BOM_Attachment_8_SOP_Housing_Inspections_Amendment_0002.pdf

Attachment #8

USAG Wiesbaden DPW, Housing Division

Wiesbaden

Housing Inspectors

Standard Operation Procedures

02 April 2018

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-termination 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 Special Assistant Visits 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.

5. The day prior of the scheduled inspection, the housing employee will set up the customer folder with the required paperwork. The inspection folder always contain the

AE Suppl. 1-AR 420-1, Inventory and condition report, of the dwelling unit and a copy of the Hand Receipt for government owned equipment and/or furnishings contained in the quarters. Additionally several information documents and check lists are included (see exhibits).

6. Contractor representative will pick up inspection schedule, keys if applicable and files the day prior to inspection NLT 03:30pm. Same time the inspection documents and keys, if applicable, from the current day will be returned to the housing office. Inspections scheduled after 15:00PM can be returned the following day prior NLT 08:00am.

7. PROCEDURES:

a. Assignment Inspections

a) The inspector shall be five minutes prior to inspection be at the quart ers.

Inspector will meet the new occupant in front of the quarters on the scheduled appointment time. The inspector will show the new occupant the trash island and check that the key is available and fits. On the way in the building the mailbox and door bell will be shown and the keys to the mailbox tried to fit. The building entrance door key will be checked to fit.

First go to the basement storage room which belongs to the apartment.

Inspected, jointly with the new resident, and assured that the keys fit.

b) All keys on the key ring will be tried out jointly with the new occupant.

Keys that don't fit shall be returned to the housing office.

c) Inside the apartment the inspector will show the new occupant the rooms and annotated the condition of each room on the condition report, in the verbiage described on the form. Anything not covered on the form should be added into the remarks column.

d) The inspector will have the latest government furniture and appliance inventory listing with them, so proper inventory and condition can be made jointly with the new occupant and the new occupant can sign for these items. The condition and amount of the furniture must be annotated on the hand receipt.

e) The inspector will ensure the kitchen stove, refrigerator, dishwasher, washer and dryer are operational. Data on the attached stickers, like MLFB, NSN etc. have to be entered on the government furniture and appliances inventory.

f) The quarter’s check list will be followed, every point explained and signed by the occupant and inspector.

g) At Newman Village inspector will also test the functionality of the lawn mower and extension cable.

h) Information documents such as, how to get the phone hooked-up, automatic sprinkler systems, how to change light bulbs, solid waste/ recycling, German zip codes, important phone numbers, report damages done by contractor during delivery/pick up of furniture and most important how to prevent mold and mildew in the quarters should be shown and explained to the new occupant.

i) The inspector will stress the importance of the self-help program and encourage minor upkeep that the soldier can perform. In order to receive repair items it is mandatory to attend the weekly orientation class at self-help.

j) The occupant has 14 days to file the Resident’s Supplementary condition report to the Facilities Branch. The SM can note any minor scratches or discrepancies not annotated on the assignment inventory and condition report (AE Form 3281).

b. Pre-Termination Inspections

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

b) The inspector compares existing conditions with those noted during the assignment inspection and informs 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 apartment/house is completely empty.

d) Inspector fills out a pre-inspection task list which shows the resident the required tasks.

e) Inspector informs the resident of the minimum or maximum cleaning process, as required by AR 420-1, and local cleaning procedures.

f) The inspector is responsible to provide assistance to the resident by identifying their self-help items signed out (by the resident) for required turn-in. They inform the occupant to get the signature of the Building Coordinator and Self-help Store on the request form.

g) The inspector assures the completion of all forms (to include pre-termination task list), insures that all signatures are obtained from the resident and provides copies to the resident of all documents on which their signature has been affixed.

h) The resident will be given a copy of the Quarters Clearance Handbook at the start of the pre-inspection. The resident is required to sign a receipt stating that they were given a copy of the handout and that it was reviewed at the pre-termination inspection with the inspector.

c. Termination Inspections

a) Conduct a final inspection IAW 420-1. Insure all resident tasks and standards have been met.

b) Inspector will enter the apartment to determine if the resident is ready for the final or not. If there are only a few things left to get ready the inspector should wait up to 20 minutes.

c) Inspector verifies that all keys fit and the quantity matches with the quantity the occupant signed for.

d) Insure storage areas and apartment are totally empty.

e) The inspector will ensure the kitchen stove, refrigerator, dishwasher, washer and dryer are operational. Data on the attached red stickers, like MLFB, NSN etc. have to be entered on the government furniture and appliances inventory.

f) Verify quantities on hand receipt for government owned equipment and/or furnishings contained in the quarters. Check the condition and add the quantity and condition on the FMO hand receipt. The hand receipt should be signed by the inspector and not by the departing customer.

g) Inspector has to check the extension cord and lawn mower for functionality. If they are broken the resident needs to be charged.

h) Inspector has to assure that all garden tools, lawn mower and garden hose are in the storage room behind the garage.

i) Verify that self-help and the building coordinator signed the required document. If there is a signature missing the inspector should annotate this on the AFH Quarters worksheet. The document will be handed to the customer with the advice that the signature is needed prior to clearance.

j) Damages for other than fair wear and tear and/or missing pieces will be annotated on USAREUR REG 420-1 (Inventory and condition report).

Notification of termination of government quarters will be filled out and signed by housing inspector.

k) Charges are based on a price list provided by the Facilities Branch.

l) Provide copies to the customer.

There are two types of termination inspections.

(1) T/CL – Termination Inspections where the cleaning is performed by a government paid contractor. Minimal cleaning standards apply as the resident was counseled at the pre-inspection.

(2) T/OC - Termination Inspections were 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.

e. No-Shows, Missed Inspections. When the inspector reports to the address at the scheduled time, and the resident is not present, all attempts to reach the resident will be made. The inspector should call the customer if a number is available. If there is no phone number available a call shall be placed back to the Housing Facilities Office. The inspector should wait a minimum of fifteen minutes for the resident. The resident is responsible to re-schedule the appointment with the housing office. The inspector is not authorized to offer a new appointment nor informing the residents about open appointments.

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

B. WERKHEISER-ENGEL

Chief, Facilities Branch