What Documents Are Required on REAC Inspection
The initial part of the REAC inspection is a review of documentation with the REAC Inspector. All of this documentation, with the exception of the generator run-up records, does not impact your overall score, and is recorded mostly as a survey and direction for the REAC Inspector. It is a great way to start your day to ensure that you have all of this documentation neatly organized and ready for the REAC Inspector.
Systems and Safety Certificates
A good portion of the required documentation consists of information about the property’s systems and safety documentation, this will include copies of recent inspection certificates, including:
- Fire alarm inspection reports from within the last 12 months
- Sprinkler inspection reports within the last 12 months
- For back-up generators, you should provide a maintenance/test log dating back 12 months without any dates missing
- Boiler Inspection Certificates
- Elevator inspection Certificates
- Copy of Inspection Report for Call For Aide System if it is monitored by a third party
Information About Your Property
After the review of your recent inspection and certificate documentation, there are a number of items about your property that the inspector will need to review. Some of these items can be maintained from one inspection to the next, as the information typically does not change, such as the construction date, unit numbers, site map, and square footage measurements.
– Site square footage measurements of the parking lots/driveways/roads and the walkways/steps. This should be an inclusive figure, do not subdivide by building or other breakdown. The inspector will be looking to include a single figure for each the roadways and walkways. If you do not have an exact figure, an educated guess is considered adequate.
– If the property was built prior to 1979 – the inspector will need to review 5 tenant files at random and look for a lead paint disclosure form that every tenant had to sign when they signed their lease (please open the files to that one document). You will also need to provide a lead base paint inspection report for the property as a whole.
– You will need to provide a list of the buildings and units and a site map. The inspector may refer to this as a “rent roll”, this may be a good report to list the buildings and units, but if your rent roll is in alphabetical order or if it is uses a confusing series of codes of the building addresses, you should use another report or create a simple breakdown of physical addresses with a clear indication of the unit addresses within the buildings and unit numbers within the building.
– Indicate on the rent roll with either a highlight, checkmark, or other indication any unit that is:
- Off-line (Separate documentation confirming the unit has been approved as off-line will need to be provided)
- Currently under eviction or any unit that you have been advised to not have contact with as part of any legal situation (any documentation associated with the eviction should not be shared with the REAC inspector, as this documentation is private in nature).
- Any household with any medical condition that is either communicable or would create difficulties for the household to participate in an inspection
- Any unit that is known or suspected to have bed-bugs or infestation. No points will be deducted for this infestation, however you may be contacted by your Contract Administrator or HUD Project Manager to discuss what actions are being taken to eradicate the bed bug infestation.
– Copy of notice provided to residents notifying them of the REAC Inspection
Helpful Tips About REAC Inspection Preparation
Having these documents prepared for your inspector can make a world of difference; mostly in getting the inspection process quickly underway. There are a few other tips that we share with our customers about preparing for the day of the inspection, in terms of signage and documentation.
– Contracts or Work Orders: Any contracts for work underway will not be considered in any way during the inspection, in other words: an inspector cannot review your contracts or work orders and then not record a deficiency. So, don’t share this information with an inspector, is will not be helpful.
– Elevator Machine Room – Make sure that you have your elevator machine door marked clearly as the elevator machine room and that ensure that the door is properly locked. The elevator machine room is the only room in your building is not-inspectable (assuming the elevator machine room is not located in an area that is the only path to get to a required part of the inspection, such as the roof, or if the elevator is located in an raised, open area with less than 8 steps).
– Mark confusing or unclear property lines on your site with survey flags to show the inspector where the property lines are defined.