These memos are posted to ensure that our contractors are getting up-to-date information on significant issues. We welcome any comments or questions regarding the memo feature.

Memo 1146 - P&P Grass Cut Season 2006
To: All SPI P&P Contractors
From: Robert Klein

As grass cut season approaches, Safeguard wants to ensure that we are efficiently servicing our clients� grass cut needs. Please review the grass cut information below, as well as the previously released Frequently Asked Questions. Reviewing this document and the points highlighted below will help you to remain in compliance with Safeguard�s procedures.

• Read your work order in its entirety, as some clients may have special requests.
• It is the responsibility of every contractor to maintain his or her own grass cut list. Ensure that each property on your grass cut list is maintained at the frequency requested. Bids for overgrowth will not be accepted if a grass cut was not attempted in a timely manner. It is also imperative that grass cuts be completed on time to eliminate the possibility of violations.
• Check grass cut due dates on our website. Grass cuts that are 7 days delinquent without any communication have the potential of being reassigned. The contractor that was responsible for the grass cut work order will be charged back a re-assign fee of $50 per grass cut plus the cost of the grass cut.
• Monitor the weather in your area. If you are in an area that is snow-covered during grass cut season, do not report to the property. Updates advising the yard is snow-covered are not accepted by our clients.
• Do not submit additional charges for orders that require additional travel time as these are not reimbursable by HUD. If you are completing a grass cut out of your area and there is a problem with distance, contact your regional coordinator prior to completing the work order.
• All sidewalks and walkways must be clear of any grass clippings. Do not cut the grass and then submit a bid to remove the clippings, as this is part of the grass cut.
• Submit photos that clearly document the quantity and location of exterior debris if you report that the grass cannot be cut due to the presence of exterior debris. As discussed in Memo 1036 Distinguishing Between Debris and Personals items such as swing sets, barbecue grills, bird baths, picnic tables, sandboxes, patio furniture, lawn ornaments, flower pots, clothing lines, dog houses, and playhouses are not to be considered debris. Cut the grass around these items to the best of your ability. Pay close attention to those clients who request a bid to move debris to the side or outbuilding in addition to a bid to remove debris.
• Enter all post-sale FHA properties and advise if the property is in convey condition. The initial grass cut work order will indicate if the property is post-sale. If a property becomes post-sale while the property is on your grass cut list, an updated work order will be sent. Refer to Memo 1018 dated 10-30-02 and Memo 1024 dated 12-24-02 for convey condition requirements.
• Be sure to submit bids to put the property in convey condition if you report that a property is Not In Convey Condition.

It is required that a photo of the interior sign in sheet be provided with all post sale grass cuts. If this is not received at the time the update and photos are posted to the contractor web, you will not be paid for the grass cut.

Memo 1080 The Importance of Photo Documentation highlights the importance of accurate and adequate photo documentation on all work performed.

• Follow the FHA guideline allowables for initial grass cuts and re-cuts in your state. HUD has allotted a higher allowable for initial cuts because the initial grass cut could be more difficult due to excessive height. With this in mind, Bids will not be accepted for recuts on lots less than 15,000 sq. ft. Bids will also not be accepted for initial cuts on lots less than 15,000 sq. ft. unless there is clear photo documentation showing grass and/or weeds over 1 foot tall or another condition that justifies bids.
• Lot sizes must be measured with the appropriate tools ( measuring wheel, tape measure.) This will help ensure accuracy in reporting the lot size as well as assist in justifying any bids. Keep in mind that lot sizes are reported to the client and cannot be altered once provided.
• All lot size measurements should be reported in length x width, in feet and not in acreage or total square footage.
• Do not submit recut bids if the initial grass cut was performed for the allowable. These bids will not be accepted by our clients or HUD.
• Note the following guidelines when calculating bid amounts to be submitted. These are not pre-approval amounts, rather a means to identify appropriate bids. If it is necessary to bid outside of these guidelines, make sure you are providing written as well as photo documentation to support your bid. If not your bid will be changed to fall within these guidelines.
• For initial cuts on lots over 15,000 square feet, add an additional $20.00 per 5,000 square feet over the 15,000 square foot allowable. For example, the bid for an initial cut on a 25,000 sq. ft. lot in Ohio would be $125.00. This was calculated by $85.00 (15,000 sq. ft. allowable) + $40.00 (the additional 10,000 sq. ft.).
• For recuts on lots over 15,000 square feet, add an additional $10.00 per 5,000 square feet over the 15,000 square foot allowable. Recuts would be calculated the same as above using the re-cut price for 15,000 sq. ft. + $20.00.
• For lots over 40,000 sq. ft., submit initial and recut bids to perform a perimeter cut as well as a bid to cut the entire lot. The definition of a perimeter cut can vary by property depending on the lot. If you are unsure of what constitute a perimeter cut on a specific lot, call your regional coordinator for guidance.
• Initial cut and recut bid amounts should not be equal to each other.

*****Please remember that all bids must be justified by the photos submitted*****

Thank you again for your continued cooperation. Only with your dedicated assistance are we able to safeguard our clients' interests and provide them with superior service.

If you have any questions regarding this memo, please contact your regional coordinator.