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MEMO
#1038: Roof Bids and Photos - 05/01/03
We
previously advised you of roof bid and photo requirements
in Memo
#1007: Mold and Roof Bids (09/14/02) and Memo
#1009: Photos Required with all Bids (09/25/02).
With HUD Mortgagee Letter ML-2003-5 going into effect on May
4, 2003, we want to raise your awareness of these requirements.
HUD ML
2003-5 provides a separate allowable (no bid required) of
$250.00 for emergency temporary measures to protect the property
from damage caused by leaking roofs. Contractors must follow
this requirement, even if bids will be provided to further
protect the roof. If you are unable to take temporary measures
to protect the property, you must provide detailed documentation
explaining why. HUD will take the position that mortgagees
are responsible for any damage resulting from failure to take
temporary measures to protect the property.
Our clients
and the M&M contractors require measurements and photos
of affected areas with all bids to tarp, patch, repair, or
replace roofs. When bidding to tarp, repair, patch, or replace
a roof, please include the following information:
- Dimensions
and the exact location of the affected area(s). Separate
areas must be addressed individually. For example, if there
is a water stain on a bathroom ceiling, we need to know
if this is a 1st floor or 2nd floor bathroom, if the house
is one story or two, if the porch area is 1st floor or 2nd
floor, etc. If there are multiple areas of damage, we need
different sets of dimensions for each affected area (e.g.,
roof area above lower level porch on east side of home 10’x12’;
roof area above 2nd floor master bedroom on north side of
house 14’x18’; flat roof area on deck outside
master bedroom, 12’x12’.) Failure to provide this
kind of detailed and specific information will result in
the order being left open and unbilled.
- When
bidding to patch roofs, be specific about what will be completed.
Are you installing rolled roofing or shingles, applying
roof sealant or tar, etc.?
- When
bidding to replace a roof, again, you must be specific.
Include the type of roof (shingle, flat, tile, etc.), the
number of squares to be replaced, and a description of the
work to be performed (going over the existing roof or tearing
off the sheathing and replacing).
Provide photos to support the roof damage and your bids
to tarp, repair, or replace. Provide exterior and interior
photos to show the specific roof sections that are damaged
or causing damage. This means the contractor must have a
ladder to access the roof on the initial secure. If you
are unable to access the roof for any reason, be sure to
provide documentation on your update explaining why you
could not access the roof.
- Provide
a written explanation in your comments to support your conclusion
that the roof requires attention. For example, if you’re
reporting bubbling of interior ceiling drywall or water
stains, include comments explaining whether the damages
are the result of an active or inactive water leak, and
whether the damage can be expected to worsen if not addressed.
It is also critical that you note how you made your determinations,
and why, for example, you’re bidding to tarp rather
than to patch or repair.
- We
can eliminate unnecessary delays in obtaining approval to
complete work if we can provide this information to the
client when we submit your bids. If any of the required
information is not included in your update, the order will
be left open and will not be closed for billing.
Please
also keep in mind when bidding that the M&M contractors
have there own contractors to verify and perform the work.
They will award the bid to the most reasonable and documented
bid. It is important that you bid accurately to ensure that
you receive the work order.
As you know, we are often performing work on properties
that will end up being owned by HUD. We cannot expect HUD
to approve bids and pay us for work performed without having
proper documentation. We must be able to demonstrate that
the amount charged is reasonable for the work performed. You
would not expect any less if you were approving and paying
for work on your house to a third party sight-unseen.
If you
have any questions about roof bids, photo requirements, or
any other preservation issue, please contact your regional
coordinator.
Thank
you for your continued cooperation.
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