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Memo 1095 Winterization Documentation 10/25/04
To: All SPI Contractors
From: Robert Klein
Memo 1095 Winterization Documentation
With winterization season underway, Safeguard has prepared this special memo to assure that all contractors are completely familiar with our requirements for comprehensive documentation of winterizations.
We have had scores of winterizations disallowed by the M&Ms for a single missing photograph. Even when there has been no freezing and no sign at all that the winterization was ineffective, M&Ms have stated that any missing documentation will result in disallowance of the winterization.
All winterization guidelines in the memo that was sent out at the beginning of last year's winterization season ( Memo #1056 Winterization 2003-2004 ) remain in effect.
You must provide thorough photo documentation to support all work completed, including photos that demonstrate that the winterization tags are properly placed at winterized properties. A complete list of all required photos appears below. These photos are required for your protection, for Safeguard's, and for our clients'.
Effective immediately (10/21/04), if any of the required photos are not submitted promptly, you may not be paid for the winterization.
If any of the steps requiring photo documentation cannot be completed for any reason, the fact that the item could not be completed and the reason why it could not be completed must be reported on the update.
Although our clients/HUD/Investors do not have specific requirements for winterization photo documentation, the following photos are required to support that the winterization was properly completed:
WINTERIZATION OF A DOMESTIC SYSTEM
- A photo showing hose hooked up to the water heater
- If possible, a photo of water running out of tank or hose
- A photo showing that the water heater is tagged
- Before and after photos of antifreeze being poured into all toilets, sinks, bath tubs, and dishwashers
- Photos demonstrating capped and/or disconnected water line/meter
- Photo of the lines being blown free of all water
- Photo showing draining of water softener (if applicable)
- Photos showing evidence of well systems (if applicable)
Any and all damage to plumbing must be documented with a written explanation and supporting photos.
Before shutting off water, if there are feces in the toilet, flush if possible. Please recall that removal of feces from toilets is to be completed as part of the allowable winterization cost.
WINTERIZATION OF A RADIANT SYSTEM
All photos listed above for a dry system, plus
- Photos showing installation of RPZ valve
- Before Wet Winterization RPZ Valve
- After Wet Winterization RPZ Valve
- Photos showing the filling of the heating system
- Boiler After Winterization with Hoses Attached
- Before Wet Winterization Glycol
- After Wet Winterization Glycol
- After Winterization Glycol
If you have any questions at all about HUD winterization guidelines, photo documentation, or submission of winterization bids, please contact pres.custservice@safeguardproperties.com .
Thank you for your continued cooperation. We appreciate all you do to help us safeguard our clients' interests.
Robert Klein
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