Commonly Asked Questions About Our H.Q.S. Inspection Services
Our agency performs ALL H.Q.S. inspection types, to include initials, annuals, annual re-inspections (1st and 2nd), quality control inspections, and special "compliant" inspections, all inspections are completed according to your agency requirements.
INITIAL H.Q.S. INSPECTIONS:
Your staff will fax/email the "Request for Tenancy" to our office. Our Scheduling Coordinators receive the RFTA's and enter them into our database on a daily basis. The property owner (or tenants, if a lease in place) are called by telephone within 1-2 business days. An RFTA report is generated and sent to your agency (daily, weekly) to confirm our agency has received all RFTA's faxed from your agency. The status report shows detailed information on the progress of each inspection.
A certificate of compliance is left at the unit at the completion of the initial inspection by our inspector. The certificate will indicate if the unit passed, failed, or is inconclusive. If the unit failed, the inspector will list all fail items and remind the property owner to call our office when repairs are completed to schedule an initial re-inspection (scheduled within 1-2 business days).
Our staff gives the property owner a 1 to 1 1/2 hour time slot. If the property owner request, our staff will make arraignments for the inspector to call the property owner 20 minutes prior to arrival. The property owner may also use a lock box, leave the door open (our inspector will lock the door when leaving the property), or arrange to have our inspector meet with a 3rd party.
A daily status report will be emailed (or faxed) to your agency the following day of the inspection showing all information (pass, fail, inconclusive, unit not ready, date of inspection, etc.). Reports can be customized to fit your agency requirements.
Initial H.Q.S. Re-Inspections
"HAS" will give written notification to the property owner/manager at the conclusion of the initial inspection of any unit that failed to meet Housing Quality Standards. The notification will explain why the unit did not meet current standards and the procedure the property owner/manager must take to schedule a re-inspection of the unit. The re-inspection of the unit will be completed within 3 business days from notification by the property owner/manager that the unit is ready for a re-inspection.
"HAS" will provide your agency with a current status report on a daily basis or a requested by your agency. The status report will also include any property owner/manager that failed to be present (no show) for the scheduled inspection. All completed inspection reports will be returned to your agency on a mutually agreeable time schedule.
Annual H.Q.S. Inspections
Housing Authority Services "HAS" shall receive from your agency a list of inspections assigned to "HAS". The information required will include the following: tenant full name, physical address of unit to be inspected, tenant phone number, name and address of property owner/manager, and their phone number.
"HAS" will mail appointment notification letters (postmarked no less than 7 days prior to the scheduled inspection date) to the tenant and property owner/manager. Your agency to receive copies of notification letter with completed inspection booklet. Tenant and property owner/manager will receive at least 7 days notification of their scheduled unit inspection. Letters to be in a format approved by your agency. See copies of our current letters on this web site. Appointment letters will state to the tenants and property owners/managers the date and time of their scheduled inspection. Tenants and property owner/managers will be given a "HAS" toll free phone number to call with any questions or specific scheduling request. Tenants and property owners/managers are encouraged to call at least 24 hours in advance of their scheduled inspection date advising of scheduling conflicts.
"HAS" to provide your agency with a status report listing the scheduled inspection dates and times. A status report for all scheduled inspections will be sent via e-mail to the appropriate staff member of your agency notifying them of our pending schedule. The frequency of status reports will be determined by your agency staff member. A separate status report will be e-mailed listing all completed inspection results (pass, fail, no shows, etc.).
"HAS" will conduct the physical inspection in accordance with Housing Quality Standards, all applicable Federal, State, Local and your agency standards. "HAS" to verify with tenant at time of inspection, age of children. "HAS" to modify their data processing and custom comments to reflect your agencies additional inspectable items, if any. Using a HUD approved inspection report "HAS" to complete unit inspections on the date and time scheduled.
"HAS" to complete one attempt for each no show inspection prior to issuance of "intent to terminate assistance". "HAS" to complete one attempt for each non-emergency "fail" inspection prior to issuance of abatement notification.
"HAS" will develop and submit to your agency for approval, standard operating procedures for all inspection processes described herein, including all form letters to be used.
Annual H.Q.S. Re-Inspections
"HAS" will send all notifications and related follow-up correspondence, to both tenant and property owner/manager by first class mail, within 48 hours of completion of the inspection appointment, including fail notifications, reschedule notifications and no show notifications. "HAS" will assess who is responsible for damages for failed items. The notification to the tenant and property owner/manager will explain exactly why the unit did not pass, and the date and time the unit will be re-inspected. "HAS" will complete all non-emergency annual re-inspections within 30 calendar days from the date of the annual inspection. "HAS" will notify property owner and tenant of any life threatening fail items (24 hour violation) on the day they are discovered.
"HAS" to provide your agency with a current list and status of all units inspected. The status report to be supplied at least once per week or as requested by your agency.
Special - Complaint Inspection
"HAS" will make contact with the tenant to schedule the special or complaint inspection on the day the request is received in our office. If a request is received in our office after 3:00PM we will make contact on the following business day. All special and complaint inspections are scheduled within 3 business days. Any request concerning an emergency situation will be scheduled and completed within 24 hours.
If a non-emergency exists, the re-inspection and tenant and property owner/manager notification will be completed using the procedures established for an annual re-inspection.
24 Hour Violation
"HAS" will complete any life threatening fail items (24 hour violation) within 24 hours after the day they are discovered.