Breakout Session (part 1) Maintenance

Transcription

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2 Breakout Session (part 1) Maintenance

3 Quality Control P&P Mission Critical Property condition report (PCR) Damage assessment Roof damage Foundation Change in conditions Photo documentation and bid description Change in damage condition Proper documentation of damages in Vendor Web Maximize allowables

4 Quality Control REO Mission Critical Yard maintenance Grass cut, shrubs, edging, weed eating Maid service Bathrooms, entryways, debris Safety hazards (understand allowable) Monthly marketability checks Responsible for all quality Emergency contact sticker

5 Spivendor.com Quality Control Available Resources

6 Quality Control Available Resources P&P and REO Repeated weekly New crews and office staff Evening and weekend availability

7 Invoice Cuts Top 10 reasons vendor disputes are not adjusted Failure to provide photos to support work completed Completes work that isn t approved or needed

8 Invoice Cuts Supporting photos Debris removal progressive photos

9 Invoice Cuts Inadequate supporting photos Debris removal

10 Supporting photos Invoice Cuts Yard maintenance o Photos don t support more than 75% of overgrown yard

11 Invoice Cuts Top 10 reasons vendor disputes are not adjusted Late completion Order cancelled or reassigned Charges on an MISCNB or follow-up when no POC to bill is obtained

12 Invoice Cuts Top 10 reasons vendor disputes are not adjusted Charges a trip charge when only bids are submitted CYD discrepancy on debris Vendors fail to provide photos to support

13 Invoice Cuts Top 10 reasons vendor disputes are not adjusted Charges for Exhibit C items when property is over total P&P Charges for a full winterization when photos only support a winterization refresh Third-party receipts are not submitted

14 Invoice Cuts Ways to avoid Cost estimators Work completed descriptions Photos to support Understanding POC s

15 Invoice Disputes Vendor utilizing final invoice dispute to inquire about invoice payments Final invoice dispute vs. contractor o Contractor.payments@safeguardproperties.com

16 Re-opened Orders Common reasons for re-opens Incomplete work Missing information Missing photos Missing bids

17 Re-opened Orders Incomplete work Work not completed per the work order Clarification of information or work completed Missing information No dimensions No quantity for bids/damages No information on cause of damage No information on location of bid/damage Missing photos Damages

18 Missing bids Citations Clean toilet Damages Debris removal Discoloration Electrical Freeze Missing items Re-opened Orders Roof damage Roof leak Securing Structural Unfinished renovations Vandalism Yard maintenance

19 Re-opened Orders Properly identifying sources of damage Roof damage Water intrusion Discoloration

20 Re-opened Orders Properly identifying damages Subsequent damages Source of the damage Prevention of loss Please note, unreported and inaccurate damages are the number one reason P&P vendors fail.

21 Re-opened Orders Photos supporting bids should strive to tell the story of the situation at the property. Exterior Window Frame Damage Water Stained Interior Window Sill

22 Proper bid submissions Re-opened Orders

23 Poor bid submissions Re-opened Orders

24 Poor bid submissions Re-opened Orders

25 When to remove Pre-sale o o o CYD Documentation Need prior approval Remove health hazards/infestations Follow client parameters/work order Post-sale o Prior to conveyance What is a CYD? Prevention of loss

26 CYD Documentation Submitting bids vs. using allowables Weight vs. CYD Curbing Dump receipts FEMA dump receipts Incidental debris Pre-approval for up to 30 CYDs

27 CYD Documentation California health hazard removal Move all hazardous items into the garage or kitchen Place into one pile or box, take photo and report this on the update. One bid to remove ALL health hazards by CYD One bid to dispose of the hazards per California law

28 CYD Documentation Placards To improve the bidding process Decrease CYD bid reductions Organization of photos Debris removal load photos protection Better overall bidding and photo process P&P 10 CYDs or more REO 30 CYDs or more Required for all states Effective January 15, 2015 Please note, this must be completed for bidding debris and removing debris.

29 CYD Documentation Process for interior photos

30 CYD Documentation Infestation risks No cubic yards needed on the placard

31 Exterior debris bidding CYD Documentation

32 Incorrect placard photo CYD Documentation

33 CYD Documentation Progressive load photos Progress placard photos o Showing the container at ¼, ½, ¾ Dimensions of the vehicle or container o If the container has debris from a previous work order, measure the entire container

34 Final load photo CYD Documentation Final load photo with debris from previous work order Total CYDs in container o Beginning CYDs = CYDs removed

35 Continual photos CYD Documentation

36 Available Webinars P&P and REO Repeated weekly New crews and office staff Evening and weekend availability

37 Breakout Session (part 2) Maintenance

38 Property Condition Assessment and Reporting

39 Recent Safeguard Field Visits Recent 69 FHA and FNM properties Mix of pre-sale, post-sale and ICC Completed detailed property condition surveys Determined if contractors and inspectors reported each condition on most recent work order Reviewed loan histories to assess conditions that need to be addressed and responsibility

40 Case Study Vendor was found to be responsible for all errors at this property

41 Securing 33% of all properties were not secured Examples: Garage door was not secured Wall missing on back of house Open first floor windows Broken windows Unsecure crawl space Front door open Padlocks and hasps installed incorrectly

42 Yard Maintenance 41% had yard maintenance deficiencies 86% were not reported by the vendor

43 Debris 56% of properties reported in broom swept condition had debris present DEBRIS AT POST-SALE PROPERTIES # CYDs

44 Debris

45 Gutters 17 properties with gutter deficiencies Reported 53% of the time by vendors Reported 6% of the time by inspectors GUTTER CONDITIONS Yes - Intact No - Not present and not needed Yes - Damaged Yes - Not sufficient to drain water

46 Gutters

47 Roof Damage Visible from Ground 37% of properties had visible roof damage VENDOR ROOF DAMAGE REPORTING 10 8 No Yes

48 Water Damage 56% of properties had water damage VENDOR WATER DAMAGE REPORTING Yes No Reported Incorrectly

49 Mold Damage 54% of properties had mold damage VENDOR MOLD DAMAGE REPORTING Yes No Reported Incorrectly

50 Structural Damage 24% of properties had structural damage VENDOR STRUCTURAL DAMAGE REPORTING No Yes Reported Incorrectly

51 Structural Damage Errors Property 1: Restated bid updated as not valid by vendor. Property 2: Structural damage reported and bid. Denied by HUD 6/24/14 due to no active seepage, but active seepage found on visit. Property 3: Vendor only bid to drylock. No bids provided for structural damage.

52 Identifying Structural Damage Is this house obviously leaning? Are there large external cracks (chimney separating, exterior walls, foundation off hill)? Are doors and windows sticking? Are walls cracked or floors uneven? Are there basement cracks present?

53 Structural Damage Incorrect Bid Bid details Fill cracks with hydraulic cement in basement Drylock basement walls 1,220 square feet

54 Structural Damage Correct Bid Excavate 4'x8'x26'of exterior dirt down to footing on south basement wall. Remove old masonry concrete blocks down to the last course, leaving last course intact as not to disturb seal against basement floor. Install 6"x8"x8" post and lolly columns every four feet on center to keep structural stabilized during foundation. Replace walls with new 8"x8"x16" concrete blocks. Reinforce concrete blocks with 5/8" steel.

55 Structural Damage Correct Bid Rebar every three feet on center and 8" steel welded truss wire every 16" on center horizontally. Fill grout cells with six bags of grout mix to top grade. Parget exterior basement walls with 3/8" thick mortar and thermo seal parge coating. Spray rubber asphalt membrane on top of parge coating from top of tile to top of grade. Remove old drain tile and replace with new 4" plastic reinforcement tile.

56 Structural Damage Correct Bid Coat new tile with number eight limestone two inches above tile. Back-fill with remaining dirt and set new grade. Thermo seal interior basement walls with white thermo seal. Remove all debris from the above work and broom sweep basement.

57 Structural Damage Incorrect Bids Vendor bid on initial secure Basement walls mildew dimensions o 25'x7', 25'x7', 16'x7', 16'x7, 16'x7, 6'x7', and 6'x7 Bid to spray walls with mold stat, let air dry for ten minutes then apply KILZ primer over all of the walls.

58 Structural Damage Incorrect Bids Subsequent repair bid Seal the cracks ($500) Install front step railing 20 feet ($300) Repair the front steps, form and pour concrete to make a wall to keep the top of the side wall from falling ($1,100)

59 Structural Damage Correct Bids Step flashing 40 LF Re-point masonry on front porch 150 SF Re-point masonry by front porch stairs 45 SF Re-point masonry on rear addition 200 SF Brick lintel steel (this is for three windows and two lintels for each window 30 LF)

60 Plumbing Damage Visible Missing/Damaged 37% of properties had plumbing damage VENDOR PLUMBING ISSUE REPORTING Yes No

61 Plumbing Damage Not Reported Damages found at properties where recent work orders reported all plumbing intact and did not provide and photos of these areas

62 Plumbing Damage Not Reported Correctly Convey order Vendor reported that pressure test failed due to broken pipes, but did not submit any bids for this or report it as a damage. Property reconveyed with plumbing damage.

63 Plumbing Damage Not Reported Correctly Initial secure order Vendor reported that the pressure test failed due to not holding pressure, but did not provide an explanation. The only damage reported was unfinished renovations for a shower liner and minor cosmetic mortgagor neglect. Property reconveyed with plumbing damage.

64 Plumbing Damage Reported, but Not Bid Correctly Vendor bid $960 to repair separated and missing copper pipes. Included description: 25 to 30 ft. are missing or damaged, will use compression fittings to repair the damaged ones and replace the missing ones. Bid was approved for entire amount.

65 Plumbing Damage Reported and Bid Correctly Safeguard field visit photos: Vendor s photos:

66 Plumbing Damage Reported, but Not Bid Correctly Vendor bid $3,500. Included description: Repair 100 ft. of copper pipes in kitchen and bathroom. Will only repair visible missing pipes will not remove any drywall. Only supporting photos: Damages were resolved on hazard claims for $389.

67 Plumbing Damage Reported, but Not Bid Correctly Vendor reported that pressure test failed due to missing lines and water heater. Vendor bid $5,000. Included description: Missing water heater and some copper lines to water heater. Only supporting photos:

68 Plumbing Damage Reported, but Not Bid Correctly Vendor also provided the following photo without mentioning this plumbing damage: HUD inspection photos:

69 Plumbing Damage Reported, but Not Bid Correctly Vendor reported that pressure test did not pass without providing a reason. The only damages listed were for mold, missing appliances and mortgagor neglect. Mortgagor neglect eyeball estimate: $2,000 Included description: General wear & tear throughout; dirty walls/floors, basement ceiling has popped pipe. Vendor s photos:

70 Plumbing Damage Common Repairs Repairing breaks (freeze and separation) Installing new plumbing due to vandalism Replacing supply lines and shutoff valves Installing new hot water tanks (with strapping where applicable) Installing boilers with radiators or baseboard Capping waterlines

71 Photo examples: Plumbing Damage Common Repairs

72 Plumbing Damage Bid Recommendations Bid to repair visible breaks and re-pressure test for breaks. Provide detail on material/products being utilized such as copper, CPVC and PEX. Need accurate units of measure (i.e. linear feet and diameter), or specific count of items being installed. Clarify if it is a repair or replacement. Indicate and include ALL local code ordinances along with permits where applicable.

73 Plumbing Damage Bid Recommendations Always address the source of the failed pressure test. Photo examples:

74 Plumbing Damage Correct Bid Examples Water lines are missing and damaged from freezing. Install 265 LF of 1/2" PEX water lines from the water main to the hot water tanks, kitchens, and bathrooms. o Will require two men, ten hours each to complete. o Will need 22 shutoff valves, 18T s, and 22 elbows to complete the installation. Remove each hot water tank and install new 40 gallon, six year gas hot water tanks in the basement. Will require 10 LF of 1/2" PEX water lines with shutoff valves for each tank, as well as 12 LF of 1/2" black gas pipe with shutoff valves.

75 Plumbing Damage Correct Bid Examples Three visible breaks located (two in the basement, and one in lower bath), each off the cold waterline. Bid to repair three breaks with ½ copper and re-pressure test to certify integrity of the domestic water system.