: The disconnect door is observed to be secured with the plastic zip tie. Inspector must ensure that the device, whether it is a lock, zip tie, etc., is properly securing the door. If so, the inspector will not open this device. The Compilation Bulletin defines secured as requiring a tool, key, cutters, etc. to open the cover. (i.e., It cannot be opened with a bare hand.) No defect Guidance: N/A Compilation Bulletin: Electrical System Disconnects that are not secured must be inspected provided that doing so will not interrupt electrical service. This disconnect is secured and therefore will not be opened to inspect. Scenario #2: Guidance: The disconnect door is observed to be unsecured. Inspector will open the disconnect door to inspect for any bare electrical wiring and/or connections that may be exposed. There is no defect for being unsecured unless doing so causes bare wiring and/or connections to be exposed. Because some disconnects are designed with an interior cover and some are not, the defect, if any, can only be assessed after opening the exterior cover of the disconnect box. N/A Compilation Bulletin: Electrical System Disconnects that are not secured must be inspected provided that doing so will not interrupt electrical service.

10 6 Understanding HUD s UPCS Protocol for Inspecting Electrical Devices Revised Oct Scenario #3: Unsecured cover when opened this disconnect is designed with an interior cover and it is in place and secured during the inspection. Guidance: Inspector will open the disconnect cover to ensure that the interior cover is in place, secured, and that there are no exposed bare wiring and/or connections. No Defect N/A Compilation Bulletin: Electrical System Disconnects that are not secured must be inspected provided that doing so will not interrupt electrical service. This disconnect is unsecured but when opened all the electrical wiring and connections are covered by the interior cover. Scenario #4: Guidance/ Definition: Unsecured cover when opened this disconnect is designed to have an interior cover and it is not in place which causes bare wiring and connections to be exposed. Inspector will open disconnect to inspect for any bare wiring and /or bare electrical connections. Missing interior cover exposing bare electrical wiring and connections. Level 3 for the missing interior cover and an automatic system generated life threatening H&S deficiency for the exposed bare wiring and connections. Compilation Bulletin: Electrical System Only disconnects that are unsecured will be opened to inspect for defects. AND Dictionary of Deficiency Definitions Electrical System Level 3: A cover is missing, which results in exposed visible electrical connections.

11 7 Understanding HUD s UPCS Protocol for Inspecting Electrical Devices Revised Oct Panels Scenario #1: The electrical panel is observed to be secured at time of inspection. Inspector must inspect all electrical panel boxes observed during the inspection. Guidance: No defect if property staff can readily provide inspector access to electrical panel. N/A Compilation Bulletin: Electrical panels (breaker/fuse boxes) that are secured at the time of inspection must be made accessible to the inspector for inspection. Any electrical panel (breaker/fuse box) that is not made accessible will be recorded as Blocked Access/Improper Storage. Unlike the timer boxes and disconnects, all the electrical panels must be accessible during the inspection. Scenario #2: Definition: Panel is observed to be unsecured and when inspected two of the breakers have been removed, but the spaces are covered by blanks, which are designed to prevent access to the electrical wiring and connections. Inspector must ensure that there is no exposed bare wiring and/or connections. No defect N/A Dictionary of Deficiency Definitions : Missing Breakers/Fuses (Electrical System) Deficiency: In a panel board, main panel board, or other electrical box containing circuit breakers, you see an open circuit breaker position that is not appropriately blanked off. Electrical tape and/or duct tape are not appropriate materials to blank off open breaker ports.

12 Understanding HUD s UPCS Protocol for Inspecting Electrical Devices Revised Oct Scenario #3: Guidance: Panel is observed to be unsecured and when inspected two of the breakers have been removed and the spaces are found open. Inspector must ensure that there is no exposed bare wiring and/or connections. Open breaker ports which expose bare connections. Level 3 deficiency for the open breaker ports and an automatic system generated life threatening H&S for the exposed bare connections. Dictionary of Deficiency Definitions : Missing Breakers/Fuses (Electrical System) Deficiency: In a panel board, main panel board, or other electrical box containing circuit breakers, you see an open circuit breaker position that is not appropriately blanked off. Electrical tape and/or duct tape are not appropriate materials to blank off open breaker ports. Additional Electrical Defects Scenario: Definition: Missing switch plate exposing bare wiring and connections. Inspector will inspect for missing/damaged switch plates in all inspectable areas during the inspection. Missing switch plate. Level 3 deficiency for the missing switch plate and an automatic system generated life threatening H&S for the exposed bare wiring and connections. Dictionary of Deficiency Definitions: Missing/Broken Cover Plates (Outlets/Switches) Level 3: A cover plate is missing, which causes wires to be exposed. 8

13 9 Understanding HUD s UPCS Protocol for Inspecting Electrical Devices Revised Oct Scenario: Definition: Missing outlet plate exposing bare wiring and connections. Inspector will inspect for missing/damaged outlet plates in all inspectable areas during the inspection. Missing outlet plate. Level 3 deficiency for the missing outlet plate and an automatic system generated life threatening H&S deficiency for the exposed bare wiring and connections. Dictionary of Deficiency Definitions: Missing/Broken Cover Plates (Outlets/Switches) Level 3: A cover plate is missing, which causes wires to be exposed. Scenario: Definition: Upon entering the elevator mechanical room you observe the elevator motor covers have been removed exposing the bare wiring and connections. Inspector will inspect this common area and if the inspector can determine that the motor was designed with exterior motor covers, a deficiency will be recorded for the missing cover(s) which expose the bare wiring and connections. Systems Electrical System: Missing cover exposes bare wiring and connections. Level 3 deficiency for the missing covers and an automatic system generated life threatening H&S deficiency for the exposed bare electrical connections. Dictionary of deficiencies: Missing Covers (Electrical System) Level 3: A cover is missing, which results in exposed visible electrical connections.

14 Understanding HUD s UPCS Protocol for Inspecting Electrical Devices Revised Oct Scenario: Definition: While inspecting the mechanical room you observe the knock out missing from the side of this electrical panel. Unlike timers and disconnects, when a "knock out" is missing on a panel, regardless if bare connections or wiring exists, it will be recorded as a defect for having an opening in the electrical panel. The knock out is missing creating an opening in the panel. Level 3 Life threatening H&S deficiency for having an opening in electrical panel. Dictionary of Deficiency Definitions: Exposed Wires/Open Panels (Electrical Hazards) Deficiency: You see exposed bare wires or openings in electrical panels. Scenario: Definition: Upon entering an inspectable area you observe this electrical box contains wiring that has bare ends that pose an electrical hazard. When this is observed by the inspector it will be recorded as an electrical hazard. This will be recorded as a life threatening H&S for the exposed bare wiring. Level 3 Life threatening H&S deficiency for the exposed bare wiring. Dictionary of Deficiency Definitions: Exposed Wires/Open Panels (Electrical Hazards) Deficiency: You see exposed bare wires or openings in electrical panels. 10

15 Uniform Physical Condition Standards - Comprehensive Listing Page: of Inspectable Area: Site Property ID / Name: Inspection Date: Level Inspectable Item Observable Deficiency NOD NA H&S Fencing and Gates Damaged/Falling/Leaning Holes Missing Sections Grounds Erosion/Rutting Areas Overgrown/Penetrating Vegetation Ponding/Site Drainage Health & Safety Air Quality - Sewer Odor Detected Air Quality - Propane/Natural Gas/Methane Gas Detected Electrical Hazards - Exposed Wires/Open Panels Electrical Hazards - Water Leaks on/near Electrical Equipment Flammable Materials - Improperly Stored Garbarge and Debris - Outdoors Hazards - Other Hazards - Sharp Edges Hazards - Tripping Infestation - Insects Infestation - Rats/Mice/Vermin Mailboxes/Project Signs Mailbox Missing/Damaged Signs Damaged Market Appeal Graffiti Litter Parking Lots/Driveways/Roads Cracks Ponding Potholes/Loose Material Settlement/Heaving Play Areas and Equipment Damaged/Broken Equipment Deteriorated Play Area Surface Refuse Disposal Broken/Damaged Enclosure-Inadequate Outside Storage Space Retaining Walls Damaged/Falling/Leaning Storm Drainage Damaged/Obstructed Walkways/Steps Broken/Missing Hand Railing Cracks/Settlement/Heaving Spalling - In order to accurately categorize a deficiency as a "Level 1", "Level 2" or "Level 3" (including independent Health & Safety items), you must refer to the Final Dictionary of Deficiency Definitions (PASS) Version 2.3, dated 03/08/2000. This document can be found at " (325 Pages, 343 KB) - Additional clarification to these definitions is contained in the REAC PASS Compilation Bulletin which can be found at " (24 Pages, 275 KB) - Only level 3 is applied to independent Health & Safety deficiencies. - In the H&S column, is a "Non-Life Threatening" Health & Safety concern whereas is a "Life Threatening" concern which calls for immediate attention or remedy and will show up on the Exigent Health and Safety Report at the end of an inspection.

16 Uniform Physical Condition Standards - Comprehensive Listing Page: of Inspectable Area: Building Exterior Property ID / Name: Inspection Date: Building Number: Level Inspectable Item Observable Deficiency NOD NA H&S Doors Damaged Frames/Threshold/Lintels/Trim Damaged Hardware/Locks Damaged Surface (Holes/Paint/Rusting/Glass) Damaged/Missing Screen/Storm/Security Door Deteriorated/Missing Caulking/Seals Missing Door Fire Escapes Blocked Egress/Ladders Visibly Missing Components Foundations Cracks/Gaps Spalling/Exposed Rebar Health and Safety Electrical Hazards - Exposed Wires/Open Panels Electrical Hazards - Water Leaks on/near Electrical Equipment Emergency Fire Exits - Emergency/Fire Exits Blocked/Unusable Emergency Fire Exits - Missing Exit Signs Flammable/Combustible Materials - Improperly Stored Garbage and Debris - Outdoors Hazards - Other Hazards - Sharp Edges Hazards - Tripping Infestation - Insects Infestation - Rats/Mice/Vermin Lighting Broken Fixtures/Bulbs Roofs Damaged Soffits/Fascia Damaged Vents Damaged/Clogged Drains Damaged/Torn Membrane/Missing Ballast Missing/Damaged Components from Downspout/Gutter Missing/Damaged Shingles Ponding Walls Cracks/Gaps Damaged Chimneys Missing/Damaged Caulking/Mortar Missing Pieces/Holes/Spalling Stained/Peeling/Needs Paint Windows Broken/Missing/Cracked Panes Damaged Sills/Frames/Lintels/Trim Damaged/Missing Screens Missing/Deteriorated Caulking/Seals/Glazing Compound Peeling/Needs Paint Security Bars Prevent Egress - In order to accurately categorize a deficiency as a "Level 1", "Level 2" or "Level 3" (including independent Health & Safety items), you must refer to the Final Dictionary of Deficiency Definitions (PASS) Version 2.3, dated 03/08/2000. This document can be found at " (325 Pages, 343 KB) - Additional clarification to these definitions is contained in the REAC PASS Compilation Bulletin which can be found at " (24 Pages, 275 KB) - Only level 3 is applied to independent Health & Safety deficiencies. - In the H&S column, is a "Non-Life Threatening" Health & Safety concern whereas is a "Life Threatening" concern which calls for immediate attention or remedy and will show up on the Exigent Health and Safety Report at the end of an inspection.

17 Uniform Physical Condition Standards - Comprehensive Listing Page: of Inspectable Area: Building Systems Property ID / Name: Inspection Date: Building Number: Level Inspectable Item Observable Deficiency NOD NA H&S Domestic Water Leaking Central Water Supply Misaligned Chimney/Ventilation System Missing Pressure Relief Valve Rust/Corrosion on Heater Chimney Water Supply Inoperable Electrical System Blocked Access/Improper Storage Burnt Breakers Evidence of Leaks/Corrosion Frayed Wiring Missing Breakers/Fuses Missing Covers Elevators Not Operable Emergency Power Auxiliary Lighting Inoperable Run-Up Records/Documentation Not Available Fire Protection Missing Sprinkler Head Missing/Damaged/Expired Extinguishers Health & Safety Air Quality - Mold and/or Mildew Observed Air Quality - Propane/Natural Gas/Methane Gas Detected Air Quality - Sewer Odor Detected Electrical Hazards - Exposed Wires/Open Panels Electrical Hazards - Water Leaks on/near Electrical Equipment Elevator - Tripping Emergency Fire Exits - Emergency/Fire Exits Blocked/Unusable Emergency Fire Exits - Missing Exit Signs Flammable Materials - Improperly Stored Garbage and Debris - Indoors Hazards - Other Hazards - Sharp Edges Hazards - Tripping Infestation - Insects Infestation - Rats/Mice/Vermin HVAC Boiler/Pump Leaks Fuel Supply Leaks General Rust/Corrosion Misaligned Chimney/Ventilation System Roof Exhaust System Roof Exhaust Fan(s) Inoperable Sanitary System Broken/Leaking/Clogged Pipes or Drains Missing Drain/Cleanout/Manhole Covers - In order to accurately categorize a deficiency as a "Level 1", "Level 2" or "Level 3" (including independent Health & Safety items), you must refer to the Final Dictionary of Deficiency Definitions (PASS) Version 2.3, dated 03/08/2000. This document can be found at " (325 Pages, 343 KB) - Additional clarification to these definitions is contained in the REAC PASS Compilation Bulletin which can be found at " (24 Pages, 275 KB) - Only level 3 is applied to independent Health & Safety deficiencies. - In the H&S column, is a "Non-Life Threatening" Health & Safety concern whereas is a "Life Threatening" concern which calls for immediate attention or remedy and will show up on the Exigent Health and Safety Report at the end of an inspection.

18 Uniform Physical Condition Standards - Comprehensive Listing Page: of Inspectable Area: Common Areas Property ID / Name: Inspection Date: Building Number: Level X Inspectable Item Location Observable Deficiency NOD NA H&S Basement/Garage/Carport Baluster/Side Railings - Damaged Closet/Utility/Mechanical Cabinets - Missing/Damaged Community Room Call for Aid - Inoperable Day Care Ceiling - Bulging/Buckling Halls/Corridors/Stairs Ceiling - Holes/Missing Tiles/Panels/Cracks Kitchen Ceiling - Peeling/Needs Paint Laundry Room Ceiling - Water Stains/Water Damage/Mold/Mildew Lobby Countertops - Missing/Damaged Office Dishwasher/Garbage Disposal - Inoperable Other Community Spaces Doors - Damaged Frames/Threshold/Lintels/Trim Patio/Porch/Balcony Doors - Damaged Hardware/Locks Restrooms/Pool Structures Doors - Damaged Surface (Holes/Paint/Rust/Glass) Storage Doors - Damaged/Missing Screen/Storm/Security Door Doors - Deteriorated/Missing Seals (Entry Only) Doors - Missing Door Dryer Vent -Missing/Damaged/Inoperable Electrical - Blocked Access to Electrical Panel Electrical - Burnt Breakers Electrical - Evidence of Leaks/Corrosion Electrical - Frayed Wiring Electrical - Missing Breakers Electrical - Missing Covers Floors - Bulging/Buckling Floors - Floor Covering Damaged Floors - Missing Floor/Tiles Floors - Peeling/Needs Paint Floors - Rot/Deteriorated Subfloor Floors - Water Stains/Water Damage/Mold/Mildew GFI - Inoperable Graffiti HVAC - Convection/Radiant Heat System Covers Missing/Damaged HVAC - General Rust/Corrosion HVAC - Inoperable HVAC - Misaligned Chimney/Ventilation System HVAC - Noisy/Vibrating/Leaking Lavatory Sink - Damaged/Missing Lighting - Missing/Damaged/Inoperable Fixture Mailbox - Missing/Damaged Outlets/Switches/Cover Plates - Missing/Broken Pedestrian/Wheelchair Ramp Plumbing - Clogged Drains Plumbing - Leaking Faucet/Pipes Range Hood /Exhaust Fans - Excessive Grease/Inoperable Range/Stove - Missing/Damaged/Inoperable Refrigerator - Damaged/Inoperable Restroom Cabinet - Damaged/Missing Shower/Tub - Damaged/Missing Sink - Missing/Damaged Smoke Detector - Missing/Inoperable Stairs - Broken/Damaged/Missing Steps Stairs - Broken/Missing Hand Railing Ventilation/Exhaust System - Inoperable Walls - Bulging/Buckling Walls - Damaged Walls - Damaged/Deteriorated Trim Walls - Peeling/Needs Paint Walls - Water Stains/Water Damage/Mold/Mildew Water Closet/Toilet - Damaged/Clogged/Missing Windows - Cracked/Broken/Missing Panes Windows - Damaged Window Sill Windows - Inoperable/Not Lockable

19 Windows - Missing/Deteriorated Caulking/Seals/Glazing Compound Windows - Peeling/Needs Paint Windows - Security Bars Prevent Egress Health & Safety Air Quality - Mold and/or Mildew Observed Air Quality - Propane/Natural Gas/Methane Gas Detected Air Quality - Sewer Odor Detected Electrical Hazards - Exposed Wires/Open Panels Electrical Hazards - Water Leaks on/near Electrical Equipment Emergency Fire Exits - Emergency/Fire Exits Blocked/Unusable Emergency Fire Exits - Missing Exit Signs Flammable/Combustible Materials - Improperly Stored Garbage and Debris - Indoors Garbage and Debris - Outdoors Hazards - Other Hazards - Sharp Edges Hazards - Tripping Infestation - Insects Infestation - Rats/Mice/Vermin Pools and Related Structures Fencing - Damaged/Not Intact Pool - Not Operational Trash Collection Areas Chutes - Damaged/Missing Components - In order to accurately categorize a deficiency as a "Level 1", "Level 2" or "Level 3" (including independent Health & Safety items), you must refer to the Final Dictionary of Deficiency Definitions (PASS) Version 2.3, dated 03/08/2000. This document can be found at " (325 Pages, 343 KB) - Additional clarification to these definitions is contained in the REAC PASS Compilation Bulletin which can be found at " (24 Pages, 275 KB) - Only level 3 is applied to independent Health & Safety deficiencies. - In the H&S column, is a "Non-Life Threatening" Health & Safety concern whereas is a "Life Threatening" concern which calls for immediate attention or remedy and will show up on the Exigent Health and Safety Report at the end of an inspection.

20 Inspectable Area: Unit Property ID / Name: Inspection Date: Building/Unit Nmbr: Level Inspectable Item Observable Deficiency NOD NA H&S Bathroom Bathroom Cabinets - Damaged/Missing Lavatory Sink - Damaged/Missing Plumbing - Clogged Drains Plumbing - Leaking Faucet/Pipes Shower/Tub - Damaged/Missing Ventilation/Exhaust System - Inoperable Water Closet/Toilet - Damaged/Clogged/Missing Call-for-Aid Inoperable Ceiling Bulging/Buckling Holes/Missing Tiles/Panels/Cracks Peeling/Needs Paint Water Stains/Water Damage/Mold/Mildew Doors Damaged Frames/Threshold/Lintels/Trim Damaged Hardware/Locks Damaged/Missing Screen/Storm/Security Door Damaged Surface - Holes/Paint/Rusting/Glass Deteriorated/Missing Seals (Entry Only) Missing Door Electrical System Blocked Access to Electrical Panel Burnt Breakers Evidence of Leaks/Corrosion Frayed Wiring GFI - Inoperable Missing Breakers/Fuses Missing Covers Floors Bulging/Buckling Floor Covering Damage Missing Flooring Tiles Peeling/Needs Paint Rot/Deteriorated Subfloor Water Stains/Water Damage/Mold/Mildew Health & Safety Air Quality - Mold and/or Mildew Observed Air Quality - Sewer Odor Detected Air Quality - Propane/Natural Gas/Methane Gas Detected Electrical Hazards - Exposed Wires/Open Panels Electrical Hazards - Water Leaks on/near Electrical Equipment Emergency Fire Exits - Emergency/Fire Exits Blocked/Unusable Emergency Fire Exits - Missing Exit Signs Flammable Materials - Improperly Stored Garbage and Debris - Indoors Garbage and Debris - Outdoors Hazards - Other Hazards - Sharp Edges Hazards - Tripping Infestation - Insects Infestation - Rats/Mice/Vermin Hot Water Heater Misaligned Chimney/Ventilation System Inoperable Unit/Components Leaking Valves/Tanks/Pipes Pressure Relief Valve Missing Rust/Corrosion HVAC System Convection/Radiant Heat System Covers Missing/Damaged Inoperable Misaligned Chimney/Ventilation System

21 Uniform Physical Condition Standards - Comprehensive Listing Page: of Noisy/Vibrating/Leaking Rust/Corrosion Kitchen Cabinets - Missing/Damaged Countertops - Missing/Damaged Dishwasher/Garbage Disposal - Inoperable Plumbing - Clogged Drains Plumbing - Leaking Faucet/Pipes Range Hood/Exhaust Fans - Excessive Grease/Inoperable Range/Stove - Missing/Damaged/Inoperable Refrigerator-Missing/Damaged/Inoperable Sink - Damaged/Missing Laundry Area (Room) Dryer Vent - Missing/Damaged/Inoperable Lighting Missing/Inoperable Fixture Outlets/Switches Missing Missing/Broken Cover Plates Patio/Porch/Balcony Baluster/Side Railings Damaged Smoke Detector Missing/Inoperable Stairs Broken/Damaged/Missing Steps Broken/Missing Hand Railing Walls Bulging/Buckling Damaged Damaged/Deteriorated Trim Peeling/Needs Paint Water Stains/Water Damage/Mold/Mildew Windows Cracked/Broken/Missing Panes Damaged Window Sill Missing/Deteriorated Caulking/Seals/Glazing Compound Inoperable/Not Lockable Peeling/Needs Paint Security Bars Prevent Egress - In order to accurately categorize a deficiency as a "Level 1", "Level 2" or "Level 3" (including independent Health & Safety items), you must refer to the Final Dictionary of Deficiency Definitions (PASS) Version 2.3, dated 03/08/2000. This document can be found at " (325 Pages, 343 KB) - Additional clarification to these definitions is contained in the REAC PASS Compilation Bulletin which can be found at " (24 Pages, 275 KB) - Only level 3 is applied to independent Health & Safety deficiencies. - In the H&S column, is a "Non-Life Threatening" Health & Safety concern whereas is a "Life Threatening" concern which calls for immediate attention or remedy and will show up on the Exigent Health and Safety Report at the end of an inspection.

22 HUD REAL ESTATE ASSESSMENT CENTER (REAC) INSPECTION BRIEF Notification of Residents The property is required to notify all residents of the scheduled inspection. The Inspector will ask to see the notification document when he/she arrives at the property. REAC suggests that the notification include the entire week the inspection is scheduled, in case there are any unexpected changes or delays. Participant Information A minimum of three participants must be recorded. For Public Housing properties, one of the participants recorded must be the Owner/PHA. For Multifamily Housing properties, two of the participants must be the Owner and Management Agent. Required participant information includes: name, organization, organization address, phone number, fax, and . The Owner/PHA, Owner, and Management Agent are not required to be present for the inspection. Only one of the recorded participants must actively participate in the inspection. For example, the participant may be the Site Manager or Maintenance Supervisor. Certificates The Inspector will ask to see the following certificates, if applicable, at the beginning of the inspection: boiler, elevator, fire alarm system, and fire sprinkler system. A lead based paint inspection report for any housing built prior to 1978 is required. Five random files will be selected to verify lead based paint disclosure forms for residents in housing built prior to If your property has an elevator equipment room, please refer to Inspector Notice : Property Requirements for the Inspection of Elevator Equipment Rooms, issued November 16, 2009, available at If your property has an emergency generator, the Inspector will ask to see a written log of testing or run-up records. Area Measures The Inspector will request that you provide two separate area measure calculations. First, the total combined area of Roads, Parking Lots, and Driveways in square feet and second, the total combined area of Sidewalks, Walkways, and Steps in square feet. Bed Bug Infestation On the all-inclusive list (rent roll) provided to the Inspector, please indicate next to any units that are currently reported as having bed bugs, confirmed as having bed bugs, and undergoing treatment for bed bugs. The presence and/or treatment of bed bugs will not be scored in the UPCS inspection. However, please refer to Inspection Notice : UPCS Inspection Protocol, Other Hazards Bed Bug Infestation, issued September 1, 2010, available at: pdf, if you have any questions. Request To reduce the amount of time spent on data entry and property orientation, the Inspector may request that you send the following information via , prior to the inspection date: a site map of the property if applicable, the total number of buildings and number of units in each building, and an all-inclusive list of units (rent roll) that reflects which units are revenue or non-revenue and vacant or occupied. The all-inclusive list must also show the number of bedrooms in each unit. Participant Involvement A property representative must accompany the Inspector during the entire inspection. The Inspector will normally request that a property representative enter buildings and units first and the Inspector will follow checking the door upon entering. Although the Inspector is not allowed to open any closed bathroom or bedroom doors in a unit, the Inspector must inspect behind all doors, both in sample units and common areas. There is no exception to this policy, so please be prepared with keys. The Inspector will verbally announce the deficiency and severity level and any health and safety hazard for each inspectable item and record each item on the spot. The property representative may find it helpful to use a notepad and/or camera to record the Inspector s findings. The inspection process and findings are electronically recorded by the Inspector and HUD will make available, to the property, a full report in approximately five to ten business days. Although the Inspector must personally physically perform the inspection, there are certain exceptions. A property representative may be required to test items, such as smoke detectors, that are more than 8 feet above the floor. A property representative is required to turn on and off the stove/oven and burners. During the inspection, a property representative may install light bulbs to show a fixture works, plug in bathroom exhaust fans, light gas stoves if the pilot light is out, and return stove knobs and burners if they have been temporarily removed. To speed up the inspection process, the Inspector may request that drapes, blinds, and personal items are cleared from windows so that he/she may test their operation and/or the Inspector may request that all doors be cleared of personal items, unlocked, and accessible to allow testing. Reminders on Electrical Devices The Inspector is required to open all electrical panels in common areas, in sample units, and on the building exterior. No other electrical devices, including disconnects and timers, will be opened by the Inspector if the devices are secured (cannot be opened without a tool). HUD requires electrical devices be secured at the device. Electrical devices in rooms behind locked doors do not qualify as secured. An open knockout on an electrical device/component that presents a hazard is a recordable deficiency. A gap greater than 1/4 inch in an electrical panel (such as between a breaker and inner panel) is also a recordable deficiency. Before the Inspection REAC has provided the following documents and links to information in order to help properties prepare for the inspection: Preparing for REAC Inspections: Inspection of Electrical Devices: Top 20 Deficiencies: REAC Compilation Bulletin: offices/public indian housing/reac/products/pass/pass bulletin Elevator Equipment Rooms FAQ: Inspection Software 2.3.3: offices/public indian housing/reac/products/pass/pass downld After the Inspection REAC has provided the following documents and infomercials to help clarify procedures after the inspection: Exigent Health & Safety: Scoring: Database Adjustment: Technical Review: Inspector Review: If you have any questions regarding your REAC inspection, please feel free to call REAC TAC (Technical Assistance Center) at (888)

23 TOP 20 DEFICIENCIES (EXAMPLES) The following are examples of maintenance items that, if repaired prior to the physical inspection, could make a significant difference in the overall inspection score. Be sure that Water Heater - the 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 the electrical panels is not blocked by furniture or other items not easily removed. 5. Missing Covers - electrical panels that have interior covers (aside from the panel lid box itself) to prevent exposure from the wire connections are in place. 6. Open Breaker/Fuse Ports - open breaker/fuse 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 - stove burners are working. 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 and 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 and repaired. 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. Outlet and Switch Plate Covers - are not cracked or broken.