BOM Attachment 9 Standard Operation Procedure Inspection Oct2024.pdf

Attachment #8

USAG Wiesbaden DPW, Housing Division

Wiesbaden

Housing Inspectors

Standard Operation Procedures (SOP)

31 October 2024

INSPECTION PROCEDURES FOR ON POST GOVERNMENT OWNED ARMY

FAMILY HOUSING (AFH)

1. PURPOSE: To establish Standard Operation Procedures (SOP) for managing and monitoring the performance of assignment inspections, pre-inspections, termination inspections and vacant quarters Inspections of Army Family Housing.

2. RESPONSIBILITIES: Operating officials and supervisors (to include both US Government employees as well as contractor personnel) are to ensure that this SOP is stringently adhered too.

3. REFERENCE:

a) Army Regulation 420-1, Housing Facilities Management, dated 24 Aug 12.

b) Department of the Army Pamphlet 420-1-1, Housing Management, 2 Apr 09.

4. Assignment inspections, pre-inspections, termination inspections and vacant quarters inspections will be scheduled via eMH (the Housing Operations Management Execution System data base) by the Housing Office personnel. The inspection will be scheduled at the convenience of the customer during normal duty hours, which are between 07:30AM and 4:30PM. The last inspection is not to exceed 4:30PM. The contractor should be able to provide three inspectors during these duty hours.

5. The day prior of the scheduled inspection, the Housing Office personnel will set up the customer folder with the required paperwork. The inspection folder must contain the AE SUP 1 AR 420-1, the Resident’s Supplementary Condition Report, a copy of the hand receipt for government owned equipment and/or furnishings contained in the quarters as well as the inspection checklist generated from eMH. The customer folder will include several other information documents and checklists.

6. Contractor representatives will pick up the inspection schedule, keys/key fobs/key tags – depending on the type of inspection – and files the day prior NLT 03:30PM. The inspection documents and keys/key fobs/key tags – depending on the type of inspection – from the current day will be returned to the Housing Office simultaneously. Inspections scheduled after 3:00PM can be returned the following day NLT 03:30PM.

7. The contractor will provide duty mobile phones to their inspectors. The inspectors will be able to call the Housing Office, take pictures and email them to the Housing Office as necessary. Duty mobile phones will also be used to call customers if one of the parties is late for the inspection.

8. PROCEDURES:

a. Assignment Inspections

a) The inspector shall be at the quarters ten(10) minutes prior to inspection.

The inspector will meet the new occupant in front of the quarters at the scheduled appointment time.

b) All keys/key fobs will be tried out jointly with the new occupant. Keys that don't fit shall be returned to the Housing Office. In the event that keys are missing, the inspector will inform the Housing Office immediately.

Keys/key fobs include – depending on the type and neighborhood – but are not limited to: Water key, mailbox keys, trash keys, building/apartment/entrance/master keys, storage room keys.

c) For stairwell only: Should the basement storage room be secured with a padlock provided by the Housing Office, the padlock will be removed, and the resident will be informed that they must secure their basement storage room with a padlock that they purchase themselves. Padlocks provided by the Housing Office will be returned to the Housing Office.

d) The name label for the mailbox and the doorbell – if applicable – will be put in place.

e) The inspector will walk the new occupant through the dwelling unit and everything that belongs to it. The condition of each room will be annotated on the inspection checklist generated from eMH. Anything not covered on the form will be added into the remarks column.

f) The latest hand receipt for government owned equipment and/or furnishings will be used to verify against the barcode labels on the government owned equipment and/or furnishings. Any discrepancies must be reported to the Housing Office. The inventory check will be made jointly with the new occupant, who is also required to sign for these items. The condition and amount of the furniture must be annotated on the hand receipt.

g) The inspector will ensure that all appliances and devices are operational:

kitchen stove, refrigerator, dishwasher, washer, dryer, lawn mower including extension cable, and garage remote control. Additionally, the functionality of the stove reset button will be explained to the new occupant.

h) The inspector must assure that all garden tools, lawn mower and garden hose are in the storage room behind the garage (Newman Village) or the garden shed (Aukamm).

i) Documents that require signatures, such as the inspection checklist generated from eMH, must be signed by the new occupant and the inspector (if applicable). The new occupant will keep their copy, the Housing Office will receive another copy of the signed document. The inspection folder, provided by the Housing Office, will include two copies of documents that require the new occupant’s signature.

j) For all dwelling unit with a yard, the inspector will notify the resident that residents are required to maintain their yard themselves and that the yard must be in a good condition upon termination.

k) Information documents provided by the Housing Office, such as ‘How to prevent mold and mildew in the quarters’ will be explained in detail to the new occupant.

l) The inspector will stress the importance of the Self-Help (S.H.I.P. Store) program and encourage minor upkeep that the soldier can perform to maintain their dwelling unit.

m) The occupant will have 14 days to file the Resident’s Supplementary Condition Report to the Housing Office. The occupant can note any minor scratches or discrepancies not annotated on the inspection checklist generated from eMH.

b. Pre-Inspections

a) The inspector will identify required maintenance as well as assist and provide guidance to the departing residents during their out-processing.

b) The inspector will compare existing conditions with those annotated during the assignment inspection and inform the resident that deficiencies caused by them will result in charges.

c) The inspector will estimate the charges during the pre-inspection and inform the resident that these charges are not final because this will be done during the final termination when the dwelling unit is completely empty.

d) The inspector will inform the resident of the cleaning standards, as required by AR 420-1, and local Garrison policies that may affect the housing clearing process.

e) The inspector will inform the resident to obtain a signature from their Building Coordinator (only for stairwell residents) as well as the S.H.I.P.

Store in order to clear housing.

f) The inspector will assure the completion of all forms (to include the inspection checklist generated from eMH), ensures that all signatures are obtained from the resident and provides copies to the resident of all documents on which their signature has been affixed.

c. Termination Inspections

a) The inspector will conduct a final inspection in accordance with the AR

420-1 and will ensure all resident tasks as well as cleaning standards have been met.

b) The inspector will verify that all keys/key fobs fit and work, and the quantity matches with the quantity the occupant signed for.

c) The inspector will ensure that the dwelling unit as well as everything belonging to the dwelling unit, such as storage rooms, sheds, etc.) are entirely empty apart from government owned equipment, tools and/or furnishings.

d) The latest hand receipt for government owned equipment and/or furnishings will be used to verify against the barcode labels on the government owned equipment and/or furnishings. Any discrepancies must be reported to the Housing Office. The inventory check will be made jointly with the departing occupant, who is also required to sign for these items. The condition and amount of the furniture must be annotated on the hand receipt.

e) The inspector will ensure that all appliances and devices are operational: kitchen stove, refrigerator, dishwasher, washer, dryer, lawn mower including extension cable, and garage remote control.

f) The inspector must ensure that all garden tools, lawn mower and garden hose are in the storage room behind the garage (Newman Village) or the garden shed (Aukamm).

g) Documents that require signatures, such as the inspection check list generated from eMH, must be signed by the departing occupant and the inspector (if applicable). The departing occupant will keep their copy, the Housing Office will receive another copy of the signed document. The inspection folder, provided by the Housing Office, will include two copies of documents that require the occupant’s signature.

h) The inspector will verify the S.H.I.P. Store and the Building Coordinator (only for stairwell residents) signed the corresponding clearing document.

i) Damages for other than fair wear and tear will be annotated on the inspection checklist generated from eMH. Notification of termination of government quarters will be filled out and signed by Housing inspector.

j) Resident charges are based on a price list provided by the BOM COR.

k) Inspectors will ensure to keep documentation to include time, date, address and signature on all keys they have returned back to the Housing Office NLT 03:30PM the day following the inspection.

l) If the inspector is unsure whether an occupant should be charged for certain damages, the inspector will get clarification form the Housing Office.

m) Termination inspections will not be failed without immediately getting in contact with the Housing Office to get confirmation.

There are two types of termination inspections.

(1) T/CL – Cleaning is performed by a government paid contractor.

Minimal cleaning standards apply as the resident was counseled at the pre-inspection.

(2) T/OC – Residents have to perform the cleaning. Maximum cleaning standards apply for the residents as the resident was counseled at the pre-inspection. The condition of the quarters should allow availability for immediate occupancy by the new resident.

d. No-Shows, Missed Inspections. The contractor will provide duty mobile phones to their inspectors. In the event of the resident not being present for the scheduled appointment, the inspector will make all attempts to reach the resident. The inspector should wait a minimum of 15 minutes for the resident. In the event of the inspector being late for an inspection or unable to conduct the inspection at all, the Housing Office must be informed immediately.

e. Vacant Unit Inspections

Vacant unit inspections include, but are not limited to:

General Safety

a. Check to verify that all exterior doors and windows open/close/lock properly to include shutters.

b. Verify that all handrails and guardrails on interior/exterior stairs and stairwells are properly secured.

c. Verify smoke detectors/carbon monoxide detectors are in working condition.

d. Ensure that units are free from identifiable electrical hazards (tripped breakers that won’t reset, scorch marks on outlets, etc.)

e. Verify exterior and interior lighting are operational.

Mold

a. Verify unit is free of visible mold, water damages/stains, and persistent dampness/moisture on all surfaces and surface coverings.

b. Verify unit is free of any visible signs of leaks from plumbing fixtures or appliances.

c. Verify there is no strong musty odors associated with mold.

d. Verify unit is free from any exterior water intrusion.

Pests

a. Verify unit is free of bug infestations and rodents.

Water

a. Verify tap water is free of visual discoloration or any oily consistencies.

b. Verify tap water is free of any odors.

c. Verify the water pressure in the unit to ensure adequacy.

d. Verify hot water is within tolerable temperature (43 - 48 Celsius) Appliances

a. Check appliances to verify working conditions (refrigerator, oven, stovetop, rangehood fans & lights, washer, dryer, dishwasher, etc.)

Flooring

a. Verify all floors are free from chipping, holes, or other damages for vinyl, tile, wood/laminate flooring.

Cleaning

a. Verify that the unit still meets the minimum cleaning standards after

BOM has been completed.

The Housing Office will provide an inspection checklist generated in eMH for the inspector to use at vacant unit checks.

9. This SOP is effective until superseded by a later version. Changes to this SOP will be made in writing by the undersigned or equivalent as required.

Chief, Housing Division Department Of Public Works USAG Wiesbaden