25-006 Nspire Inspections.pdf

Established in 1938, the Housing Authority of the City and County of Denver (DHA) is one of the nation’s most successful authorities, providing housing to low-and middle-income Denver residents.

To further it's goals, DHA is issuing an Invitation for Quote for NSPIRE Pre-Inspections as listed in the scope of work. The award will be made to the most responsive, responsible offeror who submits the most technically acceptable proposal and meets the overall criteria.

Quote Number: 25-006 Direct Questions to : Site Walk:

Issue Date: Name Site Walk: No Due Date: Office: Date: January 0, 1900

Due Time: 4:00 PM MST e-mail: Time: Select One

Address:

Due: Mountain Standard Time

Time:

Scope Of Work:

Contractor shall furnish all facilities, labor, materials, equipment and perform all services per the attached scope-of-work.

Proposal Instructions:

This is not a low bid procurement, award will be based on the evaluation factors listed below. Firms are to submit a detailed proposal addressing each of the evaluation factors, complete the vendor information below, fill out all attached DHA forms and submit the information on or before

Evaluation Factors:

Points

Special Requirements:

List of Attachments: Vendor Information:

Please fill out the following and return with your quote

Firm

Name

Title

Phone

Email

Signature

Date

Award (For DHA Use Only)

Name Title

Signature Date

Effective Date

Contract Number Contract Amount End Date

Invitation for Quote

4:00 PM Mountain Standard Time

Factors

April 29, 2025

April 22, 2025

May 6, 2025 720-932-3069

Felicia Ybarra

0Submission Instructions In Quote Document

04:00 p.m.

May 6, 2025 procurement@denverhousing.org https://www.bidnetdirect.com/colorado/denverhousingauthority

Similar Experience

Methodology

Fee Schedule

Scope of Work

HUD NSPIRE Inspection Checklist, Guide and Standards

Contract Requirements

Section 3 Policy

VQ form, W9 and Affidavits

Cost

Doing Business with DHA: In order to receive notice of future business opportunities of upcoming solicitations from DHA, please register your company on Rocky Mountain E-Purchasing (BidNet) by going to:

DHA will not answer any telephone inquiries about this IFQ. All inquiries must be submitted in writing. DHA shall not be bound by and the Offeror shall not request or rely on any oral interpretation or clarification of this solicitation. Answers to questions will be issued by 5/1/2025.

Section B Fee Schedule

Base Year Pricing

Type Of Service Estimated Quantity Inspection Cost Per Unit

Initial/Annual Inspection Re-Inspection

*see full list of properties and unit counts

Full Property List & Unit Count

Property Address Unit Count Columbine Homes 201 Yuma 200 Westridge Homes 3537 W. 13th Ave. 200 Quigg Newton Homes 2207 Mariposa St. 380 Westwood Homes 3401 W. Kentucky 192 Walsh Manor 1790 W. Mosier Pl. 89 Walsh Annex 1775 W. Mosier Pl. 100 Hirschfeld Towers 333 W. Ellsworth 209 Barney Ford 2024 Clarkson St. 81 John R. Mulroy 3550 W. 13th Ave. 50 Thomas Connole 1710 Williams St. 100 North Lincoln 1401/1425 Mariposa St. 206 Disp. East PH Scattered Sites 75 Disp. West PH Scattered Sites 80 Disp. South PH Scattered Sites 153 Thomas Bean Towers 2350 Clevland Pl. 189 Tapiz at Mariposa 1099 Osage 100 South Lowell 4725 S. Lowell Blvd. 96 Vida I 4057 W. Colfax Ave. 64 Platte Valley 3011 Stout St. 50 Gateway South 995 Decatur St. 92 Pacific Place 2020 S. Vallejo St. 25 Disp. New Construction Scattered Sites 22 Disp. Sub Rehab Scattered Sites 52 Disp. East DHC Scattered Sites 285 Disp. West DHC Scattered Sites 268 Disp. South DHC Scattered Sites 119 Lincoln Park Scattered Sites 57 Globeville 351 E. 51st Ave. 62 Mountain View 1212 S. Federal 154 Eliot Cottages 1222 S. Federal 100

Syracuse Plaza 4333 S. Syracuse 100 Casa Loma 3850 Alcott St. 87 Goldsmith Village 4343 S. Syracuse 35 Vida II 4057 W. Colfax 112 Arapahoe Plaza 3411 Arapahoe 18 Shoshone 3210 Shoshone St. 53 Studebaker 1510 Blake St. 33 655 Broadway 655 Broadway 110 Gateway North 1005 Decatur St. 95 Greenhaus 2797-2799 W. 13th Ave. 129 Thrive 2660 W. Holden Pl. 135 Joli 988 N. Bryant St; 2500 W. 10th

Ave; 944 N. Bryant St.

Flo 919 Alcott St. 212 Sol 2699 W. 10th Ave & 2622 W.

11th Ave.

SECTION C

Scope of Work for HUD NSPIRE Pre-Inspection Services

The purpose of the pre-inspection is to assess the physical condition of the properties within the Denver Housing Authority portfolio and to identify areas that may not meet the HUD NSPIRE inspection standards. Services that are required will be to conduct thorough inspections for each property prior to the scheduled NSPIRE Inspection date, document findings, and provide recommendations to ensure properties meet the NSPIRE criteria before the scheduled official HUD inspection date.

Experience and knowledge required regarding HUD NSPIRE inspections and protocols.

Scope of Work

1. Property inspections:

• Conduct pre-inspections of all properties within the DHA portfolio.

• Utilize the HUD NSPIRE Inspection Protocol, ensuring compliance with all NSPIRE inspection standards and requirements.

• Inspect all required areas, including but not limited to:

Building exterior and grounds Interior common areas Apartment units within the property Mechanical systems (HVAC, plumbing, electrical) Safety and security features (fire alarms, lighting, handrails, smoke detectors) Accessible apartments and areas for ADA compliance Environmental conditions (asbestos, lead paint and mold)

2. Compliance Assessment:

• Compare current property conditions to HUD NSPIRE standards.

• Identify any areas of non-compliance with HUD NSPIRE criteria.

• Prepare a detailed report highlighting deficiencies, with specific references to the NSPIRE standards that have been violated.

3. Documentation and reporting:

• Document all findings, including photographs, notes and recommendations for corrective action.

• Provide a clear report summarizing the findings for each property, identifying the necessary repairs or improvements.

• Include a prioritized list of deficiencies, categorized by severity per NSPIRE standards – Life-threatening, Severe, Moderate, Low.

• Provide an estimated cost for correcting deficiencies where applicable.

4. Recommendations for Improvement:

• Outline recommendations for corrective actions that need to be taken to bring the property into compliance with the HUD NSPIRE standards.

• Advise of areas that require routine maintenance or upgrades that may impact long-term property performance.

5. Timeline:

• Complete inspection within 2 days of scheduled date.

• Submit inspection reports within 3-5 days after completing each property inspection.

Correction Timeframe (P/F) Life-Threatening - 24 Hours (Fail) Severe - 30 Days (Fail)

*Affirmative Habitability Requirement per 24 CFR 5.703(d) and NSPIRE Final Rule Moderate - 30 Days (Fail)

Mark all that apply: Low - N/A (Pass)

Area Deficiency Description Unit Inside Outside Inspector Comments Address and Signage Address, signage, or building identification codes are broken, illegible, or not visible. M

Only 1 bathtub or shower is present and it is inoperable or does not drain. S L A bathtub or shower is inoperable or does not drain and at least 1 bathtub or shower is present elsewhere that is operational. M L

Bathtub component or shower component is damaged, inoperable, or missing such that it may limit the resident's ability to maintain personal hygiene. M L

Bathtub component or shower component is damaged, inoperable, or missing and it does not limit the resident's ability to maintain personal hygiene. L

Bathtub or shower cannot be used in private.* *M M Food storage space is not present.* *M Storage component is damaged, inoperable, or missing. M L System is blocked, or pull cord is higher than 6 inches off the floor. LT LT System does not function properly. LT LT Carbon monoxide alarm is missing, not installed, or not installed in a proper location.* LT Carbon monoxide alarm is obstructed. LT LT Carbon monoxide alarm does not produce an audio or visual alarm when tested. LT LT Ceiling has an unstable surface. M M Ceiling has a hole. M M Ceiling component(s) is not functionally adequate. S S A visually accessible chimney, flue, or firebox connected to a fireplace or wood-burning appliance is incomplete or damaged such that it may not safely contain fire and convey smoke and combustion gases to the exterior.

LT LT LT

Chimney exhibits signs of structural failure. LT

NSPIRE HCV/PBV INSPECTION CHECKLIST

PHA:

Family Identifier:

Any children under 6 reside or expected to reside in the unit? (Y/N):

Address of Unit:

Owner:

Call-For-Aid System

Owner Contact Information:

Number of Bedrooms:

L

S

Housing Type:

Year Constructed: Date of Inspection:

Cabinet and Storage

Summary Decision on Unit (Pass/Fail):

LT

Chimney

Bathtub and Shower

M

Health & Safety Designation

Inspector:

Type of Inspection:

Carbon Monoxide

Ceiling

Area Deficiency Description Unit Inside Outside Inspector Comments Electric dryer transition duct is detached or missing. LT LT Gas dryer transition duct is detached or missing. LT LT Electric dryer exhaust ventilation system has restricted airflow. LT LT LT Dryer transition duct is constructed of unsuitable material. LT LT Gas dryer exhaust ventilation system has restricted airflow. LT LT LT Exterior dryer vent cover, cap, or a component thereof is missing. L Cooking range, cooktop, or oven does not ignite or produce heat. S L Cooking range, cooktop, or oven component is damaged or missing such that the device is unsafe for use.

M M

Primary cooking appliance is missing.* *M A microwave is the primary cooking appliance and it is damaged. S A burner does not produce heat, but at least 1 other burner is present on the cooking range or cooktop and does produce heat. M M

Entry door will not open. M M Entry door will not close. S M Entry door self-closing mechanism is damaged, inoperable, or missing. S M Hole, split, or crack that penetrates completely through entry door. M M Entry door is missing. LT S Entry door surface is delaminated or separated. M M Entry door frame, threshold, or trim is damaged or missing. M M Entry door seal, gasket, or stripping is damaged, inoperable, or missing. M M Entry door component is damaged, inoperable, or missing and it does not limit the door’s ability to provide privacy or protection from weather or infestation. L L

Entry door cannot be secured. S M Fire labeled door does not open. S S Fire labeled door does not close and latch or the self-closing hardware is damaged or missing such that the door does not self-close and latch. S S

Fire labeled door assembly has a hole of any size or is damaged such that its integrity may be compromised. S S

Fire labeled door seal or gasket is damaged or missing. S S An object is present that may prevent the fire labeled door from closing and latching or self-closing and latching. S S

Fire labeled door cannot be secured. S M Fire labeled door is missing. LT LT A passage door does not open. M M A passage door component is damaged, inoperable, or missing and the door is not functionally adequate. L L

A door that is not intended to permit access between rooms has a damaged, inoperable, or missing L An exterior door component is damaged, inoperable, or missing. M

Clothes Dryer Exhaust Ventilation

Door - Entry

Cooking Appliance

Door - General

Door - Fire

Drain Drain is fully blocked. M M M

Obstructed means of egress. LT LT LT Sleeping room is located on the 3rd floor or below and has an obstructed rescue opening. LT Fire escape access is obstructed. LT Outlet or switch is damaged. LT LT LT Testing indicates a three-pronged outlet is not properly wired or grounded. S S S Outlet does not have visible damage and testing indicates it is not energized. S S S Exposed electrical conductor. LT LT LT Water is currently in contact with an electrical conductor. LT LT GFCI outlet or GFCI breaker is not visibly damaged and the test or reset button is inoperable. S S S AFCI outlet or AFCI breaker is not visibly damaged and the test or reset button is inoperable. S S S An unprotected outlet is present within six feet of a water source.* *S *S *S Electrical service panel is not readily accessible. M M M The overcurrent protection device is damaged. LT LT LT The overcurrent protection device is contaminated. S S S Elevator is inoperable. M Elevator door does not fully open and close. M Elevator cab is not level with the floor. M Safety edge device has malfunctioned or is inoperable. M

Exit Sign Exit sign is damaged, missing, obstructed, or not adequately illuminated. LT LT Fence component is missing. M Gate does not open, close, latch, or lock. M Fence demonstrates signs of collapse. M

Fire Escape Fire escape component is damaged or missing. LT Fire extinguisher pressure gauge reads over or under-charged. LT LT LT Fire extinguisher service tag is missing, illegible, or expired. LT LT LT Fire extinguisher is damaged or missing. LT LT LT

Flammable and Combustible Item

Flammable or combustible item is on or within 3 feet of an appliance that provides heat for thermal comfort or a fuel-burning water heater.

OR

Improperly stored chemicals.

LT LT LT

Floor substrate is exposed. M M

Floor component(s) is not functionally adequate. M M

Food preparation area is not present.* *M

Food preparation area is damaged or is not functionally adequate. M M

Electrical - Conductor, Outlet, and Switch

Electrical - GFCI/AFCI

Egress

Fire Extinguisher

Food Preparation

Floor

Electrical - Service Panel

Elevator

Fence and Gate

Foundation is cracked. M M M Foundation has exposed rebar or foundation is spalling, flaking, or chipping. M M M Foundation is infiltrated by water. M M Foundation support post, column, beam, or girder is damaged. M M M Foundation vent cover is missing or damaged. M Garage door has a hole. M M M Garage door does not open, close, or remain open or closed. M M M Grab bar is not secure. M M Guardrail is missing or not installed.* *LT *LT *LT Guardrail is not functionally adequate. LT LT LT Handrail is missing. M M M Handrail is not secure. M M M Handrail is not functionally adequate. M M M Handrail is not installed where required. L L The inspection date is on or between October 1 and March 31 and the permanently installed heating source is not working or the permanently installed heating source is working and the interior temperature is below 64 degrees Fahrenheit.*

*LT

The inspection date is on or between October 1 and March 31 and the permanently installed heating source is working and the interior temperature is 64 to 67.9 degrees Fahrenheit.* *S

Air conditioning system or device is not operational. M L Unvented space heater that burns gas, oil, or kerosene is present.* *LT *LT Combustion chamber cover or gas shutoff valve is missing from a fuel burning heating appliance. LT LT Heating system or device safety shield is damaged or missing. S S The inspection date is on or between April 1 and September 30 and a permanently installed heating source is damaged, inoperable, missing, or not installed.* *M *M

Fuel burning heating system or device exhaust vent is misaligned, blocked, disconnected, improperly connected, damaged, or missing. LT LT LT

The inspection date is on or between October 1 and March 31 and the permanently installed heating source is inoperable. M

Evidence of cockroaches. M M Extensive cockroach infestation. S M Evidence of bedbugs. M M Extensive bedbug infestation. S M Evidence of mice. M M Extensive mouse infestation. S M Evidence of rats. M M M Extensive rat infestation. S S Evidence of other pests. M M

Foundation

Garage Door

Guardrail

Handrail

HVAC

Infestation

Leak - Gas/Oil Natural gas, propane, or oil leak. LT LT LT

Blocked sewage system. S S S Leak in sewage system. S S S Cap to the cleanout or pump cover is detached or missing. M M M Cleanout cap or riser is damaged. M M M Environmental water intrusion. M M Plumbing leak. M M L Fluid is leaking from the sprinkler assembly. M M L

Lighting - Auxiliary Auxiliary lighting is damaged, missing, or fails to illuminate when tested. S S

Lighting - Exterior A permanently installed light fixture is damaged, inoperable, missing, or not secure. M A permanently installed light fixture is inoperable. M M A permanently installed light fixture is not secure. M M At least one (1) permanently installed light fixture is not present in the kitchen and bathroom.* *M *M

Litter Litter is accumulated in an undesignated area. M L

Minimum Electrical and Lighting

At least two (2) working outlets are not present within each habitable room. OR At least one (1) working outlet and one (1) permanently installed light fixture is not present within each habitable room.* *M

Presence of mold-like substance at moderate levels is observed visually. M L Presence of mold-like substance at high levels is observed visually. S M Presence of mold-like substance at extremely high levels is observed visually. LT S Elevated moisture level. M L Parking lot has any one pothole that is 4 inches deep and 1 square foot or greater. M Parking lot has ponding. M Paint in a Unit or Inside the target property is deteriorated – below the level required for lead-safe work practices by a lead-certified firm or for passing clearance. M M

Paint in a Unit or Inside the target property is deteriorated – above the level required for lead-safe work practices by a lead-certified firm and passing clearance. S S

Paint Outside on a target property is deteriorated – below the level required for lead-safe work practices by a lead-certified firm or for passing clearance. M

Paint Outside on a target property is deteriorated – above the level required for lead-safe work practices by a lead-certified firm and passing clearance. S

Road or driveway access to the property is blocked or impassable for vehicles. S Road or driveway has any one pothole that is 4 inches deep and 1 square foot or greater. M Refrigerator is inoperable such that it may be unable to safely and adequately store food. M M Refrigerator component is damaged such that it impacts functionality. M M Refrigerator is missing.* *M

Potential Lead-Based Paint Hazards - Visual

Assessment

Leak - Sewage

Leak - Water

Lighting - Interior

Mold-Like Substance

Private Roads and Driveways

Refrigerator

Parking Lot

Retaining wall is leaning away from the fill side. M Retaining wall is partially or completely collapsed. M Restricted flow of water from a roof drain, gutter, or downspout. M Gutter component is damaged, missing, or unfixed. M Roof surface has standing water. M Substrate is exposed. M Roof assembly has a hole. M Roof assembly is damaged. M

Sharp Edges A sharp edge that can result in a cut or puncture hazard is present. S S S Sidewalk, walkway, or ramp is blocked or impassable. M Sidewalk, walkway, or ramp is not functionally adequate. M Sink or sink component is damaged or missing and the sink is not functionally adequate. M L Water is directed outside of the basin. L L Sink is not draining. M M Sink is improperly installed, pulling away from the wall, leaning, or there are gaps between the sink and wall. M M

Sink component is damaged or missing and the sink is functionally adequate. L L Cannot activate or deactivate hot and cold water.* *M M Sink is missing or not installed within the primary kitchen.* *M Water runoff is unable to flow through the site drainage system. L Erosion is present. L Grate is not secure or does not cover the site drainage system’s collection point. M Smoke alarm is not installed where required.* *LT *LT Smoke alarm is obstructed. LT LT Smoke alarm does not produce an audio or visual alarm when tested. LT LT Sprinkler head assembly is encased or obstructed by an item or object that is within 18 inches of the sprinkler head. LT LT LT

Sprinkler assembly component is damaged, inoperable, or missing and it is detrimental to performance.

LT LT

Sprinkler assembly has evidence of corrosion. LT LT LT

Sprinkler assembly has evidence of foreign material that is detrimental to performance. LT LT LT Tread is missing or damaged. M M M

Stringer is damaged. M M M

Steps and Stairs Step or stair is not functionally adequate. M

Structure Structural system exhibits signs of serious failure. LT LT LT

Smoke Alarm

Retaining Wall

Roof Assembly

Stairs

Sprinkler Assembly

Sidewalk, Walkway, Ramp

Sink

Site Drainage

Only 1 toilet was installed, and it is missing. LT M A toilet is missing and at least 1 toilet is installed elsewhere that is operational. M M Only 1 toilet was installed, and it is damaged or inoperable. S M A toilet is damaged or inoperable and at least 1 toilet is installed elsewhere that is operational. M M Toilet component is damaged, inoperable, or missing such that it may limit the resident’s ability to safely discharge human waste. M M

Toilet is not secured at the base. M M Toilet component is damaged, inoperable, or missing and it does not limit the resident’s ability to discharge human waste. L L

Toilet cannot be used in private.* *M M Chute door does not open or self-close and latch. M Chute is clogged. M

Trip Hazard Trip hazard on walking surface. M M M Exhaust system does not respond to the control switch. M M Exhaust system has restricted airflow. M M Exhaust system component is damaged or missing. M M Bathroom does not have proper ventilation or dehumidification. M M Exterior wall covering has missing sections of at least 1 square foot per wall. M Exterior wall has peeling paint of 10 square feet or more. M Exterior wall component(s) is not functionally adequate. M Interior wall has a loose or detached surface covering. M M Interior wall component(s) is not functionally adequate. M M Interior wall has a hole that is greater than 2 inches in diameter or there is an accumulation of holes that are cumulatively greater than 6 inches by 6 inches. M M

Temperature pressure relief (TPR) valve has an active leak or is obstructed or relief valve discharge piping is damaged, capped, has an upward slope, or is constructed of unsuitable material. S S S

No hot water. S L The relief valve discharge piping is missing or terminates greater than 6 inches or less than 2 inches from waste receptor flood-level. M M M

Chimney or flue piping is blocked, misaligned, or missing. LT LT LT Gas shutoff valve is damaged, missing, or not installed. LT LT LT Window will not open or stay open. M L Window cannot be secured. M L Window will not close. S M Window component is damaged or missing and the window is not functionally adequate. M M

Note: This checklist is not a standards form and is not required for use. The form or its data should not be submitted to HUD, and will not be collected or maintained by HUD. No PII data should be submitted, nor will it be collected.

The housing authority or owner is responsible for compliance with the HUD NSPIRE Standards per the NSPIRE Final Rule (88 FR 30442) and accompanying Federal Register Notices (88 FR 40832, 88 FR 66882).

Water Heater

Window

Wall - Exterior

Wall - Interior

Ventilation

Trash Chute

Toilet

NSPIRE Inspection Protocol & Guidance August 2024 Version 1.0

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TABLE OF CONTENTS

1. Introduction

2. Objective

3. Contractor Personnel and HUD Inspector Roles and Responsibilities

3.1. General Guidance For Inspectors

4. Property Roles and Responsibilities

4.1. Public Housing Agency (PHA) and Multifamily Property Owner/Agent (POA)Requirements

5. Inspection Protocol (Before, During, After)

5.1. Changes to the Inspection Schedule

5.2. Before Inspection

5.3. During Inspection

5.4. After Inspection

6. ANNEXES

Annex 1. Protocol Terms and Definitions Annex 2. Acronym List Annex 3. Equipment and Resources Annex 4. NSPIRE Sample Size Chart

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1. INTRODUCTION

This inspection protocol establishes operative guidance for inspectors to perform thorough NSPIRE inspections.

This protocol does not apply to Housing Choice Voucher (HCV) NSPIRE inspections. Relevant notices include:

The NSPIRE final rule.

The NSPIRE Administrative Notice (PIH 2023-16/H 2023-07).

The NSPIRE Scoring Notice.

REAC Inspector Notice 2016-02 Part I Section D. Code of Conduct, until superseded.

2. OBJECTIVE

To provide guidance and direction to achieve:

Consistent, accurate and objective REAC inspections using the NSPIRE Standards; and Appropriate inspector and contractor conduct and behavior during the inspection.

3. CONTRACTOR PERSONNEL AND HUD INSPECTOR ROLES AND RESPONSIBILITIES

3.1. GENERAL GUIDANCE FOR INSPECTORS

Contractor personnel are governed under their contract and performance work statement. When contract and HUD Inspectors perform inspections for REAC they must:

Comply with all applicable HUD regulations, policy notices, and guidance in effect at the time of an inspection. Inspectors performing inspections for REAC or on behalf of HUD must continue to follow REAC Inspector Notice 2016-02 Part I Section D. Code of Conduct, until superseded.

Dress in business casual attire, with closed-toe shoes suitable for walking.

Maintain professional and respectful demeanor and conduct during the entire inspection process.

Identify oneself as a HUD contract inspector, HUD contractor employee, or HUD Federal inspector, whichever applies.

Always display prescribed inspection credentials.

Perform an inspection in the presence of a property representative.

o A property representative must accompany the inspector and assist in unit entry. If the property representative needs to temporarily step away from the inspection, the inspector will wait in an open public area or property office for the representative to return before resuming the inspection.

Respect resident privacy and personal property. When inspecting units, remember that a resident has agreed to give access to their home.

o Do not attempt to open an exterior or interior closed door subject to inspection. The property representative is responsible for providing access to inspectable areas.

o Defer questions from residents regarding the property to the property representative accompanying the inspector.

o Do not collect nor record personally identifiable information (PII) or depictions of anyone present during the inspection in photographs or the NSPIRE application (hereafter referred to as “NSPIRE app”).

Comply with reasonable requests (e.g., wearing coverings over your shoes if available) from residents and property representatives during the inspection.

Defer questions from third parties about the inspection or the results to the property owner or representative.

Refrain from engaging in behavior that may be considered harassment, including making comments about an individual’s race, skin color, sex (including gender identity and sexual orientation), religion, 4 | P a g e national origin, familial status, or disability. Comments applicable to the inspection, such as addressing accessibility features for persons with disabilities are exempt.

Refrain from expressing opinions or comments about the nature or condition of the property or residents.

If the inspector experiences issues during the inspection related to prohibited activities either impacting the safety of the inspector or violating NSPIRE regulations (e.g., unallowable repairs or disputing deficiencies during the inspection), they may halt the inspection and record it as unsuccessful.

Provide additional information to REAC, if requested, about the inspection results or experience. For example, provide specific comments and details related to unusual or anomalous circumstances that impacted the inspection process or experience.

Inspections are to be performed during normal business hours but shall not start before 8:00 a.m.

and must end by 6:00 p.m. local time.

Inspectors must refrain from entering resident units before 9:00 a.m. and must complete unit inspections by 5:00 p.m.

The inspector must contact the Technical Assistance Center (TAC) with questions, concerns, and to request a reference number as noted throughout this guide. The TAC can be contacted at 1-888-245-4860 or REAC_TAC@hud.gov. All reference numbers shall be recorded in the “Property Comments” field with a brief explanation of the issue.

4. PROPERTY ROLES AND RESPONSIBILITIES

4.1. PUBLIC HOUSING AGENCY (PHA) AND MULTIFAMILY PROPERTY OWNER/AGENT

(POA)REQUIREMENTS

The requirements for PHAs and POAs are in the NSPIRE final rule described in the NSPIRE Administrative Notice.

The PHAs and POAs will:

Provide required documentation not uploaded to the NSPIRE system prior to the inspection (e.g., certificates, lead-based paint (LBP) evaluations).

Provide inspector adequate assistance during the inspection.

o Escort and assist the inspector during the inspection. Announce the purpose of the visit when entering units and honor reasonable requests from residents, as they must consent to entry.

o Provide access to all inspectable areas and items, including opening all inspectable area doors for the inspector during the inspection process.

o Ensure appliances that will be inspected are plugged in. Property representatives shall also turn on and off all stoves and ovens in the presence of the inspector. If the pilot light is out on a gas oven, the property representative may attempt to re-light it.

o Address resident questions and concerns.

o Move or ask resident to move items to facilitate access to inspectable areas when they can reasonably be moved.

Acknowledge receipt of the 24-hour Health & Safety (H&S) report by e-signing in the NSPIRE app at the end of each inspection day and at the conclusion of the inspection.

The PHA and POAs should not:

Interfere with or delay the inspection.

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Block or inhibit access to inspectable areas.

Send personnel ahead of the inspector during the inspection with the purpose of repairing deficiencies during the inspection unless action is allowed under section 5.3 Allowable Actions During Inspection of this document.

o It is allowable to correct deficiencies already noted in the inspection, since this would be required anyway.

Dispute deficiencies or validity of observed defects with an inspector during the inspection.

o Inspection deficiencies shall be disputed through the technical review process with HUD after the inspection is completed.

Ask for the inspector’s advice on how to correct deficiencies.

Ask for the inspector’s advice on how to improve their score or avoid future deficiency citations.

5. INSPECTION PROTOCOL (BEFORE, DURING, AFTER)

5.1. CHANGES TO THE INSPECTION SCHEDULE

Changes are defined as a variation to start date, start time, anticipated duration of inspection, agreed meeting location, assigned inspector or other staff assigned.

Inspectors must inform the TAC and obtain a reference number to report a late start.

Cancelled Day of Inspection: An inspection cancelled the day it is scheduled to occur only applies if the inspector is unable to arrive onsite to perform the inspection.

If the inspector must cancel an inspection the day it was scheduled to be performed, the inspector must immediately notify the property representative and the TAC to secure a reference number for the subject cancellation. Reasons include inspector illness/emergency, severe weather, and other hazards that endanger the safety of the participants.

Severe weather: A severe weather warning includes, but is not limited to, hurricanes, tornadoes, thunderstorms, hail, snowstorm, or any other adverse weather condition that would likely endanger the safety of the participants.

Unsuccessful Inspection: An unsuccessful inspection occurs when the inspector arrives on site at the scheduled date and time but cannot proceed with the inspection at any point for any reason.

If the inspection is unsuccessful, the inspector must contact TAC and obtain a reference number.

5.2. BEFORE INSPECTION

CONFIRM THE INSPECTION WITH THE PROPERTY

The inspector should contact the property representative at least three (3) business days prior to an inspection via email to confirm inspection.

The inspection confirmation email must contain, at a minimum, the following information:

o Date, time, and meeting location.

o Reminder to provide notification of inspection to residents.

o Request the following documents be uploaded to the NSPIRE system and/or made available on inspection day:

o Rent roll (with the number of buildings and units both vacant and occupied, and whether they are HUD-Assisted).

o Site map.

o Lead-Based Paint (LBP) report and LBP Disclosure Forms, or evidence of exemption, if applicable.

o Certificates (e.g., Elevator, Boilers, Sprinkler Systems, Fire Alarms).

o A copy of Resident Notification Letter.

6 | P a g e o The original construction date of the property reported to the NSPIRE System. If there are multiple dates for separate buildings/sections, provide the earliest date of construction.

o Carbon Monoxide (CO) sources and locations, if applicable (e.g., fuel-burning appliance, attached garage).

o Scattered site location details, if applicable.

The inspector should follow up the email with a phone call to confirm receipt if no reply is received from the

POA.

SYNC/UPDATE NSPIRE APP

Prior to an inspection, ensure the NSPIRE app is updated to the latest version available. Complete a ‘Full Sync' to retrieve new inspections and new data from Salesforce.

PREPARATION – DAY OF INSPECTION

Before arriving to every inspection site, the inspector must:

o Open the NSPIRE Inspection app and perform a Full Sync. This is critical to ensure the assigned inspection sample and all updated property profiles are stored on the device. Ensure the unit sample is available on the device.

o Check the number of assisted units and resulting sample against Annex 4- NSPIRE Sample Size Chart.

o Refer to Annex 3 - Equipment and Resources to ensure availability of all required tools and equipment (e.g., ambient temperature thermometer, electrical outlet tester, flashlight, tape measure or ruler) to perform the inspection.

Inspectors must be prepared to display a photo identification (ID) card throughout the entire inspection (the photo ID must include the organization the inspector works for and be authorized by HUD).

The inspector must confirm that their data collection device is in proper working order and has adequate storage space and battery level.

The inspector shall immediately notify the property representative if they are running late for the inspection.

If the inspector is late by one hour or more, the inspector must immediately notify the property representative and call the TAC to obtain a reference number.

RELEASING SAMPLE INFORMATION TO THE PROPERTY

The inspector must not share sample building or unit numbers with property representatives before the actual inspection of the building or unit. An exception to this policy may be made for properties which are not master keyed. In such cases, the property representative may be provided a partial list of sample units as the inspection progresses for the purposes of pulling keys only.

SAMPLING GUIDANCE FOR HUD’S FINANCIAL INTERESTS

Inspector shall contact TAC, verify HUD’s financial interest, and record the TAC reference number and HUD’s financial interest in the property in the “Property Comments” field of the NSPIRE app. The inspection shall not include the non-HUD assisted units in the total unit count used for the sample.

• For insured properties, all units are included in the total unit count.

o HUD-Held/HUD-Insured Loan o Interest Reduction Plan (IRP) o 202 Direct Loan/Capital Advance, Elderly Housing o 811 Direct Loan/Capital Advance, Disability Housing

• For uninsured properties, only HUD-Assisted or ACC units are included in the total unit count.

7 | P a g e o Section 8, Non-Insured Properties o Section 9, Public Housing

If there is a discrepancy in the property profile based on HUD’s confirmed financial interest, report to TAC, request a reference number, record the number in the “Property Comments” field, and follow TAC guidance.

5.3. DURING INSPECTION

CONFIRM PARTICIPANT INFORMATION

The inspector shall confirm an escort is available and enter contact information in the NSPIRE app.

CONFIRM THE RESIDENTS HAVE BEEN NOTIFIED

The inspector shall request to see the notification provided to residents regarding the scheduled inspection. If residents have not been notified, the inspector must immediately call the TAC and report the inspection as unsuccessful in the NSPIRE app.

REQUEST A RENT ROLL OR ALL-INCLUSIVE LIST

The rent roll must:

List all buildings and units with a unique address and assigned identifier.

Include non-revenue units (e.g., employee units).

Clearly identify each unit as either OCCUPIED or VACANT.

Specify which units are subsidized.

If the PHA/POA does not provide a rent roll and/or all-inclusive list, the inspector will refer to the property profile in the NSPIRE app and confirm property details with the PHA/POA. Create a list of all assisted buildings and units based on the bullets above.

IDENTIFY SAMPLE UNITS IN THE INSPECTION DOWNLOAD

Although the NSPIRE app displays the sample, it is the inspector’s responsibility to carefully follow the NSPIRE protocol to ensure that the correct number of sample units are inspected. The inspector is responsible for confirming the correct alternate and sample units are utilized. Failure to verify this information may result in inaccurate samples that may invalidate the entire inspection.

Public Housing o The sample download will include unit door numbers within each sample building.

o Verify that sample unit and alternate unit door numbers correspond with door numbers in the rent roll.

o If unable to identify the correct unit(s), the inspector must call TAC for guidance.

Refer to the Selecting Alternate Units section below whenever a sample unit is considered uninspectable.

Multifamily Housing o The inspector will sequentially number all the assisted units in the rent roll starting with the lowest unit number for each building.

o The inspector will compare the sample unit number from the download to the rent roll to determine the unit door number for each sample and alternate unit.

o The inspector will update the sample and alternate unit door numbers in the NSPIRE app to match the unit door numbers from the rent roll.

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If the inspector cannot reconcile the sample downloaded with the rent roll information provided or confirm the sample size is accurate, the inspector must call TAC for guidance.

The inspector must make every effort to inspect the required number of sample units based on the NSPIRE Sample Size Chart. Refer to Annex 4 - NSPIRE Sample Size Chart.

Note: The Sample Size Chart is contained in the final NSPIRE Scoring Notice and may be subject to change.

CERTIFICATE AND OTHER VERIFICATIONS

As described in the NSPIRE Administrative Notice, Section 7, PHAs and POAs will upload certificates or reports and provide additional information in the NSPIRE system in advance of the inspection. Certificates may be issued by a city or state government agency, insurance company, or any other entity that has jurisdiction and/or authority to issue such a certification. Certificates are considered valid if dated within one year of the inspection.

As of the date of this protocol, the system functionality for PHAs/POAs to upload documents is not yet available. Until this is available, the inspector must follow the below procedures to record the required documents or certificates.

The inspector must record:

o “NO” if the certificate is expired or not present.

o “YES” and take a photo if the certificate is present and valid.

The inspector will only take a picture of the top portion of the LBP Inspection Report cover page or Executive Summary with the inspection type, property name and date.

The inspector will take a picture of the LBP disclosure form header or any portion of the document that does not capture any PII information.

o “N/A” if the system is not part of the built environment.

OFFSITE MONITORED SYSTEMS

If the property has systems that are monitored by a third party (e.g., call-for-aid or smoke detector), the inspector will not test the system. The inspector will only visually evaluate the physical components for defects.

EQUIPMENT ABANDONED OR REMOVED FROM SERVICE

Abandoned or removed from service (not positioned for use) equipment (e.g., elevators, boilers, trash chutes, call-for-aid) will be evaluated only for deficiencies such as exposed conductors, sharp edges, tripping hazards, or fuel leaks.

PROPERTY BRIEFING ON ROLES AND RESPONSIBILITIES

Inspectors shall brief the property representative on roles and responsibilities during the inspection.

CONSULTANT PRESENCE ON THE PROPERTY

Consultants working at the site for the PHA or POA on inspection day may not interfere (e.g., dispute observed deficiencies, provide information on behalf of the property, or create distractions) with the REAC inspection and are expected to adhere to the prohibitions above for the PHA, POA, or property representative. If consultants interfere with the inspection, the inspector may halt the inspection, and record it as unsuccessful in the NSPIRE app. For more information, see the NSPIRE Administrative Notice, Section 8.

MEDIA PRESENCE ON THE PROPERTY

Any media inquiries made on-site must be referred to the HUD Office Public Affairs (OPA) at (202) 708-0980.

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BUILDING INFORMATION

The inspector will update the building name and roof access indicator in the NSPIRE app as the inspection proceeds.

Prior to inspecting the Inside area and Units of a building, the inspector must determine the sources and locations of any fuel-fired appliances or attached garages that require CO device inspection.

If the inspector is not able to access an Inside inspectable area due to a locked door, the inspector shall report to the TAC, obtain a reference number, and input a comment in the NSPIRE app.

UNITS-GENERAL

A non-revenue unit (e.g., units housing the property site manager or maintenance supervisor) identified as a sample unit is subject to inspection.

Converted units (e.g., unit converted to office, activity center) are subject to the Inside inspectable area standards only.

Upon arriving at each unit in the sample, the inspector will verify the unit identifier (e.g., name or door number). The inspector will make any necessary changes to the unit information and record any disconnected utilities in the NSPIRE app.

Sample unit selection:

o If a sample unit has been converted to a non-dwelling space, it must be marked as “Uninspectable/Permanently Offline” in the NSPIRE app, and an alternate must be selected.

o If a sample unit has an area that is not accessible during the inspection (e.g., locked bedroom), the inspector will select an alternate unit.

VACANT UNITS

Public Housing Vacant units shall not be inspected. The inspector must visually verify the sampled unit is vacant before selecting an alternate.

Multifamily Housing o Vacancy rate = (Total HUD-Assisted Vacant Units) / (Total HUD-Assisted Units) * 100 o Vacant units that are included in the random sample will be inspected only at properties with

15% or more total vacant units. This policy applies only to MF properties.

o The inspector must confirm with the property representative the number of vacant units and determine if the 15% threshold is met.

The inspector must visually verify the sampled unit is vacant before selecting an alternate.

The inspector must replace any vacant units included in the sample with alternates for properties with less than 15% vacancy.

If 15% or more of the total units are vacant, any of the vacant units listed in the sample must be inspected.

PERMANENTLY OFFLINE BUILDINGS AND UNITS

Permanently offline buildings or units for MF or PH properties are not inspected. If permanently offline buildings/units are included in the sample, report discrepancy to TAC and follow provided guidance to correct sample.

TEMPORARILY OFFLINE UNITS

Temporarily offline units are considered vacant units. Refer to Vacant Units section.

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RENOVATION AND MODERNIZATION WORK IN PROGRESS (MF & PH)

NSPIRE inspections typically occur either before or after a property undergoes extensive rehabilitation and should not be scheduled and conducted for properties that have extensive on-going modernization/rehabilitation activities currently in progress.

If occupied sample buildings or units are undergoing renovation work, the inspector records the physical condition of the property as it exists at the time it is inspected.

If the unit is vacant, refer to the Vacant Units section above.

SELECTING ALTERNATE UNITS

To maintain a statistically valid sample, inspectors must inspect an alternate unit whenever a sample unit has been determined to be uninspectable.

The inspector must follow these basic guidelines to select an alternate unit:

o Select the first available alternate unit in the same building. If there are no available alternates:

o Select the first available alternate in the next closest sample building until there are no remaining available alternate units within a sample building.

o If all alternates from sample buildings have been exhausted, select a random alternate unit from an alternate building. All areas associated with that alternate building must now be inspected (i.e. Inside and Outside).

If all available sample and alternate units have been inspected but the sample has not been met, the inspector shall call the TAC for guidance and record “Sample Not Met” in the “Property Comments” field.

NON-DWELLING BUILDINGS

As of the date of this issued protocol, inspectors will not inspect non-dwelling buildings (e.g., maintenance shop, non-resident storage, mechanical area).

COMMERCIALLY LEASED SPACE

Commercially leased space is defined as an area of a building or separate building that is being rented to a specific third-party business or organization (not being used as a residential unit). Commercially leased space is not considered “housing” under the NSPIRE final rule and shall not be inspected.

ELEVATOR ROOMS

Inspectors will not inspect elevator rooms during the inspection.

If the inspector must enter the elevator room to access another inspectable area, the property escort must be qualified/authorized to enter the elevator room.

DISCONNECTED UTILITIES

For sample units with disconnected utilities, the inspector is still required to evaluate all inspectable items and record comments on each observed defect noting where the disconnected utility may have caused the defect.

ALLOWABLE ACTIONS DURING INSPECTION IN THE PRESENCE OF THE INSPECTOR

While HUD generally prohibits PHAs and POAs from performing corrections during the inspection, some corrections are allowed. They include:

Replacing a missing, damaged, or burned-out lightbulb to test a light fixture.

Reattaching/plugging in electric stove elements or appliances.

Removing child safety protectors (e.g., outlet covers, cabinet/door locks, or oven knob protectors).

Plugging in bathroom exhaust vent fan.

Lighting pilot light of a gas stove.

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PROVISIONS FOR SPECIAL HOUSING OR HEALTHCARE FACILITIES

Guidance is forthcoming.

INSPECTABLE AREAS / EXCEPTIONS

The NSPIRE final rule defines three inspectable areas subject to the NSPIRE Standards.

UNITS: A unit (or “dwelling unit”) of HUD housing refers to the interior components of an individual unit.

Examples of components included in the interior of a unit may include the balcony, bathroom, call-for-aid (if applicable), carbon monoxide devices, ceiling, doors, electrical systems, enclosed patio, floors, HVAC (where individual units are provided), kitchen, lighting, outlets, smoke detectors, stairs, switches, walls, water heater, and windows.

INSIDE: Inside of HUD housing (or “inside areas”) refers to the common areas and building systems that can be generally found within the building interior and are not inside a unit.

Examples of “inside” common areas may include basements, interior or attached garages, enclosed carports, restrooms, closets, utility rooms, mechanical rooms, community rooms, day care rooms, halls, corridors, stairs, shared kitchens, laundry rooms, offices, enclosed porches, enclosed patios, enclosed balconies, and trash collection areas.

Examples of building systems include those components such as pipes that provide domestic water, electricity, elevators, emergency power, fire protection, HVAC, and sanitary services.

OUTSIDE: Outside of HUD housing (or “outside areas”) refers to the building site, building exterior components, and any building systems located outside of the building or unit.

The inspector should only assess inspectable items visually observable while navigating between sample buildings and units.

Examples of “outside” components may include fencing, retaining walls, grounds, lighting, mailboxes, project signs, parking lots, detached garage or carport, driveways, play areas and equipment, refuse disposal, roads, storm drainage, non-dwelling buildings, and walkways. Components found on the exterior of the building are also considered outside areas, and examples may include doors, attached porches, attached patios, balconies, car ports, fire escapes, foundations, lighting, roofs, walls, and windows.

EXCEPTIONS:

o Detached garages will not be inspected for all building types.

o Do not assess inspectable items on buildings that are not in the sample.

RECORDING DEFICIENCIES

Only the inspector of record can conduct the NSPIRE inspection.

Inspectors are required to record and call out all observed deficiencies to the property representative during the inspection.

The inspector is required to evaluate and physically test all inspectable items using the NSPIRE standards.

If an inspectable item is inaccessible, the inspector will only record observable deficiencies associated with that item.

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If the inspector observes multiple, but different defects on the same inspectable item, the inspector must record each defect separately (i.e., unique defects on the same door such as missing hardware and missing seal would be recorded as separate deficiencies).

Multiple counts of the same deficiency on an inspectable item shall be recorded once, and the number of observations shall be noted in the comments (e.g., 5 holes in the same door is recorded as one deficiency with comments noting “5 holes”). A single representative photo of all defects can be taken.

Every deficiency recorded requires an image (or picture), comment, and room (or location).

o Image Pictures must clearly depict and substantiate the recorded deficiency, specifically the…