SAN FRANCISCO HOUSING AUTHORITY
ASSET MANAGEMENT MAINTENANCE PLAN
San Francisco, September 2013
Updated January 2014
TABLE OF CONTENTS
PART I
MAINTENANCE POLICY …………………………….…….…………………….….…….….…………………….4
MAINTENANCE STRUCTURE ……………………….…………………………………………………………….….….6
MAINTENANCE PROCEDURES ………………………….…………………….…….……………………………..…….8
PART II
Asset Management Maintenance Plans
CAL 1-3: Sunnydale ................................................................................................................................................... 17
CAL 1-9: Westbrook ................................................................................................................................................... 27
CAL 1-17 (A): Hunters Point ..................................................................................................................................... 36
CAL 1-18 (4): Alice Griffith ....................................................................................................................................... 45
CAL 1-1: Holly Courts ............................................................................................................................................... 54
CAL 1-2: Potrero Terrace ........................................................................................................................................... 71
CAL 1-8: Westside Courts........................................................................................................................................... 80
CAL 1-10: Potrero Annex .......................................................................................................................................... 89
CAL 1-18 (3): Hunters View ...................................................................................................................................... 98
CAL 1-43: Robert Pitts Apartments .......................................................................................................................... 107
CAL 1-15: Ping Yuen ................................................................................................................................................ 118
CAL 1-36: 227 Bay .................................................................................................................................................. 129
CAL 1-18(6): Ping Yuen North ................................................................................................................................. 140
CAL 1-19 (1): 990 Pacific ......................................................................................................................................... 150
CAL 1-23: 1880 Pine ................................................................................................................................................ 161
CAL 1-18 (10): Woodside Gardens .......................................................................................................................... 182
CAL 1-21: Clementina Towers ................................................................................................................................ 193
CAL 1-35: 2698 California ........................................................................................................................................ 204
CAL 1-18 (1): John F. Kennedy Towers ................................................................................................................... 214
CAL 1-18 (13): Mission Dolores ............................................................................................................................... 236
CAL 1-27: 350 Ellis .................................................................................................................................................. 247
CAL 1-28: 666 Ellis .................................................................................................................................................. 257
CAL 1-20: 3850 18th Street ...................................................................................................................................... 268
CAL 1-30: 101-103 Lundy’s Lane ............................................................................................................................ 278
CAL 1-19 (2): 1750 McAllister ................................................................................................................................ 286
CAL 1-34: 200 Randolph .......................................................................................................................................... 296
CAL 1-34: 4101 Noriega ........................................................................................................................................... 304
CAL 1-35: 2206-2268 Great Highway ...................................................................................................................... 312
CAL 1-31: 25 Sanchez .............................................................................................................................................. 321
CAL 1-37: 491 31st Avenue ...................................................................................................................................... 331
CAL 1-29: 345 Arguello ............................................................................................................................................ 341
CAL 1-30A: 462 Duboce........................................................................................................................................... 351
CAL 1-39: 939 Eddy Street ...................................................................................................................................... 362
CAL 1-39 B: 951 Eddy Street .................................................................................................................................. 372
CAL 1-41: 430 Turk St. ............................................................................................................................................ 382
ATTACHMENTS
Attachment 1: Job Descriptions
Attachment 2: Fee for Service Form and Instructions and
Supporting Line Item Narrative for Central Office Cost Center
Attachment 3: San Francisco Housing Authority Bed Bug Policy
Attachment 4: Fleet Management Policy and Procedures Manual
Attachment 5: Code of Safe Work Practices
Attachment 6: Maintenance Backlog Reduction Plan
Attachment 7: Plan to address the non-performing AMPs
Attachment 8: Fiscal Year 2014 Operating Budget
Part 1
SAN FRANCISCO HOUSING AUTHORITY MAINTENANCE PLAN
Maintenance Policy
It is the policy of the San Francisco Housing Authority (SFHA) to provide maintenance
(the application of resources of labor, time, equipment and capital) to best meet the physical
needs of the properties and service the needs of residents in a manner that is consistent with
the short and long term goals of SFHA. This Maintenance Plan provides procedures for
the effective performance of maintenance operation functions:
1.
2.
3.
4.
5.
6.
A Planned Maintenance Program by Asset Management Project.
A timely response by Maintenance Staff to emergencies.
A work order system organized by type of work.
A minimal backlog of maintenance work orders.
A Maintenance Staff appropriately utilized, trained, staffed and supervised.
A program for repairing and returning vacant units to occupancy within an acceptable
time frame.
7. A routine Maintenance Program.
8. Cyclical painting of all units.
9. Regular servicing of mechanical systems.
10. Supervision of maintenance work carried out by private contractors.
11. Unit inspections carried out annually for occupied units as well as upon move-in and
move-out.
12. Grounds maintenance.
Priorities have been established to address urgent requirements while also providing
systematic maintenance to keep SFHA’s physical facilities in a good state of repair, extend
their useful life, and lower operating and upkeep costs. The Maintenance Program also
enhances resident satisfaction and encourages resident cooperation. Maintenance work
shall be performed according to the following priorities:
1. Emergency – Life threatening, or extreme property damage 3-24 hours (stop
sewage overflow in unit, repair gas leak, secure unit damaged by fire)
2. Urgent – 24-72 hours (repair electrical short, replace inoperable water heater, repair
leaks)
3. Routine – 14 days (repair inoperative light switch, replace cracked toilet seat)
4. Unit Turnover – 30 days
5. Preventive maintenance/deferred/cycle – 6 months (replace rotted gutters and
missing downspouts, paint interiors.
6. Extraordinary/capital projects – 1 year (replace roof, resurface parking lot,
rehabilitate fire damaged building).
Page 1 of 508
Maintenance Structure
SFHA utilizes a maintenance structure with site-based Maintenance Mechanics,
Maintenance Generalists, Centralized Specialized Craft workers and Maintenance
Contracts. (See Attachment 1 for Job Descriptions)
Maintenance Mechanics are site based to provide general, on-site maintenance and repairs
in the most cost effective and efficient manner possible for each AMP. This position
performs such tasks as; repairing faucet washers, shower heads, towel racks, toilet seat,
toilet paper holders and shower rods and clearing clogged p-traps, toilet backed ups, drains
and soil lines; replacing incandescent, fluorescent or LED bulbs – interior and exterior,
fuses, switch and outlet face plates, 110 light fixtures , outlets and switches; resetting circuit
breakers; plugging in stoves and refrigerators; replacing smoke and carbon monoxide back
up batteries and hard wired detectors where connections exist, range hood fans and filters;
hanging doors and replacing/repairing door and window hardware, repairing cabinets and
handrails; repairing/cleaning gutters and downspouts; replacing floor tiles and repairing
carpet; patching plaster walls and ceilings, boarding-up units, replacing window shades,
repairing mail boxes, assisting with resident lock outs, performing touch-up painting after
work in an area; spot painting metal surfaces for corrosion control, abating graffiti,
eradicating mold and mildew.
Maintenance Generalists I and II are site-based for janitorial and grounds-keeping tasks.
They perform the following functions under the direction of property managers:
Maintenance Generalist I – entry level position that ensures Authority buildings and
facilities provide the highest level of safety and cleanliness for the public and staff use.
Perform semi-skilled facilities and equipment maintenance tasks including custodial work,
building clean-up and assisting specialized trades workers.
Maintenance Generalist II – journey level position that ensures that Authority buildings
and facilities provide the highest level of safety and cleanliness for public and staff use.
Performs semi-skilled facilities and equipment maintenance tasks including custodial
work, grounds care, assisting specialized craft workers and duties requiring the use of
power tools and other motorized equipment.
Specialized Craft Workers (plumbers, steam fitters, electricians, carpenters, painters and
floor layers are centralized. They are supervised and dispatched to individual properties as
needed and for preventive maintenance by their respective foremen. SFHA’s new PHA
Partner Work Order system automates the process of work order entry, dispatch
(assignments), progress, completion, inspections and close-out. This system enables
property managers, foremen and public housing operations management to monitor
progress with maintenance work orders. Specialized Craft Workers perform emergency,
routine, vacant unit, UPCS and preventive maintenance work orders.
Page 2 of 508
These craft workers provide centralized maintenance services under a fee-for service
arrangement, with reasonable costs .In compliance with the “Changes in Financial
Management and Reporting Requirements for Public Housing Agencies under the New
Operating Fund Rule” (24 CFR Part 990) the SFHA determined the following:
Fee for Service Rates
Labor Type
Painter
Laborer
Glazier
Carpenter
Electrician
Plumber
Steamfitter
Tile Layer
FEE FORE SERVICE RATES
Regular Rate
OT Rate
$
67.88 $
101.82
$
42.93 $
64.40
$
57.81 $
86.72
$
66.62 $
99.93
$
81.06 $
121.59
$
70.79 $
106.19
$
70.79 $
106.19
$
70.50 $
105.75
$
$
$
$
$
$
$
$
DT Rate
135.76
85.86
115.62
133.24
162.12
141.58
141.58
141.00
See attachment 2 for Instructions and Form to process the Fee for Service activities.
Maintenance Contracts are procured for emergency, routine and preventive maintenance
work that is beyond the scope of Authority Specialized Craft workers. Oversight of these
contracts is managed by Property Managers to verify completion of work and costs with
oversight by Area Managers and Directors. Maintenance Contracts are also used for
regular inspections, testing and repair of fire alarm systems, emergency generators and
elevators.
Page 3 of 508
Maintenance Procedures
Property Management staff enter new work order requests and review all work orders on
hand at the beginning of each workday to evaluate and prioritize them for completion in
the order described above. As new requests are called in, re-scheduling of the day’s
workload may be required to work within the established priorities.
Maintenance Work Order Process
Priorities have been established to address urgent requirements while also providing
systematic maintenance to keep SFHA’s physical facilities in a good state of repair, extend
their useful life, and lower operating and upkeep costs. The Maintenance Program also
enhances resident satisfaction and encourages resident cooperation. Maintenance work
shall be performed according to the following priorities:
Page 4 of 508
1. Emergency – Life threatening, or extreme property damage 3-24 hours (stop
sewage overflow in unit, repair gas leak, secure unit damaged by fire)
2. Urgent –24-72 hours (repair electrical short, replace inoperable water heater,
repair leaks)
3. Routine – 14days (repair inoperative light switch, replace cracked toilet seat)
4. Unit Turnover – 30 days
5. Preventive maintenance/deferred/cycle – 6 months (replace rotted gutters and
missing downspouts, paint interiors.
6. Extraordinary/capital projects – 1 year (replace roof, resurface parking lot,
rehabilitate fire damaged building).
1. Emergency Work Orders (3-24 hours)
Work that if not repaired promptly could cause injury, loss of life, threatens health,
or cause serious property damage. Included under this priority are: broken gas
lines or leaks, fires, loss of power, broken water lines, exposed electrical lines, loos
ceilings, no heat (when outside temperature is less than 40 degrees F), broken door
locks, or other conditions that might cause harm to the resident or others or damage
to property. Emergency will be accomplished immediately or within 3-24 hours.
Residents have been instructed to call the City’s 311 Call Center for emergency
work orders. The Call Center contacts the Authority’s designated Duty Officer who
is available 24 hours a day, seven days a week or either of the two back up Duty
Officers. Electricians, plumbers, steam fitters, carpenters, glaziers and painters are
on-call to be dispatched by the Duty Officer and respond to any emergencies in
their respective trade areas. The Authority has an Interagency Agreement with the
Public Utilities Commission to respond to any high voltage wire emergencies at our
properties.
2. Urgent Work Orders (24-72 hours)
Is defined as any abnormal condition and/or situation that does not require any
immediate corrective action, but will require corrective action to be taken within
24-72 hours like electrical short, inoperable water heater, non-flooding leaks
3. Routine Work Orders (14 days)
Work items initiated as a result of resident or SFHA requests, and are not
emergencies. These may include items that create an inconvenience for residents
but are not life threatening nor will they cause serious property damage. They may
include sink or toilet stoppage, refrigerator not running, inoperative light switch,
cracked toilet seat. Routine maintenance is to be performed within 14 days.
4. Unit Preparation Work Orders - Vacant Unit Turnover (30 days)
Page 5 of 508
On the day a resident vacates a unit, the Property Manager or designee secures the
unit and schedules a move out inspection with the resident. If the resident cannot
be contacted, the inspection will be completed on the Move-in/Move-out Inspection
form and placed in the tenant file. The Property Manager notes all items which
must be repaired. Units that are vacated by residents shall be secured by 24 hours
and cleaned out within seven days. For units requiring cleaning, painting and minor
plumbing, electrical and carpentry work, work orders prepared and distributed to
the appropriate Maintenance staff. Units requiring replacement of cabinets, doors,
flooring, plumbing and light fixtures as well as cleaning and painting are designated
as Mod units and rehabilitated with available modernization funding. The complete
unit turn over should be done in 30 days.
5. Preventive Maintenance/ Deferred/ Cycle Work Orders (6-12 months)
Preventive maintenance work orders are those automatically generated to assure
completion of all necessary dwelling unit and systems scheduled maintenance.
SFHA’s Property Manager together with the Maintenance Mechanics perform
annual preventive maintenance on the roof systems, exhaust fan/ventilation
systems, trash chute systems, boiler systems, sewer rooting, furnace/heater service
and filter replacement, backflow systems and exit/emergency lighting systems.
SFHA contracts out preventive maintenance for elevators, wheelchair lifts,
emergency generators, fire alarm systems, sprinklers, standpipes and solar systems.
Elevators: Monthly Emergency Fire Recall Test Logs should be available in the
elevator machine rooms. These logs need to be maintained on a monthly basis and
posted in the corresponding elevator machine rooms to comply with code
requirements. Operating permits must kept current and be posted to comply with
code requirements.
6. Extraordinary/capital projects (1 year)
This is work that is planned and implemented based on specific issues at different
properties and strategies to address the issues. Special projects are discussed as
part of the maintenance plans for each AMP.
Scheduled Uniform Physical Condition Standards (UPCS) Inspection Work Orders
HUD implemented the uniform physical condition standards (UPCS) to achieve three objectives:
-
Consistency in physical condition standards for
HUD housing
-
Standardization of the inspection
-
Implementation of an electronically-based inspection system
•
PHAs must certify that 100% of units and systems have been inspected to UPCS.
•
Inspections must be scheduled and conducted for each dwelling unit within a 12
month period.
Page 6 of 508
•
The manager must address deficiencies identified in the inspections:
-
A condition that poses an immediate threat to the health or safety of the tenant,
or structural integrity of the unit or building, constitutes an emergency and must
be immediately remedied.
-
All deficiencies should be corrected within the twenty-five day PHAS standard
established by HUD.
•
If the family is not maintaining the unit in a clean, safe or sanitary condition, these
conditions should be noted on an inspection form and the resident should be
notified in writing of the corrective action to be taken, including the date of a
subsequent inspection.
•
If it is determined that the resident does not have the physical or mental capacity
to maintain the unit without some form of outside assistance, the manager should
make a referral to the appropriate social service agency.
•
The information gathered from the annual inspection may be routed into three
places:
-
Maintenance Work Orders
-
Inventory Control System
-
Physical Needs Assessment
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Page 7 of 508
The SFHA is committed to controlling lead-based paint hazards in all its dwellings; especially
family dwellings constructed prior 1978. If any hazards are suspected, the Authority will develop
a plan to abate the hazard. Suspicion of hazards should be deemed if ANY of the following are
noticed or there exists an awareness of (but not limited to)
1.
2.
3.
4.
Was the structure or unit constructed prior to 1978?
Is there a child under the age of six residing in the unit?
Will the work to be performed generate higher than low levels of dust?
Is the surface and paint in poor condition? Or greater than 2 square feet?
The Technical Services Supervisor shall be directed by the “Work Lead Safe” methodology to
“Work Smart, Work Clean and Work Wet”. Technical Services Supervisor will have the authority
to ensure that properly trained and certified personnel perform these tasks through the available
control plan.
Extermination
The SFHA will make all efforts to provide a healthy and pest-free environment for its residents.
The Authority will determine which, if any, pests infest its properties and will then provide the
best possible treatment for the eradication of those pests.
The SFHA determined that contracting out these services is the most efficient and cost-effective
way of delivering the treatments.
The extermination plan will begin with an analysis of the current condition at each property. The
Property Managers shall make sure that an adequate schedule for treatment is developed to address
any existing infestation. The schedule will include frequency and locations of treatment. Different
schedules may be required for each property.
Resident cooperation with the extermination plan is essential. All apartments in a building must
be treated for the plan to be effective. Residents will be given information about the extermination
program at the time of move-in. All residents will be informed at least one week and again twentyfour hours before treatment. The notification will be in writing and will include instructions that
describe how to prepare the unit for treatment. If necessary, the instructions shall be bi-lingual to
properly notify the resident population. In addition, vacated units are exterminated, as needed,
during the make-ready process. SFHA follows the San Francisco Department of the Environment
Integrated Pest Management (IPM) program which provides guidance and resources on safe ways
to control and eliminate pests. It emphasizes the use of physical barriers, timely maintenance and
control to minimize the use of pesticides to the greatest possible degree.
Bed Bugs
Bed bugs are a growing national problem, and as a result, the SFHA created a policy for the Public
Housing program. The purpose of this policy is to set forth the roles and responsibilities of all
parties (SFHA, and Tenant) in minimizing the potential for bed bugs. The policy will also provide
guidance in cases where bed bugs are present in order to eliminate them as quickly as possible.
(See Attachment 3: San Francisco Housing Authority Bed Bug Policy)
Page 8 of 508
Ground and Janitorial Standards
The SFHA will prepare a routine maintenance schedule for the maintenance of the landscaping
and grounds of its properties that will ensure their continuing attractiveness and marketability.
Routine grounds maintenance includes numerous activities:
1.
2.
3.
4.
5.
Litter control
Lawn care
Maintenance of driveways, sidewalks and parking lots
Care of flower and shrubbery beds and trees
Maintenance of playgrounds, benches and fences
The Property Manager shall be responsible for the development of a routine maintenance schedule
that shall include:
1. A clearly articulated standard of appearance for the grounds that acknowledges but
is not limited to HUD and local code standards;
2. A list of tasks that are required to maintain that standard and the frequency with
which the tasks must be performed;
3. The equipment, materials, and supplies required to perform the tasks and a schedule
for their procurement; and
Building Exteriors and Interior Common Areas
The appearance of the outside of Authority buildings as well as their interior common areas is
important to their marketability. Therefore, the SFHA has established a routine maintenance
schedule to ensure that they are always maintained in good condition. The components to be
maintained include:
1.
2.
3.
4.
5.
6.
7.
8.
9.
Lobbies
Hallways and stairwells
Public restrooms
Lighting fixtures
Common rooms and community spaces
Exterior walkways and hand rails
Concrete sidewalks and walkways repairs
Building walls
Windows
The Property Manager is responsible for the development of a routine maintenance schedule for
building exterior and interior common areas. The schedule shall be based on the following:
1.
2.
3.
4.
A clearly articulated standard of appearance for the building
A list of tasks required to maintain that standard
The frequency with which the tasks must be performed
A list of materials, equipment and supplies required to perform the tasks.
Page 9 of 508
Trash Collection
SFHA provides for trash collection to maintain the developments in sanitary conditions with
required tenant cooperation. SFHA has all debris/trash removed from the properties. SFHA has
recently embarked on a collaborative effort with Recology, trash contractor for the City and
County of San Francisco, that will increase recycling, composting and reduce the volume of trash
at our properties. These changes will also reduce trash collection costs. Changes have already
been implemented at Sunnydale/Velasco, 18th Street and Noe.
Vehicle/Equipment Maintenance
The SFHA will protect the investment it has made in vehicles and other motorized equipment by
putting in place a comprehensive maintenance program. The vehicles and equipment to be covered
include (but not limited to):






Cars, trucks and vans
Leaf blowers
Weed cutters
Lawn Mowers
Chain saws
Power tools
The Property Manager is responsible for the development of this plan which shall contain
components for minimal routine service as well as servicing for seasonal use. Serviceable
components for each vehicle or piece of motorized equipment will be listed in the plan along with
the type and frequency of service required.
The SFHA through its Human Resources Department shall also maintain a system to ensure that
any employee that operates a vehicle or piece of motorized equipment has the required license or
certification. (See Attachment 4: Fleet Management Policy and Procedures Manual)
Page 10 of 508
Maintenance Work Order System
Reporting and tracking
Regular reports include:
 WO number
 Call Status
 Service type
 Service description
 Priority level
 Unit number
 Address







Resident name
Date entered
Date completed
Days to complete
Craft worker
Wage rate
Hours to complete
Page 11 of 508
Job Descriptions
Under Attachment 1
Work Rules and Quality Standards
The Maintenance Supervisor should, from time to time, inspect a small sample of
completed work orders to check work quality and talk to the resident about the service
he/she received. Provide the resident with 48-hours’ notice of the intent to enter the unit.
Staff shall comply with the following standards:
A. Services must reasonably be completed with professional competence.
B. Exercise due professional care in the performance of services.
C. Adequately plan and supervise the performance of services.
Competence to perform professional services involves both the technical qualifications of
the staff and the ability to supervise and evaluate the quality of the work performed.
Competence relates both to knowledge of the profession's standards, techniques and the
technical subject matter involved, and to the capability to exercise sound judgment in
applying such knowledge in the performance of professional services.
Staff may have the knowledge required to complete the services in accordance with
professional standards prior to performance. In some cases, however, additional training
may be necessary to reach the quality standards. This does not ordinarily represent a lack
of competence, but rather is a normal part of the performance of services.
Training
SFHA will ensure that their maintenance employees have appropriate training to
competently and safely complete the tasks expected of them by providing ongoing
training to match duties performed; training will be available to improve employees’
technical skills and meet their individual training needs.
Training is also necessary for job safety. The Occupational Safety and Health
Administration (OSHA) requires safety-related training. Maintenance employees exposed
to hazardous chemicals, for instance, must receive training; including information on
methods of detecting the hazardous chemicals and measures they can take to protect
themselves from the hazards.
Suggested training subjects may include (but not limited to)
1.
2.
3.
4.
Safety Procedures
Blood-Borne Pathogens
Lead Based Paint
Health and Safety Standards
Page 12 of 508
5. Trade specific skills updates
6. Building Code updates/UPCS standards
The Property Manager is responsible for developing a training agenda/curriculum for the
departmental staff and working with the Human Resources Department staff to identify the
means of delivering of the training.
Safety
Occupational Safety and Health Administration (OSHA) regulations regarding protection
of the individual shall be followed as part of all maintenance work.
The observation of the following safety recommendations will go a long way toward
preventing common accidents.
Develop, supervise, implement, and enforce training programs to improve the skill,
awareness, and competency of all employees in the field.
Make sure training includes on-the-job instruction to employees prior to their job
assignment about hazards such as:
•
•
•
•
Safe use of powered materials-handling equipment such as forklifts, backhoes, etc.
Safe use of machine tool operations
Use of toxic materials
Operation of utility systems
The following applies to all tools and equipment used in maintenance works:
•
•
•
•
Tools and equipment should be in safe and serviceable condition and inspected
periodically.
Equipment with moving parts should be operated with guards in place.
Equipment should not be repaired while it is in operation.
Electrical equipment and extension cords should be equipped with a ground-faun
interrupter.
Maintain all records required by OSHA (OSHA 200 logs and safety training, for
example), and ensure that all employees are properly trained in the OSHA Hazard
Communication Standard.
•
Material Safety Data Sheets (MSDSs) should be kept current. (A typical Material
Safety Data Sheet (MSDS) is a product summary prepared by the product's
manufacturer. It describes the material and lists the manufacturer's identity, location,
and phone number so that anyone needing more information can call. . The MSDS
will inform interested individuals if the product poses a serious health hazard and
whether there are any special precautions that should be taken in the use of the
product. The MSD5s should be collected for maintenance materials kept in stock by
Page 13 of 508
•
•
•
•
•
•
the HA and used during repair and replacement work. The MSDS sheets should be
kept current. Request a new MSDS with each shipment of material from the
manufacturer.)
A written Hazard Communication Program shall be both developed and available to
employees and management.
Materials should be properly labeled,
A list of hazardous chemicals used should be provided,
Segregate materials by kind and size and store neatly.
Place warning signs in daylight and red lights at night on and around materials stored
in walkways, driveways, or streets, such stored materials should not hinder traffic,
Cover and protect materials against damage from the weather, theft, and vandalism.
The SFHA developed Codes of Safe Practices (See Attachment 5) as part of the training
and awareness of the employees.
PERSONAL PROTECTIVE EQUIPMENT (PPE)
•
•
•
Communicate the PPE selection decision to each at-risk employee.
Provide training to each employee who is required to use PPE on the job. Each
affected employee must be trained to know at least the following:
– When PPE is necessary.
– How to put on, take off, adjust, and wear PPE.
– Limitations of PPE.
– Proper care, maintenance, useful life, and disposal of PPE.
Make sure, before an employee is allowed to perform work requiring the use of PPE
that the employee can:
– Demonstrate an understanding of the training specified above; and
– Demonstrate the ability to use PPE properly.
Page 14 of 508
Part II
Asset Management Project Maintenance Plans
Page 15 of 508
AREA 1
AMP #968
Sunnydale / Velasco
San Francisco
Housing Authority
Page 16 of 508
CAL 1-3: Sunnydale
EIOP:
Development type:
Occupancy type:
Number of units:
Bedroom Distribution:
Number of buildings:
Structure type:
Year constructed:
Townhouse
Family
767
Family: 767
Elderly: 0
One bedroom: 71
Two bedroom: 531
Three bedroom: 150
Four bedroom: 15
91
Concrete
1940
Site Description
The Sunnydale housing development is located at 1654 Sunnydale Avenue. The development
consists of six different building types totaling 91 buildings. The overall site is organized by five
main streets defining six blocks.
The landscaping consists of grass lawns with play areas. The site is not irrigated except for the
front of the administration building. Thirteen asphalt parking lots are scattered throughout the site
for off-street parking.
Building Envelope and Public Spaces Description
The buildings at Sunnydale are painted concrete-masonry construction with furred-out walls on
the interior. Exterior windows are single-pane metal, while the doors are a mixture of metal and
wood. The gabled roofs of the two-story buildings are sheathed with clay tile shingles. All units
have an exterior entrance. An administration building with community center, childcare, and police
department is located at the corner of Sunnydale Avenue and Santos Street.
Mechanical and Electrical Systems Description
Units are heated by force-air gas furnaces that only serve the ground floor. Hot water heaters and
circuit breaker panels are located in each unit. A washing machine connection was observed;
however, no dryer connections were found.
Unit Interiors
Interior finishes consist of gypsum wallboard walls, and a mixture of unfinished ceilings and
gypsum wallboard ceilings. The flooring in the units is resilient tile. Asbestos tile was observed in
some of the residences.
CAL 1-18 (7): Velasco
Page 17 of 508
EIOP:
Development Type:
Occupancy Type:
Number of units:
1962
Walk Up
Senior
18
Family: 0
Elderly: 18
Bedroom
Distribution:
Studio: 5
1 Bedroom: 8
2 Bedroom: 5
Site Area:
0.71 Acres
Density:
25.4 Units per Acre
Structure Type:
Wood Frame
Number of buildings: 2
Year constructed:
1962
Site Description: Hayes Valley (Velasco) occupies a site, rectangular in shape, located on Velasco
Avenue. There are two two-story, rectangular buildings on the site. Building A1B is twice as long
as Building A1A and they are both connected to each other via the roof system and exterior
walkways. There are a combination of studio, one and two bedroom units.
All apartments have exterior entry doors. Landscaping over the generally flat site is limited to
small grass areas and planters.
Building Envelope and Public Spaces Description
Both buildings are wood framed with an EIFS/plaster finish. The windows are aluminum and the
doors are metal. The roofs are pitch and covered with asphalt shingles. Dwelling units are accessed
along exterior walkways and stairs. This site does not have public spaces.
Mechanical and Electrical Systems Description: All units are heated by a hydronic radiation
system, with hot water provided by one boiler. The same boiler provides domestic hot water to
both buildings. Electrical panels in the units are circuit breaker type.
Unit Interiors: Interior finishes consist of painted gypsum wallboard walls and ceilings. The floor
coverings are resilient tile.
Sunnydale/Velasco Summary of Issues
The developments have significant physical problems, obsolescence, chronic design flaws, large
open spaces that are costly to maintain and difficult to secure, and high turnover. Vacancy,
turnover and tenant account receivables are high. Some units still have vinyl asbestos tile that
eventually needs to be replaced or encapsulated. Boiler and boiler room equipment are at the end
of their life cycle and need replacement. The power wiring should be replaced. The galvanized
hot and cold water distribution lines are corroded and should be replaced. The sanitary lines need
to be replaced. The windows need to be replaced. The density of this site is far below the level
appropriate for the surrounding community, providing an opportunity for building replacement
public housing in a new mixed income development.
Page 18 of 508
Strategies to Address Issues
SFHA issued a request for qualifications to rebuild the Sunnydale/Velasco contiguous public
housing sites with additional affordable rental, first-time homebuyer and market rate housing.
Developer partners were selected and in collaboration with the City and development plans are
being prepared while potential funding sources are being identified. Until a redevelopment plan
is in place and funding has been identified, the Authority will maintain the property, provide life
safety improvements, implement some cost effective energy conservation measures, and do
modernization work in accordance with the most recent CFP Annual and Five year Plans with
limited available funding so that the housing remains safe, operational and not a financial drain on
the Authority.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
UPCS Inspections
All units must be inspected at least once during the year, by a person trained in UPCS methods.
The Executive Director establishes a schedule, with all inspections completed within a 10-month
period. The remaining two months can be utilized to catch up on annual inspection work orders,
to do HUD inspections, to do preventative maintenance work orders, etc. The annual inspections
at Sunnydale are conducted by the Property Manager, using the UPCS form, which is correlated
to the format used by REAC inspectors. The completed inspection forms are used by the
management office, where they will enter the annual work order data into the computer system.
The resultant work orders must be completed by maintenance within 25 days. These work orders
must be entered as “Annual” work orders in the MCS system, so that they can be tracked back to
the annual unit inspection.
Housekeeping is not noted or recorded unless conditions are such that there is potential damage to
the unit, harm to residents, or obvious pest problems.
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Page 19 of 508
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At SunnydaleVelasco, this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff
shall use inspection forms similar to those used by REAC Inspectors for each building and each
area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management of
pests requires an understanding of the target pest ecology and habits as well as the environment in
which they exist. It is the desire of SFHA for Contractor to work in partnership with its residents
to undertake a program of Integrated Pest Management (IPM) in the treatment of pests.
Pest management activities are to be conducted on all Sunnydale/Velasco buildings and a five (5)
foot perimeter around these buildings. Exterior treatment includes control services, as needed, for
ants and mice. Contractor shall service twice per month all common areas including but not limited
to offices, laundry rooms, lobby, and dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Page 20 of 508
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
Sunnydale/Velasco. The grass cutting, edging, mulching, pruning and trimming are done by the
Maintenance Generalist II (with the assistance of the Maintenance Generalist I) who is also
charged with policing the grounds, picking up trash, and cleaning up at the recycling center, and
distributing notices to uncompliant tenants.
Trash Collection
The Sunnydale/Velasco AMP has implemented a trash/recycling collection system that has
reduced trash collection by approximately 30% with a corresponding decrease in collection costs.
This system also reduces the amount of litter on the grounds and litter pick up by maintenance
workers. Sunnydale trash is compacted on site in separate recycle and trash compactors. Residents
Recyclers were hired to educate residents on recycling and haul trash and recycle bins from each
residence with trailers to the compactors and then back to the apartments on a daily basis.
Trash Collection Schedule
Service Address
1652 SUNNYDALE AVE
Times
per
week
2
Service Description
30 YD COMPACTOR
Units
9
SURCHARGE
On-Call
Current
Charges
11,831.49
153.81
RECYCLING DISCOUNT 21%
1
(2,866.38)
35 YD RECYCLING COMPACTOR
2
2,536.32
12
11,655.24
Page 21 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Description
To be performed
by
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
SEMIMONTHLY
Wheelchair Lifts
Description
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Date last completed
Date Date2 Date3
Date last completed
Date Date2 Date3
Property
Manager/
Maintenance
Mechanic/
Laborer
and
Custodian
To be performed
by
Contractor:
ThyssenKrupp
Communications
Number: (866)
634-5460
Date last completed
Date Date2 Date3
Page 22 of 508
FALL
Date last completed
Plumbing
Description
To be
performed by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
Furnace and heater
Service, clean and install filters
Backflow prevention
system
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Boiler Systems
Faucet aerators
Date
Date
2
Date3
Date
Date
2
Date3
Date
Date
2
Date3
In house
steamfitter
In-house
Maintenance
Mechanic
Interior
Description
To be
performed by
Countertops
Inspect for separations at sinks and
backsplash. Recaulk where required.
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
Tub enclosures
Inspect caulking and recaulk if necessary.
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
Electrical and
appliances
Heating system
Description
To be
performed by
Service heating system and heat pump.
In House
Electrician
Page 23 of 508
Exterior
Description
To be
performed by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
2
Date3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be
performed by
Attic
Examine for evidence of any leaks. Check
insulation and remove or add if necessary.
Check for evidence of birds, squirrels,
raccoons, etc. Check for proper ventilation.
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house
Maintenance
Mechanic/
Inspector
In-house
Property
Manager/Mainten
ance Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
Countertops
Date
Date last completed
Date Date Date3
2
Page 24 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be
performed by
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Circuit breakers
Visual Inspection and exercise.
In-house
Property
Manager/Mainten
ance
Mechanic/Plumb
er
In-house
Property
Manager/Mainten
ance Mechanic/
Electrician
Exterior
Description
To be
performed by
Decks
Scrub mildewed areas and treat for water
stains, mildew, and fungus. Check for dry-rot
and repair if necessary.
Roof
Gutters and
downspouts
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house
Property
Manager/Mainten
ance
Mechanic/Labore
rs
In-house
Property
Manager/Inspect
or
Windows
Clean.
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Pest Control
Concrete and
asphalt
Date
Date
2
Date3
Date
Date
2
Date3
Contractor:
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
Page 25 of 508
AREA 1
AMP #970
Westbrook
San Francisco
Housing Authority
CAL 1-9: Westbrook
EIOP:
Development type:
Occupancy type:
Number of units:
Bedroom Distribution:
Number of buildings:
Structure type:
Year constructed:
1957
Townhouses
Family
225
Family: 225
Elderly: 0
1 Bedroom: (4)
2 Bedroom: (60)
3 Bedroom: (116)
4 Bedroom: (33)
5 Bedroom: (12)
37
Wood frame
1956
Site Description
Westbrook Apartments are bounded by Kiska, Northridge, Harbor and Dormitory Roads.
Adjacent to Westbrook is Hunters Point (East). There are nine building types scattered around the
site, they vary only slightly in unit configuration. The landscaping consists of large areas of grass
and paved concrete walks and patios near the buildings. The moderately sloping terrain requires
the use of retaining walls and some concrete steps.
Building Envelope and Public Spaces Description
The buildings at Westbrook are wood framed construction with concrete slab-on-grade
foundations. The exterior is primarily stucco, with some wood lap siding. The roofs are built-up
asphalt. They have a shallow pitch, which drains to perimeter gutters and exterior downspouts.
Mechanical and Electrical Systems Description
Each one, two, and three bedroom unit has gas-fired wall heaters. Four and five bedroom units
have a central gas furnace with ductwork serving individual rooms. All units have hot water
heaters. The buildings originally had boilers, which have been removed. The electrical utility
lines are individually metered.
Unit Interiors
Interior finishes consist of gypsum wallboard walls and ceilings.
combination of resilient tile and sheet vinyl.
Floor coverings are a
Westbrook Summary of Issues
This property has significant physical problems, obsolescence, chronic design flaws and large open
spaces that are costly to maintain and difficult to secure. The sanitary, water, gas and galvanized
hot and cold water distribution lines need to be replaced. The landscaping wood retaining walls
have dry rot. The power wiring and branch panel are in need of replacement.
Page 27 of 508
Strategies to Address Issues
The density of this site is far below the level appropriate for their location in a transitional
gentrifying redevelopment area, providing an opportunity for building replacement public housing
in a new mixed income community. Until pursuing a redevelopment plan is feasible and potential
funding has been identified, the Authority will maintain the property, provide life safety
improvements, implement some cost effective energy conservation measures, and do
modernization work in accordance with the most recent CFP Annual and Five year Plans with
limited available funding so that the housing remains safe, operational and not a financial drain on
the Authority.
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal
dollars by applying for applicable HUD programs. Therefore, the plan includes applying for
Project Based Rental Assistance and/or Project-Based Vouchers under the federal Rental
Assistance Demonstration Program (RAD). Applications for the RAD Program were approved by
the Authority Board of Commissioners on September 26, 2013 and submitted to HUD on
September 27, 2013.
Westbrook units requested conversion for RAD are scheduled under Phase II Applications on
2014.
In addition to the RAD applications, the financing strategy as contemplated by the Plan relies also
upon HUD’s Section 18 Disposition/Demolition program which will permit the Authority to obtain
additional Section 8 vouchers. Applications for the Section 18 Program were approved by the
Authority Board of Commissioners on December 12, 2013 and will be submitted to HUD on
January 2014.
Westbrook is proposed for Section 18 application and subsequent disposition The Authority
intends to develop this project a mixed finance project and use Section 8 vouchers, plus additional
funds from private funding source, equity partners under the low income housing tax credit
program and other eligible sources. Such an approach will allow the tenants of Authority sites to
benefit from immediate and long term rehabilitation work while preserving existing affordability.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding
Page 28 of 508
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At Westbrook,
this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff shall use
inspection forms similar to those used by REAC Inspectors for each building and each area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Pest management activities are to be conducted on all Westbrook buildings and a five (5) foot
perimeter around these buildings. Exterior treatment includes control services, as needed, for
ants and mice. Contractor shall service twice per month all common areas including but not
limited to offices, laundry rooms, lobby, and dumpster areas within the apartment complex.
Page 29 of 508
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
Westbrook:
The grass cutting, edging, mulching, pruning and trimming are done by the
Maintenance Generalist II (with the assistance of the Maintenance Generalist I) who is also
charged with policing the grounds, picking up trash, and cleaning up at the recycling center, and
distributing notices to uncompliant tenants.
Trash Collection Schedule
Service Address
WESTBROOK APTS
Times
per
week
1
Days
Service Description
---T---
COMM 2 96 GAL RECYCLING
RECYCLING DISCOUNT 4%
64 GAL EXTRA 1X WEEK
COMM 4 64 GAL RECYCLING
COMM ELEVAITON 25%
COMM DISTANCE 25%
6-64 GALLON TOTER
COMM 32 GALLON TOTER
SURCHARGE
Units
Current
Charges
1
6
155
1
2
2
1
27
00.73
(484.24)
10,750.80
289.29
419.21
419.21
428.36
1,073.52
195
13,096.88
Page 30 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
Description
Inspect the grounds, to make sure that
there are no health and safety hazards,
such as broken fencing, flooded catch
basins, etc., no significant trash, litter or
bulk items, and that the grass and
plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks,
and that the circulating pump is running.
Check the elevator. Each morning, ride
the car up and back down. Check lights
and fans, car leveling (flush with hall
floor), excess vibration, and automatic
door openers. Check that the emergency
phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed
and locked.
WEEKLY
Routine Weekly
Check-ups
To be performed
by
Property
Manager/
Maintenance
Mechanic/
Laborer and
Custodian
Description
To be performed
by
Check site lighting, after dark. Be sure
that all site lighting operates after dark,
and turns off at daylight. Reset time
clocks as needed. Have blown bulbs or
broken fixtures replaced or repaired
promptly.
Property
Manager/
Maintenance
Mechanic/
Laborer
and
Custodian
Date last completed
Date
Date2
Date3
Date last completed
Date
Date2
Date3
FALL
Date last completed
Plumbing
Description
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
Furnace and heater
Service, clean and install filters
Backflow prevention
system
Perform inspection and necessary
maintenance and file Certifications with
the city, maintains a file with all
technicians’ notes, serial numbers, and
model numbers.
Perform inspection and necessary
maintenance and file Certifications with
the city, maintains a file with all
technicians’ notes, serial numbers, and
model numbers.
Check for proper flow of water. If the
flow is reduced, clean the aerator
screens. During the first two months, the
faucet aerators could require more
frequent cleaning.
Boiler Systems
Faucet aerators
Inspect for proper operation. Check for
leaks
To be
performed by
In-house plumber
Date
Date2 Date3
Date
Date2 Date3
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
In house
steamfitter
In-house
Maintenance
Mechanic
Interior
Description
Countertops
Inspect for separations at sinks and
backsplash. Recaulk where required.
Tiled areas
Inspect for loose or missing grout or
caulking. Regrout or recaulk if necessary.
In-house Property
Manager/Mainten
ance Mechanic
Tub enclosures
Inspect caulking and recaulk if
necessary.
In-house Property
Manager/Mainten
ance Mechanic
Weather stripping
Check caulking around windows and
doors. Check window and door screens.
Adjust or replace if necessary.
In-house Property
Manager/Mainten
ance Mechanic
Electrical and
appliances
Heating system
Description
To be
performed by
In House
Electrician
Date
Date2 Date3
Exterior
Description
To be
performed by
Date
Date2 Date3
Service heating system and heat pump.
To be
performed by
In-house Property
Manager/Mainten
ance Mechanic
Page 32 of 508
Roof
Gutters and
downspouts
Check for leaks. Check for damaged,
loose, or missing shingles. Check vents
and louvers for birds, nests, squirrels,
and insects. Check flashing around roof
stacks and vents for leaks.
Clean and check for leaks, misalignment,
or damage.
Exterior walls
Check for deteriorating bricks and
mortar. Check siding for damage or rot.
Check painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove
tree limbs, branches, or debris that can
attract insects (no wood or shrubbery
should be closer than 3 inches to the
buildings). Maintain grading.
Check for cracks or deterioration. Reseal
or repair if necessary.
Concrete and asphalt
Sewer rooting
Apply jetter to main pipes to clean up
root masses grouth.
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Date last completed
Interior
Description
Attic
Examine for evidence of any leaks. Check
insulation and remove or add if
necessary. Check for evidence of birds,
squirrels, raccoons, etc. Check for
proper ventilation.
Inspect for separations at sinks and
backsplash. Re-caulk where required.
Countertops
To be
performed by
In-house
Maintenance
Mechanic/
Inspector
Date
Date2 Date3
Date
Date2 Date3
In-house Property
Manager/Mainten
ance Mechanic
Tiled areas
Inspect for loose or missing grout or
caulking. Regrout or recaulk if necessary.
In-house Property
Manager/Mainten
ance Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if
necessary. Inspect caulking and recaulk
if necessary.
In-house Property
Manager/Mainten
ance Mechanic
Weather stripping
Check caulking around windows and
doors. Check window and door screens.
Adjust or replace if necessary.
In-house Property
Manager/Mainten
ance Mechanic
Electrical and
appliances
Description
To be
performed by
Page 33 of 508
Heating and cooling
system
Circuit breakers
General furnace inspection: Look for
rust, scaling on heat exchanger, and
proper flame color; note odd sounds or
smells; and check condition of venting.
Remove debris around units.
Visual Inspection and exercise.
In-house Property
Manager/Mainten
ance
Mechanic/Plumb
er
In-house Property
Manager/Mainten
ance Mechanic/
Electrician
Exterior
Description
Decks
Scrub mildewed areas and treat for
water stains, mildew, and fungus. Check
for dry-rot and repair if necessary.
Roof
Gutters and
downspouts
Clean. Check for leaks. Check for
damaged, loose or missing shingles.
Check vents and louvers for birds, nests,
squirrels, and insects. Check flashing
around roof stacks, vents, and skylights
for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens
in windows are in working order and fit
tightly.
Clean and check for leaks, misalignment,
or damage.
To be
performed by
In-house Property
Manager/Mainten
ance
Mechanic/Labore
rs
In-house Property
Manager/Inspect
or
Windows
Clean.
Exterior walls
Check for deteriorating bricks and
mortar. Check siding for damage or rot.
Check painted surfaces for flaking.
Trim shrubbery around walls. Remove
tree limbs, branches, or debris that can
attract insects (no wood or shrubbery
should be closer than 3 inches to your
house). Maintain grading.
Check for cracks or deterioration. Reseal
or repair if necessary.
Pest Control
Landscaping
Concrete and asphalt
Date
Date2 Date3
Contractor:
In-house Property
Manager/Inspect
or
In-house Property
Manager/Inspect
or
In-house Property
Manager/Inspect
or
In-house Property
Manager/Inspect
or
In-house Property
Manager/Inspect
or
Page 34 of 508
AREA 1
AMP #973
Hunters Point
San Francisco
Housing Authority
Page 35 of 508
CAL 1-17 (A): Hunters Point
EIOP:
Development Type:
Occupancy Type:
Number of units:
Bedroom Distribution:
Structure Type:
Number of buildings:
Year constructed:
1954
Townhouse
Family
213
Family: 213
Elderly: 0
1 Bedroom (17)
2 Bedroom (122)
3 Bedroom (35)
4 Bedroom (29)
5 Bedroom (9)
6 Bedroom (1)
Wood frame
41
1953
Site Description:
Hunters Point consists of three adjacent developments, Upper West, Lower West, and East. They
are bordered by Griffith, Palou and Kirkwood Avenue, and Dormitory Road.
Two-story four-plexes and six-plexes are scattered around the three sites, with concrete walkways
connecting the buildings to the public sidewalk and each other. There are two basketball courts as
well as several small play areas around the developments.
Building Envelope and Public Spaces Description:
The buildings at Hunters Point are all wood framed with a combination of wood and stucco
exterior. The foundations are concrete slab-on-grade.
The roofs are low-slope built-up asphalt, and roof drainage is provided by perimeter gutters and
exterior downspouts.
Mechanical and Electrical Systems Description:
Individual apartments are equipped with gas-fired furnaces and hot water heaters. The buildings
originally had a central boiler system, which has been removed. Electrical lines are individually
metered.
Unit Interiors:
The unit finishes consist of gypsum wallboard ceiling and walls. Floors finishes are mostly
original wood flooring in the living rooms and bedrooms and resilient tile or sheet vinyl in the
kitchens and bathrooms.
Hunters Point Summary of Issues:
There is vinyl asbestos tile present which will eventually need to be removed. The water, gas and
sanitary lines are at the end of their life cycle and need to be replaced. The branch panel and power
wiring are outdated and need to be replaced to meet current needs.
Strategies to Address Issues
The density of this site is far below the level appropriate for their location in a transitional
gentrifying redevelopment area, providing an opportunity for building replacement public housing
in a new mixed income community. Until pursuing a redevelopment plan is feasible and potential
funding has been identified, the Authority will maintain the property, provide life safety
improvements, implement some cost effective energy conservation measures, and do
modernization work in accordance with the most recent CFP Annual and Five year Plans with
limited available funding so that the housing remains safe, operational and not a financial drain on
the Authority.
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal
dollars by applying for applicable HUD programs. Therefore, the plan includes applying for
Project Based Rental Assistance and/or Project-Based Vouchers under the federal Rental
Assistance Demonstration Program (RAD). Applications for the RAD Program were approved by
the Authority Board of Commissioners on September 26, 2013 and submitted to HUD on
September 27, 2013.
Hunters Point units requested conversion for RAD are scheduled under Phase I Applications on
September 27, 2013.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Page 37 of 508
Common Area Inspections. Once per year, ALL common areas must be thoroughly
inspected. This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At
Hunters Point, this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA
staff shall use inspection forms similar to those used by REAC Inspectors for each building and
each area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that there
is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to occupants
asking them to report deteriorated paint or failed encapsulation or enclosure. Include the
contact name, address, and telephone number. CPD recommends that the notice be
provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Pest management activities are to be conducted on all Hunters Point buildings and a five (5) foot
perimeter around these buildings. Exterior treatment includes control services, as needed, for
ants and mice. Contractor shall service twice per month all common areas including but not
limited to offices, laundry rooms, lobby, and dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Page 38 of 508
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
Hunters Point: The grass cutting, edging, mulching, pruning and trimming are done by the
Maintenance Generalist II (with the assistance of the Maintenance Generalist I) who is also
charged with policing the grounds, picking up trash, and cleaning up at the recycling center, and
distributing notices to uncompliant tenants.
Trash Collection Schedule
Service Address
HUNTERS PT A-EAST
Times
per
week
1
1040 PALOU AVENUE
1
Days
Service Description
Units
Current
Charges
---T---
COMINGLED - RECYCLING 64 GAL
APARTMENT 64 GALLON CART
COMINGLED - RECYCLING 32 GAL
SURCHARGE
5
64
2
--W---
COMINGLED - RECYCLING 64 GAL
3,526.40
45.84
3,572.24
-
COMINGLED - RECYCLING 96 GAL
APARTMENT 32 GALLON CART
APARTMENT 64 GALLON CART
COMINGLED - RECYCLING 32 GAL
SURCHARGE
71
6
4
12
74
13
109
330.60
4,077.40
57.31
4,465.31
Page 39 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Description
To be performed
by
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
SEMIMONTHLY
Wheelchair Lifts
Description
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Date last completed
Date Date2 Date3
Date last completed
Date Date2 Date3
Property
Manager/
Maintenance
Mechanic/
Laborer
and
Custodian
To be performed
by
Contractor:
ThyssenKrupp
Communications
Number: (866)
634-5460
Date last completed
Date Date2 Date3
FALL
Date last completed
Plumbing
Description
To be
performed by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
Furnace and heater
Service, clean and install filters
Backflow prevention
system
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Boiler Systems
Faucet aerators
Date
Date
2
Date3
Date
Date
2
Date3
Date
Date
2
Date3
Date
Date
2
Date3
In house
steamfitter
In-house
Maintenance
Mechanic
Interior
Description
To be
performed by
Countertops
Inspect for separations at sinks and
backsplash. Recaulk where required.
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
Tub enclosures
Inspect caulking and recaulk if necessary.
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
Electrical and
appliances
Heating system
Description
To be
performed by
Service heating system and heat pump.
In House
Electrician
Exterior
Description
To be
performed by
Page 41 of 508
Roof
Gutters and
downspouts
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be
performed by
Attic
Examine for evidence of any leaks. Check
insulation and remove or add if necessary.
Check for evidence of birds, squirrels,
raccoons, etc. Check for proper ventilation.
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house
Maintenance
Mechanic/
Inspector
In-house
Property
Manager/Mainten
ance Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
Electrical and
appliances
Description
Countertops
To be
performed by
Date last completed
Date Date Date3
2
Date
Date
2
Date3
Page 42 of 508
Heating and
cooling system
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Circuit breakers
Visual Inspection and exercise.
Exterior
Description
To be
performed by
Decks
Scrub mildewed areas and treat for water
stains, mildew, and fungus. Check for dry-rot
and repair if necessary.
Roof
Gutters and
downspouts
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house
Property
Manager/Mainten
ance
Mechanic/Labore
rs
In-house
Property
Manager/Inspect
or
Windows
Clean.
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Pest Control
Concrete and
asphalt
In-house
Property
Manager/Mainten
ance
Mechanic/Plumb
er
In-house
Property
Manager/Mainten
ance Mechanic/
Electrician
Date
Date
2
Date3
Contractor:
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
Page 43 of 508
AREA 1
AMP #975
Alice Griffith
San Francisco
Housing Authority
Page 44 of 508
CAL 1-18 (4): Alice Griffith
EIOP:
Development Type:
Occupancy Type:
Number of units:
Bedroom Distribution:
Structure Type:
Number of buildings:
Year constructed:
1963
Townhouses
Family
254
Family: 254
Elderly: 0
1 Bedroom (8)
2 Bedroom (128)
3 Bedroom (24)
4 Bedroom (78)
5 Bedroom (16)
Wood Frame
33
1962
Site Description
The Alice Griffith complex consists of 33 two-story townhouse style buildings scattered
throughout the twenty-four acre site. There are five building types that are similar in architectural
style, but the unit configurations vary slightly. There is also a small building in the southeast
corner of the site which houses a child care center. Site landscaping is primarily mowed grass
with some plantings near the buildings. There is a basketball court and a tot lot in the northeast
corner of the site.
Building Envelope and Public Spaces Description
The buildings at Alice Griffith are wood frame construction with stucco and wood siding exterior.
All foundations are slab-on-grade. Roofs are low slope with a built-up asphalt covering, draining
to perimeter gutters and exterior downspouts.
Mechanical and Electrical Systems Description
There are four boiler stations that provide hydronic heating to all units as well as domestic hot
water.
The electrical system consists of transformers, distribution panels and unit fuse boxes. The
housing authority owns the transformers.
Unit Interiors
Unit finishes consist of plaster walls and ceilings, with resilient tile flooring. Doors are hollow
core wood.
Alice Griffith Summary of Issues
The developments have significant physical problems, obsolescence, chronic design flaws, large
open spaces that are costly to maintain and difficult to secure, and high turnover. Vacancy,
turnover and tenant account receivables are high. Some units still have vinyl asbestos tile that
eventually needs to be replaced or encapsulated. Boiler and boiler room equipment are at the end
of their life cycle and need replacement. The power wiring and unit electrical systems are in need
of replacement. The galvanized hot and cold water distribution lines are deteriorated and the
Page 45 of 508
irrigation system is in disrepair. The grass areas are eroded and need to be reseeded. The sanitary
lines need to be replaced.
Strategies to Address Issues
The density of this site is far below the level appropriate for the surrounding community, providing
an opportunity for building replacement public housing in a new mixed income development. In
collaboration with the City, a developer partner has been selected and redevelopment plans are
being prepared while potential funding sources are identified. The recent award of a Choice
Neighborhood Initiative grant award has enabled the planning to move forward toward
implementation within the next five years. In the meantime, the Authority will maintain the
property, provide life safety improvements, implement some cost effective energy conservation
measures, and do modernization work in accordance with the most recent CFP Annual and Five
year Plans with limited available funding so that the housing remains safe, operational and not a
financial drain on the Authority.
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal
dollars by applying for applicable HUD programs. Therefore, the plan includes applying for
Project Based Rental Assistance and/or Project-Based Vouchers under the federal Rental
Assistance Demonstration Program (RAD). Applications for the RAD Program were approved by
the Authority Board of Commissioners on September 26, 2013 and submitted to HUD on
September 27, 2013.
The Alice Griffith 190 units requested conversion for RAD are scheduled under Phase II
Applications on 2014.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
Page 46 of 508
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At Alice
Griffith, this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff
shall use inspection forms similar to those used by REAC Inspectors for each building and each
area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Pest management activities are to be conducted on all Alice Grffith buildings and a five (5) foot
perimeter around these buildings. Exterior treatment includes control services, as needed, for
ants and mice. Contractor shall service twice per month all common areas including but not
limited to offices, laundry rooms, lobby, and dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
Page 47 of 508
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
Alice Griffith: The grass cutting, edging, mulching, pruning and trimming are done by the
Maintenance Generalist II (with the assistance of the Maintenance Generalist I) who is also
charged with policing the grounds, picking up trash, and cleaning up at the recycling center, and
distributing notices to uncompliant tenants.
Trash Collection Schedule
Service Address
ALICE GRIFFITH
Times
per
week
1
Days
Service Description
--W--
COMM 2 96 GAL RECYCLING
RECYCLING DISCOUNT 25%
64 GAL EXTRA 1X WEEK
6-64 GALLON TOTER
COMM 32 GALLON TOTER
COMM 2 64 GAL RECYCLING
6-64 GAL COMINGLED
5-96 GAL CARTS
COMM COMINGLED-RECYCL 32GAL
SURCHARGE
Units
1
9
211
1
15
1
2
1
117
358
Current
Charges
200.73
(5,224.96)
14,634.96
428.36
596.40
150.82
856.72
478.54
4,651.92
16,773.49
Page 48 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Description
To be performed
by
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
SEMIMONTHLY
Wheelchair Lifts
Description
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Date last completed
Date Date2 Date3
Date last completed
Date Date2 Date3
Property
Manager/
Maintenance
Mechanic/
Laborer
and
Custodian
To be performed
by
Contractor:
ThyssenKrupp
Communications
Number: (866)
634-5460
Date last completed
Date Date2 Date3
Page 49 of 508
FALL
Date last completed
Plumbing
Description
To be
performed by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
Furnace and heater
Service, clean and install filters
Backflow prevention
system
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Boiler Systems
Faucet aerators
Date
Date
2
Date3
Date
Date
2
Date3
Date
Date
2
Date3
Date
Date
2
Date3
In house
steamfitter
In-house
Maintenance
Mechanic
Interior
Description
To be
performed by
Countertops
Inspect for separations at sinks and
backsplash. Recaulk where required.
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
Tub enclosures
Inspect caulking and recaulk if necessary.
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
Electrical and
appliances
Heating system
Description
To be
performed by
Service heating system and heat pump.
In House
Electrician
Exterior
Description
To be
performed by
Page 50 of 508
Roof
Gutters and
downspouts
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be
performed by
Attic
Examine for evidence of any leaks. Check
insulation and remove or add if necessary.
Check for evidence of birds, squirrels,
raccoons, etc. Check for proper ventilation.
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house
Maintenance
Mechanic/
Inspector
In-house
Property
Manager/Mainten
ance Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
Electrical and
appliances
Description
Countertops
To be
performed by
Date last completed
Date Date Date3
2
Date
Date
2
Date3
Page 51 of 508
Heating and
cooling system
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Circuit breakers
Visual Inspection and exercise.
Exterior
Description
To be
performed by
Decks
Scrub mildewed areas and treat for water
stains, mildew, and fungus. Check for dry-rot
and repair if necessary.
Roof
Gutters and
downspouts
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house
Property
Manager/Mainten
ance
Mechanic/Labore
rs
In-house
Property
Manager/Inspect
or
Windows
Clean.
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Pest Control
Concrete and
asphalt
In-house
Property
Manager/Mainten
ance
Mechanic/Plumb
er
In-house
Property
Manager/Mainten
ance Mechanic/
Electrician
Date
Date
2
Date3
Contractor:
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
Page 52 of 508
AREA 2
AMP #966
Holly Courts / Alemany
San Francisco
Housing Authority
Page 53 of 508
CAL 1-1: Holly Courts
EIOP:
Development Type:
Occupancy Type:
Number of units:
Bedroom Distribution:
Number of buildings:
Structure Type:
Year constructed:
1940
Townhouse
Family
118
Family: 118
Elderly: 0
1 Bedroom (40)
2 Bedroom (60)
3 Bedroom (18)
10
Reinforced Concrete
1940
Site Description
Holly Courts occupies a wedge-shaped city block between Appleton and Highland Avenues and
between Patton Street and Holly Park Circle.
The community spaces and office are located in the “A” building at the corner of Patton and
Appleton.
Landscaping at Holly Courts consists of private backyards, courtyards formed by the building
configurations, concrete pedestrian paths, and small grass areas mostly in the fronts of the
buildings.
Building Envelope and Public Spaces Description
Constructed entirely of reinforced concrete, the original structure and walls are still in sound
condition. There are no apparent cracks or settlement.
The roofs are low slope in configuration, draining to exterior downspouts. All roofs were
replaced in 1999.
The public rooms are in fair condition, accessibility improvements were completed at the
Community Room and Property Office in 2003.
Mechanical and Electrical Systems Description
All systems at Holly Courts appear to be original with the exception of the electrical system and
the storage tanks for domestic hot water in the mechanical room.
Some units have forced air gas furnaces located in a closet with metal ducts serving individual
rooms.
The electrical panels are the circuit breaker type located in the mechanical room of each
building.
Page 54 of 508
Unit Interiors
The unit finishes consist of painted concrete ceilings on the first floor, plaster ceilings on the
second floor, and plaster wall finishes.
The floor covering is resilient tile, with some sheet vinyl installed in bathrooms.
Apparent Safety Problems
There is vinyl asbestos tile present that will eventually need to be replaced. There is asbestos pipe
insulation that also needs to be replaced.
Summary of Issues
The power wiring, electrical panels and wiring are in need of replacement. The hot and cold water
distribution lines are corroded.
Strategies to address Issues
The Authority will maintain the property, provide life safety improvements, keep implementing
cost effective energy conservation measures, and do modernization work in accordance with the
most recent CFP Annual and Five year Plans with limited available funding so that the housing
remains safe, operational and not a financial drain on the Authority.
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal
dollars by applying for applicable HUD programs. Therefore, the plan includes applying for
Project Based Rental Assistance and/or Project-Based Vouchers under the federal Rental
Assistance Demonstration Program (RAD). Applications for the RAD Program were approved by
the Authority Board of Commissioners on September 26, 2013 and submitted to HUD on
September 27, 2013.
The Holly Courts units requested conversion for RAD are scheduled under Phase I Applications
on September 27, 2013.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
Page 55 of 508
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At Holly
Courts, this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff
shall use inspection forms similar to those used by REAC Inspectors for each building and each
area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Pest management activities are to be conducted on all Holly Courts buildings and a five (5) foot
perimeter around these buildings. Exterior treatment includes control services, as needed, for
ants and mice. Contractor shall service twice per month all common areas including but not
limited to offices, laundry rooms, lobby, and dumpster areas within the apartment complex.
Page 56 of 508
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
Holly Courts: The grass cutting, edging, mulching, pruning and trimming are done by the
Maintenance Generalist II (with the assistance of the Maintenance Generalist I) who is also
charged with policing the grounds, picking up trash, and cleaning up at the recycling center, and
distributing notices to uncompliant tenants.
Trash Collection Schedule
Service Address
102 APPLETON
AVENUE
Times
per
week
1
Days
Service Description
Units
--W----
COMINGLED - RECYCLING 64 GAL
22
APT ORGANICS 64 GAL GREEN
APARTMENT 96 GALLON CART
APARTMENT 32 GALLON CART
APARTMENT 64 GALLON CART
COMINGLED - RECYCLING 32 GAL
SURCHARGE
2
2
18
98
61
203
Current
Charges
165.30
495.90
5,399.80
78.80
6,139.80
Page 57 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Description
To be performed
by
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
SEMIMONTHLY
Wheelchair Lifts
Description
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Date last completed
Date Date2 Date3
Date last completed
Date Date2 Date3
Property
Manager/
Maintenance
Mechanic/
Laborer
and
Custodian
To be performed
by
Contractor:
ThyssenKrupp
Communications
Number: (866)
634-5460
Date last completed
Date Date2 Date3
Page 58 of 508
FALL
Date last completed
Plumbing
Description
To be
performed by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
Furnace and heater
Service, clean and install filters
Backflow prevention
system
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Boiler Systems
Faucet aerators
Date
Date
2
Date3
Date
Date
2
Date3
Date
Date
2
Date3
Date
Date
2
Date3
In house
steamfitter
In-house
Maintenance
Mechanic
Interior
Description
To be
performed by
Countertops
Inspect for separations at sinks and
backsplash. Recaulk where required.
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
Tub enclosures
Inspect caulking and recaulk if necessary.
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
Electrical and
appliances
Heating system
Description
To be
performed by
Service heating system and heat pump.
In House
Electrician
Exterior
Description
To be
performed by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
In-house
Maintenance
Mechanic/
Inspector
Page 59 of 508
flashing around roof stacks and vents for
leaks.
Gutters and
downspouts
Clean and check for leaks, misalignment, or
damage.
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be
performed by
Attic
Examine for evidence of any leaks. Check
insulation and remove or add if necessary.
Check for evidence of birds, squirrels,
raccoons, etc. Check for proper ventilation.
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house
Maintenance
Mechanic/
Inspector
In-house
Property
Manager/Mainten
ance Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
Electrical and
appliances
Heating and
cooling system
Description
To be
performed by
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
In-house
Property
Manager/Mainten
ance
Countertops
Date last completed
Date Date Date3
2
Date
Date
2
Date3
Page 60 of 508
Mechanic/Plumb
er
Circuit breakers
Visual Inspection and exercise.
In-house
Property
Manager/Mainten
ance Mechanic/
Electrician
Exterior
Description
To be
performed by
Decks
Scrub mildewed areas and treat for water
stains, mildew, and fungus. Check for dry-rot
and repair if necessary.
Roof
Gutters and
downspouts
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house
Property
Manager/Mainten
ance
Mechanic/Labore
rs
In-house
Property
Manager/Inspect
or
Windows
Clean.
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Pest Control
Concrete and
asphalt
Date
Date
2
Date3
Contractor:
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
Page 61 of 508
CAL 1-16: Alemany
EIOP:
Development Type:
Occupancy Type:
Number of units:
Bedroom Distribution:
Structure Type:
Number of buildings:
Year constructed:
Walkup
Family
164
Family: 164
Elderly:
0
1 Bedroom: (14)
2 Bedroom: (100)
3 Bedroom: (48)
4 Bedroom: (2)
Wood frame
25
1955
Site Description
Alemany is located on Ellsworth Street at the intersection of Alemany Blvd. Ellsworth Street
splits the development with most buildings located along its border. There are six buildings
located adjacent to Alemany Blvd.
Most of the landscaping is lawn with some shrubs located adjacent to the buildings. There are
five playgrounds, one basketball court, and one greenhouse. The greenhouse was constructed in
2000, but has never been used.
Building Envelope and Public Spaces Description
The buildings are constructed with a slab on grade foundation and wood framed walls. Wall
finish is a combination of stucco and wood. The roofs are low pitched with asphalt shingles and
drain to gutters and downspouts. Entry doors to the units are located on the front and rear of
each building and can be accessed from the Ellsworth St. or an interior sidewalk. There is a
centrally located laundry room and a community room.
Mechanical and Electrical Systems Description
Each unit has a hot water heater and furnace. The electrical panels and wiring were replaced in
1991.
Unit Interiors
The units consist of gypsum wallboard ceiling and wall surfaces. The floor covering on the first
floor is vinyl and the stairs and second floor are hardwood.
Apparent Safety Problems
The chain link fencing along Alemany Blvd. needs to be replaced. The holes in the fencing
material provide access for small children to walk onto a busy street.
Summary of Issues
The hardwood floors have water damage and need to be refinished as well as the stairways. The
landscaping needs approximately 40% to be reseeded or replanted.
Page 62 of 508
Strategies to address Issues
The Authority will maintain the property, provide life safety improvements, implement some cost
effective energy conservation measures, and do modernization work in accordance with the most
recent CFP Annual and Five year Plans with limited available funding so that the housing remains
safe, operational and not a financial drain on the Authority.
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal
dollars by applying for applicable HUD programs. Therefore, the plan includes applying for
Project Based Rental Assistance and/or Project-Based Vouchers under the federal Rental
Assistance Demonstration Program (RAD). Applications for the RAD Program were approved by
the Authority Board of Commissioners on September 26, 2013.
Alemany units requested conversion for RAD are scheduled under Phase II Applications on 2014.
In addition to the RAD applications, the financing strategy as contemplated by the Plan relies also
upon HUD’s Section 18 Disposition/Demolition program which will permit the Authority to obtain
additional Section 8 vouchers. Applications for the Section 18 Program were approved by the
Authority Board of Commissioners on December 12, 2013 and will be submitted to HUD on
January 2014.
The Alemany site is proposed for Section 18 application and subsequent disposition.
The Authority intends to develop this project a mixed finance project and use Section 8 vouchers,
plus additional funds from private funding source, equity partners under the low income housing
tax credit program and other eligible sources. Such an approach will allow the tenants of Authority
sites to benefit from immediate and long term rehabilitation work while preserving existing
affordability.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
Page 63 of 508
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At Alemany,
this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff shall use
inspection forms similar to those used by REAC Inspectors for each building and each area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Pest management activities are to be conducted on all Alemany buildings and a five (5) foot
perimeter around these buildings. Exterior treatment includes control services, as needed, for
ants and mice. Contractor shall service twice per month all common areas including but not
limited to offices, laundry rooms, lobby, and dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Page 64 of 508
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
Alemany:
The grass cutting, edging, mulching, pruning and trimming are done by the
Maintenance Generalist II (with the assistance of the Maintenance Generalist I) who is also
charged with policing the grounds, picking up trash, and cleaning up at the recycling center, and
distributing notices to uncompliant tenants.
Trash Collection
Service Address
Days
Service Description
Units
Current
Charges
937 ELLSWORTH STREET
Times
per
week
1
--W----
1-64 GALLON TOTER
SURCHARGE
1
956 ELLSWORTH STREET
1
--W----
1-64 GALLON TOTER
SURCHARGE
900 ELLSWORTH STREET
1
--W----
COMINGLED-RECYCLING 32 GALLON
RESIDENTIAL 64-GAL GARBAGE
COMINGLED RECY 96GAL BLUE CART
COMINGLED RECY 64GAL BLUE CART
RESIDENTIAL 32-GAL GARBAGE
RESIDENTIAL 96-GAL GARBAGE
SURCHARGE
81.45
81.45
81.45
81.45
7,383.40
413.25
1,487.70
120.69
9,405.04
1
1
1
25
134
1
6
15
18
199
Page 65 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Description
To be performed
by
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
SEMIMONTHLY
Wheelchair Lifts
Description
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Date last completed
Date Date2 Date3
Date last completed
Date Date2 Date3
Property
Manager/
Maintenance
Mechanic/
Laborer
and
Custodian
To be performed
by
Contractor:
ThyssenKrupp
Communications
Number: (866)
634-5460
Date last completed
Date Date2 Date3
Page 66 of 508
FALL
Date last completed
Plumbing
Description
To be
performed by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
Furnace and heater
Service, clean and install filters
Backflow prevention
system
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Boiler Systems
Faucet aerators
Date
Date
2
Date3
Date
Date
2
Date3
Date
Date
2
Date3
In house
steamfitter
In-house
Maintenance
Mechanic
Interior
Description
To be
performed by
Countertops
Inspect for separations at sinks and
backsplash. Recaulk where required.
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
Tub enclosures
Inspect caulking and recaulk if necessary.
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
Electrical and
appliances
Heating system
Description
To be
performed by
Service heating system and heat pump.
In House
Electrician
Page 67 of 508
Exterior
Description
To be
performed by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
2
Date3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be
performed by
Attic
Examine for evidence of any leaks. Check
insulation and remove or add if necessary.
Check for evidence of birds, squirrels,
raccoons, etc. Check for proper ventilation.
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house
Maintenance
Mechanic/
Inspector
In-house
Property
Manager/Mainten
ance Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
Countertops
Date
Date last completed
Date Date Date3
2
Page 68 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be
performed by
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Circuit breakers
Visual Inspection and exercise.
In-house
Property
Manager/Mainten
ance
Mechanic/Plumb
er
In-house
Property
Manager/Mainten
ance Mechanic/
Electrician
Exterior
Description
To be
performed by
Decks
Scrub mildewed areas and treat for water
stains, mildew, and fungus. Check for dry-rot
and repair if necessary.
Roof
Gutters and
downspouts
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house
Property
Manager/Mainten
ance
Mechanic/Labore
rs
In-house
Property
Manager/Inspect
or
Windows
Clean.
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Pest Control
Concrete and
asphalt
Date
Date
2
Date3
Date
Date
2
Date3
Contractor:
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
Page 69 of 508
AREA 2
AMP #967
Potrero Terrace
San Francisco
Housing Authority
Page 70 of 508
CAL 1-2: Potrero Terrace
EIOP:
Development Type:
Occupancy Type:
Number of units:
Bedroom Distribution:
Number of Buildings:
Structure Type:
Year constructed:
1942
Walk-up
Family
469
Family: 469
Elderly: 0
1 Bedroom: (27)
2 Bedroom: (387)
3 Bedroom: (55)
39
Reinforced Concrete
1941
Site Description
The buildings of Potrero Terrace are long, rectilinear, and situated on a steeply terraced hillside.
The large site is roughly divided into four sections. Three sections are created by two city streets
that run down the hillside, and another section below separated by a street that runs along the side
of the hill. Access to units is via sidewalks that run the length of the buildings to the street, and
exterior stairs at the ends of some buildings. The laundry rooms have been abandoned; the only
community spaces at Potrero Terrace are now located in the Administration Building which houses
the office and community spaces.
The landscaping at Potrero Terrace is primarily grass, with some shrubbery. Parking on the site is
in the form of head-on small parking lots along the streets. Sidewalks run along the length of the
buildings from the street to the units.
Building Envelope and Public Spaces Description
The buildings at Potrero Terrace are composed of concrete masonry walls with concrete floors.
Roofs are pitched with clay tiles that were replaced in 2001. Exterior walkways on the second
floors run the length of each building and were designed as a means of emergency egress as the
only access is by windows. Dwelling units are accessed directly from site walkways.
Mechanical and Electrical Systems Description
Heating is supplied to the units via boilers that service multiple buildings. These boilers also
provide domestic hot water to the units. There are no ventilation systems in the units to circulate
air and prevent mildew.
Overhead wires and transformers that are owned by the Housing Authority provide electrical
power.
Unit Interiors
The unit finishes consist of painted concrete ceilings and plaster wall finishes. The floor covering
is resilient tile with sheet vinyl on some interior stairs.
Page 71 of 508
Apparent Safety Problems:
There is no system installed for ventilation above the range. The site steps are broken and unsafe.
There are no handrails on the steps. There is vinyl asbestos tile present that will eventually need
to be replaced. There is asbestos pipe insulation that also needs to be replaced.
Summary of Issues
The electrical systems are old and need replacement. Boiler and boiler room equipment are at the
end of their life cycle and need replacement. The retaining walls are cracked and broken and in
need of repair. The window sashes are worn out and need to be replaced. The overhead electrical
distribution is inadequate and should be replaced.
Strategies to Address issues
SFHA issued a request for qualifications to rebuild the Potrero Terrace contiguous public housing
sites with additional affordable rental, first-time homebuyer and market rate housing. Developer
partners were selected and in collaboration with the City and development plans are being prepared
while potential funding sources are being identified. Until a redevelopment plan is in place and
funding has been identified, the Authority will maintain the property, provide life safety
improvements, implement some cost effective energy conservation measures, and do
modernization work in accordance with the most recent CFP Annual and Five year Plans with
limited available funding so that the housing remains safe, operational and not a financial drain on
the Authority.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At Potrero
Page 72 of 508
Terrace, this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff
shall use inspection forms similar to those used by REAC Inspectors for each building and each
area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Pest management activities are to be conducted on all Potrero Terrace buildings and a five (5)
foot perimeter around these buildings. Exterior treatment includes control services, as needed,
for ants and mice. Contractor shall service twice per month all common areas including but not
limited to offices, laundry rooms, lobby, and dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Page 73 of 508
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
Potrero Terrace: The grass cutting, edging, mulching, pruning and trimming are done by the
Maintenance Generalist II (with the assistance of the Maintenance Generalist I) who is also
charged with policing the grounds, picking up trash, and cleaning up at the recycling center, and
distributing notices to uncompliant tenants.
Trash Collection
The Potrero Terrace site has a plan to implement a trash/recycling collection system that could
reduce trash collection by approximately 30% with a corresponding decrease in collection costs.
This system will also reduce the amount of litter on the grounds and litter pick up by maintenance
workers. Potrero Terrace trash will be compacted on site in separate recycle and trash compactors.
Residents Recyclers will be hired to educate residents on recycling and haul trash and recycle bins
from each residence with trailers to the compactors and then back to the apartments on a daily
basis.
Trash Collection Schedule
Service Address
900 CONNECTICUT
STREET
Times
per
week
1
Days
Service Description
Units
-T-----
64 GAL EXTRA 1X WEEK
350
24,276.00
6-64 GALLON TOTER
COMM 32 GALLON TOTER
6-96 GAL CARTS
96 GAL EXTRA 1X WEEK
SURCHARGE
1
10
1
3
428.36
397.60
570.84
276.90
25,949.70
365
Current
Charges
Page 74 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Description
To be performed
by
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property
Manager/
Maintenance
Mechanic/
Laborer
and
Custodian
Wheelchair Lifts
Description
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
To be performed
by
Contractor:
ThyssenKrupp
Communications
Number: (866)
634-5460
Routine Daily
Check-ups
WEEKLY
Routine Weekly
Check-ups
SEMIMONTHLY
Date last completed
Date Date2 Date3
Date last completed
Date Date2 Date3
Date last completed
Date Date2 Date3
Page 75 of 508
FALL
Date last completed
Plumbing
Description
To be
performed by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
Furnace and heater
Service, clean and install filters
Backflow prevention
system
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Boiler Systems
Faucet aerators
Date
Date
2
Date3
Date
Date
2
Date3
Date
Date
2
Date3
In house
steamfitter
In-house
Maintenance
Mechanic
Interior
Description
To be
performed by
Countertops
Inspect for separations at sinks and
backsplash. Recaulk where required.
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
Tub enclosures
Inspect caulking and recaulk if necessary.
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
Electrical and
appliances
Heating system
Description
To be
performed by
Service heating system and heat pump.
In House
Electrician
Page 76 of 508
Exterior
Description
To be
performed by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
2
Date3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be
performed by
Attic
Examine for evidence of any leaks. Check
insulation and remove or add if necessary.
Check for evidence of birds, squirrels,
raccoons, etc. Check for proper ventilation.
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house
Maintenance
Mechanic/
Inspector
In-house
Property
Manager/Mainten
ance Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
Countertops
Date
Date last completed
Date Date Date3
2
Page 77 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be
performed by
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Circuit breakers
Visual Inspection and exercise.
In-house
Property
Manager/Mainten
ance
Mechanic/Plumb
er
In-house
Property
Manager/Mainten
ance Mechanic/
Electrician
Exterior
Description
To be
performed by
Decks
Scrub mildewed areas and treat for water
stains, mildew, and fungus. Check for dry-rot
and repair if necessary.
Roof
Gutters and
downspouts
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house
Property
Manager/Mainten
ance
Mechanic/Labore
rs
In-house
Property
Manager/Inspect
or
Windows
Clean.
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Pest Control
Concrete and
asphalt
Date
Date
2
Date3
Date
Date
2
Date3
Contractor:
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
Page 78 of 508
AREA 2
AMP #969
Westside Courts
San Francisco
Housing Authority
Page 79 of 508
CAL 1-8: Westside Courts
EIOP:
Development type:
Occupancy type:
Number of units:
Bedroom Distribution:
Number of buildings:
Structure type:
Year constructed:
1943
Low-rise
Family
136
Family: 136
Elderly: 0
1 bedroom: (84)
2 bedroom: (24)
3 bedroom: (20)
4 bedroom: (8)
6
Reinforced concrete
1943
Site Description
Westside Courts occupies a full city block at Sutter and Broderick Streets. The site is of moderate
grade sloping generally from west to east. It is divided by retaining walls into three terraces
separated by a half flight of stairs. Each terrace contains two of the buildings. Paved pedestrian
surfaces are in close proximity to the buildings with lawns elsewhere. There are two welldeveloped tot-lots and one basketball court on the site. A notable piece of public art is located in
the middle courtyard. Vertical circulation is attained by two exterior staircases.
Building Envelope and Public Spaces Description
The buildings are rectilinear with flat roofs, and are constructed of site-cast concrete. The exterior
aluminum windows and metal doors have been spot replaced over the life of the buildings. The
low-slope roof is a built up design and drains to exterior gutters. All of the dwellings above the
first floor are accessible by open stairs and public exterior balconies.
There are two types of buildings on site:
Type “A” buildings contain eighteen units and are built over a low crawl space. Although very
similar in appearance to the “B” buildings, the “A” buildings are uniformly three stories in height.
There are two structures of this type located in the interior of the site, with no direct street frontage.
Type “B” buildings contain twenty-five units and a partial basement. The basements are currently
used for storage, office, and community spaces. The buildings step from three stories in the middle
to two stories on the ends. Located on the corners of the block, there are four “B” buildings.
The community spaces at Westside Courts are located in the easternmost “B” buildings. One
building contains a laundry and a multi-purpose room for resident use. There are project
management and district offices located in this building as well. The second building houses a
preschool program. All other basement spaces on site are used as storage.
Page 80 of 508
Mechanical and Electrical Systems Description
A boiler located in a rooftop penthouse supplies domestic hot water. Units are heated by gas wall
furnaces in each living room. A forced-air gas furnace heats the community rooms. The electrical
panels are fuse boxes in each unit with remote main fuses in the basement. A fire-suppression
sprinkler system is located in each building with a single sprinkler head above the entry door to
each unit.
Unit Interiors
Unit finishes consist of painted concrete ceilings and plaster walls. Flooring is resilient tile that
has been replaced within the last ten years. Interior doors are wood stile and rail doors.
Summary of Issues
The electrical systems (switchgear, branch panel and wiring) need to be replaced. The galvanized
hot and cold water distribution lines are in need of replacement.
Strategies to Address issues
The Westside Courts sites is planned for redevelopment based on the 2002 and 2007
Comprehensive Physical Needs Assessments that identified significant physical problems,
obsolescence, chronic design flaws and large open spaces that are costly to maintain and secure.
The densities of the sites are far below the level appropriate for their locations providing an
opportunity for building replacement public housing in new mixed income communities. While
viable solutions are developed, the properties will be maintained and managed to continue serving
public housing residents consistent with the Authority's PHA Plan, CFP Plans and Energy Plan.
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal
dollars by applying for applicable HUD programs. Therefore, the plan includes applying for
Project Based Rental Assistance and/or Project-Based Vouchers under the federal Rental
Assistance Demonstration Program (RAD). Applications for the RAD Program were approved by
the Authority Board of Commissioners on September 26, 2013.
The Westside Courts units requested conversion for RAD are scheduled under Phase II
Applications on 2014.
In addition to the RAD applications, the financing strategy as contemplated by the Plan relies also
upon HUD’s Section 18 Disposition/Demolition program which will permit the Authority to obtain
additional Section 8 vouchers. Applications for the Section 18 Program were approved by the
Authority Board of Commissioners on December 12, 2013 and will be submitted to HUD on
January 2014.
The Westside Courts site is proposed for Section 18 application and subsequent disposition.
The Authority intends to develop this project a mixed finance project and use Section 8 vouchers,
plus additional funds from private funding source, equity partners under the low income housing
tax credit program and other eligible sources. Such an approach will allow the tenants of Authority
sites to benefit from immediate and long term rehabilitation work while preserving existing
affordability.
Page 81 of 508
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At Westside
Courts, this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff
shall use inspection forms similar to those used by REAC Inspectors for each building and each
area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Page 82 of 508
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Pest management activities are to be conducted on all Westside Courts buildings and a five (5)
foot perimeter around these buildings. Exterior treatment includes control services, as needed,
for ants and mice. Contractor shall service twice per month all common areas including but not
limited to offices, laundry rooms, lobby, and dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
Westside Courts. The grass cutting, edging, mulching, pruning and trimming are done by the
Maintenance Generalist II (with the assistance of the Maintenance Generalist I) who is also
charged with policing the grounds, picking up trash, and cleaning up at the recycling center, and
distributing notices to uncompliant tenants.
Trash Collection Schedule
Service Address
1100-1110 SCOTT STREET
1500 BRODERICKWESTSIDE CRTS.
Times
per
week
3
3
Days
Service Description
Units
Current
Charges
M-W-F--
APARTMENT 96 GALLON CART
SURCHARGE
5
5
1,239.75
16.12
1,255.87
22
5,454.90
22
70.91
5,525.81
M-W-F--
APARTMENT 96 GALLON CART
SURCHARGE
Page 83 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Description
To be performed
by
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
SEMIMONTHLY
Wheelchair Lifts
Description
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Date last completed
Date Date2 Date3
Date last completed
Date Date2 Date3
Property
Manager/
Maintenance
Mechanic/
Laborer
and
Custodian
To be performed
by
Contractor:
ThyssenKrupp
Communications
Number: (866)
634-5460
Date last completed
Date Date2 Date3
Page 84 of 508
FALL
Date last completed
Plumbing
Description
To be
performed by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
Furnace and heater
Service, clean and install filters
Backflow prevention
system
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Boiler Systems
Faucet aerators
Date
Date
2
Date3
Date
Date
2
Date3
Date
Date
2
Date3
In house
steamfitter
In-house
Maintenance
Mechanic
Interior
Description
To be
performed by
Countertops
Inspect for separations at sinks and
backsplash. Recaulk where required.
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
Tub enclosures
Inspect caulking and recaulk if necessary.
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
Electrical and
appliances
Heating system
Description
To be
performed by
Service heating system and heat pump.
In House
Electrician
Page 85 of 508
Exterior
Description
To be
performed by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
2
Date3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be
performed by
Attic
Examine for evidence of any leaks. Check
insulation and remove or add if necessary.
Check for evidence of birds, squirrels,
raccoons, etc. Check for proper ventilation.
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house
Maintenance
Mechanic/
Inspector
In-house
Property
Manager/Mainten
ance Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
Countertops
Date
Date last completed
Date Date Date3
2
Page 86 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be
performed by
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Circuit breakers
Visual Inspection and exercise.
In-house
Property
Manager/Mainten
ance
Mechanic/Plumb
er
In-house
Property
Manager/Mainten
ance Mechanic/
Electrician
Exterior
Description
To be
performed by
Decks
Scrub mildewed areas and treat for water
stains, mildew, and fungus. Check for dry-rot
and repair if necessary.
Roof
Gutters and
downspouts
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house
Property
Manager/Mainten
ance
Mechanic/Labore
rs
In-house
Property
Manager/Inspect
or
Windows
Clean.
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Pest Control
Concrete and
asphalt
Date
Date
2
Date3
Date
Date
2
Date3
Contractor:
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
Page 87 of 508
AREA 2
AMP #971
Potrero Annex
San Francisco
Housing Authority
Page 88 of 508
CAL 1-10: Potrero Annex
EIOP:
Development type:
Occupancy type:
Number of units:
Bedroom Distribution:
Number of buildings:
Structure type:
1955
Townhouse/Garden
Family
137
Family: 137
Elderly: 0
1 Bedroom (13)
2 Bedroom (46)
3 Bedroom (55)
4 Bedroom (18)
5 Bedroom (5)
23
Wood frame
Site Description
Potrero Annex is located on a sloping site at Missouri and 23rd Street. The development has 23
townhouse/garden style apartment buildings scattered throughout the nine acre site. The buildings
are accessed by concrete sidewalks and site stairs, which connect to the street sidewalks and other
buildings. Due to the considerable slope, concrete retaining walls form terraces throughout the site.
Building Envelope and Public Spaces Description
The buildings at Potrero Annex are wood framed with concrete basement walls and slab-on-grade
concrete floors. The exterior finish is stucco on all buildings. The roofs are a shallow pitch that
drains to perimeter gutters and exterior downspouts. The roof covering is a built-up system installed
in 1998. Also in 1998, 13 of the 23 buildings had new vinyl windows installed.
Mechanical and Electrical Systems Description
The dwelling units are heated by gas-fired wall heaters. Domestic hot water is provided by a central
150-gallon hot water heater located in the basement of each building. Each unit is equipped with a
circuit breaker electrical panel.
Unit Interiors
In 1998, 13 of the 23 buildings had major renovations completed to the apartment interiors. The
original plaster walls were replaced with gypsum wallboard, and kitchen and bathrooms were
remodeled including new sheet vinyl flooring, new plumbing fixtures and cabinets.
The remaining 10 buildings have plaster walls and ceilings, with a combination of wood flooring in
the living areas and resilient tile in the kitchens and baths.
Page 89 of 508
Summary of Issues
The window frames are rotten and need to be replaced. The power wiring, unit electrical panels and
wiring are in need of replacement. The landscaping needs to be reseeded. The irrigation system does
not work. The site steps are chipped and cracked and are missing handrails.
Strategies to Address issues
SFHA issued a request for qualifications to rebuild the Potrero Annex contiguous public housing sites
with additional affordable rental, first-time homebuyer and market rate housing. Developer partners
were selected and in collaboration with the City and development plans are being prepared while
potential funding sources are being identified. Until a redevelopment plan is in place and funding has
been identified, the Authority will maintain the property, provide life safety improvements,
implement some cost effective energy conservation measures, and do modernization work in
accordance with the most recent CFP Annual and Five year Plans with limited available funding so
that the housing remains safe, operational and not a financial drain on the Authority. The Authority
is also implementing tenant repayment agreements to increase rent collections and work with the City
to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and schedules
a move out inspection with the resident. If the resident cannot be contacted, the inspection will be
completed on the Move-in/Move-out Inspection form and placed in the tenant file. The Property
Manager notes all items which must be repaired. Units that are vacated by residents shall be secured
and cleaned out within seven days. For units requiring cleaning, painting and minor plumbing,
electrical and carpentry work, work orders prepared and distributed to the appropriate Maintenance
staff. Units requiring replacement of cabinets, doors, flooring, plumbing and light fixtures as well as
cleaning and painting are designated as Mod units and rehabilitated with available modernization
funding.
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected. This
includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At Potrero Annex,
this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff shall use
inspection forms similar to those used by REAC Inspectors for each building and each area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and a
pleasant environment.
Page 90 of 508
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that there is
no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to occupants
asking them to report deteriorated paint or failed encapsulation or enclosure. Include the
contact name, address, and telephone number. CPD recommends that the notice be provided
every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management of
pests requires an understanding of the target pest ecology and habits as well as the environment in
which they exist. It is the desire of SFHA for Contractor to work in partnership with its residents to
undertake a program of Integrated Pest Management (IPM) in the treatment of pests.
Pest management activities are to be conducted on all Potrero Annex buildings and a five (5) foot
perimeter around these buildings. Exterior treatment includes control services, as needed, for ants
and mice. Contractor shall service twice per month all common areas including but not limited to
offices, laundry rooms, lobby, and dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a successful
property. “Curb Appeal” is one of the measures used by owners to determine if a management
company is performing well. Regardless of who is assigned the tasks involved, the Property Manager
is responsible for ensuring that the grounds are presentable at all times. Methods and assignments
vary according to property, as follows.
Potrero Annex: The grass cutting, edging, mulching, pruning and trimming are done by the
Maintenance Generalist II (with the assistance of the Maintenance Generalist I) who is also charged
with policing the grounds, picking up trash, and cleaning up at the recycling center, and distributing
notices to uncompliant tenants.
Page 91 of 508
Trash Collection
The Potrero Annex site has a plan to implement a trash/recycling collection system that could reduce
trash collection by approximately 30% with a corresponding decrease in collection costs. This system
will also reduce the amount of litter on the grounds and litter pick up by maintenance workers. Potrero
Terrace trash will be compacted on site in separate recycle and trash compactors. Residents Recyclers
will be hired to educate residents on recycling and haul trash and recycle bins from each residence
with trailers to the compactors and then back to the apartments on a daily basis.
Trash Collection Schedule
Service Address
700 MISSOURI STREET
Times
per
week
1
Days
Service Description
-T-----
APARTMENT 96 GALLON CART
APARTMENT 32 GALLON CART
APARTMENT 64 GALLON CART
SURCHARGE
Units
Current
Charges
1
1
137
82.65
27.55
7,548.70
99.56
7,758.46
139
Page 92 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Description
To be performed
by
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
SEMIMONTHLY
Wheelchair Lifts
Description
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Date last completed
Date Date2 Date3
Date last completed
Date Date2 Date3
Property
Manager/
Maintenance
Mechanic/
Laborer
and
Custodian
To be performed
by
Contractor:
ThyssenKrupp
Communications
Number: (866)
634-5460
Date last completed
Date Date2 Date3
Page 93 of 508
FALL
Date last completed
Plumbing
Description
To be
performed by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
Furnace and heater
Service, clean and install filters
Backflow prevention
system
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Boiler Systems
Faucet aerators
Date
Date
2
Date3
Date
Date
2
Date3
Date
Date
2
Date3
In house
steamfitter
In-house
Maintenance
Mechanic
Interior
Description
To be
performed by
Countertops
Inspect for separations at sinks and
backsplash. Recaulk where required.
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
Tub enclosures
Inspect caulking and recaulk if necessary.
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
Electrical and
appliances
Heating system
Description
To be
performed by
Service heating system and heat pump.
In House
Electrician
Page 94 of 508
Exterior
Description
To be
performed by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
2
Date3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be
performed by
Attic
Examine for evidence of any leaks. Check
insulation and remove or add if necessary.
Check for evidence of birds, squirrels,
raccoons, etc. Check for proper ventilation.
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house
Maintenance
Mechanic/
Inspector
In-house
Property
Manager/Mainten
ance Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
Countertops
Date
Date last completed
Date Date Date3
2
Page 95 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be
performed by
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Circuit breakers
Visual Inspection and exercise.
In-house
Property
Manager/Mainten
ance
Mechanic/Plumb
er
In-house
Property
Manager/Mainten
ance Mechanic/
Electrician
Exterior
Description
To be
performed by
Decks
Scrub mildewed areas and treat for water
stains, mildew, and fungus. Check for dry-rot
and repair if necessary.
Roof
Gutters and
downspouts
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house
Property
Manager/Mainten
ance
Mechanic/Labore
rs
In-house
Property
Manager/Inspect
or
Windows
Clean.
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Pest Control
Concrete and
asphalt
Date
Date
2
Date3
Date
Date
2
Date3
Contractor:
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
Page 96 of 508
AREA 2
AMP #974
Hunters View
Page 97 of 508
CAL 1-18 (3): Hunters View
EIOP:
Development Type:
Occupancy Type:
Number of units:
Bedroom Distribution:
Number of buildings:
Type of building:
Year constructed:
1957
Walkup
Family
267
Family: 267
Elderly: 0
One-Bedroom (4)
Two-Bedroom (75)
Three-Bedroom (112)
Four-Bedroom (68)
Five-Bedroom (8)
51
Wood Frame
1956
Site Description
Hunters View is located in the vicinity of West Point Road, Middle Point Road, Wills Street and
Hare Street. All of the buildings are of a simple rectilinear design with shallow, pitched roofs.
Concrete sidewalks connect each building. Concrete slabs provide clothes-drying areas. Concrete
retaining walls divide the site into terraces separated by half flights of stairs. Public areas that are
not paved are seeded with grass, shrubs and trees. Two areas are set aside for basketball courts
and several play areas are also located throughout the project.
Building Envelope and Public Spaces Description
The town houses and walk-ups have a wood frame structure. The exterior finish is a combination
of wood siding and stucco. The roofs are torch down asphalt and were replaced in 1999. Dwelling
units are accessed from public and site sidewalks.
Mechanical and Electrical Systems Description
Each unit has a hot water heater and furnace.
Electrical panels are circuit breaker type and located in each unit.
Unit Interiors
The unit finishes consist of gypsum board ceilings and walls. The floor covering is vinyl in the
kitchen areas, and wood flooring in the bedrooms and living spaces.
Apparent Safety Problems
There is vinyl asbestos tile present that will eventually need to be removed.
Page 98 of 508
Summary of Issues
Constructed in 1956 on the foundations of World War II workforce housing, the units were never
intended to be permanent. Due to both their poor initial construction and years of inadequate
funding from the U.S. Department of Housing and Urban Development (“HUD”), Hunters View
deteriorated beyond repair. In 2003, the San Francisco Housing Authority conducted a
procurement action for development teams for CAL 1-18(3) Hunters View. The San Francisco
Housing Authority selected Hunters View Community Partners (HVCP), which includes the John Stewart
Company, Ridgepoint Non-Profit Housing Corporation and Devine & Gong, Inc., to pursue the
revitalization of Hunters View.
Strategies to Address Issues
A portion of the Property was conveyed to HV Partners 1, LP, a California limited partnership (the
"Phase I Developer"), pursuant to the terms of the Disposition and Development Agreement dated
July 8, 2010, between the Authority and the Developer, and the Ground Lease dated January 13,
2011, between the Authority and the Phase I Developer. The Phase IA Developer constructed on
a portion of the Property, one hundred and seven (107) multifamily housing units and certain open
space, park area and pedestrian pathway improvements.
The Developer now is about to commence construction of approximately one hundred and seven
(107) rental units on a portion of the Property (the "Phase IIA(1) Development"). Following is a
plan schedule:
Name and Location
Hunter’s View,
Hunter’s Point Shipyard
Unit totals
Public Housing:
Affordable Rental:
Market Rate:
BMR Homeowner:
TOTAL UNITS:
267
83
331
59
740
Status
Construction of Phase I infrastructure and
vertical completed Spring of 2013.
Phase II to begin Spring of 2013.
Anticipated completion: Winter 2015-2016
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal
dollars by applying for applicable HUD programs. Therefore, the plan includes applying for
Project Based Rental Assistance and/or Project-Based Vouchers under the federal Rental
Assistance Demonstration Program (RAD). Applications for the RAD Program were approved by
the Authority Board of Commissioners on September 26, 2013.
Hunters View Phase I 54 units requested conversion for RAD are scheduled under Phase I
Applications on September 27, 2013; Hunters View Phase 2 39 units are scheduled under Phase II
Applications on 2014.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Page 99 of 508
Vacant Unit Preparation
Residents of the Hunters View site were relocated on site for the construction of the Phase I, the
Phase I and II tenants were moved to the newly constructed Phase I under Partner Developer
Management. Phase II and III are scheduled for demolition.
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At Hunters
View, this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff
shall use inspection forms similar to those used by REAC Inspectors for each building and each
area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Page 100 of 508
Pest management activities are to be conducted on all Hunters View buildings and a five (5) foot
perimeter around these buildings. Exterior treatment includes control services, as needed, for
ants and mice. Contractor shall service twice per month all common areas including but not
limited to offices, laundry rooms, lobby, and dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
Hunters View. The grass cutting, edging, mulching, pruning and trimming are done by the
Maintenance Generalist II (with the assistance of the Maintenance Generalist I) who is also
charged with policing the grounds, picking up trash, and cleaning up at the recycling center, and
distributing notices to uncompliant tenants.
Trash Collection Schedule
Service Address
112 MIDDLE POINT ROAD
Times
per
week
1
Days
Service Description
Units
---T---
2-64 GALLON TOTER
1
150.82
4-64 GALLON TOTER
1
289.29
64 GAL EXTRA 1X WEEK
118
SURCHARGE
Current
Charges
8,184.48
-
120
8,624.59
Page 101 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Description
To be performed
by
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
SEMIMONTHLY
Wheelchair Lifts
Description
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Date last completed
Date Date2 Date3
Date last completed
Date Date2 Date3
Property
Manager/
Maintenance
Mechanic/
Laborer
and
Custodian
To be performed
by
Contractor:
ThyssenKrupp
Communications
Number: (866)
634-5460
Date last completed
Date Date2 Date3
Page 102 of 508
Modernizations, Acts of God and Power
Outages.
FALL
Date last completed
Plumbing
Description
To be
performed by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
Furnace and heater
Service, clean and install filters
Backflow prevention
system
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Boiler Systems
Faucet aerators
Date
Date
2
Date3
Date
Date
2
Date3
Date
Date
2
Date3
In house
steamfitter
In-house
Maintenance
Mechanic
Interior
Description
To be
performed by
Countertops
Inspect for separations at sinks and
backsplash. Recaulk where required.
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
Tub enclosures
Inspect caulking and recaulk if necessary.
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
Electrical and
appliances
Heating system
Description
To be
performed by
Service heating system and heat pump.
In House
Electrician
Page 103 of 508
Exterior
Description
To be
performed by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
2
Date3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be
performed by
Attic
Examine for evidence of any leaks. Check
insulation and remove or add if necessary.
Check for evidence of birds, squirrels,
raccoons, etc. Check for proper ventilation.
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house
Maintenance
Mechanic/
Inspector
In-house
Property
Manager/Mainten
ance Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
Countertops
Date
Date last completed
Date Date Date3
2
Page 104 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be
performed by
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Circuit breakers
Visual Inspection and exercise.
In-house
Property
Manager/Mainten
ance
Mechanic/Plumb
er
In-house
Property
Manager/Mainten
ance Mechanic/
Electrician
Exterior
Description
To be
performed by
Decks
Scrub mildewed areas and treat for water
stains, mildew, and fungus. Check for dry-rot
and repair if necessary.
Roof
Gutters and
downspouts
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house
Property
Manager/Mainten
ance
Mechanic/Labore
rs
In-house
Property
Manager/Inspect
or
Windows
Clean.
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Pest Control
Concrete and
asphalt
Date
Date
2
Date3
Date
Date
2
Date3
Contractor:
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
Page 105 of 508
AREA 2
AMP #988
Robert B. Pitts
San Francisco
Housing Authority
Page 106 of 508
CAL 1-43: Robert Pitts Apartments
EIOP:
Development type:
Occupancy type:
Number of units:
Bedroom Distribution:
Number of buildings:
Structure type:
Year constructed:
1991
Walk-up
Family
203
Family: 203
Elderly: 0
2 Bedroom (78)
3 Bedroom (114)
4 Bedroom (11)
17
Wood Frame
1991
Site Description
Robert Pitts Apartments are located on two blocks at Turk Street between Scott and Pierce. The
buildings are two and three-story wood framed detached walk-up type, with a community building
near Scott Street that has the manager’s offices and public spaces. There is also a central courtyard
with a play area and a small basketball court. There are six small asphalt-paved parking lots that
provide parking for a total of 80 cars.
The landscaping consists of small planted areas scattered throughout the site. As there is no means
for irrigation, some of the ground cover has eroded.
Building Envelope and Public Spaces Description
The buildings at Robert Pitts are wood framed, with a combination of wood lap siding and stucco
exterior with flat roofs. The community building has a stucco exterior and a flat roof over the
main portion of the building and a sloped roof with asphalt shingles over the entry.
Mechanical and Electrical Systems Description
Each dwelling unit is equipped with a water heater and gas-fired furnace, as well as an individual
electrical panel with circuit breakers.
Unit Interiors
Interior finishes consists of gypsum wallboard walls and ceilings.
combination of resilient tile and sheet vinyl flooring.
Apparent Safety Problems
None
Floor coverings are a
Summary of Issues
The Robert B. Pitts property will be upgraded and held. It is located in a stable neighborhood and
have low vacancy, turnover, and tenant accounts receivables, although the site do have significant
capital improvement needs identified in the 2007 Comprehensive Physical Needs Assessment. The
windows are in need of replacement, dry rot is present in several areas of the building.
Strategies to Address issues
The Robert B. Pitts development will be maintained, repaired, and rehabilitated to the extent
possible within current funding constraints to maintain long term viability. Comprehensive
modernization work will be phased in accordance with the most recent CFP Annual and Five Year
Plans and subsequent plans to address all of the necessary improvements with limited funding. In
addition to maintenance, management and resident education on energy conservation measures,
this site will be target for potential new energy conservation measures to add to the already
completed through the Energy Services Contracting (ESCo).
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal
dollars by applying for applicable HUD programs. Therefore, the plan includes applying for
Project Based Rental Assistance and/or Project-Based Vouchers under the federal Rental
Assistance Demonstration Program (RAD). Applications for the RAD Program were approved by
the Authority Board of Commissioners on September 26, 2013 and submitted to HUD on
September 27, 2013.
Robert B. Pitts units requested conversion for RAD are scheduled under Phase I Applications on
September 27, 2013.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Page 108 of 508
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At Robert B.
Pitts, this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff
shall use inspection forms similar to those used by REAC Inspectors for each building and each
area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Pest management activities are to be conducted on all Robert B. Pitts buildings and a five (5)
foot perimeter around these buildings. Exterior treatment includes control services, as needed,
for ants and mice. Contractor shall service twice per month all common areas including but not
limited to offices, laundry rooms, lobby, and dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Page 109 of 508
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
Robert B. Pitts: The grass cutting, edging, mulching, pruning and trimming are done by the
Maintenance Generalist II (with the assistance of the Maintenance Generalist I) who is also
charged with policing the grounds, picking up trash, and cleaning up at the recycling center, and
distributing notices to uncompliant tenants.
Trash Collection Schedule
Current
Charge
s
Service Address
Times
per week
Days
Service Description
Units
1759-1771 EDDY STREET
3
M-W-F
APARTMENT KEY CHARGE
1
26.58
APARTMENT 96 GALLON CART
5
1,239.75
SURCHARGE
1773-1779 EDDY STREET
3
M-W-F
16.12
6
1,282.45
APARTMENT KEY CHARGE
1
26.58
APARTMENT 96 GALLON CART
5
1,239.75
SURCHARGE
1817-1827 EDDY STREET
3
M-W-F
16.12
6
,282.45
APARTMENT KEY CHARGE
1
26.58
APARTMENT 96 GALLON CART
5
1,239.75
SURCHARGE
1855-1867 EDDY STREET
3
M-W-F
16.12
6
1,282.45
APARTMENT KEY CHARGE
1
26.58
APARTMENT 96 GALLON CART
5
1,239.75
SURCHARGE
1165-1179 PIERCE STREET
3
M-W-F
16.12
6
1,282.45
APARTMENT KEY CHARGE
1
26.58
APARTMENT 96 GALLON CART
5
1,239.75
SURCHARGE
1722-1736 TURK STREET
3
M-W-F
APARTMENT 96 GALLON CART
16.12
6
1,282.45
5
1,239.75
SURCHARGE
16.12
5
1,255.87
Page 110 of 508
1357-1371 EDDY STREET
1
-T-----
APARTMENT 96 GALLON CART
5
413.25
SURCHARGE
5.37
5
Service Address
Times
per week
Days
Service Description
Units
1111-1113 SCOTT STREET
3
M-W-F
APARTMENT 96 GALLON CART
5
SURCHARGE
1789-1795 EDDY STREET
3
M-W-F
3
M-W-F
5
1,255.87
APARTMENT KEY CHARGE
1
26.58
APARTMENT 96 GALLON CART
5
1,239.75
16.12
6
1,282.45
APARTMENT KEY CHARGE
1
26.58
APARTMENT 96 GALLON CART
5
1,239.75
SURCHARGE
1111-1151 PIERCE STREET
3
M-W-F
16.12
6
1,282.45
APARTMENT KEY CHARGE
1
26.58
APARTMENT 96 GALLON CART
5
1,239.75
SURCHARGE
1620-1652 TURK STREET
3
M-W-F
16.12
6
1,282.45
APARTMENT KEY CHARGE
1
26.58
APARTMENT 96 GALLON CART
5
1,239.75
SURCHARGE
1654-1670 TURK STREET
3
M-W-F
16.12
6
1,282.45
APARTMENT KEY CHARGE
1
26.58
APARTMENT 96 GALLON CART
5
1,239.75
SURCHARGE
1670-1686 TURK ST
3
M-W-F-
16.12
6
1,282.45
APARTMENT KEY CHARGE
1
26.58
APARTMENT 96 GALLON CART
5
1,239.75
SURCHARGE
1736-1772 TURK STREET
3
M-W-F
1,239.75
16.12
SURCHARGE
1829-1841 EDDY STREET
418.62
Current
Charge
s
APARTMENT 96 GALLON CART
16.12
6
1,282.45
10
2,479.50
SURCHARGE
32.23
10
2,511.73
Page 111 of 508
1100-1110 SCOTT STREET
3
M-W-F-
APARTMENT 96 GALLON CART
5
SURCHARGE
1,239.75
16.12
5
1,255.87
Page 112 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Description
To be performed
by
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
SEMIMONTHLY
Wheelchair Lifts
Description
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Date last completed
Date Date2 Date3
Date last completed
Date Date2 Date3
Property
Manager/
Maintenance
Mechanic/
Laborer
and
Custodian
To be performed
by
Contractor:
ThyssenKrupp
Communications
Number: (866)
634-5460
Date last completed
Date Date2 Date3
Modernizations, Acts of God and Power
Outages.
FALL
Date last completed
Plumbing
Description
To be
performed by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
Furnace and heater
Service, clean and install filters
Backflow prevention
system
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Boiler Systems
Faucet aerators
Date
Date
2
Date3
Date
Date
2
Date3
Date
Date
2
Date3
In house
steamfitter
In-house
Maintenance
Mechanic
Interior
Description
To be
performed by
Countertops
Inspect for separations at sinks and
backsplash. Recaulk where required.
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
Tub enclosures
Inspect caulking and recaulk if necessary.
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
Electrical and
appliances
Heating system
Description
To be
performed by
Service heating system and heat pump.
In House
Electrician
Page 114 of 508
Exterior
Description
To be
performed by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
2
Date3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be
performed by
Attic
Examine for evidence of any leaks. Check
insulation and remove or add if necessary.
Check for evidence of birds, squirrels,
raccoons, etc. Check for proper ventilation.
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house
Maintenance
Mechanic/
Inspector
In-house
Property
Manager/Mainten
ance Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
In-house
Property
Manager/Mainten
ance Mechanic
Countertops
Date
Date last completed
Date Date Date3
2
Page 115 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be
performed by
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Circuit breakers
Visual Inspection and exercise.
In-house
Property
Manager/Mainten
ance
Mechanic/Plumb
er
In-house
Property
Manager/Mainten
ance Mechanic/
Electrician
Exterior
Description
To be
performed by
Decks
Scrub mildewed areas and treat for water
stains, mildew, and fungus. Check for dry-rot
and repair if necessary.
Roof
Gutters and
downspouts
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house
Property
Manager/Mainten
ance
Mechanic/Labore
rs
In-house
Property
Manager/Inspect
or
Windows
Clean.
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Pest Control
Concrete and
asphalt
Date
Date
2
Date3
Date
Date
2
Date3
Contractor:
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
In-house
Property
Manager/Inspect
or
Page 116 of 508
AREA 3
AMP #972
Ping Yuen / 227 Bay Street
San Francisco
Housing Authority
CAL 1-15: Ping Yuen
EIOP:
Development type:
Occupancy type:
Number of units:
Bedroom Distribution:
Number of buildings:
Structure type:
Year constructed:
1955
High-rise
Family
234
Family:
234
Elderly: 0
One bedroom: 46
Two bedroom: 92
Three bedroom:
75
Four bedroom: 21
3
Reinforced concrete
1952
Site Description
Ping Yuen is located in a three-block area on Pacific Avenue between Powell Street and Columbus
Avenue. The development covers the entire length of the block between Stockton Street and Grant
Avenue with a seven-story building; at the two flanking blocks, six-story buildings extend more
than half of each block's street frontage. The three high-rise buildings that comprise Ping Yuen
have exterior balconies, serving as corridors to unit entry doors. Interior courtyards are defined
by building wings and walls of adjacent buildings. The site slopes down from Powell Street to
Columbus Avenue. No parking is provided at any of the buildings. Site plantings are mostly
limited to planter boxes. The interior courtyards also contain playground areas and community
gardens.
Building Envelope and Public Spaces Description
Ping Yuen's buildings are constructed of reinforced concrete with exterior balcony walkways
supported by concrete columns. All roofs are of built-up roofing and are low slope in
configuration, drained by perimeter gutters and downspouts. Public and common spaces are
typically located at the ground floors. All of the dwelling units are accessed from the balcony
walkways.
Mechanical and Electrical Systems Description
Boilers provide both heat and domestic hot water to all of the buildings. Electric panels are a
combination of breakers and fuse boxes and located in each unit.
Traction elevators and stairs provide vertical circulation throughout the development.
Unit Interiors
The interior finishes of walls and ceilings consist of painted concrete and plaster. The floor
covering is resilient tile.
There are no range hood/fans at these kitchens.
Page 118 of 508
Apparent Safety Problems
There is vinyl asbestos tile present that will eventually need to be removed. The building mounted
site lights are inadequate and need to be upgraded.
Summary of Issues
The windows need to be replaced due to the deterioration of the frames. The intercom system is
worn out and should be replaced, the sewer system is obsolete and is breaking in several places,
the roof is severely deteriorated, balconies are cracked and show damage of water filtration,
existing galvanized piping is leaking and requires constant maintenance, the trash compactor no
longer functions properly and needs to be replaced, the roof is severely deteriorated, vinyl asbestos
tile is present and needs to be abated, the kitchens in all the units need to be rehabilitated
Strategies to Address Issues
Ping Yuen is a potential candidate for Mixed Finance Modernization or Disposition to Partnership
with SFHA Affiliate Manager General Partner.
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal
dollars by applying for applicable HUD programs. Therefore, the plan includes applying for
Project Based Rental Assistance and/or Project-Based Vouchers under the federal Rental
Assistance Demonstration Program (RAD). Applications for the RAD Program were approved by
the Authority Board of Commissioners on September 26, 2013.
Ping Yuen units requested conversion for RAD are scheduled under Phase II Applications on 2014.
In addition to the RAD applications, the financing strategy as contemplated by the Plan relies also
upon HUD’s Section 18 Disposition/Demolition program which will permit the Authority to obtain
additional Section 8 vouchers. Applications for the Section 18 Program were approved by the
Authority Board of Commissioners on December 12, 2013 and will be submitted to HUD on
January 2014.
The Ping Yuen site is proposed for Section 18 application and subsequent disposition.
The Authority intends to develop this project a mixed finance project and use Section 8 vouchers,
plus additional funds from private funding source, equity partners under the low income housing
tax credit program and other eligible sources. Such an approach will allow the tenants of Authority
sites to benefit from immediate and long term rehabilitation work while preserving existing
affordability.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
Page 119 of 508
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At Ping Yuen,
this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff shall use
inspection forms similar to those used by REAC Inspectors for each building and each area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Pest management activities are to be conducted on all Ping Yuen buildings and a five (5) foot
perimeter around these buildings. Exterior treatment includes control services, as needed, for
Page 120 of 508
ants and mice. Contractor shall service twice per month all common areas including but not
limited to offices, laundry rooms, lobby, and dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
Ping Yuen: The grass cutting, edging, mulching, pruning and trimming are done by the
Maintenance Generalist II (with the assistance of the Maintenance Generalist I) who is also
charged with policing the grounds, picking up trash, and cleaning up at the recycling center, and
distributing notices to uncompliant tenants.
Trash Collection Schedule
Service Address
655 PACIFIC AVE.
711 PACIFIC AVE.
795 PACIFIC AVE.
895 PACIFIC AVE.
Times per
week
1
-T-----
2
-T--F--
1
-T-----
2
-T--F--
1
-T-----
2
-T--F--
1
Days
-T-----
Service Description
Units
APT ORGANICS 64 GAL GREEN
APT KEY CHARGE ORGANICS
SPECIAL PICK UP BY APPT
APARTMENT KEY CHARGE
COMINGLED - RECYCLING 96 GAL
APARTMENT 96 GALLON CART
SURCHARGE
1
1
1
2
2
5
APT ORGANICS 64 GAL GREEN
APT KEY CHARGE ORGANICS
SPECIAL PICK UP BY APPT
APARTMENT KEY CHARGE
COMINGLED - RECYCLING 96 GAL
APARTMENT 96 GALLON CART
SURCHARGE
APT ORGANICS 64 GAL GREEN
SPECIAL PICK UP BY APPT
APARTMENT KEY CHARGE
COMINGLED - RECYCLING 96 GAL
APARTMENT 96 GALLON CART
SURCHARGE
APT ORGANICS 64 GAL GREEN
APT KEY CHARGE ORGANICS
SPECIAL PICK UP BY APPT
12
1
1
1
2
1
5
11
1
1
3
1
5
11
1
1
1
Current
Charges
8.86
35.44
826.50
10.74
881.54
8.86
35.44
826.50
10.74
881.54
53.16
826.50
10.74
890.40
8.86
-
Page 121 of 508
2
-T--F--
APARTMENT KEY CHARGE
COMINGLED - RECYCLING 96 GAL
APARTMENT 96 GALLON CART
SURCHARGE
2
2
5
12
Page 122 of 508
35.44
826.50
10.74
881.54
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Check Fire Alarm Control Panel. Make sure
that the panel is locked, that there are no
alarms or trouble signals, and that the panel
and shut-offs are unobstructed.
Check fire pump and sprinkler system, to see
that there are no leaks, that the system
pressure is up, and that the equipment is
unobstructed.
Check the emergency generator, at its weekly
exercise cycle, to be sure that it is running
smoothly, that it is cooling, and that it is not
smoking excessively.
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date2 Date
3
Page 123 of 508
SEMIMONTHLY
Date last
completed
Wheelchair Lifts
Description
To be performed
by
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
MONTHLY
Elevators
Description
To be performed
by
Elevator Preventive
maintenance and
services
Contractor inspections will include: Machine
rooms, machinery and controls, cars, hoist
ways including car, interior. Items that are
not covered under Monthly Maintenance
services:
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
QUARTERLY
Building Systems
Description
To be performed
by
Fire Alarm Systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
International Fire
Inc.
Communications
Number: (415) 3789934
Date
Date2 Date
3
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date
2
Page 124 of 508
Date
3
Fire Standpipes,
pressure valves,
pumps and
sprinkler systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:1.
Provide quarterly inspections, annual
inspections and written reports to the
SFFD;2. Develop recommendations and cost
estimates on possible repairs and
improvements; 3. Provide immediate
response to restore building systems in the
event of an emergency;4. Observe, maintain
and test equipment periodically
Contractor:Internat
ional Fire
Inc.Communication
s Number: (415)
378-9934
Stand by
generators
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
Energy Systems
Communications
Number: (209) 8701913
Date last
completed
FALL
Plumbing
Description
To be performed
by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Furnace and heater Service, clean and install filters
Backflow
prevention system
Boiler Systems
Faucet aerators
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
Date
Date
2
In house
steamfitter
In-house
Maintenance
Mechanic
Page 125 of 508
Date
3
Interior
Description
To be performed
by
Trash chute
systems
The Trash Chute system in the building MUST
be maintained to avoid Fire and Smoke
Damage, Fire Code Violations, Resident
Injuries, Odors and Pest Infestation. Power
Wash the inside of Trash Chute with superheated water combined with a Citra-based
solution/degreaser. Clean Trash Chute Doors
by hand on the inside, collected “sludge” is
scraped away to allow proper closure of the
door. The exterior of the trash chute doors
are hand-polished with stainless steel
cleaner. Door hardware lubricated and
tightened The Dumpster/Compactor Room(s)
shall be power washed and deodorized, and
Dumpsters and Compactors can be treated
with a time-release odor control. Chute
Maintenance shall include treating chutes for
deterrence of rodents, roaches and other
pests.
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house
laborer/custodian
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating system
Description
To be performed
by
Service heating system and heat pump.
Exhaust fan
systems
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
Inspect and service if necessary.
In House
Electrician
In House
Electrician
Countertops
Exit and
emergency lighting
systems
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic
In-house
Maintenance
Mechanic/
Electrician
Page 126 of 508
Exterior
Description
To be performed
by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
Date
2
Date
3
Date last
completed
Date Date
2
Date
3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Countertops
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Page 127 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be performed
by
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Contractor:
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 128 of 508
CAL 1-36: 227 Bay
EIOP:
Development Type:
Occupancy Type:
Number of units:
Bedroom Distribution:
Number of buildings:
Structure Type:
Year constructed:
1971
Low-rise
Senior
50
Family:
0
Elderly:
50
Studio:
48
One bedroom: 2
1
Concrete/Wood Frame
1970
Site Description
This senior building is located on Bay Street between Powell and Stockton. The building is shaped
in the form of an “I” and rises four stories from grade level to a flat roof. The site is relatively flat
and rectangular in shape. With the “I” shape of the building on this site, three well-defined
courtyards are formed, one on each side and a large courtyard in the rear. All courtyards have
concrete paving and are located over the garage level. These are the only outdoor areas on the site.
Landscaping is limited to planters located in each courtyard.
Building Envelope and Public Spaces Description
The ground floor walls are reinforced CMU block and the upper floors are wood frame with wood
siding, stucco and brick. The low slope roof is covered by a membrane surface. The ground floor
contains a small entrance lobby, the mechanical room, laundry room and a parking garage that is
entered off Bay Street. The remaining three floors house all 50 dwelling units and a community
room. Units are accessed by an interior corridor that follows the shape of the building and can be
reached by two stairs located in the west side of the building and an elevator in the northwest
corner near the entry.
Mechanical and Electrical Systems Description
HVAC units are installed in each apartment and provide heating and ventilation for each tenant.
Electric baseboard heaters heat the public spaces and common areas. Domestic hot water is
provided for all interiors spaces by boilers located in the parking garage.
The electrical system is a circuit breaker style located in each unit.
One hydraulic elevator is located within the building.
Unit Interiors
Unit finishes consist of painted gypsum wallboard walls and ceilings. The floor coverings consist
of carpet, resilient tile and resilient vinyl in kitchens and baths.
Page 129 of 508
Apparent Safety Problems
None.
Summary of Issues
Upgrade and hold. This property is sound and fit well into the surrounding neighborhoods in both
scale and building types. Vacancy and turnover rates are low, and tenant accounts receivables are
low. They require only moderate rehabilitation identified in the 2007 Comprehensive Physical
Needs Assessment to continue to provide decent housing for public housing residents consistent
with the Authority's PHA Plan, CFP Plans, and Energy Plan.
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal
dollars by applying for applicable HUD programs. Therefore, the plan includes applying for
Project Based Rental Assistance and/or Project-Based Vouchers under the federal Rental
Assistance Demonstration Program (RAD). Applications for the RAD Program were approved by
the Authority Board of Commissioners on September 26, 2013 and submitted to HUD on
September 27, 2013.
The 227 Bay units requested conversion for RAD are scheduled under Phase I Applications on
September 27, 2013.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Strategies to Address issues
227 Bay Street will be maintained, repaired, and rehabilitated to the extent possible within current
funding constraints to retain their long term viability. Capital improvements will be phased in
accordance with the most recent CFP Annual and Five Year Plans and subsequent plans to address
the necessary improvements with limited funding. In addition to maintenance, management and
resident education on energy conservation measures, this site will be target for potential new
energy conservation measures to add to the already completed through the Energy Services
Contracting (ESCo).
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
Page 130 of 508
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At 227 Bay
Street, this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff
shall use inspection forms similar to those used by REAC Inspectors for each building and each
area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Exterior treatment includes control services, as needed, for ants and mice. Contractor shall
service twice per month all common areas including but not limited to offices, laundry rooms,
lobby, and dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
Page 131 of 508
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
227 Bay Street: The common area cleaning and maintenance are done by the Maintenance
Generalist II (with the assistance of the Maintenance Generalist I) who is also charged with
policing the site, picking up trash, cleaning up at the trash room and trash chutes, and distributing
notices to uncompliant tenants.
Trash Collection Schedule
Service Address
227 BAY ST.
Times
per
week
1
3
Days
M
M-W-F
Service Description
Units
SPECIAL PICK UP BY APPT
APARTMENT KEY CHARGE
COMINGLED - RECYCLING 96 GAL
APARTMENT 2 YARD CONTAINER
SURCHARGE
1
1
1
1
4
Current
Charges
26.58
1,043.46
13.56
1,083.60
Page 132 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Check Fire Alarm Control Panel. Make sure
that the panel is locked, that there are no
alarms or trouble signals, and that the panel
and shut-offs are unobstructed.
Check fire pump and sprinkler system, to see
that there are no leaks, that the system
pressure is up, and that the equipment is
unobstructed.
Check the emergency generator, at its weekly
exercise cycle, to be sure that it is running
smoothly, that it is cooling, and that it is not
smoking excessively.
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date2 Date
3
Page 133 of 508
SEMIMONTHLY
Date last
completed
Wheelchair Lifts
Description
To be performed
by
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
MONTHLY
Elevators
Description
To be performed
by
Elevator Preventive
maintenance and
services
Contractor inspections will include: Machine
rooms, machinery and controls, cars, hoist
ways including car, interior. Items that are
not covered under Monthly Maintenance
services:
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
QUARTERLY
Building Systems
Description
To be performed
by
Fire Alarm Systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
International Fire
Inc.
Communications
Number: (415) 3789934
Date
Date2 Date
3
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date
2
Page 134 of 508
Date
3
Fire Standpipes,
pressure valves,
pumps and
sprinkler systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:1.
Provide quarterly inspections, annual
inspections and written reports to the
SFFD;2. Develop recommendations and cost
estimates on possible repairs and
improvements; 3. Provide immediate
response to restore building systems in the
event of an emergency;4. Observe, maintain
and test equipment periodically
Contractor:Internat
ional Fire
Inc.Communication
s Number: (415)
378-9934
Stand by
generators
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
Energy Systems
Communications
Number: (209) 8701913
Date last
completed
FALL
Plumbing
Description
To be performed
by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Furnace and heater Service, clean and install filters
Backflow
prevention system
Boiler Systems
Faucet aerators
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
Date
Date
2
In house
steamfitter
In-house
Maintenance
Mechanic
Page 135 of 508
Date
3
Interior
Description
To be performed
by
Trash chute
systems
The Trash Chute system in the building MUST
be maintained to avoid Fire and Smoke
Damage, Fire Code Violations, Resident
Injuries, Odors and Pest Infestation. Power
Wash the inside of Trash Chute with superheated water combined with a Citra-based
solution/degreaser. Clean Trash Chute Doors
by hand on the inside, collected “sludge” is
scraped away to allow proper closure of the
door. The exterior of the trash chute doors
are hand-polished with stainless steel
cleaner. Door hardware lubricated and
tightened The Dumpster/Compactor Room(s)
shall be power washed and deodorized, and
Dumpsters and Compactors can be treated
with a time-release odor control. Chute
Maintenance shall include treating chutes for
deterrence of rodents, roaches and other
pests.
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house
laborer/custodian
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating system
Description
To be performed
by
Service heating system and heat pump.
Exhaust fan
systems
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
Inspect and service if necessary.
In House
Electrician
In House
Electrician
Countertops
Exit and
emergency lighting
systems
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic
In-house
Maintenance
Mechanic/
Electrician
Page 136 of 508
Exterior
Description
To be performed
by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
Date
2
Date
3
Date last
completed
Date Date
2
Date
3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Countertops
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Page 137 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be performed
by
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Contractor:
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 138 of 508
AREA 3
AMP #976 & AMP #992
Ping Yuen North / 990 Pacific
San Francisco
Housing Authority
Page 139 of 508
CAL 1-18(6): Ping Yuen North
EIOP:
Development type:
Occupancy type:
Number of units:
Bedroom Distribution:
Number of buildings:
Structure type:
Year constructed:
1962
12 story concrete high-rise
Senior and Family
194
Family:
150
Elderly:
44
Studio:
44
1 Bedroom: 31
2 Bedroom: 99
3 Bedroom: 20
1
Reinforced Concrete
1961
Site Description
Ping Yuen North is located in San Francisco’s Chinatown district on Pacific Avenue at Stockton
Street. Apartments open onto exterior corridor balconies, and the main floor contains the project
office, garbage room, and boiler room. The ground floor of the Pacific Avenue block contains
community spaces and a common kitchen.
Onsite parking is available for approximately 40 cars, with a large portion located in an
underground parking lot beneath a newly constructed residential building. The western half of
the site contains a basketball court, a tot lot and plantings. Site plantings are limited to small
concrete planters and a continuous planting strip along the western edge of the site. All other
areas are paved with concrete.
Building Envelope and Public Spaces Description
The building is constructed entirely of cast-in-place concrete. The roof is low slope in
configuration, draining to interior building drains. Many of the exterior balcony drains are
blocked with dirt and rusted, causing the surrounding concrete surfaces to spall. Dwelling unit
access is from exterior corridor balconies that are accessed from the stairwells or elevators.
Mechanical and Electrical Systems Description
Boilers supply domestic hot water and heating for unit radiators. The main electrical panel is
located in the electrical room. Sub-panels have circuit breakers for groups of units on each floor
and each unit has its own circuit breaker panel. Three traction elevators and two stairwells
provide vertical circulation.
Unit Interiors
The unit finishes consist of painted concrete ceilings and walls. Interior partitions have a plaster
wall finish. The floor coverings throughout the units are resilient tile. Smoke detectors have been
installed in all the units. There is also a fire sprinkler system with a single head above the entry
door in each unit.
Page 140 of 508
Apparent Safety Problems
There is vinyl asbestos tile present that will eventually need to be removed.
Summary of Issues
The window frames are corroded and don’t function and should be replaced. The Elevators are in
need of replacement. Ping Yuen North has a limited sprinkler system with sprinkler units installed
only at unit entries. The system needs to be upgraded to provide complete protection.
Strategies to Address issues
Ping Yuen North is a potential candidate for Mixed Finance Modernization or Disposition to
Partnership with SFHA Affiliate Manager General Partner. As part of the fiscal strategy plan, it is
critical for the Authority to leverage all available federal dollars by applying for applicable HUD
programs. Therefore, the plan includes applying for Project Based Rental Assistance and/or
Project-Based Vouchers under the federal Rental Assistance Demonstration Program (RAD).
Applications for the RAD Program were approved by the Authority Board of Commissioners on
September 26, 2013.
The Ping Yuen North units requested conversion for RAD are scheduled under Phase II
Applications on 2014.
In addition to the RAD applications, the financing strategy as contemplated by the Plan relies also
upon HUD’s Section 18 Disposition/Demolition program which will permit the Authority to obtain
additional Section 8 vouchers. Applications for the Section 18 Program were approved by the
Authority Board of Commissioners on December 12, 2013 and will be submitted to HUD on
January 2014.
The Ping Yuen North site is proposed for Section 18 application and subsequent disposition.
The Authority intends to develop this project a mixed finance project and use Section 8 vouchers,
plus additional funds from private funding source, equity partners under the low income housing
tax credit program and other eligible sources. Such an approach will allow the tenants of Authority
sites to benefit from immediate and long term rehabilitation work while preserving existing
affordability.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
Page 141 of 508
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At Ping Yuen
North, this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff
shall use inspection forms similar to those used by REAC Inspectors for each building and each
area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Page 142 of 508
Exterior treatment includes control services, as needed, for ants and mice. Contractor shall
service twice per month all common areas including but not limited to offices, laundry rooms,
lobby, and dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
Ping Yuen North: The common area cleaning and maintenance are done by the Maintenance
Generalist II (with the assistance of the Maintenance Generalist I) who is also charged with
policing the site, picking up trash, cleaning up at the trash room and trash chutes, and distributing
notices to uncompliant tenants.
Trash Collection Schedule
Service Address
838 PACIFIC AVE.
Times per
week
1
2
3
Days
-T-
-T--F-T-W-F
Units
Current
Charges
RECYCLING DISCOUNT 16%
1
(42.62)
COMM PRODUCE 4-64 GL TOTER
1
280.31
RECYCLING DISCOUNT 16%
1
(166.70)
COMM 6 96 GAL RECYCLING
1
1,096.69
RECYCLING DISCOUNT 16%
1
(671.16)
2 YD COMPACTOR
SURCHARGE
2
4,415.53
4,912.05
Service Description
7
Page 143 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Check Fire Alarm Control Panel. Make sure
that the panel is locked, that there are no
alarms or trouble signals, and that the panel
and shut-offs are unobstructed.
Check fire pump and sprinkler system, to see
that there are no leaks, that the system
pressure is up, and that the equipment is
unobstructed.
Check the emergency generator, at its weekly
exercise cycle, to be sure that it is running
smoothly, that it is cooling, and that it is not
smoking excessively.
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date2 Date
3
Page 144 of 508
SEMIMONTHLY
Wheelchair Lifts
Description
To be performed
by
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
MONTHLY
Elevators
Description
To be performed
by
Elevator Preventive
maintenance and
services
Contractor inspections will include: Machine
rooms, machinery and controls, cars, hoist
ways including car, interior. Items that are
not covered under Monthly Maintenance
services:
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
QUARTERLY
Building Systems
Description
To be performed
by
Fire Alarm Systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
International Fire
Inc.
Communications
Number: (415) 3789934
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date
2
Page 145 of 508
Date
3
Fire Standpipes,
pressure valves,
pumps and
sprinkler systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:1.
Provide quarterly inspections, annual
inspections and written reports to the
SFFD;2. Develop recommendations and cost
estimates on possible repairs and
improvements; 3. Provide immediate
response to restore building systems in the
event of an emergency;4. Observe, maintain
and test equipment periodically
Contractor:Internat
ional Fire
Inc.Communication
s Number: (415)
378-9934
Stand by
generators
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
Energy Systems
Communications
Number: (209) 8701913
Date last
completed
FALL
Plumbing
Description
To be performed
by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Furnace and heater Service, clean and install filters
Backflow
prevention system
Boiler Systems
Faucet aerators
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
Date
Date
2
In house
steamfitter
In-house
Maintenance
Mechanic
Page 146 of 508
Date
3
Interior
Description
To be performed
by
Trash chute
systems
The Trash Chute system in the building MUST
be maintained to avoid Fire and Smoke
Damage, Fire Code Violations, Resident
Injuries, Odors and Pest Infestation. Power
Wash the inside of Trash Chute with superheated water combined with a Citra-based
solution/degreaser. Clean Trash Chute Doors
by hand on the inside, collected “sludge” is
scraped away to allow proper closure of the
door. The exterior of the trash chute doors
are hand-polished with stainless steel
cleaner. Door hardware lubricated and
tightened The Dumpster/Compactor Room(s)
shall be power washed and deodorized, and
Dumpsters and Compactors can be treated
with a time-release odor control. Chute
Maintenance shall include treating chutes for
deterrence of rodents, roaches and other
pests.
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house
laborer/custodian
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating system
Description
To be performed
by
Service heating system and heat pump.
Exhaust fan
systems
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
Inspect and service if necessary.
In House
Electrician
In House
Electrician
Countertops
Exit and
emergency lighting
systems
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic
In-house
Maintenance
Mechanic/
Electrician
Page 147 of 508
Exterior
Description
To be performed
by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
Date
2
Date
3
Date last
completed
Date Date
2
Date
3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Countertops
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Page 148 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be performed
by
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Contractor:
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 149 of 508
CAL 1-19 (1): 990 Pacific
EIOP:
Development Type:
Occupancy Type:
Number of units:
Bedroom Distribution:
Structure Type:
Number of buildings:
Year constructed:
1970
Mid-rise
Senior
92
Family:
0
Elderly:
92
Studio:
74
One bedroom: 18
Reinforced concrete
1
1969
Site Description
990 Pacific Avenue is a seven story concrete mid-rise building located at the corner of Mason
Street and Pacific Avenue. The building and the site are both L-shaped and slope from south to
north. Landscaping consists of paved pedestrian areas, including ramped walks with handrails,
and planters containing plants, trees, and flowers.
Building Envelope and Public Spaces Description
The foundation is slab on grade and the building is painted concrete walls. The first floor has a
parking garage, utility rooms and four dwelling units. The main entrance to the building is on the
second floor that contains the community spaces and the manager’s offices. The roof is flat and
steps down, forming roof terraces at both wings. Dwelling units are accessed through a doubleloaded interior corridor that serves one wing, and a concrete balcony corridor that serves the other
wing.
Mechanical and Electrical Systems Description
Two boilers provide both heat and domestic hot water. Electric panels are circuit breaker type
located in each unit. Two traction elevators and two interior stairwells provide vertical circulation.
An intercom system allows the tenants to provide building access from their apartments.
Unit Interiors
Interior finishes consist of gypsum wallboard walls and ceilings. The floor coverings are resilient
tile and sheet vinyl.
Page 150 of 508
Apparent Safety Problems
There is asbestos pipe insulation that should be replaced. There is vinyl asbestos tile present that
will eventually need to be removed.
Summary of Issues
The casework is worn out and in need of replacement. Upgrade and hold. This property is sound
and fit well into the surrounding neighborhoods in both scale and building types. Vacancy and
turnover rates are low, and tenant accounts receivables are low. They require only moderate
rehabilitation identified in the 2007 Comprehensive Physical Needs Assessment to continue to
provide decent housing for public housing residents consistent with the Authority's PHA Plan,
CFP Plans, and Energy Plan.
Strategies to Address issues
990 Pacific will be maintained, repaired, and rehabilitated to the extent possible within current
funding constraints to retain their long term viability. Capital improvements will be phased in
accordance with the most recent CFP Annual and Five Year Plans and subsequent plans to address
the necessary improvements with limited funding. In addition to maintenance, management and
resident education on energy conservation measures, this site will be target for potential new
energy conservation measures to add to the already completed through the Energy Services
Contracting (ESCo).
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal
dollars by applying for applicable HUD programs. Therefore, the plan includes applying for
Project Based Rental Assistance and/or Project-Based Vouchers under the federal Rental
Assistance Demonstration Program (RAD). Applications for the RAD Program were approved by
the Authority Board of Commissioners on September 26, 2013 and submitted to HUD on
September 27, 2013.
The 990 Pacific units requested conversion for RAD are scheduled under Phase I Applications on
September 27, 2013.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
Page 151 of 508
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At 990
Pacific, this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff
shall use inspection forms similar to those used by REAC Inspectors for each building and each
area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Exterior treatment includes control services, as needed, for ants and mice. Contractor shall
service twice per month all common areas including but not limited to offices, laundry rooms,
lobby, and dumpster areas within the apartment complex.
Page 152 of 508
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
990 Pacific: The common area cleaning and maintenance are done by the Maintenance Generalist
II (with the assistance of the Maintenance Generalist I) who is also charged with policing the site,
picking up trash, cleaning up at the trash room and trash chutes, and distributing notices to
uncompliant tenants.
Trash Collection Schedule
Service Address
990 PACIFIC AVE.
Times
per
week
Days
Service Description
1
-T-----
COMINGLED - RECYCLING 64 GAL
2
-
COMINGLED - RECYCLING 96 GAL
2
-
APT ORGANICS 64 GAL GREEN
1
-
KEY CHARGE
1
SPECIAL PICK UP BY APPT
1
APARTMENT 1YD COMPACTOR
1
3
-TWF--
Units
SURCHARGE
Current
Charges
8.86
1,177.80
15.31
8
1,201.97
Page 153 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Check Fire Alarm Control Panel. Make sure
that the panel is locked, that there are no
alarms or trouble signals, and that the panel
and shut-offs are unobstructed.
Check fire pump and sprinkler system, to see
that there are no leaks, that the system
pressure is up, and that the equipment is
unobstructed.
Check the emergency generator, at its weekly
exercise cycle, to be sure that it is running
smoothly, that it is cooling, and that it is not
smoking excessively.
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date2 Date
3
Page 154 of 508
SEMIMONTHLY
Wheelchair Lifts
Description
To be performed
by
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
MONTHLY
Elevators
Description
To be performed
by
Elevator Preventive
maintenance and
services
Contractor inspections will include: Machine
rooms, machinery and controls, cars, hoist
ways including car, interior. Items that are
not covered under Monthly Maintenance
services:
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
QUARTERLY
Building Systems
Description
To be performed
by
Fire Alarm Systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
International Fire
Inc.
Communications
Number: (415) 3789934
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date
2
Page 155 of 508
Date
3
Fire Standpipes,
pressure valves,
pumps and
sprinkler systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:1.
Provide quarterly inspections, annual
inspections and written reports to the
SFFD;2. Develop recommendations and cost
estimates on possible repairs and
improvements; 3. Provide immediate
response to restore building systems in the
event of an emergency;4. Observe, maintain
and test equipment periodically
Contractor:Internat
ional Fire
Inc.Communication
s Number: (415)
378-9934
Stand by
generators
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
Energy Systems
Communications
Number: (209) 8701913
Date last
completed
FALL
Plumbing
Description
To be performed
by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Furnace and heater Service, clean and install filters
Backflow
prevention system
Boiler Systems
Faucet aerators
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
Date
Date
2
In house
steamfitter
In-house
Maintenance
Mechanic
Page 156 of 508
Date
3
Interior
Description
To be performed
by
Trash chute
systems
The Trash Chute system in the building MUST
be maintained to avoid Fire and Smoke
Damage, Fire Code Violations, Resident
Injuries, Odors and Pest Infestation. Power
Wash the inside of Trash Chute with superheated water combined with a Citra-based
solution/degreaser. Clean Trash Chute Doors
by hand on the inside, collected “sludge” is
scraped away to allow proper closure of the
door. The exterior of the trash chute doors
are hand-polished with stainless steel
cleaner. Door hardware lubricated and
tightened The Dumpster/Compactor Room(s)
shall be power washed and deodorized, and
Dumpsters and Compactors can be treated
with a time-release odor control. Chute
Maintenance shall include treating chutes for
deterrence of rodents, roaches and other
pests.
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house
laborer/custodian
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating system
Description
To be performed
by
Service heating system and heat pump.
Exhaust fan
systems
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
Inspect and service if necessary.
In House
Electrician
In House
Electrician
Countertops
Exit and
emergency lighting
systems
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic
In-house
Maintenance
Mechanic/
Electrician
Page 157 of 508
Exterior
Description
To be performed
by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
Date
2
Date
3
Date last
completed
Date Date
2
Date
3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Countertops
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Page 158 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be performed
by
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Contractor:
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 159 of 508
AREA 3
AMP #977
1880 Pine / 1760 Bush
San Francisco
Housing Authority
Page 160 of 508
CAL 1-23: 1880 Pine
EIOP:
Development type:
Occupancy type:
Number of units:
Bedroom distribution:
Number of buildings:
Type of building:
Year constructed:
1974
High-rise
Senior
113
Family: 0
Elderly: 113
Studio: (98)
One bedroom: (14)
Two bedroom: (1)
1
Reinforced concrete
1973
Site Description
The senior residence building of 1880 Pine is located on Pine Street between Gough and Octavia.
The building is of rectangular shape, but balconies off each unit swing out at 30° angles giving
both the west and east facades a saw tooth look. The building raises 12 stories above grade and
houses 113 dwelling units, which occupy the third through twelfth floors. Two fire stairs, one at
each end of the building, and two elevators at the south end provide access to the units. The first
two floors contain all mechanical equipment for the building, as well as all public spaces, offices
and a parking garage.
The site, although located on top of a hill, is relatively flat. The landscaping at 1880 Pine wraps
around the building on the east, north and west sides. The area of landscaping is quite large and
can be accessed both from the building and from the street.
Building Envelope and Public Spaces Description
The building is constructed of reinforced concrete. The exterior concrete is painted. The roof is a
flat built-up system. Exterior window frames are aluminum. Doors are metal and glass.
Public areas include the lobby, garage, community room, offices, and laundry room.
Mechanical and Electrical Systems Description
All units and common spaces are heated by a hydronic radiation system. Two boilers supply the
hot water for this heating system as well as the domestic hot water.
Larger electrical panels are located in high demand areas while individual dwellings have
smaller standard size breaker boxes. Two traction type elevators serve all 12 floors.
Unit Interiors
Interior finishes consist of plaster walls and painted gypsum wallboard ceilings. The floor
coverings are resilient tile and sheet vinyl.
Page 161 of 508
Apparent Safety Problems
Vinyl asbestos tile will eventually require abatement. Damaged concrete walk surfaces in
isolated areas may cause tripping hazards.
Upgrade and hold. This property is sound and fit well into the surrounding neighborhoods in both
scale and building types. Vacancy and turnover rates are low, and tenant accounts receivables are
low. They require only moderate rehabilitation identified in the 2007 Comprehensive Physical
Needs Assessment to continue to provide decent housing for public housing residents consistent
with the Authority's PHA Plan, CFP Plans, and Energy Plan.
Strategies to Address issues
1880 Pine Street will be maintained, repaired, and rehabilitated to the extent possible within
current funding constraints to retain their long term viability. Capital improvements will be phased
in accordance with the most recent CFP Annual and Five Year Plans and subsequent plans to
address the necessary improvements with limited funding. In addition to maintenance,
management and resident education on energy conservation measures, this site will be target for
potential new energy conservation measures to add to the already completed through the Energy
Services Contracting (ESCo).
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal
dollars by applying for applicable HUD programs. Therefore, the plan includes applying for
Project Based Rental Assistance and/or Project-Based Vouchers under the federal Rental
Assistance Demonstration Program (RAD). Applications for the RAD Program were approved by
the Authority Board of Commissioners on September 26, 2013 and submitted to HUD on
September 27, 2013.
The 1880 Pine units requested conversion for RAD are scheduled under Phase I Applications on
September 27, 2013.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
Page 162 of 508
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At 1880 Pine
Street, this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff
shall use inspection forms similar to those used by REAC Inspectors for each building and each
area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Exterior treatment includes control services, as needed, for ants and mice. Contractor shall
service twice per month all common areas including but not limited to offices, laundry rooms,
lobby, and dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Page 163 of 508
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
1880 Pine Street: The common area cleaning and maintenance are done by the Maintenance
Generalist II (with the assistance of the Maintenance Generalist I) who is also charged with
policing the site, picking up trash, cleaning up at the trash room and trash chutes, and distributing
notices to uncompliant tenants.
Trash Collection
Service Address
1880 PINE ST.
Times
per
week
Days
1
-T-----
2
-T--F-
Service Description
Units
Current
Charges
BATTERY COLLECTION
1
-
COMINGLED - RECYCLING 96 GAL
3
-
APT ORGANICS 32 GAL GREEN
1
-
APARTMENT 1.5YD COMPACTOR
1
SURCHARGE
1,177.85
15.31
6
1,193.16
Page 164 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Check Fire Alarm Control Panel. Make sure
that the panel is locked, that there are no
alarms or trouble signals, and that the panel
and shut-offs are unobstructed.
Check fire pump and sprinkler system, to see
that there are no leaks, that the system
pressure is up, and that the equipment is
unobstructed.
Check the emergency generator, at its weekly
exercise cycle, to be sure that it is running
smoothly, that it is cooling, and that it is not
smoking excessively.
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date2 Date
3
Page 165 of 508
SEMIMONTHLY
Date last
completed
Wheelchair Lifts
Description
To be performed
by
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
MONTHLY
Elevators
Description
To be performed
by
Elevator Preventive
maintenance and
services
Contractor inspections will include: Machine
rooms, machinery and controls, cars, hoist
ways including car, interior. Items that are
not covered under Monthly Maintenance
services:
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
QUARTERLY
Building Systems
Description
To be performed
by
Fire Alarm Systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
International Fire
Inc.
Communications
Number: (415) 3789934
Date
Date2 Date
3
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date
2
Page 166 of 508
Date
3
Fire Standpipes,
pressure valves,
pumps and
sprinkler systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:1.
Provide quarterly inspections, annual
inspections and written reports to the
SFFD;2. Develop recommendations and cost
estimates on possible repairs and
improvements; 3. Provide immediate
response to restore building systems in the
event of an emergency;4. Observe, maintain
and test equipment periodically
Contractor:Internat
ional Fire
Inc.Communication
s Number: (415)
378-9934
Stand by
generators
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
Energy Systems
Communications
Number: (209) 8701913
Date last
completed
FALL
Plumbing
Description
To be performed
by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Furnace and heater Service, clean and install filters
Backflow
prevention system
Boiler Systems
Faucet aerators
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
Date
Date
2
In house
steamfitter
In-house
Maintenance
Mechanic
Page 167 of 508
Date
3
Interior
Description
To be performed
by
Trash chute
systems
The Trash Chute system in the building MUST
be maintained to avoid Fire and Smoke
Damage, Fire Code Violations, Resident
Injuries, Odors and Pest Infestation. Power
Wash the inside of Trash Chute with superheated water combined with a Citra-based
solution/degreaser. Clean Trash Chute Doors
by hand on the inside, collected “sludge” is
scraped away to allow proper closure of the
door. The exterior of the trash chute doors
are hand-polished with stainless steel
cleaner. Door hardware lubricated and
tightened The Dumpster/Compactor Room(s)
shall be power washed and deodorized, and
Dumpsters and Compactors can be treated
with a time-release odor control. Chute
Maintenance shall include treating chutes for
deterrence of rodents, roaches and other
pests.
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house
laborer/custodian
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating system
Description
To be performed
by
Service heating system and heat pump.
Exhaust fan
systems
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
Inspect and service if necessary.
In House
Electrician
In House
Electrician
Countertops
Exit and
emergency lighting
systems
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic
In-house
Maintenance
Mechanic/
Electrician
Page 168 of 508
Exterior
Description
To be performed
by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
Date
2
Date
3
Date last
completed
Date Date
2
Date
3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Countertops
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Page 169 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be performed
by
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Contractor:
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 170 of 508
CAL 1-32: 1760 Bush
EIOP:
Development type:
Occupancy type:
Number of units:
Bedroom distribution:
Number of buildings:
Structure type:
Year constructed:
1972
Mid-rise
Senior
108
Family: 0
Elderly: 108
Studio: (83)
One bedroom: (24)
Two bedroom: (1)
1
Reinforced concrete
1972
Site Description
1760 Bush is located on Bush Street between Gough and Octavia. The building is rectilinear in
design and has a flat roof. It is eight stories high and contains 108 dwelling units. These are
housed on floors two through seven and are accessed by a fire stair at each end of the building
and by two elevators located in the middle of the building. A parking garage is also located on
this level and is entered on Bush Street. A concrete terrace is located above the garage and is
accessed on the second floor.
The site is located on top of a steep hill, but is relatively flat. The building divides the site into a
front and back yard. The front courtyard is well landscaped and provides direction towards the
entrance. The rear yard is sparsely landscaped.
Building Envelope and Public Spaces Description
The building is entirely constructed of reinforced concrete. The exterior concrete has a painted
finish. Exterior window frames are aluminum. Doors are metal. The roof is flat and covered by
a built-up system. Public spaces are mainly located on the ground floor and include an entrance
lobby, garage, community room, clinic, and manager’s office. A concrete terrace is located
above the garage and is accessible on the second floor.
Mechanical and Electrical Systems Description
All units and common areas are heated by a hydronic radiation system. Two boilers supply the
hot water. The same boilers, along with solar panels on the roof, supply the domestic hot water.
Electrical panels for the units and common areas are circuit breaker types.
Unit Interiors
Interior finishes consist of plaster walls and painted concrete ceilings. The floor coverings are
resilient tile and carpet.
Apparent Safety Problems
Smoke/fire detectors are present in dwellings but missing from common areas. Asbestos tile will
eventually need removal.
Page 171 of 508
Summary of Issues
The building elevators and heat exchanger #1 are at the end of their life cycles and need
replacement. The present air distribution ductwork is inadequate and will require retrofitting to
provide proper ventilation. The casework in the dwellings is generally in need of repair.
Upgrade and hold. This property is sound and fit well into the surrounding neighborhoods in both
scale and building types. Vacancy and turnover rates are low, and tenant accounts receivables are
low. They require only moderate rehabilitation identified in the 2007 Comprehensive Physical
Needs Assessment to continue to provide decent housing for public housing residents consistent
with the Authority's PHA Plan, CFP Plans, and Energy Plan.
Strategies to Address issues
1760 Bush Street will be maintained, repaired, and rehabilitated to the extent possible within
current funding constraints to retain their long term viability. Capital improvements will be phased
in accordance with the most recent CFP Annual and Five Year Plans and subsequent plans to
address the necessary improvements with limited funding. In addition to maintenance,
management and resident education on energy conservation measures, this site will be target for
potential new energy conservation measures to add to the already completed through the Energy
Services Contracting (ESCo).
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal
dollars by applying for applicable HUD programs. Therefore, the plan includes applying for
Project Based Rental Assistance and/or Project-Based Vouchers under the federal Rental
Assistance Demonstration Program (RAD). Applications for the RAD Program were approved by
the Authority Board of Commissioners on September 26, 2013.
The 1760 Bush Street units requested conversion for RAD are scheduled under Phase II
Applications on 2014.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
Page 172 of 508
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At 1760 Bush
Street, this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff
shall use inspection forms similar to those used by REAC Inspectors for each building and each
area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Exterior treatment includes control services, as needed, for ants and mice. Contractor shall
service twice per month all common areas including but not limited to offices, laundry rooms,
lobby, and dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Page 173 of 508
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
1760 Bush Street: The common area cleaning and maintenance are done by the Maintenance
Generalist II (with the assistance of the Maintenance Generalist I) who is also charged with
policing the site, picking up trash, cleaning up at the trash room and trash chutes, and distributing
notices to uncompliant tenants.
Trash Collection
Service Address
1760 BUSH ST
Times
per
week
1
2
Units
Current
Charges
BATTERY COLLECTION
1
-
SPECIAL PICK UP BY APPT
1
-
-T-
APT ORGANICS 64 GAL GREEN
2
-
-T-F-
APARTMENT KEY CHARGE
1
17.72
COMINGLED - RECYCLING 96 GAL
3
-
APARTMENT 96 GALLON CART
9
1,487.70
Days
-M-
Service Description
SURCHARGE
19.34
17
1,524.76
Page 174 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Check Fire Alarm Control Panel. Make sure
that the panel is locked, that there are no
alarms or trouble signals, and that the panel
and shut-offs are unobstructed.
Check fire pump and sprinkler system, to see
that there are no leaks, that the system
pressure is up, and that the equipment is
unobstructed.
Check the emergency generator, at its weekly
exercise cycle, to be sure that it is running
smoothly, that it is cooling, and that it is not
smoking excessively.
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date2 Date
3
Page 175 of 508
SEMIMONTHLY
Date last
completed
Wheelchair Lifts
Description
To be performed
by
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
MONTHLY
Elevators
Description
To be performed
by
Elevator Preventive
maintenance and
services
Contractor inspections will include: Machine
rooms, machinery and controls, cars, hoist
ways including car, interior. Items that are
not covered under Monthly Maintenance
services:
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
QUARTERLY
Building Systems
Description
To be performed
by
Fire Alarm Systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
International Fire
Inc.
Communications
Number: (415) 3789934
Date
Date2 Date
3
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date
2
Page 176 of 508
Date
3
Fire Standpipes,
pressure valves,
pumps and
sprinkler systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:1.
Provide quarterly inspections, annual
inspections and written reports to the
SFFD;2. Develop recommendations and cost
estimates on possible repairs and
improvements; 3. Provide immediate
response to restore building systems in the
event of an emergency;4. Observe, maintain
and test equipment periodically
Contractor:Internat
ional Fire
Inc.Communication
s Number: (415)
378-9934
Stand by
generators
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
Energy Systems
Communications
Number: (209) 8701913
Date last
completed
FALL
Plumbing
Description
To be performed
by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Furnace and heater Service, clean and install filters
Backflow
prevention system
Boiler Systems
Faucet aerators
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
Date
Date
2
In house
steamfitter
In-house
Maintenance
Mechanic
Page 177 of 508
Date
3
Interior
Description
To be performed
by
Trash chute
systems
The Trash Chute system in the building MUST
be maintained to avoid Fire and Smoke
Damage, Fire Code Violations, Resident
Injuries, Odors and Pest Infestation. Power
Wash the inside of Trash Chute with superheated water combined with a Citra-based
solution/degreaser. Clean Trash Chute Doors
by hand on the inside, collected “sludge” is
scraped away to allow proper closure of the
door. The exterior of the trash chute doors
are hand-polished with stainless steel
cleaner. Door hardware lubricated and
tightened The Dumpster/Compactor Room(s)
shall be power washed and deodorized, and
Dumpsters and Compactors can be treated
with a time-release odor control. Chute
Maintenance shall include treating chutes for
deterrence of rodents, roaches and other
pests.
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house
laborer/custodian
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating system
Description
To be performed
by
Service heating system and heat pump.
Exhaust fan
systems
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
Inspect and service if necessary.
In House
Electrician
In House
Electrician
Countertops
Exit and
emergency lighting
systems
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic
In-house
Maintenance
Mechanic/
Electrician
Page 178 of 508
Exterior
Description
To be performed
by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
Date
2
Date
3
Date last
completed
Date Date
2
Date
3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Countertops
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Page 179 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be performed
by
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Contractor:
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 180 of 508
AREA 3
AMP #979
Woodside Gardens
San Francisco
Housing Authority
Page 181 of 508
CAL 1-18 (10): Woodside Gardens
EIOP:
Development type:
Occupancy type:
Number of units:
Bedroom Distribution:
Number of buildings:
Structure type:
Year constructed:
1962
10 Story High Rise
Senior
110
Family: 0
Elderly: 110
Studio (87)
1 Bedroom (22)
2 Bedroom (1)
1
Concrete
1961
Site Description
Woodside Gardens is a ten-story high-rise located near San Francisco’s Laguna Honda Hospital. The
ground floor contains a small lobby with two elevators that connect to the main public floor and
apartments above. The second floor contains the main public spaces, including a common kitchen,
meeting room, public restrooms and a manager’s office. Floors two through ten contain studio and
one-bedroom style apartments.
The landscaping consists mostly of trees with some lawn areas. There is an asphalt parking lot with
18 spaces.
Building Envelope and Public Spaces Description
The building structure consists of reinforced cast-in-place concrete. The roof is a torch down asphalt
and was replaced in 2000. Dwelling unit access is through interior corridors.
Mechanical and Electrical Systems Description
The mechanical equipment room and a trash room are accessible through a secondary ground floor
entrance. The two boilers provide both heat and domestic hot water.
Electric panels are circuit breaker type located in each unit. Two traction style elevators provide
vertical circulation.
Unit Interiors
The apartment interiors consist of gypsum wallboard ceiling and wall surfaces. Floor coverings
throughout the building are resilient tile.
Page 182 of 508
Apparent Safety Problems
There is vinyl asbestos tile present that will eventually need to be removed.
Summary of Issues
The window frames and hardware are failing and require replacement.
Upgrade and hold. This property is sound and fit well into the surrounding neighborhoods in both
scale and building types. Vacancy and turnover rates are low, and tenant accounts receivables are
low. They require only moderate rehabilitation identified in the 2007 Comprehensive Physical Needs
Assessment to continue to provide decent housing for public housing residents consistent with the
Authority's PHA Plan, CFP Plans, and Energy Plan.
Strategies to Address issues
Woodside Gardens will be maintained, repaired, and rehabilitated to the extent possible within current
funding constraints to retain their long term viability. Capital improvements will be phased in
accordance with the most recent CFP Annual and Five Year Plans and subsequent plans to address
the necessary improvements with limited funding. In addition to maintenance, management and
resident education on energy conservation measures, this site will be target for potential new energy
conservation measures to add to the already completed through the Energy Services Contracting
(ESCo).
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal dollars
by applying for applicable HUD programs. Therefore, the plan includes applying for Project Based
Rental Assistance and/or Project-Based Vouchers under the federal Rental Assistance Demonstration
Program (RAD). Applications for the RAD Program were approved by the Authority Board of
Commissioners on September 26, 2013 and submitted to HUD on September 27, 2013.
The Woodside Gardens units requested conversion for RAD are scheduled under Phase I Applications
on September 27, 2013.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and schedules
a move out inspection with the resident. If the resident cannot be contacted, the inspection will be
completed on the Move-in/Move-out Inspection form and placed in the tenant file. The Property
Manager notes all items which must be repaired. Units that are vacated by residents shall be secured
and cleaned out within seven days. For units requiring cleaning, painting and minor plumbing,
electrical and carpentry work, work orders prepared and distributed to the appropriate Maintenance
staff. Units requiring replacement of cabinets, doors, flooring, plumbing and light fixtures as well as
cleaning and painting are designated as Mod units and rehabilitated with available modernization
funding.
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
Page 183 of 508
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected. This
includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At Woodside Gardens,
this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff shall use
inspection forms similar to those used by REAC Inspectors for each building and each area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and a
pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that there is
no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to occupants
asking them to report deteriorated paint or failed encapsulation or enclosure. Include the
contact name, address, and telephone number. CPD recommends that the notice be provided
every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management of
pests requires an understanding of the target pest ecology and habits as well as the environment in
which they exist. It is the desire of SFHA for Contractor to work in partnership with its residents to
undertake a program of Integrated Pest Management (IPM) in the treatment of pests.
Exterior treatment includes control services, as needed, for ants and mice. Contractor shall service
twice per month all common areas including but not limited to offices, laundry rooms, lobby, and
dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a successful
property. “Curb Appeal” is one of the measures used by owners to determine if a management
Page 184 of 508
company is performing well. Regardless of who is assigned the tasks involved, the Property Manager
is responsible for ensuring that the grounds are presentable at all times. Methods and assignments
vary according to property, as follows.
Woodside Gardens: The common area cleaning and maintenance are done by the Maintenance
Generalist II (with the assistance of the Maintenance Generalist I) who is also charged with policing
the site, picking up trash, cleaning up at the trash room and trash chutes, and distributing notices to
uncompliant tenants.
Trash Collection Schedule
Service Address
255 WOODSIDE
AVE
Times
per
week
Days
1
M------
2
3
M--T--T--FM-WF--
Service Description
Units
Current
Charges
APARTMENT 96 GALLON CART
3
SPECIAL PICK UP BY APPT
1
-
APT ORGANICS 64 GAL GREEN
1
-
COMINGLED - RECYCLING 96 GAL
4
-
APARTMENT 96 GALLON CART
3
SURCHARGE
247.95
743.85
12.89
12
1,004.69
Page 185 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Check Fire Alarm Control Panel. Make sure
that the panel is locked, that there are no
alarms or trouble signals, and that the panel
and shut-offs are unobstructed.
Check fire pump and sprinkler system, to see
that there are no leaks, that the system
pressure is up, and that the equipment is
unobstructed.
Check the emergency generator, at its weekly
exercise cycle, to be sure that it is running
smoothly, that it is cooling, and that it is not
smoking excessively.
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date2 Date
3
Page 186 of 508
SEMIMONTHLY
Wheelchair Lifts
Description
To be performed
by
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
MONTHLY
Elevators
Description
To be performed
by
Elevator Preventive
maintenance and
services
Contractor inspections will include: Machine
rooms, machinery and controls, cars, hoist
ways including car, interior. Items that are
not covered under Monthly Maintenance
services:
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
QUARTERLY
Building Systems
Description
To be performed
by
Fire Alarm Systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
International Fire
Inc.
Communications
Number: (415) 3789934
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date
2
Page 187 of 508
Date
3
Fire Standpipes,
pressure valves,
pumps and
sprinkler systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:1.
Provide quarterly inspections, annual
inspections and written reports to the
SFFD;2. Develop recommendations and cost
estimates on possible repairs and
improvements; 3. Provide immediate
response to restore building systems in the
event of an emergency;4. Observe, maintain
and test equipment periodically
Contractor:Internat
ional Fire
Inc.Communication
s Number: (415)
378-9934
Stand by
generators
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
Energy Systems
Communications
Number: (209) 8701913
Date last
completed
FALL
Plumbing
Description
To be performed
by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Furnace and heater Service, clean and install filters
Backflow
prevention system
Boiler Systems
Faucet aerators
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
Date
Date
2
In house
steamfitter
In-house
Maintenance
Mechanic
Page 188 of 508
Date
3
Interior
Description
To be performed
by
Trash chute
systems
The Trash Chute system in the building MUST
be maintained to avoid Fire and Smoke
Damage, Fire Code Violations, Resident
Injuries, Odors and Pest Infestation. Power
Wash the inside of Trash Chute with superheated water combined with a Citra-based
solution/degreaser. Clean Trash Chute Doors
by hand on the inside, collected “sludge” is
scraped away to allow proper closure of the
door. The exterior of the trash chute doors
are hand-polished with stainless steel
cleaner. Door hardware lubricated and
tightened The Dumpster/Compactor Room(s)
shall be power washed and deodorized, and
Dumpsters and Compactors can be treated
with a time-release odor control. Chute
Maintenance shall include treating chutes for
deterrence of rodents, roaches and other
pests.
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house
laborer/custodian
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating system
Description
To be performed
by
Service heating system and heat pump.
Exhaust fan
systems
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
Inspect and service if necessary.
In House
Electrician
In House
Electrician
Countertops
Exit and
emergency lighting
systems
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic
In-house
Maintenance
Mechanic/
Electrician
Page 189 of 508
Exterior
Description
To be performed
by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
Date
2
Date
3
Date last
completed
Date Date
2
Date
3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Countertops
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Page 190 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be performed
by
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Contractor:
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 191 of 508
AREA 3
AMP #983
Clementina Towers
San Francisco
Housing Authority
Page 192 of 508
CAL 1-21: Clementina Towers
EIOP:
Development Type:
Occupancy Type:
Number of units:
Bedroom Distribution:
Studio
1 Bedroom
Number of buildings:
Type of building:
Year constructed:
1971
13 Story High-rise
Senior
414
Family: 0
Elderly: 414
339
75
2
Reinforced Concrete
1971
Site Description
Clementina Towers is located on Clementina Street between 4th and 5th. The complex consists of
two high-rise buildings with flat roofs. The buildings are set across from each other and are
connected by a canopy-covered walkway at ground level. The two buildings are identical in plan.
The ground floor contains all common rooms and offices.
The site is relatively flat and is rectilinear in shape. Landscaped areas are irrigated grass and
located all around both buildings and parking areas are located at the north end of the site and to
the east of the buildings. An enclosed paved patio area is located off the community room of
each building.
Building Envelope and Public Spaces Description
Both buildings are constructed entirely of reinforced concrete. The roof covering of both buildings
is built-up tar and gravel and is of low slope configuration, draining to an interior drainage system.
All units are accessed by interior corridors, which are served by two elevators. Each unit has an
exterior concrete balcony with metal railings that is accessed from the living room.
Mechanical and Electrical Systems Description
All units, common areas, and corridors are heated by a hydronic radiation system. This system is
run off of two main boilers and also provides domestic hot water for the buildings.
Electrical panels are circuit breakers for high demand areas, while two-switch breaker boxes are
located in each unit. There are two traction type elevators located in each building.
Unit Interiors
The unit finishes consist of painted concrete ceilings and concrete wall finishes. The floor
coverings are resilient tile and sheet vinyl.
Page 193 of 508
Apparent Safety Problems
There is vinyl asbestos tile present that will eventually need to be removed. There is asbestos pipe
insulation that will need to be replaced.
Summary of Issues
Single-paned windows are present throughout the building, replace the single-pane windows with
energy efficient double-paned windows. Central vent and exhaust, six fans have to be replaced at
the roof top. The elevators are continually breaking down and should be replaced. The building
interiors have not been painted for more than eight years and have patches, scratches, and other
cosmetic damage, repaint the interior surfaces. The kitchens in all of the senior housing units need
to be rehabilitated. The outlets and switches are old and outdated. Carbon monoxide/ smoke / fire
detectors has to be installed to comply with current State and Local codes.
Strategies to Address issues
Clementina Towers is a potential candidate for Mixed Finance Modernization or Disposition to
Partnership with SFHA Affiliate Manager General Partner. As part of the fiscal strategy plan, it is
critical for the Authority to leverage all available federal dollars by applying for applicable HUD
programs. Therefore, the plan includes applying for Project Based Rental Assistance and/or
Project-Based Vouchers under the federal Rental Assistance Demonstration Program (RAD).
Applications for the RAD Program were approved by the Authority Board of Commissioners on
September 26, 2013.
The Clementina Towers units requested conversion for RAD are scheduled under Phase II
Applications on 2014.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
Page 194 of 508
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At Clementina
Towers, this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff
shall use inspection forms similar to those used by REAC Inspectors for each building and each
area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Exterior treatment includes control services, as needed, for ants and mice. Contractor shall
service twice per month all common areas including but not limited to offices, laundry rooms,
lobby, and dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Page 195 of 508
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
Clementina Towers: The common area cleaning and maintenance are done by the Maintenance
Generalist II (with the assistance of the Maintenance Generalist I) who is also charged with
policing the site, picking up trash, cleaning up at the trash room and trash chutes, and distributing
notices to uncompliant tenants.
Trash Collection Schedule
Service Address
Times
per
week
Days
320-30 CLEMENTINA ST
Units
SURCHARGE
OnCall
320 CLEMENTINA
ST/320-30
Service Description
1
2
Current
Charges
-
ADJUST FINANCE CHARGE
1
(0.63)
CART RENTAL
2
62.72
3
62.09
---T---
APT ORGANICS 64 GAL GREEN
4
-
-T-----
COMINGLED - RECYCLING 96 GAL
6
-
-T--F--
APARTMENT 3 YD CONTAINER
3
1,043.46
APARTMENT 15 YD CONTAINER
3
1,565.22
SURCHARGE
33.91
16
2,642.59
Page 196 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Check Fire Alarm Control Panel. Make sure
that the panel is locked, that there are no
alarms or trouble signals, and that the panel
and shut-offs are unobstructed.
Check fire pump and sprinkler system, to see
that there are no leaks, that the system
pressure is up, and that the equipment is
unobstructed.
Check the emergency generator, at its weekly
exercise cycle, to be sure that it is running
smoothly, that it is cooling, and that it is not
smoking excessively.
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date2 Date
3
Page 197 of 508
SEMIMONTHLY
Wheelchair Lifts
Description
To be performed
by
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
MONTHLY
Elevators
Description
To be performed
by
Elevator Preventive
maintenance and
services
Contractor inspections will include: Machine
rooms, machinery and controls, cars, hoist
ways including car, interior. Items that are
not covered under Monthly Maintenance
services:
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
QUARTERLY
Building Systems
Description
To be performed
by
Fire Alarm Systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
International Fire
Inc.
Communications
Number: (415) 3789934
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date
2
Page 198 of 508
Date
3
Fire Standpipes,
pressure valves,
pumps and
sprinkler systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:1.
Provide quarterly inspections, annual
inspections and written reports to the
SFFD;2. Develop recommendations and cost
estimates on possible repairs and
improvements; 3. Provide immediate
response to restore building systems in the
event of an emergency;4. Observe, maintain
and test equipment periodically
Contractor:Internat
ional Fire
Inc.Communication
s Number: (415)
378-9934
Stand by
generators
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
Energy Systems
Communications
Number: (209) 8701913
FALL
Plumbing
Description
To be performed
by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Furnace and heater Service, clean and install filters
Backflow
prevention system
Boiler Systems
Faucet aerators
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
Date last
completed
Date Date
2
In house
steamfitter
In-house
Maintenance
Mechanic
Page 199 of 508
Date
3
Interior
Description
To be performed
by
Trash chute
systems
The Trash Chute system in the building MUST
be maintained to avoid Fire and Smoke
Damage, Fire Code Violations, Resident
Injuries, Odors and Pest Infestation. Power
Wash the inside of Trash Chute with superheated water combined with a Citra-based
solution/degreaser. Clean Trash Chute Doors
by hand on the inside, collected “sludge” is
scraped away to allow proper closure of the
door. The exterior of the trash chute doors
are hand-polished with stainless steel
cleaner. Door hardware lubricated and
tightened The Dumpster/Compactor Room(s)
shall be power washed and deodorized, and
Dumpsters and Compactors can be treated
with a time-release odor control. Chute
Maintenance shall include treating chutes for
deterrence of rodents, roaches and other
pests.
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house
laborer/custodian
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating system
Description
To be performed
by
Service heating system and heat pump.
Exhaust fan
systems
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
Inspect and service if necessary.
In House
Electrician
In House
Electrician
Countertops
Exit and
emergency lighting
systems
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic
In-house
Maintenance
Mechanic/
Electrician
Page 200 of 508
Exterior
Description
To be performed
by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
Date
2
Date
3
Date last
completed
Date Date
2
Date
3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Countertops
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Page 201 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be performed
by
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Contractor:
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 202 of 508
AREA 3
AMP #984
2698 California / JFK Towers
San Francisco
Housing Authority
Page 203 of 508
CAL 1-35: 2698 California
EIOP:
Development Type:
Occupancy Type:
Number of units:
Bedroom Distribution:
Structure Type:
Masonry
Number of buildings:
Year constructed:
1972
Mid-rise
Senior
40
Family: 0
Elderly:
40
Studio (31)
1 Bedroom (8)
2 Bedroom (1)
Reinforced
1
1971
Site Description
The site is located at the corner of California and Scott Streets, with the entrance to the lobby on
California Street. The four story wood frame and masonry building includes a ground floor
parking garage.
The landscaping and courtyards include lawn, trees, shrubs, and benches.
Building Envelope and Public Spaces Description
The building exterior is a combination of concrete, brick, and wood siding and stucco. Common
spaces are located on the first floor and include a social room, laundry, and a management office.
The roof is a torch down asphalt shingle design and has about 700 square feet of deck for public
use. The dwellings are accessible by an elevator, two enclosed stairwells, and an interior double
loaded corridor on each floor.
Mechanical and Electrical Systems Description
Two boilers provide heat and domestic hot water throughout the entire building. Electric panels
are circuit breaker style and located in each unit. A hydraulic elevator and stairs provide vertical
circulation.
Unit Interiors
Interior finishes consist of gypsum wallboard walls and ceilings with resilient tile and sheet vinyl
flooring with carpeting in most of the common spaces.
Page 204 of 508
Apparent Safety Problems
There is vinyl asbestos tile present that will eventually need to be removed.
Summary of Issues
The kitchen cabinet casework is falling apart and needs to be replaced.
Upgrade and hold. This property is sound and fit well into the surrounding neighborhoods in both
scale and building types. Vacancy and turnover rates are low, and tenant accounts receivables are
low. They require only moderate rehabilitation identified in the 2007 Comprehensive Physical
Needs Assessment to continue to provide decent housing for public housing residents consistent
with the Authority's PHA Plan, CFP Plans, and Energy Plan.
Strategies to Address issues
2698 California will be maintained, repaired, and rehabilitated to the extent possible within current
funding constraints to retain their long term viability. Capital improvements will be phased in
accordance with the most recent CFP Annual and Five Year Plans and subsequent plans to address
the necessary improvements with limited funding. In addition to maintenance, management and
resident education on energy conservation measures, this site will be target for potential new
energy conservation measures to add to the already completed through the Energy Services
Contracting (ESCo).
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal
dollars by applying for applicable HUD programs. Therefore, the plan includes applying for
Project Based Rental Assistance and/or Project-Based Vouchers under the federal Rental
Assistance Demonstration Program (RAD). Applications for the RAD Program were approved by
the Authority Board of Commissioners on September 26, 2013.
The 2698 California units requested conversion for RAD are scheduled under Phase II
Applications on 2014.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
Page 205 of 508
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At 2698
California Street, this includes all laundry areas, lobbies, meeting rooms, program spaces, etc.
SFHA staff shall use inspection forms similar to those used by REAC Inspectors for each building
and each area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Exterior treatment includes control services, as needed, for ants and mice. Contractor shall
service twice per month all common areas including but not limited to offices, laundry rooms,
lobby, and dumpster areas within the apartment complex.
Page 206 of 508
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
2698 California Street: The common area cleaning and maintenance are done by the Maintenance
Generalist II (with the assistance of the Maintenance Generalist I) who is also charged with
policing the site, picking up trash, cleaning up at the trash room and trash chutes, and distributing
notices to uncompliant tenants.
Trash Collection Schedule
Service Address
Times
per
week
Days
Service Description
Units
2698 CALIFORNIA ST
1
--W----
COMINGLED - RECYCLING 96 GAL
2
-
APT ORGANICS 64 GAL GREEN
2
-
APARTMENT KEY CHARGE
1
17.72
APT 2YD
1
695.64
2
M--T---
SURCHARGE
Current
Charges
9.04
6
722.40
Page 207 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Check Fire Alarm Control Panel. Make sure
that the panel is locked, that there are no
alarms or trouble signals, and that the panel
and shut-offs are unobstructed.
Check fire pump and sprinkler system, to see
that there are no leaks, that the system
pressure is up, and that the equipment is
unobstructed.
Check the emergency generator, at its weekly
exercise cycle, to be sure that it is running
smoothly, that it is cooling, and that it is not
smoking excessively.
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date2 Date
3
Page 208 of 508
SEMIMONTHLY
Wheelchair Lifts
Description
To be performed
by
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
MONTHLY
Elevators
Description
To be performed
by
Elevator Preventive
maintenance and
services
Contractor inspections will include: Machine
rooms, machinery and controls, cars, hoist
ways including car, interior. Items that are
not covered under Monthly Maintenance
services:
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
QUARTERLY
Building Systems
Description
To be performed
by
Fire Alarm Systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
International Fire
Inc.
Communications
Number: (415) 3789934
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date
2
Page 209 of 508
Date
3
Fire Standpipes,
pressure valves,
pumps and
sprinkler systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:1.
Provide quarterly inspections, annual
inspections and written reports to the
SFFD;2. Develop recommendations and cost
estimates on possible repairs and
improvements; 3. Provide immediate
response to restore building systems in the
event of an emergency;4. Observe, maintain
and test equipment periodically
Contractor:Internat
ional Fire
Inc.Communication
s Number: (415)
378-9934
Stand by
generators
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
Energy Systems
Communications
Number: (209) 8701913
Date last
completed
FALL
Plumbing
Description
To be performed
by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Furnace and heater Service, clean and install filters
Backflow
prevention system
Boiler Systems
Faucet aerators
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
Date
Date
2
In house
steamfitter
In-house
Maintenance
Mechanic
Page 210 of 508
Date
3
Interior
Description
To be performed
by
Trash chute
systems
The Trash Chute system in the building MUST
be maintained to avoid Fire and Smoke
Damage, Fire Code Violations, Resident
Injuries, Odors and Pest Infestation. Power
Wash the inside of Trash Chute with superheated water combined with a Citra-based
solution/degreaser. Clean Trash Chute Doors
by hand on the inside, collected “sludge” is
scraped away to allow proper closure of the
door. The exterior of the trash chute doors
are hand-polished with stainless steel
cleaner. Door hardware lubricated and
tightened The Dumpster/Compactor Room(s)
shall be power washed and deodorized, and
Dumpsters and Compactors can be treated
with a time-release odor control. Chute
Maintenance shall include treating chutes for
deterrence of rodents, roaches and other
pests.
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house
laborer/custodian
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating system
Description
To be performed
by
Service heating system and heat pump.
Exhaust fan
systems
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
Inspect and service if necessary.
In House
Electrician
In House
Electrician
Countertops
Exit and
emergency lighting
systems
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic
In-house
Maintenance
Mechanic/
Electrician
Page 211 of 508
Exterior
Description
To be performed
by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
Date
2
Date
3
Date last
completed
Date Date
2
Date
3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Countertops
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Page 212 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be performed
by
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Contractor:
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 213 of 508
CAL 1-18 (1): John F. Kennedy Towers
EIOP:
Development Type:
Occupancy Type:
Number of units:
Bedroom Distribution:
Structure Type:
Number of buildings:
Year constructed:
1974
High-rise
Senior
98
Family: 0
Elderly: 98
Studio (76)
One bedroom (21)
Two bedroom (1)
Reinforced concrete
1
1974
Site Description
John F. Kennedy Towers is located at 2451 Sacramento Street, near Webster. The building is a
half-moon shape when viewed in plan and rises eleven stories to a flat roof.
The site is relatively flat with a gradual slope from west to east. Because of the building’s shape,
a half circle courtyard is formed in front of the building and a large backyard area is left behind
the building. The front courtyard space contains extensive landscaping with a central water
fountain. The backyard area is mostly a paved terrace space with a strip of landscaping running
between the terrace and an access ramp coming from the parking area. Parking is on site and
located to the west of the building. It can be accessed from Sacramento Street. There is a walkway
with stairs on the east side of the building connecting the rear of the building and the service areas
to the street.
Building Envelope and Public Spaces Description
The building is constructed out of site-cast concrete. The concrete displays no apparent
deterioration, and has recently been repainted. The exterior windows, doors, and frames are
original to the building and date back to 1974.
All 98 units are accessed by exterior walkways that are cantilevered off of the building at each
floor. The ground level houses all common spaces, offices, the laundry, and mechanical rooms.
The roof is a membrane system sloping to an interior drainage system.
Mechanical and Electrical Systems Description
All units and common areas are heated by hydronic radiation run off of two main boilers. The
boilers also provide hot water to the building. Electrical panels are circuit breaker type and are
located in each unit. Two elevators and two fire stairs access all floors of the building.
Unit Interiors
Unit finishes consist of plaster over concrete walls and ceilings. Flooring in the units is chiefly
resilient tile with sheet vinyl in the bathrooms. Asbestos tile was observed in many units. The
cabinets in the kitchen are original and date back to 1966.
Page 214 of 508
Apparent Safety Problems
There is vinyl asbestos tile present that will eventually need to be removed.
Summary of Issues
The elevators have continual maintenance issues and should be replaced.
Upgrade and hold. This property is sound and fit well into the surrounding neighborhoods in both
scale and building types. Vacancy and turnover rates are low, and tenant accounts receivables are
low. They require only moderate rehabilitation identified in the 2007 Comprehensive Physical
Needs Assessment to continue to provide decent housing for public housing residents consistent
with the Authority's PHA Plan, CFP Plans, and Energy Plan.
Strategies to Address issues
John F. Kennedy Towers will be maintained, repaired, and rehabilitated to the extent possible
within current funding constraints to retain their long term viability. Capital improvements will
be phased in accordance with the most recent CFP Annual and Five Year Plans and subsequent
plans to address the necessary improvements with limited funding. In addition to maintenance,
management and resident education on energy conservation measures, this site will be target for
potential new energy conservation measures to add to the already completed through the Energy
Services Contracting (ESCo).
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal
dollars by applying for applicable HUD programs. Therefore, the plan includes applying for
Project Based Rental Assistance and/or Project-Based Vouchers under the federal Rental
Assistance Demonstration Program (RAD). Applications for the RAD Program were approved by
the Authority Board of Commissioners on September 26, 2013.
The John F. Kennedy Towers units requested conversion for RAD are scheduled under Phase II
Applications on 2014.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
Page 215 of 508
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At John F.
Kennedy Towers, this includes all laundry areas, lobbies, meeting rooms, program spaces, etc.
SFHA staff shall use inspection forms similar to those used by REAC Inspectors for each building
and each area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management of
pests requires an understanding of the target pest ecology and habits as well as the environment in
which they exist. It is the desire of SFHA for Contractor to work in partnership with its residents
to undertake a program of Integrated Pest Management (IPM) in the treatment of pests.
Exterior treatment includes control services, as needed, for ants and mice. Contractor shall service
twice per month all common areas including but not limited to offices, laundry rooms, lobby, and
dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
Page 216 of 508
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
John F. Kennedy Towers: The common area cleaning and maintenance are done by the
Maintenance Generalist II (with the assistance of the Maintenance Generalist I) who is also
charged with policing the site, picking up trash, cleaning up at the trash room and trash chutes, and
distributing notices to uncompliant tenants.
Trash Collection Schedule
Service Address
Times
per
week
2451 SACRAMENTO ST.
1
Days
-T-----
--W----
2
-T--F--
Service Description
Units
Current
Charges
APT ORGANICS 64 GAL GREEN
2
-
SPECIAL PICK UP BY APPT
1
-
COMINGLED - RECYCLING 64 GAL
1
-
COMINGLED - RECYCLING 96 GAL
3
-
APARTMENT 2YD COMPACTOR
1
SURCHARGE
1,570.40
20.42
8
1,590.82
Page 217 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Check Fire Alarm Control Panel. Make sure
that the panel is locked, that there are no
alarms or trouble signals, and that the panel
and shut-offs are unobstructed.
Check fire pump and sprinkler system, to see
that there are no leaks, that the system
pressure is up, and that the equipment is
unobstructed.
Check the emergency generator, at its weekly
exercise cycle, to be sure that it is running
smoothly, that it is cooling, and that it is not
smoking excessively.
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date2 Date
3
Page 218 of 508
SEMIMONTHLY
Wheelchair Lifts
Description
To be performed
by
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
MONTHLY
Elevators
Description
To be performed
by
Elevator Preventive
maintenance and
services
Contractor inspections will include: Machine
rooms, machinery and controls, cars, hoist
ways including car, interior. Items that are
not covered under Monthly Maintenance
services:
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
QUARTERLY
Building Systems
Description
To be performed
by
Fire Alarm Systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
International Fire
Inc.
Communications
Number: (415) 3789934
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date
2
Page 219 of 508
Date
3
Fire Standpipes,
pressure valves,
pumps and
sprinkler systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:1.
Provide quarterly inspections, annual
inspections and written reports to the
SFFD;2. Develop recommendations and cost
estimates on possible repairs and
improvements; 3. Provide immediate
response to restore building systems in the
event of an emergency;4. Observe, maintain
and test equipment periodically
Contractor:Internat
ional Fire
Inc.Communication
s Number: (415)
378-9934
Stand by
generators
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
Energy Systems
Communications
Number: (209) 8701913
Date last
completed
FALL
Plumbing
Description
To be performed
by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Furnace and heater Service, clean and install filters
Backflow
prevention system
Boiler Systems
Faucet aerators
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
Date
Date
2
In house
steamfitter
In-house
Maintenance
Mechanic
Page 220 of 508
Date
3
Interior
Description
To be performed
by
Trash chute
systems
The Trash Chute system in the building MUST
be maintained to avoid Fire and Smoke
Damage, Fire Code Violations, Resident
Injuries, Odors and Pest Infestation. Power
Wash the inside of Trash Chute with superheated water combined with a Citra-based
solution/degreaser. Clean Trash Chute Doors
by hand on the inside, collected “sludge” is
scraped away to allow proper closure of the
door. The exterior of the trash chute doors
are hand-polished with stainless steel
cleaner. Door hardware lubricated and
tightened The Dumpster/Compactor Room(s)
shall be power washed and deodorized, and
Dumpsters and Compactors can be treated
with a time-release odor control. Chute
Maintenance shall include treating chutes for
deterrence of rodents, roaches and other
pests.
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house
laborer/custodian
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating system
Description
To be performed
by
Service heating system and heat pump.
Exhaust fan
systems
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
Inspect and service if necessary.
In House
Electrician
In House
Electrician
Countertops
Exit and
emergency lighting
systems
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic
In-house
Maintenance
Mechanic/
Electrician
Page 221 of 508
Exterior
Description
To be performed
by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
Date
2
Date
3
Date last
completed
Date Date
2
Date
3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Countertops
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Page 222 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be performed
by
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Contractor:
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 223 of 508
AREA 4
AMP #978
Rosa Parks
San Francisco
Housing Authority
Page 224 of 508
CAL 1-18 (5): Rosa Parks
EIOP:
Development type:
Occupancy type:
Number of units:
Bedroom Distribution:
Number of buildings:
Structure type:
Year constructed:
1962
High-rise
Senior
198
Family: 0
Elderly:
198
Studio (19)
One bedroom (100)
Two bedroom (77)
Four bedroom (2)
2
Reinforced concrete
1961
Site Description
Rosa Parks was completely renovated in 1984, and at that time was turned into senior housing.
The complex is composed of one apartment building and another building that is leased to the
Parks & Recreation Department that houses the Senior Recreation Center. The site is relatively
flat and is bordered on three sides by city streets and on the fourth by a pedestrian mall. The site
is completely enclosed within welded steel security fencing. The building is situated in the center
of the site with the main entry from the north, while the Senior Recreation Center is located in the
southeast corner of the property. Paved pedestrian areas with benches enclose the landscaped
grounds. Some are protected by overhead trellises. A covered area in the front connects the
building to the street. There are two parking lots on the north side.
Building Envelope and Public Spaces Description
The building at Rosa Parks is a single high-rise with two wings perpendicular to the main building
section. The first floor houses the majority of the community space. The building office, lobby,
community rooms, and kitchen are located here. Laundry facilities are located on the first and sixth
floors, and two additional community rooms along with a hydrotherapy room are located on the
top floor. The building is a site-cast concrete structure. Its painted surfaces appear in good
condition. The aluminum windows and metal doors were updated during a previous renovation
effort in 1984. The roof contains a terrace with planters. The roof and terrace are built-up roofing
systems – the terrace without ballasting.
Mechanical and Electrical Systems Description
The units are heated by hydronic radiation using water from a boiler. Electric baseboards heat the
smaller community rooms on the top floor, while the large community rooms on the ground floor
have forced air systems. Three elevators and four stairwells complete the vertical circulation within
the building. The electrical system includes both fuses and circuit breakers. The building has a
fire-suppression sprinkler system throughout.
Unit Interiors
The interior finishes consist of painted concrete ceilings, and plaster-finished concrete walls. The
flooring is resilient tile. During the renovation in 1984, the kitchen cabinets were replaced along
with the appliances.
Page 225 of 508
Apparent Safety Problems
There is vinyl asbestos tile present that will eventually need to be removed.
Summary of Issues
The building exterior walls are in need of waterproofing. The sewer system needs to be upgraded.
Entire building needs to be repainted and waterproofed. Portions of coping have lost integrity and
need to be replaced. Stairs show signs of weathering and require patching and sealing. The
smoke/fire detection system needs to be replaced due to age. The single wall bottom casings are
to be replaced with double wall casings. Several interior areas have wall surfaces that are damaged
and need to be repaired. The building interiors have not been painted for more than eight years and
have patches, scratches, and other cosmetic damage. The floors throughout the facility are worn
and damaged. Asbestos is present and needs to be abated and replaced with resilient flooring. The
kitchens in all of the senior housing units need to be rehabilitated. Many units have range / hoods
that are old and inadequate; these need to be replaced to meet current needs. Intercom needs to be
replaced to meet current needs. The elevators need complete modernization.
Strategies to Address issues
Rosa Parks is a potential candidate for Mixed Finance Modernization or Disposition to Partnership
with SFHA Affiliate Manager General Partner. As part of the fiscal strategy plan, it is critical for
the Authority to leverage all available federal dollars by applying for applicable HUD programs.
Therefore, the plan includes applying for Project Based Rental Assistance and/or Project-Based
Vouchers under the federal Rental Assistance Demonstration Program (RAD). Applications for
the RAD Program were approved by the Authority Board of Commissioners on September 26,
2013.
The Rosa Parks units requested conversion for RAD are scheduled under Phase II Applications on
2014.
In addition to the RAD applications, the financing strategy as contemplated by the Plan relies also
upon HUD’s Section 18 Disposition/Demolition program which will permit the Authority to obtain
additional Section 8 vouchers. Applications for the Section 18 Program were approved by the
Authority Board of Commissioners on December 12, 2013 and will be submitted to HUD on
January 2014.
The Rosa Parks site is proposed for Section 18 application and subsequent disposition.
The Authority intends to develop this project a mixed finance project and use Section 8 vouchers,
plus additional funds from private funding source, equity partners under the low income housing
tax credit program and other eligible sources. Such an approach will allow the tenants of Authority
sites to benefit from immediate and long term rehabilitation work while preserving existing
affordability.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Page 226 of 508
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At Rosa Parks,
this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff shall use
inspection forms similar to those used by REAC Inspectors for each building and each area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
Page 227 of 508
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Exterior treatment includes control services, as needed, for ants and mice. Contractor shall
service twice per month all common areas including but not limited to offices, laundry rooms,
lobby, and dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
Rosa Parks: The common area cleaning and maintenance are done by the Maintenance Generalist
II (with the assistance of the Maintenance Generalist I) who is also charged with policing the site,
picking up trash, cleaning up at the trash room and trash chutes, and distributing notices to
uncompliant tenants.
Trash Collection Schedule
Service Address
1251 TURK ST
Time
s per
week
1
5
1010 WEBSTER ST
2
Days
M------
MTWTF
Service Description
APARTMENT KEY CHARGE
COMINGLED - RECYCLING 96 GAL
APT 3YD
APARTMENT KEY CHARGE
APT 3YD
EXTRA SERVICE
SURCHARGE
30 YD DEBRIS BOX, OPEN
SURCHARGE
Units
1
2
1
1
1
1
7
2
2
Current
Charges
8.86
521.73
44.30
2,608.65
349.92
45.24
3,578.70
1,310.00
1,310.00
Page 228 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Check Fire Alarm Control Panel. Make sure
that the panel is locked, that there are no
alarms or trouble signals, and that the panel
and shut-offs are unobstructed.
Check fire pump and sprinkler system, to see
that there are no leaks, that the system
pressure is up, and that the equipment is
unobstructed.
Check the emergency generator, at its weekly
exercise cycle, to be sure that it is running
smoothly, that it is cooling, and that it is not
smoking excessively.
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date2 Date
3
Page 229 of 508
SEMIMONTHLY
Date last
completed
Wheelchair Lifts
Description
To be performed
by
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
MONTHLY
Elevators
Description
To be performed
by
Elevator Preventive
maintenance and
services
Contractor inspections will include: Machine
rooms, machinery and controls, cars, hoist
ways including car, interior. Items that are
not covered under Monthly Maintenance
services:
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
QUARTERLY
Building Systems
Description
To be performed
by
Fire Alarm Systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
International Fire
Inc.
Communications
Number: (415) 3789934
Date
Date2 Date
3
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date
2
Page 230 of 508
Date
3
Fire Standpipes,
pressure valves,
pumps and
sprinkler systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:1.
Provide quarterly inspections, annual
inspections and written reports to the
SFFD;2. Develop recommendations and cost
estimates on possible repairs and
improvements; 3. Provide immediate
response to restore building systems in the
event of an emergency;4. Observe, maintain
and test equipment periodically
Contractor:Internat
ional Fire
Inc.Communication
s Number: (415)
378-9934
Stand by
generators
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
Energy Systems
Communications
Number: (209) 8701913
Date last
completed
FALL
Plumbing
Description
To be performed
by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Furnace and heater Service, clean and install filters
Backflow
prevention system
Boiler Systems
Faucet aerators
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
Date
Date
2
In house
steamfitter
In-house
Maintenance
Mechanic
Page 231 of 508
Date
3
Interior
Description
To be performed
by
Trash chute
systems
The Trash Chute system in the building MUST
be maintained to avoid Fire and Smoke
Damage, Fire Code Violations, Resident
Injuries, Odors and Pest Infestation. Power
Wash the inside of Trash Chute with superheated water combined with a Citra-based
solution/degreaser. Clean Trash Chute Doors
by hand on the inside, collected “sludge” is
scraped away to allow proper closure of the
door. The exterior of the trash chute doors
are hand-polished with stainless steel
cleaner. Door hardware lubricated and
tightened The Dumpster/Compactor Room(s)
shall be power washed and deodorized, and
Dumpsters and Compactors can be treated
with a time-release odor control. Chute
Maintenance shall include treating chutes for
deterrence of rodents, roaches and other
pests.
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house
laborer/custodian
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating system
Description
To be performed
by
Service heating system and heat pump.
Exhaust fan
systems
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
Inspect and service if necessary.
In House
Electrician
In House
Electrician
Countertops
Exit and
emergency lighting
systems
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic
In-house
Maintenance
Mechanic/
Electrician
Page 232 of 508
Exterior
Description
To be performed
by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
Date
2
Date
3
Date last
completed
Date Date
2
Date
3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Countertops
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Page 233 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be performed
by
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Contractor:
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 234 of 508
AREA 4
AMP #980
Mission Dolores
San Francisco
Housing Authority
Page 235 of 508
CAL 1-18 (13): Mission Dolores
EIOP:
Development type:
Occupancy type:
Number of units:
Bedroom distribution:
Number of buildings:
Structure type:
Year constructed:
1967
10 Story High-rise
Senior
92
Family: 0
Elderly: 92
Studio: (68)
One bedroom: (23)
1
Reinforced concrete
1966
Site Description
The Mission Dolores Senior Apartments are located on 15th Street between Guerrero and Mission
Streets. The site is relatively flat and can be divided into three parts: the building structure, parking
area, and a large outdoor common space. Landscaping at Mission Dolores consists primarily of a
large common area located behind the building. A large lawn area is surrounded by an exposed
aggregate concrete walkway that extends up to the rear entrance of the social hall. Resident
parking is located on the south side of the site.
Building Envelope and Public Spaces Description
The building is constructed entirely of cast in place concrete. The exterior finish is painted
concrete. The roof consists of built-up tar and gravel and drains to an interior drainage system.
The ten-story high rise contains 92 dwelling units, as well as common areas and staff offices. The
building is divided into two sections. The first section is seven stories tall and contains all the onebedroom units, which occupy the second through sixth floors of this section. The second section
houses all of the studio apartments, which occupy floors one through ten. The common spaces are
located on the ground floor with the exception of the laundry facilities that are located on the
seventh floor.
All of the dwelling units are accessed from exterior corridors, located on the 15th Street side. They
also serve as public balconies.
Mechanical and Electrical Systems Description
The units and common spaces of Mission Dolores are heated by a hydronic radiation system. This
system also provides domestic hot water for the units. The electrical panels are circuit breakers
type located in the units and common spaces. Two traction elevators and two stairwells provided
vertical circulation.
Page 236 of 508
Unit Interiors
The unit finishes consist of painted concrete ceilings and gypsum wallboard partition walls. The
floor covering is resilient tile and sheet vinyl.
Apparent Safety Problems
There is vinyl asbestos tile present that will eventually need to be removed.
Summary of Issues
Upgrade and hold. This property is sound and fit well into the surrounding neighborhoods in both
scale and building types. Vacancy and turnover rates are low, and tenant accounts receivables are
low. They require only moderate rehabilitation identified in the 2007 Comprehensive Physical
Needs Assessment to continue to provide decent housing for public housing residents consistent
with the Authority's PHA Plan, CFP Plans, and Energy Plan.
Strategies to Address issues
Mission Dolores Street will be maintained, repaired, and rehabilitated to the extent possible within
current funding constraints to retain their long term viability. Capital improvements will be phased
in accordance with the most recent CFP Annual and Five Year Plans and subsequent plans to
address the necessary improvements with limited funding. In addition to maintenance,
management and resident education on energy conservation measures, this site will be target for
potential new energy conservation measures to add to the already completed through the Energy
Services Contracting (ESCo).
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal
dollars by applying for applicable HUD programs. Therefore, the plan includes applying for
Project Based Rental Assistance and/or Project-Based Vouchers under the federal Rental
Assistance Demonstration Program (RAD). Applications for the RAD Program were approved by
the Authority Board of Commissioners on September 26, 2013.
The Mission Dolores units requested conversion for RAD are scheduled under Phase II
Applications on 2014.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
Page 237 of 508
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At Mission
Dolores, this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff
shall use inspection forms similar to those used by REAC Inspectors for each building and each
area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Exterior treatment includes control services, as needed, for ants and mice. Contractor shall
service twice per month all common areas including but not limited to offices, laundry rooms,
lobby, and dumpster areas within the apartment complex.
Page 238 of 508
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
Mission Dolores: The common area cleaning and maintenance are done by the Maintenance
Generalist II (with the assistance of the Maintenance Generalist I) who is also charged with
policing the site, picking up trash, cleaning up at the trash room and trash chutes, and distributing
notices to uncompliant tenants.
Trash Collection Schedule
Service Address
Times
per
week
1855 15TH STREET
1
3
Days
Service Description
Units
Current
Charges
---T---
APT ORGANICS 64 GAL GREEN
3
-
--W----
COMINGLED - RECYCLING 96 GAL
6
-
M-W-F-
APARTMENT 96 GALLON CART
5
SURCHARGE
1,239.75
16.12
14
1,255.87
Page 239 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Check Fire Alarm Control Panel. Make sure
that the panel is locked, that there are no
alarms or trouble signals, and that the panel
and shut-offs are unobstructed.
Check fire pump and sprinkler system, to see
that there are no leaks, that the system
pressure is up, and that the equipment is
unobstructed.
Check the emergency generator, at its weekly
exercise cycle, to be sure that it is running
smoothly, that it is cooling, and that it is not
smoking excessively.
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date2 Date
3
Page 240 of 508
SEMIMONTHLY
Wheelchair Lifts
Description
To be performed
by
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
MONTHLY
Elevators
Description
To be performed
by
Elevator Preventive
maintenance and
services
Contractor inspections will include: Machine
rooms, machinery and controls, cars, hoist
ways including car, interior. Items that are
not covered under Monthly Maintenance
services:
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
QUARTERLY
Building Systems
Description
To be performed
by
Fire Alarm Systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
International Fire
Inc.
Communications
Number: (415) 3789934
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date
2
Page 241 of 508
Date
3
Fire Standpipes,
pressure valves,
pumps and
sprinkler systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:1.
Provide quarterly inspections, annual
inspections and written reports to the
SFFD;2. Develop recommendations and cost
estimates on possible repairs and
improvements; 3. Provide immediate
response to restore building systems in the
event of an emergency;4. Observe, maintain
and test equipment periodically
Contractor:Internat
ional Fire
Inc.Communication
s Number: (415)
378-9934
Stand by
generators
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
Energy Systems
Communications
Number: (209) 8701913
Date last
completed
FALL
Plumbing
Description
To be performed
by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Furnace and heater Service, clean and install filters
Backflow
prevention system
Boiler Systems
Faucet aerators
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
Date
Date
2
In house
steamfitter
In-house
Maintenance
Mechanic
Page 242 of 508
Date
3
Interior
Description
To be performed
by
Trash chute
systems
The Trash Chute system in the building MUST
be maintained to avoid Fire and Smoke
Damage, Fire Code Violations, Resident
Injuries, Odors and Pest Infestation. Power
Wash the inside of Trash Chute with superheated water combined with a Citra-based
solution/degreaser. Clean Trash Chute Doors
by hand on the inside, collected “sludge” is
scraped away to allow proper closure of the
door. The exterior of the trash chute doors
are hand-polished with stainless steel
cleaner. Door hardware lubricated and
tightened The Dumpster/Compactor Room(s)
shall be power washed and deodorized, and
Dumpsters and Compactors can be treated
with a time-release odor control. Chute
Maintenance shall include treating chutes for
deterrence of rodents, roaches and other
pests.
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house
laborer/custodian
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating system
Description
To be performed
by
Service heating system and heat pump.
Exhaust fan
systems
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
Inspect and service if necessary.
In House
Electrician
In House
Electrician
Countertops
Exit and
emergency lighting
systems
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic
In-house
Maintenance
Mechanic/
Electrician
Page 243 of 508
Exterior
Description
To be performed
by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
Date
2
Date
3
Date last
completed
Date Date
2
Date
3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Countertops
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Page 244 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be performed
by
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Contractor:
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 245 of 508
AREA 4
AMP #981
350 Ellis / 666 Ellis
San Francisco
Housing Authority
Page 246 of 508
CAL 1-27: 350 Ellis
EIOP:
Development Type:
Occupancy Type:
Number of units:
Family:
Elderly:
Bedroom Distribution:
Studio:
One bedroom:
Number of buildings:
Structure type:
Year constructed:
1971
High-rise
Senior
96
0
96
72
24
1
Steel Frame
1970
Site Description
350 Ellis is a 13-story high-rise building located between Taylor and Jones Streets. The site is
relatively flat, with minimal landscaping consisting of small planters scattered around the
building. Behind the building, there is an asphalt-paved parking lot with parking for 12 cars.
Building Envelope and Public Spaces Description
The building is of steel frame and concrete block construction with concrete slab floors at each
level. The first floor contains all the public spaces including a community room and kitchen,
restrooms and management offices. The roof is low-slope with a membrane covering and slopes
to interior building drains. There are two cable (hoist) type elevators, which serve all floors.
Access to dwelling units is through interior corridors.
Mechanical and Electrical Systems Description
The boiler room is located across a breezeway from the public spaces on the first floor. All
spaces are heated by a hydronic radiation system. The boilers also provide domestic hot water.
The electrical panels are the circuit breaker type. There is an electrical room near the community
room and individual panels in the units.
Unit Interiors
The unit finishes consist of acoustical tile ceilings and gypsum wallboard. The floor finish is a
combination of resilient tile and sheet vinyl. Each unit is equipped with a hard wired smoke
detector and an emergency call system.
Apparent Safety Problems
The smoke/fire detection system is at the end of its life cycle and need replacement.
Summary of Issues
The single-pane windows need to be replaced with energy efficient double-paned windows. The
cable elevator system is old and the mechanical system needs to be updated. The building interiors
have not been painted for more than eight years and have patches, scratches, and other cosmetic
Page 247 of 508
damage. The building interiors have not been painted for more than eight years and have patches,
scratches, and other cosmetic damage. Suspended tiles show signs of weak, stain, & water damage
in scattered throughout the apts. The building interiors have not been painted for more than eight
years and have patches, scratches, and other cosmetic damage. The floors throughout the facility
are worn and damaged. Asbestos is present and needs to be abated and replaced with resilient
flooring. The kitchens in all of the senior housing units need to be rehabilitated. Replace all of the
casework and range / hoods that are old and inadequate.
Strategies to Address issues
350 Ellis is a potential candidate for Mixed Finance Modernization or Disposition to Partnership
with SFHA Affiliate Manager General Partner. As part of the fiscal strategy plan, it is critical for
the Authority to leverage all available federal dollars by applying for applicable HUD programs.
Therefore, the plan includes applying for Project Based Rental Assistance and/or Project-Based
Vouchers under the federal Rental Assistance Demonstration Program (RAD). Applications for
the RAD Program were approved by the Authority Board of Commissioners on September 26,
2013.
The 350 Ellis units requested conversion for RAD are scheduled under Phase II Applications on
2014.
In addition to the RAD applications, the financing strategy as contemplated by the Plan relies also
upon HUD’s Section 18 Disposition/Demolition program which will permit the Authority to obtain
additional Section 8 vouchers. Applications for the Section 18 Program were approved by the
Authority Board of Commissioners on December 12, 2013 and will be submitted to HUD on
January 2014.
The 350 Ellis site is proposed for Section 18 application and subsequent disposition.
The Authority intends to develop this project a mixed finance project and use Section 8 vouchers,
plus additional funds from private funding source, equity partners under the low income housing
tax credit program and other eligible sources. Such an approach will allow the tenants of Authority
sites to benefit from immediate and long term rehabilitation work while preserving existing
affordability.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
Page 248 of 508
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At 350 Ellis,
this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff shall use
inspection forms similar to those used by REAC Inspectors for each building and each area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Exterior treatment includes control services, as needed, for ants and mice. Contractor shall
service twice per month all common areas including but not limited to offices, laundry rooms,
lobby, and dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Page 249 of 508
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
350 Ellis: The common area cleaning and maintenance are done by the Maintenance Generalist II
(with the assistance of the Maintenance Generalist I) who is also charged with policing the site,
picking up trash, cleaning up at the trash room and trash chutes, and distributing notices to
uncompliant tenants.
Trash Collection Schedule
Service
Address
Times
per
week
Days
Service Description
Units
350 ELLIS ST.
1
-T-----
COMINGLED - RECYCLING 96 GAL
1
-
APT ORGANICS 64 GAL GREEN
1
-
SPECIAL PICK UP BY APPT
1
-
APARTMENT 2 YARD CONTAINER
2
2
-T--F-
SURCHARGE
Current Charges
1,391.28
18.09
5
1,409.37
Page 250 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Check Fire Alarm Control Panel. Make sure
that the panel is locked, that there are no
alarms or trouble signals, and that the panel
and shut-offs are unobstructed.
Check fire pump and sprinkler system, to see
that there are no leaks, that the system
pressure is up, and that the equipment is
unobstructed.
Check the emergency generator, at its weekly
exercise cycle, to be sure that it is running
smoothly, that it is cooling, and that it is not
smoking excessively.
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date2 Date
3
Page 251 of 508
SEMIMONTHLY
Date last
completed
Wheelchair Lifts
Description
To be performed
by
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
MONTHLY
Elevators
Description
To be performed
by
Elevator Preventive
maintenance and
services
Contractor inspections will include: Machine
rooms, machinery and controls, cars, hoist
ways including car, interior. Items that are
not covered under Monthly Maintenance
services:
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
QUARTERLY
Building Systems
Description
To be performed
by
Fire Alarm Systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
International Fire
Inc.
Communications
Number: (415) 3789934
Date
Date2 Date
3
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date
2
Page 252 of 508
Date
3
Fire Standpipes,
pressure valves,
pumps and
sprinkler systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:1.
Provide quarterly inspections, annual
inspections and written reports to the
SFFD;2. Develop recommendations and cost
estimates on possible repairs and
improvements; 3. Provide immediate
response to restore building systems in the
event of an emergency;4. Observe, maintain
and test equipment periodically
Contractor:Internat
ional Fire
Inc.Communication
s Number: (415)
378-9934
Stand by
generators
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
Energy Systems
Communications
Number: (209) 8701913
Date last
completed
FALL
Plumbing
Description
To be performed
by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Furnace and heater Service, clean and install filters
Backflow
prevention system
Boiler Systems
Faucet aerators
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
Date
Date
2
In house
steamfitter
In-house
Maintenance
Mechanic
Page 253 of 508
Date
3
Interior
Description
To be performed
by
Trash chute
systems
The Trash Chute system in the building MUST
be maintained to avoid Fire and Smoke
Damage, Fire Code Violations, Resident
Injuries, Odors and Pest Infestation. Power
Wash the inside of Trash Chute with superheated water combined with a Citra-based
solution/degreaser. Clean Trash Chute Doors
by hand on the inside, collected “sludge” is
scraped away to allow proper closure of the
door. The exterior of the trash chute doors
are hand-polished with stainless steel
cleaner. Door hardware lubricated and
tightened The Dumpster/Compactor Room(s)
shall be power washed and deodorized, and
Dumpsters and Compactors can be treated
with a time-release odor control. Chute
Maintenance shall include treating chutes for
deterrence of rodents, roaches and other
pests.
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house
laborer/custodian
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating system
Description
To be performed
by
Service heating system and heat pump.
Exhaust fan
systems
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
Inspect and service if necessary.
In House
Electrician
In House
Electrician
Countertops
Exit and
emergency lighting
systems
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic
In-house
Maintenance
Mechanic/
Electrician
Page 254 of 508
Exterior
Description
To be performed
by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
Date
2
Date
3
Date last
completed
Date Date
2
Date
3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Countertops
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Page 255 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be performed
by
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Contractor:
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 256 of 508
CAL 1-28: 666 Ellis
EIOP:
Development Type:
Occupancy Type:
Number of units:
Bedroom Distribution:
Structure Type:
Number of buildings:
Year constructed:
1971
13 Story High Rise
Senior
100
Family: 0
Elderly: 100
Studio (77)
1 Bedroom. (23)
Reinforced Concrete
1
1971
Site Description
666 Ellis Street is a 13-story high-rise located in San Francisco’s Tenderloin District. Site
plantings are limited to cylindrical planters, which enhance paved pedestrian areas. Along the
northern edge of the site, an outdoor recreation area has been set aside.
Building Envelope and Public Spaces Description
The building is constructed of poured in place reinforced concrete. The roof is built-up with an
asphalt surface material. The ground floor contains a small lobby with access to the mailroom.
Other ground floor spaces include two parking bays for four vehicles, a driveway, which links the
street with a rear parking lot, several mechanical rooms and a trash room.
The second floor contains a community room, common kitchen, building management offices and
the building manager’s apartment. Floors two through twelve contain studio and one-bedroom
apartments. All dwelling units are accessed from interior corridors.
Mechanical and Electrical Systems Description
Boilers provide domestic hot water to the spaces and heat to the dwellings. The common areas
are served by a forced air furnace system.
Electric panels are circuit breakers with a panel located in each dwelling unit and near the
common areas.
Two traction elevators and two stairwells provide vertical circulation.
Unit Interiors
Interior finishes consist of concrete and gypsum wallboard walls and ceilings. Floor coverings are
resilient tile and sheet vinyl.
Apparent Safety Problems
There is vinyl asbestos tile present that will eventually need to be removed.
Page 257 of 508
Summary of Issues
The window frames are corroded and do not function properly and need to be replaced.
Upgrade and hold. This property is sound and fit well into the surrounding neighborhoods in both
scale and building types. Vacancy and turnover rates are low, and tenant accounts receivables are
low. They require only moderate rehabilitation identified in the 2007 Comprehensive Physical
Needs Assessment to continue to provide decent housing for public housing residents consistent
with the Authority's PHA Plan, CFP Plans, and Energy Plan.
Strategies to Address issues
666 Ellis Street will be maintained, repaired, and rehabilitated to the extent possible within current
funding constraints to retain their long term viability. Capital improvements will be phased in
accordance with the most recent CFP Annual and Five Year Plans and subsequent plans to address
the necessary improvements with limited funding. In addition to maintenance, management and
resident education on energy conservation measures, this site will be target for potential new
energy conservation measures to add to the already completed through the Energy Services
Contracting (ESCo).
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal
dollars by applying for applicable HUD programs. Therefore, the plan includes applying for
Project Based Rental Assistance and/or Project-Based Vouchers under the federal Rental
Assistance Demonstration Program (RAD). Applications for the RAD Program were approved by
the Authority Board of Commissioners on September 26, 2013 and submitted to HUD on
September 27, 2013.
The 666 Ellis units requested conversion for RAD are scheduled under Phase I Applications on
September 27, 2013.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
Page 258 of 508
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At 666 Ellis
Street, this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff
shall use inspection forms similar to those used by REAC Inspectors for each building and each
area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Exterior treatment includes control services, as needed, for ants and mice. Contractor shall
service twice per month all common areas including but not limited to offices, laundry rooms,
lobby, and dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
Page 259 of 508
management company is performing well. Regardless of who is assigned the tasks involved, the
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
666 Ellis Street: The common area cleaning and maintenance are done by the Maintenance
Generalist II (with the assistance of the Maintenance Generalist I) who is also charged with
policing the site, picking up trash, cleaning up at the trash room and trash chutes, and distributing
notices to uncompliant tenants.
Trash Collection Schedule
Service
Address
Times
per
week
Days
666 ELLIS ST.
1
-T-----
SPECIAL PICK UP BY APPT
1
-
--W----
APT ORGANICS 64 GAL GREEN
3
-
-T--F--
COMINGLED - RECYCLING 96 GAL
4
-
APARTMENT 3 YD CONTAINER
1
2
Service Description
Units
SURCHARGE
Current
Charges
1,043.46
13.56
9
1,057.02
Page 260 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Check Fire Alarm Control Panel. Make sure
that the panel is locked, that there are no
alarms or trouble signals, and that the panel
and shut-offs are unobstructed.
Check fire pump and sprinkler system, to see
that there are no leaks, that the system
pressure is up, and that the equipment is
unobstructed.
Check the emergency generator, at its weekly
exercise cycle, to be sure that it is running
smoothly, that it is cooling, and that it is not
smoking excessively.
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date2 Date
3
Page 261 of 508
SEMIMONTHLY
Date last
completed
Wheelchair Lifts
Description
To be performed
by
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
MONTHLY
Elevators
Description
To be performed
by
Elevator Preventive
maintenance and
services
Contractor inspections will include: Machine
rooms, machinery and controls, cars, hoist
ways including car, interior. Items that are
not covered under Monthly Maintenance
services:
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
QUARTERLY
Building Systems
Description
To be performed
by
Fire Alarm Systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
International Fire
Inc.
Communications
Number: (415) 3789934
Date
Date2 Date
3
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date
2
Page 262 of 508
Date
3
Fire Standpipes,
pressure valves,
pumps and
sprinkler systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:1.
Provide quarterly inspections, annual
inspections and written reports to the
SFFD;2. Develop recommendations and cost
estimates on possible repairs and
improvements; 3. Provide immediate
response to restore building systems in the
event of an emergency;4. Observe, maintain
and test equipment periodically
Contractor:Internat
ional Fire
Inc.Communication
s Number: (415)
378-9934
Stand by
generators
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
Energy Systems
Communications
Number: (209) 8701913
Date last
completed
FALL
Plumbing
Description
To be performed
by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Furnace and heater Service, clean and install filters
Backflow
prevention system
Boiler Systems
Faucet aerators
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
Date
Date
2
In house
steamfitter
In-house
Maintenance
Mechanic
Page 263 of 508
Date
3
Interior
Description
To be performed
by
Trash chute
systems
The Trash Chute system in the building MUST
be maintained to avoid Fire and Smoke
Damage, Fire Code Violations, Resident
Injuries, Odors and Pest Infestation. Power
Wash the inside of Trash Chute with superheated water combined with a Citra-based
solution/degreaser. Clean Trash Chute Doors
by hand on the inside, collected “sludge” is
scraped away to allow proper closure of the
door. The exterior of the trash chute doors
are hand-polished with stainless steel
cleaner. Door hardware lubricated and
tightened The Dumpster/Compactor Room(s)
shall be power washed and deodorized, and
Dumpsters and Compactors can be treated
with a time-release odor control. Chute
Maintenance shall include treating chutes for
deterrence of rodents, roaches and other
pests.
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house
laborer/custodian
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating system
Description
To be performed
by
Service heating system and heat pump.
Exhaust fan
systems
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
Inspect and service if necessary.
In House
Electrician
In House
Electrician
Countertops
Exit and
emergency lighting
systems
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic
In-house
Maintenance
Mechanic/
Electrician
Page 264 of 508
Exterior
Description
To be performed
by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
Date
2
Date
3
Date last
completed
Date Date
2
Date
3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Countertops
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Page 265 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be performed
by
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Contractor:
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 266 of 508
AREA 4
AMP #982
3850 18th Street / 101-103 Lundy’s Lane
San Francisco
Housing Authority
Page 267 of 508
CAL 1-20: 3850 18th Street
EIOP:
Development Type:
Occupancy Type:
Number of units:
Bedroom Distribution:
Number of buildings:
Type of building:
Year constructed:
1971
Mid-rise
Senior
107
Family: 0
Elderly: 107
Studio (88)
1 Bedroom (19)
2
Reinforced Concrete
1971
Site Description
This senior apartment complex is located between Church and Sanchez Streets in the Mission District.
The site occupies an interior lot and borders on both 18th Street and Dorland Street. The complex
consists of two mid-rise buildings set across from each other. Both buildings are five-stories in height
with flat roofs.
The site is of moderate grade, sloping from north to south. The space between the two buildings is
terraced by small retaining walls. A covered walkway connects the two buildings at ground level.
Due to its "U" shape, 3850 - 18th has an interior courtyard, while Dorland has a small front yard on
the north side.
The landscaping of the complex consists of irrigated grass areas throughout the site and small shrubs
and trees in the space between the two buildings. Paved walkways and patios run throughout the
entire site and a paved ramping system for handicap access is located between the buildings.
Building Envelope and Public Spaces Description
Both buildings are constructed of reinforced concrete and the exterior finish is painted. The roofs are
built-up tar and gravel and drain to interior drainage systems. 3850 - 18th houses all common spaces
and offices for the complex on the ground floor and contains 63 dwelling units. Dorland has a parking
garage in the basement level and houses 44 dwelling units. All units in both buildings are accessed
from interior corridors.
Mechanical and Electrical Systems Description
Boilers and a hydronic radiation system heat the entire building. Domestic hot water is also provided
through this system. Each building contains a single hydraulic elevator that serves all floors of the
building. An interior stairwell provides emergency egress and additional vertical circulation. Electric
panels are circuit breaker type and located in each unit.
Page 268 of 508
Unit Interiors
The unit finishes consist of painted concrete ceilings and plaster wall finishes. The floor covering is
resilient tile.
Apparent Safety Problems
There is vinyl asbestos tile present that will eventually need to be removed.
Summary of Issues
None
Upgrade and hold. This property is sound and fit well into the surrounding neighborhoods in both
scale and building types. Vacancy and turnover rates are low, and tenant accounts receivables are
low. They require only moderate rehabilitation identified in the 2007 Comprehensive Physical Needs
Assessment to continue to provide decent housing for public housing residents consistent with the
Authority's PHA Plan, CFP Plans, and Energy Plan.
Strategies to Address issues
3850 18th Street will be maintained, repaired, and rehabilitated to the extent possible within current
funding constraints to retain their long term viability. Capital improvements will be phased in
accordance with the most recent CFP Annual and Five Year Plans and subsequent plans to address
the necessary improvements with limited funding. In addition to maintenance, management and
resident education on energy conservation measures, this site will be target for potential new energy
conservation measures to add to the already completed through the Energy Services Contracting
(ESCo).
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal dollars
by applying for applicable HUD programs. Therefore, the plan includes applying for Project Based
Rental Assistance and/or Project-Based Vouchers under the federal Rental Assistance Demonstration
Program (RAD). Applications for the RAD Program were approved by the Authority Board of
Commissioners on September 26, 2013 and submitted to HUD on September 27, 2013.
The 3850 18th Street Holly Courts/Alemany units requested conversion for RAD are scheduled under
Phase I Applications on September 27, 2013.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and schedules
a move out inspection with the resident. If the resident cannot be contacted, the inspection will be
completed on the Move-in/Move-out Inspection form and placed in the tenant file. The Property
Manager notes all items which must be repaired. Units that are vacated by residents shall be secured
and cleaned out within seven days. For units requiring cleaning, painting and minor plumbing,
electrical and carpentry work, work orders prepared and distributed to the appropriate Maintenance
staff. Units requiring replacement of cabinets, doors, flooring, plumbing and light fixtures as well as
cleaning and painting are designated as Mod units and rehabilitated with available modernization
funding.
Page 269 of 508
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected. This
includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At 3850 18th Street,
this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff shall use
inspection forms similar to those used by REAC Inspectors for each building and each area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and a
pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that there is
no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to occupants
asking them to report deteriorated paint or failed encapsulation or enclosure. Include the
contact name, address, and telephone number. CPD recommends that the notice be provided
every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management of
pests requires an understanding of the target pest ecology and habits as well as the environment in
which they exist. It is the desire of SFHA for Contractor to work in partnership with its residents to
undertake a program of Integrated Pest Management (IPM) in the treatment of pests.
Exterior treatment includes control services, as needed, for ants and mice. Contractor shall service
twice per month all common areas including but not limited to offices, laundry rooms, lobby, and
dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
Page 270 of 508
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a successful
property. “Curb Appeal” is one of the measures used by owners to determine if a management
company is performing well. Regardless of who is assigned the tasks involved, the Property Manager
is responsible for ensuring that the grounds are presentable at all times. Methods and assignments
vary according to property, as follows.
3850 18th Street: The common area cleaning and maintenance are done by the Maintenance
Generalist II (with the assistance of the Maintenance Generalist I) who is also charged with policing
the site, picking up trash, cleaning up at the trash room and trash chutes, and distributing notices to
uncompliant tenants.
Trash Collection Schedule
Service Address
Times
per
week
3850 18TH STREET
1
3
Days
Service Description
Units
Current
Charges
F
APT ORGANICS 64 GAL GREEN
3
-
M
BATTERY COLLECTION
1
-
APARTMENT 96 GALLON CART
2
165.30
APARTMENT KEY CHARGE
2
53.16
COMINGLED - RECYCLING 96 GAL
6
-
APARTMENT 96 GALLON CART
4
M-W-F-
SURCHARGE
991.80
15.04
18
1,225.30
Page 271 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Check Fire Alarm Control Panel. Make sure
that the panel is locked, that there are no
alarms or trouble signals, and that the panel
and shut-offs are unobstructed.
Check fire pump and sprinkler system, to see
that there are no leaks, that the system
pressure is up, and that the equipment is
unobstructed.
Check the emergency generator, at its weekly
exercise cycle, to be sure that it is running
smoothly, that it is cooling, and that it is not
smoking excessively.
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date2 Date
3
Page 272 of 508
SEMIMONTHLY
Wheelchair Lifts
Description
To be performed
by
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
MONTHLY
Elevators
Description
To be performed
by
Elevator Preventive
maintenance and
services
Contractor inspections will include: Machine
rooms, machinery and controls, cars, hoist
ways including car, interior. Items that are
not covered under Monthly Maintenance
services:
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
QUARTERLY
Building Systems
Description
To be performed
by
Fire Alarm Systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
International Fire
Inc.
Communications
Number: (415) 3789934
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date
2
Page 273 of 508
Date
3
Fire Standpipes,
pressure valves,
pumps and
sprinkler systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:1.
Provide quarterly inspections, annual
inspections and written reports to the
SFFD;2. Develop recommendations and cost
estimates on possible repairs and
improvements; 3. Provide immediate
response to restore building systems in the
event of an emergency;4. Observe, maintain
and test equipment periodically
Contractor:Internat
ional Fire
Inc.Communication
s Number: (415)
378-9934
Stand by
generators
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
Energy Systems
Communications
Number: (209) 8701913
Date last
completed
FALL
Plumbing
Description
To be performed
by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Furnace and heater Service, clean and install filters
Backflow
prevention system
Boiler Systems
Faucet aerators
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
Date
Date
2
In house
steamfitter
In-house
Maintenance
Mechanic
Page 274 of 508
Date
3
Interior
Description
To be performed
by
Trash chute
systems
The Trash Chute system in the building MUST
be maintained to avoid Fire and Smoke
Damage, Fire Code Violations, Resident
Injuries, Odors and Pest Infestation. Power
Wash the inside of Trash Chute with superheated water combined with a Citra-based
solution/degreaser. Clean Trash Chute Doors
by hand on the inside, collected “sludge” is
scraped away to allow proper closure of the
door. The exterior of the trash chute doors
are hand-polished with stainless steel
cleaner. Door hardware lubricated and
tightened The Dumpster/Compactor Room(s)
shall be power washed and deodorized, and
Dumpsters and Compactors can be treated
with a time-release odor control. Chute
Maintenance shall include treating chutes for
deterrence of rodents, roaches and other
pests.
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house
laborer/custodian
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating system
Description
To be performed
by
Service heating system and heat pump.
Exhaust fan
systems
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
Inspect and service if necessary.
In House
Electrician
In House
Electrician
Countertops
Exit and
emergency lighting
systems
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic
In-house
Maintenance
Mechanic/
Electrician
Page 275 of 508
Exterior
Description
To be performed
by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
Date
2
Date
3
Date last
completed
Date Date
2
Date
3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Countertops
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Page 276 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be performed
by
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Contractor:
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 277 of 508
CAL 1-30: 101-103 Lundy’s Lane
EIOP:
Development Type:
Occupancy Type:
Number of units:
Bedroom Distribution:
Structure Type:
Number of buildings:
Year constructed:
1971
Townhouse
Family
2
Family: 2
Elderly: 0
3 bedroom (2)
Wood
1
1971
Site Description
The project occupies a rectangular corner city lot bordered by streets on three sides. It consists of
two townhouse type units, which are roughly two stories over a crawlspace. The front of the lot is
paved for off-street parking, and contains a planter. The lot slopes upward from front to back. The
back consists of concrete patios separated by a wood privacy fence. A pedestrian sidewalk borders
the street side of the lot. A concrete retaining wall with a chain link fence borders the street and rear
lot lines. A single-family residence borders the remaining side.
Building Envelope and Public Spaces Description
The building is of wood frame construction with plywood siding. At the third level, wood balconies
overlook the rear courtyard below. The wood doors and aluminum windows are original and date
back to 1971. The roof is composed of asphalt shingles.
Mechanical and Electrical Systems Description
The two units are heated by forced-air gas furnaces. Each unit has a hot water heater, washer and
dryer connections, and circuit breaker panels.
Unit Interiors
With the exception of the kitchen and bathrooms, the interior is finished with plywood. Kitchens and
bathrooms are gypsum wallboard. Flooring is resilient tile.
Apparent Safety Problems
There is asbestos tile present and will eventually need to be removed. The interior stairways are
structurally unsound and need replacement. Some unit smoke detectors are nonfunctional and need
replacement.
Page 278 of 508
Summary of Issues
The retaining wall is showing evidence of cracking, water penetration and surface damage and needs
replacement.
Strategies to Address issues
101-103 Lundy’s Lane is planned for disposition with the proceeds of sales going to develop
additional public housing on other sites. Lundy lane is a scattered site units and has higher than
average maintenance costs and extensive physical needs. Disposition of this site will leverage funds
for the Authority to use at public housing sites planned for revitalization..
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and schedules
a move out inspection with the resident. If the resident cannot be contacted, the inspection will be
completed on the Move-in/Move-out Inspection form and placed in the tenant file. The Property
Manager notes all items which must be repaired. Units that are vacated by residents shall be secured
and cleaned out within seven days. For units requiring cleaning, painting and minor plumbing,
electrical and carpentry work, work orders prepared and distributed to the appropriate Maintenance
staff. Units requiring replacement of cabinets, doors, flooring, plumbing and light fixtures as well as
cleaning and painting are designated as Mod units and rehabilitated with available modernization
funding.
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected. This
includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At 101-103 Lundy’s
Lane, this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff shall
use inspection forms similar to those used by REAC Inspectors for each building and each area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and a
pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:



Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that there is
no lead-based paint.
Repair enclosures or encapsulations.
Page 279 of 508




Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to occupants
asking them to report deteriorated paint or failed encapsulation or enclosure. Include the
contact name, address, and telephone number. CPD recommends that the notice be provided
every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management of
pests requires an understanding of the target pest ecology and habits as well as the environment in
which they exist. It is the desire of SFHA for Contractor to work in partnership with its residents to
undertake a program of Integrated Pest Management (IPM) in the treatment of pests.
Exterior treatment includes control services, as needed, for ants and mice. Contractor shall service
twice per month all common areas including but not limited to offices, laundry rooms, lobby, and
dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a successful
property. “Curb Appeal” is one of the measures used by owners to determine if a management
company is performing well. Regardless of who is assigned the tasks involved, the Property Manager
is responsible for ensuring that the grounds are presentable at all times. Methods and assignments
vary according to property, as follows.
101-103 Lundy’s Lane: The common area cleaning and maintenance are done by the Maintenance
Generalist II (with the assistance of the Maintenance Generalist I) who is also charged with policing
the site, picking up trash, cleaning up at the trash room and trash chutes, and distributing notices to
uncompliant tenants.
Trash Collection Schedule
Service Address
Times
per
week
Days
101-103 LUNDY
LANE
1
----F--
Service Description
Units
Current
Charges
COMINGLED-RECYCLING 32
GALLON
1
-
RESIDENTIAL 64-GAL GARBAGE
1
55.10
Page 280 of 508
SURCHARGE
0.72
2
55.82
Page 281 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
In heating season, check that the water
heater is running smoothly and that there are
no leaks.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylightHave blown bulbs or broken
fixtures replaced or repaired promptly.
Property
Manager/
Maintenance
Mechanic/ Laborer
and Custodian
FALL
Plumbing
Description
To be performed
by
Outside faucets
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
Furnace and heater Service, clean and install filters
Faucet aerators
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
Interior
Description
To be performed
by
Countertops
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Date last
completed
Date Date2
Date last
completed
Date Date2
Date last
completed
Date Date
2
Date
Date
2
Page 282 of 508
Date
3
Date
3
Date
3
Date
3
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Exhaust fan
systems
Description
To be performed
by
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
In House
Electrician
Exterior
Description
To be performed
by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
Date
2
Date
3
Date
Date
2
Date
3
Date last
completed
Date Date
2
Date
3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Countertops
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Page 283 of 508
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating and
cooling system
Description
To be performed
by
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Contractor:
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 284 of 508
AREA 4
AMP #985
1750 McAllister / 200 Randolph
4101 Noriega / 2206-2268 Great Highway
San Francisco
Housing Authority
Page 285 of 508
CAL 1-19 (2): 1750 McAllister
EIOP:
Development Type:
Occupancy Type:
Number of units:
Bedroom Distribution:
Structure Type:
Number of buildings:
Year constructed:
1974
High-rise
Senior
97
Family: 0
Elderly: 97
Studio (75)
1 Bedroom (21)
2 Bedroom (1)
Reinforced Concrete
1
1974
Site Description
1750 McAllister is a 12-story high-rise structure with a one-story connecting wing. The adjoining
wing contains a social hall, meeting room, common kitchen area and support spaces.
The social hall has access to an outdoor courtyard enclosed with retaining walls and a planter.
The meeting room and lobby have access to a smaller courtyard at the rear of the building. Located
on the twelfth floor is a space originally intended as a sunroom.
On-site parking is available for 12 cars.
Landscaping has an irrigation system and consists of lawn, shrubs, and trees surrounding the
courtyards.
Building Envelope and Public Spaces Description
Constructed entirely of reinforced concrete, the original structure and walls are still in sound
condition. The roof structure is built up asphalt and drains to interior storm piping. Dwelling units
and common areas are accessed through interior corridors.
Mechanical and Electrical Systems Description
There are two boilers located in the penthouse. One boiler provides domestic hot water and the
other provides hydronic heat to all the dwellings and common spaces.
Electrical panels are circuit breaker type located in each unit.
Two traction elevators and two stairwells provide vertical circulation.
Page 286 of 508
Unit Interiors
The units consist of painted concrete walls and ceilings with resilient floor covering.
Apparent Safety Problems
None
Summary of Issues
The irrigation system does not function properly. The trash compactor is no longer adequate and
needs to be upgraded. The roof fans for 11H, 8H, 5H, and the top need to be replaced. The building
interiors have not been painted for more than eight years and have patches, scratches, and other
cosmetic damage. The kitchens in all of the senior housing units need to be rehabilitated. The
mailboxes need to be replaced.
Strategies to Address issues
1750 McAllister Street will be maintained, repaired, and rehabilitated to the extent possible within
current funding constraints to retain their long term viability. Capital improvements will be phased
in accordance with the most recent CFP Annual and Five Year Plans and subsequent plans to
address the necessary improvements with limited funding. In addition to maintenance,
management and resident education on energy conservation measures, this site will be target for
potential new energy conservation measures to add to the already completed through the Energy
Services Contracting (ESCo).
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal
dollars by applying for applicable HUD programs. Therefore, the plan includes applying for
Project Based Rental Assistance and/or Project-Based Vouchers under the federal Rental
Assistance Demonstration Program (RAD). Applications for the RAD Program were approved by
the Authority Board of Commissioners on September 26, 2013.
The 1750 McAllister Street units requested conversion for RAD are scheduled under Phase II
Applications on 2014.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
Page 287 of 508
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At 1750
McAllister Street, this includes all laundry areas, lobbies, meeting rooms, program spaces, etc.
SFHA staff shall use inspection forms similar to those used by REAC Inspectors for each building
and each area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Exterior treatment includes control services, as needed, for ants and mice. Contractor shall
service twice per month all common areas including but not limited to offices, laundry rooms,
lobby, and dumpster areas within the apartment complex.
Page 288 of 508
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
1750 McAllister Street: The common area cleaning and maintenance are done by the Maintenance
Generalist II (with the assistance of the Maintenance Generalist I) who is also charged with
policing the site, picking up trash, cleaning up at the trash room and trash chutes, and distributing
notices to uncompliant tenants.
Trash Collection Schedule
Service
Address
Times
per
week
1750
MCALLISTER
ST
1
5
Days
Service Description
Units
Current
Charges
M
BATTERY COLLECTION
1
-
T
COMINGLED - RECYCLING 96 GAL
2
-
APT ORGANICS 64 GAL GREEN
1
-
S
CONTAINER RENT
1
32.16
MTWTF
APT 2YD
1
1,739.10
SURCHARGE
22.61
6
1,793.87
Page 289 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Check Fire Alarm Control Panel. Make sure
that the panel is locked, that there are no
alarms or trouble signals, and that the panel
and shut-offs are unobstructed.
Check fire pump and sprinkler system, to see
that there are no leaks, that the system
pressure is up, and that the equipment is
unobstructed.
Check the emergency generator, at its weekly
exercise cycle, to be sure that it is running
smoothly, that it is cooling, and that it is not
smoking excessively.
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date2 Date
3
Page 290 of 508
SEMIMONTHLY
Wheelchair Lifts
Description
To be performed
by
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
MONTHLY
Elevators
Description
To be performed
by
Elevator Preventive
maintenance and
services
Contractor inspections will include: Machine
rooms, machinery and controls, cars, hoist
ways including car, interior. Items that are
not covered under Monthly Maintenance
services:
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
QUARTERLY
Building Systems
Description
To be performed
by
Fire Alarm Systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
International Fire
Inc.
Communications
Number: (415) 3789934
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date2 Date
3
Date last
completed
Date Date
2
Page 291 of 508
Date
3
Fire Standpipes,
pressure valves,
pumps and
sprinkler systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:1.
Provide quarterly inspections, annual
inspections and written reports to the
SFFD;2. Develop recommendations and cost
estimates on possible repairs and
improvements; 3. Provide immediate
response to restore building systems in the
event of an emergency;4. Observe, maintain
and test equipment periodically
Contractor:Internat
ional Fire
Inc.Communication
s Number: (415)
378-9934
Stand by
generators
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
Energy Systems
Communications
Number: (209) 8701913
Date last
completed
FALL
Plumbing
Description
To be performed
by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Furnace and heater Service, clean and install filters
Backflow
prevention system
Boiler Systems
Faucet aerators
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
Date
Date
2
In house
steamfitter
In-house
Maintenance
Mechanic
Page 292 of 508
Date
3
Interior
Description
To be performed
by
Trash chute
systems
The Trash Chute system in the building MUST
be maintained to avoid Fire and Smoke
Damage, Fire Code Violations, Resident
Injuries, Odors and Pest Infestation. Power
Wash the inside of Trash Chute with superheated water combined with a Citra-based
solution/degreaser. Clean Trash Chute Doors
by hand on the inside, collected “sludge” is
scraped away to allow proper closure of the
door. The exterior of the trash chute doors
are hand-polished with stainless steel
cleaner. Door hardware lubricated and
tightened The Dumpster/Compactor Room(s)
shall be power washed and deodorized, and
Dumpsters and Compactors can be treated
with a time-release odor control. Chute
Maintenance shall include treating chutes for
deterrence of rodents, roaches and other
pests.
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house
laborer/custodian
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating system
Description
To be performed
by
Service heating system and heat pump.
Exhaust fan
systems
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
Inspect and service if necessary.
In House
Electrician
In House
Electrician
Countertops
Exit and
emergency lighting
systems
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic
In-house
Maintenance
Mechanic/
Electrician
Page 293 of 508
Exterior
Description
To be performed
by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
Date
2
Date
3
Date last
completed
Date Date
2
Date
3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Countertops
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Page 294 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be performed
by
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Contractor:
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 295 of 508
CAL 1-34: 200 Randolph
EIOP:
Development Type:
Occupancy Type:
Number of units:
Bedroom Distribution:
Number of Buildings:
Structure Type:
Year constructed:
1972
Walk-up
Family
16
Family: 16
Elderly: 0
2 Bedroom: (8)
3 Bedroom: (2)
4 Bedroom: (6)
3
Wood Frame
1971
Site Description
200 Randolph Street is located at the corner of Randolph and Head Streets. A sixteen unit, threestory walk-up, fronts Head Street and another ten-unit walk-up faces Randolph Street. A
detached one-story community room occupies the northwest corner of the site. The site has a
moderate slope increasing in elevation from Randolph Street northward. The configuration of
the site permits cars to enter garages at one level of the site and residents to enter units above
garages at another level. Site landscaping is limited to small planting areas along the street and a
terraced yard adjacent to the community room.
Building Envelope and Public Spaces Description
The buildings have eight-foot concrete block foundation walls and wood framing above. The
exterior is finished with stucco. A pitched roof with asphalt shingles is used on all three
buildings. Window frames are aluminum. Doors are both wood and metal. Public space
consists of the community room, garage, and garbage room.
Mechanical and Electrical Systems Description
Each unit has its own-ducted furnace. One boiler provides domestic water. Individual units
have two switch electrical breaker boxes.
Unit Interiors
Interior finishes consist of painted gypsum wallboard walls and ceilings. The floor coverings are
resilient tile.
Apparent Safety Problems
None
Page 296 of 508
Summary of Issues
The roof and gutters on the community building requires extensive repair or replacement.
Upgrade and hold. This property is sound and fit well into the surrounding neighborhoods in both
scale and building types. They require only moderate rehabilitation identified in the 2007
Comprehensive Physical Needs Assessment to continue to provide decent housing for public
housing residents consistent with the Authority's PHA Plan, CFP Plans, and Energy Plan.
Strategies to Address issues
200 Randolph Street will be maintained, repaired, and rehabilitated to the extent possible within
current funding constraints to retain their long term viability. Capital improvements will be phased
in accordance with the most recent CFP Annual and Five Year Plans and subsequent plans to
address the necessary improvements with limited funding. In addition to maintenance,
management and resident education on energy conservation measures, this site will be target for
potential new energy conservation measures to add to the already completed through the Energy
Services Contracting (ESCo).
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At 200
Randolph Street, this includes all laundry areas, lobbies, meeting rooms, program spaces, etc.
SFHA staff shall use inspection forms similar to those used by REAC Inspectors for each building
and each area.
Page 297 of 508
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Exterior treatment includes control services, as needed, for ants and mice. Contractor shall
service twice per month all common areas including but not limited to offices, laundry rooms,
lobby, and dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
200 Randolph Street: The common area cleaning and maintenance are done by the Maintenance
Generalist II (with the assistance of the Maintenance Generalist I) who is also charged with
Page 298 of 508
policing the site, picking up trash, cleaning up at the trash room and trash chutes, and distributing
notices to uncompliant tenants.
Trash Collection
Service Address
200 RANDOLPH
STREET
Times
per
week
Days
1
M------
Service Description
Units
COMINGLED RECYCLING 96 GAL
1
APARTMENT 32 GALLON
CART
16
SURCHARGE
Current Charges
440.80
5.73
17
446.53
Page 299 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Description
To be performed
by
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property
Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Date last
completed
Date Date2
Date
3
Date
3
Date last
completed
FALL
Plumbing
Description
To be performed
by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Furnace and heater Service, clean and install filters
Backflow
prevention system
Date last
completed
Date Date2
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Date
Date
2
Page 300 of 508
Date
3
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
In house
steamfitter
Interior
Description
To be performed
by
Countertops
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating system
Description
To be performed
by
Service heating system and heat pump.
Exhaust fan
systems
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
Inspect and service if necessary.
In House
Electrician
In House
Electrician
Boiler Systems
Faucet aerators
Exit and
emergency lighting
systems
In-house
Maintenance
Mechanic
Date
Date
2
Date
3
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house
Maintenance
Mechanic/
Electrician
Exterior
Description
To be performed
by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
In-house
Maintenance
Mechanic/
Inspector
Page 301 of 508
flashing around roof stacks and vents for
leaks.
Gutters and
downspouts
Clean and check for leaks, misalignment, or
damage.
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Countertops
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Description
To be performed
by
Date last
completed
Date Date
2
Date
Date
2
Page 302 of 508
Date
3
Date
3
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
Heating and
cooling system
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Date
Date
2
Contractor:
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 303 of 508
Date
3
CAL 1-34: 4101 Noriega
EIOP:
Development Type:
Occupancy Type:
Number of units:
Bedroom Distribution:
Number of buildings:
Type of building:
Year constructed:
1972
Walk-up
Family
8
Family: 8
Elderly: 0
Two-bedroom (3)
Three-bedroom (3)
Four-bedroom (2)
1
Wood Frame
1971
Site Description
This development occupies the corner lot of Noriega and 48th Avenue. The building footprint
covers about 3/4 of the relatively flat site, leaving two well-defined sections of landscaping. One
section is a central courtyard and the other is located at the corner of Noriega and 48th Avenue,
which is the main entrance to the complex. On-site parking is limited to the small garages.
The landscaping is primarily grass with a few small planters located in the courtyard areas.
Building Envelope and Public Spaces Description
The building is wood frame construction with a stucco finish. This small building houses 8
dwelling units and is divided into three parts. The first is three stories and contains three 3bedroom units located over a two-car garage and accessed by an exterior stair. The second consists
of a two-car garage and one 2-bedroom unit on the ground floor. The second floor houses two 4bedroom units and a third 2-bedroom unit accessed by an exterior stairway. The third part is a
ground level community room that is located between the two dwelling sections. The building has
a pitched roof with asphalt shingles and drains to gutters and downspouts.
Two exterior concrete and steel stairways, one serving each section, provide access to all floors
and units. A fire escape is also provided for each section as a second means of egress.
Mechanical and Electrical Systems Description
A building boiler located on the ground floor generates domestic hot water. Individual furnaces in
each unit provide heating and ventilation.
Unit Interiors
The interior finishes in units at 4101 Noriega consist of textured and painted gypsum board on
both walls and ceilings. The floor coverings consist of resilient tile in all rooms.
Apparent Safety Problems
Page 304 of 508
There is vinyl asbestos tile present that will eventually need to be removed. There is lead based
paint present that needs to be removed.
Summary of Issues
Mailboxes are very inadequate and need replacement. The outside of the building has rust stains
and needs to be repainted. Single-paned windows are present throughout the building; replace them
with energy efficient double-paned windows. The canopy is surrounded by a drain which is bent
and needs to be replaced. Switchgear is old, inadequate and needs to be replaced to meet current
needs. Intercom system is inadequate and needs to be replaced to meet current needs. The building
interiors have not been painted for more than eight years and have patches, scratches, and other
cosmetic damage.
Strategies to Address issues
This property is sound and fit well into the surrounding neighborhoods in both scale and building
types. Vacancy and turnover rates are low, and tenant accounts receivables are low. They require
only moderate rehabilitation identified in the 2007 Comprehensive Physical Needs Assessment to
continue to provide decent housing for public housing residents consistent with the Authority's
PHA Plan, CFP Plans, and Energy Plan.
Strategies to Address issues
4101 Noriega Street will be maintained, repaired, and rehabilitated to the extent possible within
current funding constraints to retain their long term viability. Capital improvements will be phased
in accordance with the most recent CFP Annual and Five Year Plans and subsequent plans to
address the necessary improvements with limited funding. In addition to maintenance,
management and resident education on energy conservation measures, this site will be target for
potential new energy conservation measures to add to the already completed through the Energy
Services Contracting (ESCo).
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Page 305 of 508
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At 4101
Noriega Street, this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA
staff shall use inspection forms similar to those used by REAC Inspectors for each building and
each area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Exterior treatment includes control services, as needed, for ants and mice. Contractor shall
service twice per month all common areas including but not limited to offices, laundry rooms,
lobby, and dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
Page 306 of 508
management company is performing well. Regardless of who is assigned the tasks involved, the
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
4101 Noriega Street: The common area cleaning and maintenance are done by the Maintenance
Generalist II (with the assistance of the Maintenance Generalist I) who is also charged with
policing the site, picking up trash, cleaning up at the trash room and trash chutes, and distributing
notices to uncompliant tenants.
Trash Collection
Service Address
Times
per
week
Days
4101 NORIEGA ST
1
--W----
2
M--T---
Service Description
Units
Current Charges
APT ORGANICS 64 GAL GREEN
1
-
APT KEY CHARGE ORGANICS
1
8.86
APARTMENT KEY CHARGE
1
17.72
COMINGLED - RECYCLING 96
GAL
2
-
APARTMENT 96 GALLON CART
4
SURCHARGE
661.20
8.60
9
696.38
Page 307 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Description
To be performed
by
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property
Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Date last
completed
Date Date2
Date
3
Date
3
Date last
completed
FALL
Plumbing
Description
To be performed
by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Furnace and heater Service, clean and install filters
Backflow
prevention system
Date last
completed
Date Date2
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Date
Date
2
Page 308 of 508
Date
3
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
In house
steamfitter
Interior
Description
To be performed
by
Countertops
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating system
Description
To be performed
by
Service heating system and heat pump.
Exhaust fan
systems
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
Inspect and service if necessary.
In House
Electrician
In House
Electrician
Boiler Systems
Faucet aerators
Exit and
emergency lighting
systems
In-house
Maintenance
Mechanic
Date
Date
2
Date
3
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house
Maintenance
Mechanic/
Electrician
Exterior
Description
To be performed
by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
In-house
Maintenance
Mechanic/
Inspector
Page 309 of 508
flashing around roof stacks and vents for
leaks.
Gutters and
downspouts
Clean and check for leaks, misalignment, or
damage.
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Countertops
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Description
To be performed
by
Date last
completed
Date Date
2
Date
Date
2
Page 310 of 508
Date
3
Date
3
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
Heating and
cooling system
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Date
Date
2
Contractor:
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 311 of 508
Date
3
CAL 1-35: 2206-2268 Great Highway
EIOP:
Development Type:
Occupancy Type:
Number of units:
Bedroom Distribution:
Structure Type:
Number of buildings:
Year constructed:
1972
Townhouse
Family
16
Family:
Elderly:
0
Two-Bedroom 6
Three-Bedroom
Wood Frame
2
1971
16
10
Site Description
The apartments at 2206-2268 Great Highway are located in the Sunset District of San Francisco,
between Rivera and Santiago Streets on the north and south, 48th Avenue on the east, and Great
Highway on the west. The two townhouse-style buildings house all 16 dwelling units and are two
stories in height with pitched roofs.
The south building contains six three-bedroom units, while the north building houses four threebedroom units and six two-bedroom units. A private enclosed yard is provided for each unit. At
present, the yards are being enclosed with wooden fences.
The site is wider at the north end than the south, which gives it a wedge shape. It is relatively flat
and divided into two parts by the canopy-covered parking area that separates the two buildings.
Building Envelope and Public Spaces Description
Both buildings are wood frame construction and the exterior finishes consist of painted stucco and
wood shingle siding. Each unit of the south building is offset to the unit beside it, giving the
building a jagged footprint. The north building is similar with the offset every two units. The
roofs of both buildings are pitched and covered with asphalt shingles and draining to exterior
gutters and downspouts. The dwelling units are accessed directly from the public sidewalks on
either 48th Avenue or Great Highway.
Mechanical and Electrical Systems Description
Unit furnaces and hot water heaters provide heating and domestic hot water generation.
The electric panels are circuit breakers with a main breaker box for each building containing a
breaker for each unit. Smaller two switch breaker boxes are located in each unit.
Unit Interiors
The interior finishes consist of textured and painted gypsum board on both walls and ceilings. The
floor covering is resilient tile throughout both buildings.
Page 312 of 508
Apparent Safety Problems
There is vinyl asbestos tile present that will eventually need to be removed.
Summary of Issues
The heating system has corrosion all over the piping and needs replacement. The outside of the
building has rust stains and needs to be repainted. Single-paned windows are present throughout
the building; replace them with energy efficient double-paned windows. Switchgear is old,
inadequate and needs to be replaced to meet current needs. Intercom system is inadequate and
needs to be replaced to meet current needs. The building interiors have not been painted for more
than eight years and have patches, scratches, and other cosmetic damage.
Strategies to Address issues
Upgrade and hold. This property is sound and fit well into the surrounding neighborhoods in both
scale and building types. Vacancy and turnover rates are low, and tenant accounts receivables are
low. They require only moderate rehabilitation identified in the 2007 Comprehensive Physical
Needs Assessment to continue to provide decent housing for public housing residents consistent
with the Authority's PHA Plan, CFP Plans, and Energy Plan.
Strategies to Address issues
2206-2268 Great Highway will be maintained, repaired, and rehabilitated to the extent possible
within current funding constraints to retain their long term viability. Capital improvements will
be phased in accordance with the most recent CFP Annual and Five Year Plans and subsequent
plans to address the necessary improvements with limited funding. In addition to maintenance,
management and resident education on energy conservation measures, this site will be target for
potential new energy conservation measures to add to the already completed through the Energy
Services Contracting (ESCo).
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Page 313 of 508
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At 2206-2268
Great Highway, this includes all laundry areas, lobbies, meeting rooms, program spaces, etc.
SFHA staff shall use inspection forms similar to those used by REAC Inspectors for each building
and each area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Exterior treatment includes control services, as needed, for ants and mice. Contractor shall
service twice per month all common areas including but not limited to offices, laundry rooms,
lobby, and dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Page 314 of 508
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
2206-2268 Great Highway: The common area cleaning and maintenance are done by the
Maintenance Generalist II (with the assistance of the Maintenance Generalist I) who is also
charged with policing the site, picking up trash, cleaning up at the trash room and trash chutes, and
distributing notices to uncompliant tenants.
Trash Collection Schedule
Service Address
2206-68 GREAT
HIGHWAY
Times
per
week
Days
1
M------
Service Description
Units
COMINGLED-RECYCLING 32 GALLON
16
RESIDENTIAL 32-GAL GARBAGE
16
RES ORGANICS 32GAL GREEN CART
16
SURCHARGE
Current
Charges
440.80
5.73
48
446.53
Page 315 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Description
To be performed
by
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property
Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Date last
completed
Date Date2
Date
3
Date
3
Date last
completed
FALL
Plumbing
Description
To be performed
by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Furnace and heater Service, clean and install filters
Backflow
prevention system
Date last
completed
Date Date2
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Date
Date
2
Page 316 of 508
Date
3
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
In house
steamfitter
Interior
Description
To be performed
by
Countertops
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating system
Description
To be performed
by
Service heating system and heat pump.
Exhaust fan
systems
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
Inspect and service if necessary.
In House
Electrician
In House
Electrician
Boiler Systems
Faucet aerators
Exit and
emergency lighting
systems
In-house
Maintenance
Mechanic
Date
Date
2
Date
3
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house
Maintenance
Mechanic/
Electrician
Exterior
Description
To be performed
by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
In-house
Maintenance
Mechanic/
Inspector
Page 317 of 508
flashing around roof stacks and vents for
leaks.
Gutters and
downspouts
Clean and check for leaks, misalignment, or
damage.
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Countertops
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Description
To be performed
by
Date last
completed
Date Date
2
Date
Date
2
Page 318 of 508
Date
3
Date
3
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
Heating and
cooling system
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Date
Date
2
Contractor:
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 319 of 508
Date
3
AREA 4
AMP #986
25 Sanchez / 491 31 st Ave
345 Arguello / 462 Duboce
San Francisco
Housing Authority
Page 320 of 508
CAL 1-31: 25 Sanchez
EIOP:
Development Type:
Occupancy Type:
Number of units:
Bedroom Distribution:
Number of buildings:
Type of building:
Year constructed:
1972
4 Story Mid-Rise
Senior
90
Family: 0
Elderly: 90
Studio (75),
1 Bedroom (14)
2 Bedroom (1)
1
Wood Frame
1972
Site Description
25 Sanchez is a four-story low-rise structure occupying a corner site at Duboce and Sanchez Streets. The
building is rectilinear in shape with approximately half of the units facing Sanchez Street and the other
half facing a landscaped area in the rear of the building. The landscaping forms a garden and patio that is
accessible from the community room. A ground level garage provides parking for 12 cars.
Building Envelope and Public Spaces Description
The building is a wood frame construction with a stucco finish. A low profile built-up roof slopes toward
exterior building downspouts. Dwelling units are accessed through interior corridors.
Mechanical and Electrical Systems Description
Boilers supply domestic hot water and provide heat to the units and common areas through the use of a
hydronic radiation system. Electrical panels are circuit breaker types located in each unit. Hydraulic
elevators and stairwells provided vertical circulation.
Unit Interiors
The interior finishes consist of gypsum wallboard walls and ceilings. The floor coverings are resilient
tile, sheet vinyl and carpet.
Apparent Safety Problems
None
Summary of Issues
The elevator is at the end of its life cycle and needs replacement.
Strategies to Address issues
This property is sound and fit well into the surrounding neighborhoods in both scale and building types.
Vacancy and turnover rates are low. They require only moderate rehabilitation identified in the 2007
Comprehensive Physical Needs Assessment to continue to provide decent housing for public housing
residents consistent with the Authority's PHA Plan, CFP Plans, and Energy Plan. 25 Sanchez Street will
be maintained, repaired, and rehabilitated to the extent possible within current funding constraints to retain
Page 321 of 508
their long term viability. Capital improvements will be phased in accordance with the most recent CFP
Annual and Five Year Plans and subsequent plans to address the necessary improvements with limited
funding. In addition to maintenance, management and resident education on energy conservation
measures, this site will be target for potential new energy conservation measures to add to the already
completed through the Energy Services Contracting (ESCo).
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal dollars by
applying for applicable HUD programs. Therefore, the plan includes applying for Project Based Rental
Assistance and/or Project-Based Vouchers under the federal Rental Assistance Demonstration Program
(RAD). Applications for the RAD Program were approved by the Authority Board of Commissioners on
September 26, 2013 and submitted to HUD on September 27, 2013.
The 25 Sanchez Street units requested conversion for RAD are scheduled under Phase I Applications on
September 27, 2013.
The Authority is also implementing tenant repayment agreements to increase rent collections and work
with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and schedules a
move out inspection with the resident. If the resident cannot be contacted, the inspection will be completed
on the Move-in/Move-out Inspection form and placed in the tenant file. The Property Manager notes all
items which must be repaired. Units that are vacated by residents shall be secured and cleaned out within
seven days. For units requiring cleaning, painting and minor plumbing, electrical and carpentry work,
work orders prepared and distributed to the appropriate Maintenance staff. Units requiring replacement
of cabinets, doors, flooring, plumbing and light fixtures as well as cleaning and painting are designated as
Mod units and rehabilitated with available modernization funding.
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection periodically,
typically once per year. At least one week prior to these inspections, site maintenance employees should
do a quick inspection of a sampling of unit interiors, plus all common areas, grounds, systems, etc. All
problems should be corrected immediately. Common REAC findings include all broken pavement and
site trip hazards, leaks, vegetation overgrowth, graffiti, exposed wiring, blocked egress, inoperable smoke
detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected. This
includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At 25 Sanchez Street,
this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff shall use
inspection forms similar to those used by REAC Inspectors for each building and each area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and a
pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:

Conduct visual assessments for deteriorating paint and the failure of any lead hazard reduction
measures at unit turnover and every 12 months.
Page 322 of 508






Address deteriorated paint through paint stabilization unless an evaluation states that there is no
lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to occupants
asking them to report deteriorated paint or failed encapsulation or enclosure. Include the contact
name, address, and telephone number. CPD recommends that the notice be provided every 12
months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management of pests
requires an understanding of the target pest ecology and habits as well as the environment in which they
exist. It is the desire of SFHA for Contractor to work in partnership with its residents to undertake a
program of Integrated Pest Management (IPM) in the treatment of pests.
Exterior treatment includes control services, as needed, for ants and mice. Contractor shall service twice
per month all common areas including but not limited to offices, laundry rooms, lobby, and dumpster
areas within the apartment complex. The integrated pest control includes pests such as: cockroaches,
ants, bedbugs, spiders, silverfish, flies, mosquitoes, stored product pests, scorpions, bats, rodents,
raccoons, opossums, skunks, and pigeons. Property Management shall monitor the Contractor activities
to make sure that the following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a successful
property. “Curb Appeal” is one of the measures used by owners to determine if a management company
is performing well. Regardless of who is assigned the tasks involved, the Property Manager is responsible
for ensuring that the grounds are presentable at all times. Methods and assignments vary according to
property, as follows.
25 Sanchez Street: The common area cleaning and maintenance are done by the Maintenance Generalist
II (with the assistance of the Maintenance Generalist I) who is also charged with policing the site, picking
up trash, cleaning up at the trash room and trash chutes, and distributing notices to uncompliant tenants.
Trash Collection Schedule
Service Address
25 SANCHEZ ST
Times per
week
Days
1
M------
SPECIAL PICK UP BY APPT
1
---T---
APT KEY CHARGE ORGANICS
1
APT ORGANICS 32 GAL GREEN
3
APARTMENT KEY CHARGE
2
COMINGLED - RECYCLING 96 GAL
3
APARTMENT 96 GALLON CART
2
330.60
APARTMENT 2 YARD CONTAINER
2
1,391.28
2
-T--F--
Service Description
Units
Current
Charges
8.86
35.44
-
Page 323 of 508
SURCHARGE
22.38
14
1,788.56
Page 324 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Check Fire Alarm Control Panel. Make sure
that the panel is locked, that there are no
alarms or trouble signals, and that the panel
and shut-offs are unobstructed.
Check fire pump and sprinkler system, to see
that there are no leaks, that the system
pressure is up, and that the equipment is
unobstructed.
Check the emergency generator, at its weekly
exercise cycle, to be sure that it is running
smoothly, that it is cooling, and that it is not
smoking excessively.
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Date last
completed
Date Date2
Date last
completed
Date Date2
Date
3
Date
3
Page 325 of 508
SEMIMONTHLY
Date last
completed
Wheelchair Lifts
Description
To be performed
by
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
MONTHLY
Elevators
Description
To be performed
by
Elevator Preventive
maintenance and
services
Contractor inspections will include: Machine
rooms, machinery and controls, cars, hoist
ways including car, interior. Items that are
not covered under Monthly Maintenance
services:
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
QUARTERLY
Building Systems
Description
To be performed
by
Fire Alarm Systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
International Fire
Inc.
Communications
Number: (415) 3789934
Date
Date2
Date last
completed
Date Date2
Date last
completed
Date Date
2
Date
3
Date
3
Date
3
Page 326 of 508
Fire Standpipes,
pressure valves,
pumps and
sprinkler systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:1.
Provide quarterly inspections, annual
inspections and written reports to the
SFFD;2. Develop recommendations and cost
estimates on possible repairs and
improvements; 3. Provide immediate
response to restore building systems in the
event of an emergency;4. Observe, maintain
and test equipment periodically
Contractor:Internat
ional Fire
Inc.Communication
s Number: (415)
378-9934
Stand by
generators
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
Energy Systems
Communications
Number: (209) 8701913
Date last
completed
FALL
Plumbing
Description
To be performed
by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Furnace and heater Service, clean and install filters
Backflow
prevention system
Boiler Systems
Faucet aerators
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
Date
Date
2
Date
3
In house
steamfitter
In-house
Maintenance
Mechanic
Page 327 of 508
Interior
Description
To be performed
by
Trash chute
systems
The Trash Chute system in the building MUST
be maintained to avoid Fire and Smoke
Damage, Fire Code Violations, Resident
Injuries, Odors and Pest Infestation. Power
Wash the inside of Trash Chute with superheated water combined with a Citra-based
solution/degreaser. Clean Trash Chute Doors
by hand on the inside, collected “sludge” is
scraped away to allow proper closure of the
door. The exterior of the trash chute doors
are hand-polished with stainless steel
cleaner. Door hardware lubricated and
tightened The Dumpster/Compactor Room(s)
shall be power washed and deodorized, and
Dumpsters and Compactors can be treated
with a time-release odor control. Chute
Maintenance shall include treating chutes for
deterrence of rodents, roaches and other
pests.
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house
laborer/custodian
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating system
Description
To be performed
by
Service heating system and heat pump.
Exhaust fan
systems
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
Inspect and service if necessary.
In House
Electrician
In House
Electrician
Countertops
Exit and
emergency lighting
systems
Exterior
Description
Date
Date
2
Date
3
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic
In-house
Maintenance
Mechanic/
Electrician
To be performed
by
Page 328 of 508
Roof
Gutters and
downspouts
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Attic
Examine for evidence of any leaks. Check
insulation and remove or add if necessary.
Check for evidence of birds, squirrels,
raccoons, etc. Check for proper ventilation.
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house
Maintenance
Mechanic/
Inspector
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Countertops
Date last
completed
Date Date
2
Date
3
Page 329 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be performed
by
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Decks
Scrub mildewed areas and treat for water
stains, mildew, and fungus. Check for dry-rot
and repair if necessary.
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Maintena
nce
Mechanic/Laborers
In-house Property
Manager/Inspector
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Contractor:
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 330 of 508
CAL 1-37: 491 31st Avenue
EIOP:
Development Type:
Occupancy Type:
Number of units:
Bedroom Distribution:
Number of buildings:
Structure Type:
Year constructed:
1974
Mid-rise with elevator
Senior
75
Family: 0
Elderly: 75
Studio (66)
1 Bedroom (9)
1
Reinforced Masonry
1973
Site Description
491 31st Avenue is located at the corner of Geary Boulevard and 31st Avenue. The five-story building is
“L” shaped in plan with a flat roof. The site has a slight slope from north to south and the building
footprint covers most of the site with the exception of a small landscaped area at the southwest corner of
the property.
Landscaping consists of a small, irrigated grass area and small planters located in the courtyard.
Building Envelope and Public Spaces Description
The ground floor of the building is constructed of concrete block with a concrete slab-on-grade floor. The
upper floors are of wood framed construction with stucco exterior. The majority of the roof is low-slope
with a membrane covering, with a small section of shed roof with asphalt shingles around the perimeter.
Most of the dwelling units have exterior balconies accessed from the tenant’s living room. Dwelling units
are accessed through an interior corridor.
Mechanical and Electrical Systems Description
All dwelling units, common areas, and corridors are heated by a hydronic radiation system, with hot water
provided by two boilers. These boilers also supply domestic hot water throughout the building.
Electrical panels are circuit breaker type located in each unit.
Two hydraulic elevators and three stairwells provide vertical circulation.
Unit Interiors
Interior finishes consist of gypsum wallboard walls and ceilings. The floor coverings are predominately
resilient tile, while some units have carpet and sheet vinyl.
Apparent Safety Problems
Additional emergency lighting is needed in the building in the event of a power failure.
Summary of Issues
The casework is deteriorating and in need of replacement. Exterior metal doors are showing severe signs
of weathering; they are rusting badly and should be replaced. Fifteen fans have to be replaced at the roof
top. The smoke/carbon monoxide detectors need to be updated per code requirement.
Page 331 of 508
Strategies to Address issues
This property is sound and fit well into the surrounding neighborhoods in both scale and building types.
Vacancy and turnover rates are low, and tenant accounts receivables are low. They require only moderate
rehabilitation identified in the 2007 Comprehensive Physical Needs Assessment to continue to provide
decent housing for public housing residents consistent with the Authority's PHA Plan, CFP Plans, and
Energy Plan.
491 31st Avenue will be maintained, repaired, and rehabilitated to the extent possible within current
funding constraints to retain their long term viability. Capital improvements will be phased in accordance
with the most recent CFP Annual and Five Year Plans and subsequent plans to address the necessary
improvements with limited funding. In addition to maintenance, management and resident education on
energy conservation measures, this site will be target for potential new energy conservation measures to
add to the already completed through the Energy Services Contracting (ESCo).
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal dollars by
applying for applicable HUD programs. Therefore, the plan includes applying for Project Based Rental
Assistance and/or Project-Based Vouchers under the federal Rental Assistance Demonstration Program
(RAD). Applications for the RAD Program were approved by the Authority Board of Commissioners on
September 26, 2013 and submitted to HUD on September 27, 2013.
The 491 31st Avenue units requested conversion for RAD are scheduled under Phase I Applications on
September 27, 2013.
The Authority is also implementing tenant repayment agreements to increase rent collections and work
with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and schedules a
move out inspection with the resident. If the resident cannot be contacted, the inspection will be completed
on the Move-in/Move-out Inspection form and placed in the tenant file. The Property Manager notes all
items which must be repaired. Units that are vacated by residents shall be secured and cleaned out within
seven days. For units requiring cleaning, painting and minor plumbing, electrical and carpentry work,
work orders prepared and distributed to the appropriate Maintenance staff. Units requiring replacement
of cabinets, doors, flooring, plumbing and light fixtures as well as cleaning and painting are designated as
Mod units and rehabilitated with available modernization funding.
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection periodically,
typically once per year. At least one week prior to these inspections, site maintenance employees should
do a quick inspection of a sampling of unit interiors, plus all common areas, grounds, systems, etc. All
problems should be corrected immediately. Common REAC findings include all broken pavement and
site trip hazards, leaks, vegetation overgrowth, graffiti, exposed wiring, blocked egress, inoperable smoke
detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected. This
includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At 491 31st Avenue, this
includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff shall use inspection
forms similar to those used by REAC Inspectors for each building and each area.
Page 332 of 508
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and maintain
them in appealing condition. Paint maintenance should result in substantial savings and a pleasant
environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard reduction
measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that there is no
lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to occupants
asking them to report deteriorated paint or failed encapsulation or enclosure. Include the contact
name, address, and telephone number. CPD recommends that the notice be provided every 12
months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management of pests
requires an understanding of the target pest ecology and habits as well as the environment in which they
exist. It is the desire of SFHA for Contractor to work in partnership with its residents to undertake a
program of Integrated Pest Management (IPM) in the treatment of pests.
Exterior treatment includes control services, as needed, for ants and mice. Contractor shall service twice
per month all common areas including but not limited to offices, laundry rooms, lobby, and dumpster
areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish, flies,
mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and pigeons.
Property Management shall monitor the Contractor activities to make sure that the following
requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a successful
property. “Curb Appeal” is one of the measures used by owners to determine if a management company
is performing well. Regardless of who is assigned the tasks involved, the Property Manager is responsible
for ensuring that the grounds are presentable at all times. Methods and assignments vary according to
property, as follows.
491 31st Avenue: The common area cleaning and maintenance are done by the Maintenance Generalist II
(with the assistance of the Maintenance Generalist I) who is also charged with policing the site, picking
up trash, cleaning up at the trash room and trash chutes, and distributing notices to uncompliant tenants.
Page 333 of 508
Trash Collection Schedule
Service Address
491 31ST AVENUE
Times
per
week
1
3
Days
--W----
M-W-F-
Service Description
Units
Current
Charges
BATTERY COLLECTION
1
-
APARTMENT KEY CHARGE
COMINGLED - RECYCLING 96 GAL
APT ORGANICS 64 GAL GREEN
APT KEY CHARGE ORGANICS
APARTMENT KEY CHARGE
1
3
1
1
1
8.86
8.86
26.58
APARTMENT 2 YARD CONTAINER
SURCHARGE
1
1,043.46
13.56
1,101.32
9
Page 334 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Check Fire Alarm Control Panel. Make sure
that the panel is locked, that there are no
alarms or trouble signals, and that the panel
and shut-offs are unobstructed.
Check fire pump and sprinkler system, to see
that there are no leaks, that the system
pressure is up, and that the equipment is
unobstructed.
Check the emergency generator, at its weekly
exercise cycle, to be sure that it is running
smoothly, that it is cooling, and that it is not
smoking excessively.
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Date last
completed
Date Date2
Date last
completed
Date Date2
Date
3
Date
3
Page 335 of 508
SEMIMONTHLY
Date last
completed
Wheelchair Lifts
Description
To be performed
by
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
MONTHLY
Elevators
Description
To be performed
by
Elevator Preventive
maintenance and
services
Contractor inspections will include: Machine
rooms, machinery and controls, cars, hoist
ways including car, interior. Items that are
not covered under Monthly Maintenance
services:
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
QUARTERLY
Building Systems
Description
To be performed
by
Fire Alarm Systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
International Fire
Inc.
Communications
Number: (415) 3789934
Date
Date2
Date last
completed
Date Date2
Date last
completed
Date Date
2
Date
3
Date
3
Date
3
Page 336 of 508
Fire Standpipes,
pressure valves,
pumps and
sprinkler systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:1.
Provide quarterly inspections, annual
inspections and written reports to the
SFFD;2. Develop recommendations and cost
estimates on possible repairs and
improvements; 3. Provide immediate
response to restore building systems in the
event of an emergency;4. Observe, maintain
and test equipment periodically
Contractor:Internat
ional Fire
Inc.Communication
s Number: (415)
378-9934
Stand by
generators
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
Energy Systems
Communications
Number: (209) 8701913
FALL
Plumbing
Description
To be performed
by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Furnace and heater Service, clean and install filters
Backflow
prevention system
Boiler Systems
Faucet aerators
Interior
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
Description
Date last
completed
Date Date
2
Date
3
In house
steamfitter
In-house
Maintenance
Mechanic
To be performed
by
Date
Date
2
Date
3
Page 337 of 508
The Trash Chute system in the building MUST
be maintained to avoid Fire and Smoke
Damage, Fire Code Violations, Resident
Injuries, Odors and Pest Infestation. Power
Wash the inside of Trash Chute with superheated water combined with a Citra-based
solution/degreaser. Clean Trash Chute Doors
by hand on the inside, collected “sludge” is
scraped away to allow proper closure of the
door. The exterior of the trash chute doors
are hand-polished with stainless steel
cleaner. Door hardware lubricated and
tightened The Dumpster/Compactor Room(s)
shall be power washed and deodorized, and
Dumpsters and Compactors can be treated
with a time-release odor control. Chute
Maintenance shall include treating chutes for
deterrence of rodents, roaches and other
pests.
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house
laborer/custodian
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating system
Description
To be performed
by
Service heating system and heat pump.
Exhaust fan
systems
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
Inspect and service if necessary.
In House
Electrician
In House
Electrician
Trash chute
systems
Countertops
Exit and
emergency lighting
systems
Exterior
Description
In-house Property
Manager/Maintena
nce Mechanic
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house
Maintenance
Mechanic/
Electrician
To be performed
by
Page 338 of 508
Roof
Gutters and
downspouts
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Attic
Examine for evidence of any leaks. Check
insulation and remove or add if necessary.
Check for evidence of birds, squirrels,
raccoons, etc. Check for proper ventilation.
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house
Maintenance
Mechanic/
Inspector
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Description
To be performed
by
Countertops
Date last
completed
Date Date
2
Date
Date
2
Date
3
Date
3
Page 339 of 508
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Decks
Scrub mildewed areas and treat for water
stains, mildew, and fungus. Check for dry-rot
and repair if necessary.
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Maintena
nce
Mechanic/Laborers
In-house Property
Manager/Inspector
Heating and
cooling system
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Date
Date
2
Date
3
Contractor:
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 340 of 508
CAL 1-29: 345 Arguello
EIOP:
Development Type:
Occupancy Type:
Number of units:
Bedroom Distribution:
Number of Buildings:
Structure Type:
Year constructed:
1973
Mid-Rise
Senior
69
Family: 0
Elderly: 69
Studio (59)
1 Bedroom: (9)
2 Bedroom: (1)
1
Wood Frame
1973
Site Description
The senior apartment building, 345 Arguello, is located on Arguello Boulevard between Cornwall and
Clement Streets. The site is relatively flat and is covered by the building footprint, except for a medium
sized yard located at the rear of the building. This yard contains landscaping and a patio that is
accessible to all tenants from the building lobby.
Building Envelope and Public Spaces Description
The reinforced concrete structure of 345 Arguello is sheathed with stucco and wood siding. The
windows are aluminum framed, and the exterior doors are metal with the exception of the main entry,
which is glass. Its low-sloped built-up roofing system drains to an exterior drainage system.
The five-story mid-rise houses 69 units, as well as common areas, and staff offices. The ground floor
contains the community spaces, laundry room, manager’s office, a two-bedroom apartment, mechanical
room, and parking garage. The four upper floors house the remaining 68 units, which consist of 59
studio and nine one-bedroom units.
Mechanical and Electrical Systems Description
The units and common spaces are heated by hydronic radiation fueled by two boilers that also supply the
building’s hot water. A furnace heats the community room on the ground floor.
Electrical panels are circuit breaker type, and are located in each unit.
There are three fire stairs and two elevators that yield access all units.
Unit Interiors
Interior finishes include painted concrete walls, and gypsum wallboard partition walls and ceilings.
Floor coverings are mostly carpet. Kitchen appliances are original to the building, and date back to
1973.
Apparent Safety Problems
None
Page 341 of 508
Summary of Issues
The cabinet doors in several units are damaged and need replacement.
The casework is deteriorating and in need of replacement. Exterior metal doors are showing severe signs
of weathering; they are rusting badly and should be replaced. Fifteen fans have to be replaced at the roof
top. The smoke/carbon monoxide detectors need to be updated per code requirement.
Strategies to Address issues
This property is sound and fit well into the surrounding neighborhoods in both scale and building types.
Vacancy and turnover rates are low, and tenant accounts receivables are low. They require only moderate
rehabilitation identified in the 2007 Comprehensive Physical Needs Assessment to continue to provide
decent housing for public housing residents consistent with the Authority's PHA Plan, CFP Plans, and
Energy Plan.
345 Arguello will be maintained, repaired, and rehabilitated to the extent possible within current funding
constraints to retain their long term viability. Capital improvements will be phased in accordance with
the most recent CFP Annual and Five Year Plans and subsequent plans to address the necessary
improvements with limited funding. In addition to maintenance, management and resident education on
energy conservation measures, this site will be target for potential new energy conservation measures to
add to the already completed through the Energy Services Contracting (ESCo).
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal dollars by
applying for applicable HUD programs. Therefore, the plan includes applying for Project Based Rental
Assistance and/or Project-Based Vouchers under the federal Rental Assistance Demonstration Program
(RAD). Applications for the RAD Program were approved by the Authority Board of Commissioners on
September 26, 2013 and submitted to HUD on September 27, 2013.
345 Arguello units requested conversion for RAD are scheduled under Phase I Applications on September
27, 2013.
The Authority is also implementing tenant repayment agreements to increase rent collections and work
with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and schedules a
move out inspection with the resident. If the resident cannot be contacted, the inspection will be completed
on the Move-in/Move-out Inspection form and placed in the tenant file. The Property Manager notes all
items which must be repaired. Units that are vacated by residents shall be secured and cleaned out within
seven days. For units requiring cleaning, painting and minor plumbing, electrical and carpentry work,
work orders prepared and distributed to the appropriate Maintenance staff. Units requiring replacement
of cabinets, doors, flooring, plumbing and light fixtures as well as cleaning and painting are designated as
Mod units and rehabilitated with available modernization funding.
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection periodically,
typically once per year. At least one week prior to these inspections, site maintenance employees should
do a quick inspection of a sampling of unit interiors, plus all common areas, grounds, systems, etc. All
problems should be corrected immediately. Common REAC findings include all broken pavement and
Page 342 of 508
site trip hazards, leaks, vegetation overgrowth, graffiti, exposed wiring, blocked egress, inoperable smoke
detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected. This
includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At 345 Arguello, this
includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff shall use inspection
forms similar to those used by REAC Inspectors for each building and each area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and maintain
them in appealing condition. Paint maintenance should result in substantial savings and a pleasant
environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:
 Conduct visual assessments for deteriorating paint and the failure of any lead hazard reduction
measures at unit turnover and every 12 months.
 Address deteriorated paint through paint stabilization unless an evaluation states that there is no
lead-based paint.
 Repair enclosures or encapsulations.
 Perform other lead hazard reductions, as necessary.
 If the initial reduction activity required the treatment of soil, identify and treat bare soil.
 Provide a notice of lead hazard reduction activity.
 Provide a written notice in the language of the occupant, to the extent feasible, to occupants asking
them to report deteriorated paint or failed encapsulation or enclosure. Include the contact name,
address, and telephone number. CPD recommends that the notice be provided every 12 months or
at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management of pests
requires an understanding of the target pest ecology and habits as well as the environment in which they
exist. It is the desire of SFHA for Contractor to work in partnership with its residents to undertake a
program of Integrated Pest Management (IPM) in the treatment of pests.
Exterior treatment includes control services, as needed, for ants and mice. Contractor shall service twice
per month all common areas including but not limited to offices, laundry rooms, lobby, and dumpster
areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish, flies,
mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and pigeons.
Property Management shall monitor the Contractor activities to make sure that the following requirements
are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a successful
property. “Curb Appeal” is one of the measures used by owners to determine if a management company
is performing well. Regardless of who is assigned the tasks involved, the Property Manager is responsible
for ensuring that the grounds are presentable at all times. Methods and assignments vary according to
property, as follows.
Page 343 of 508
345 Arguello: The common area cleaning and maintenance are done by the Maintenance Generalist II
(with the assistance of the Maintenance Generalist I) who is also charged with policing the site, picking
up trash, cleaning up at the trash room and trash chutes, and distributing notices to uncompliant tenants.
Trash Collection Schedule
Service Address
Times
per
week
345 ARGUELLO BLVD
1
3
Service Description
M------
APARTMENT KEY CHARGE
1
8.86
COMINGLED - RECYCLING 96 GAL
3
-
APT ORGANICS 64 GAL GREEN
1
-
APT KEY CHARGE ORGANICS
1
8.86
COMINGLED - RECYCLING 32 GAL
2
-
APARTMENT KEY CHARGE
1
26.58
APT 2YD
1
1,043.46
M-W-F--
Units
Current
Charges
Days
SURCHARGE
13.56
10
1,101.32
Page 344 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Check Fire Alarm Control Panel. Make sure
that the panel is locked, that there are no
alarms or trouble signals, and that the panel
and shut-offs are unobstructed.
Check fire pump and sprinkler system, to see
that there are no leaks, that the system
pressure is up, and that the equipment is
unobstructed.
Check the emergency generator, at its weekly
exercise cycle, to be sure that it is running
smoothly, that it is cooling, and that it is not
smoking excessively.
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Date last
completed
Date Date2
Date last
completed
Date Date2
Date
3
Date
3
Page 345 of 508
SEMIMONTHLY
Date last
completed
Wheelchair Lifts
Description
To be performed
by
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
MONTHLY
Elevators
Description
To be performed
by
Elevator Preventive
maintenance and
services
Contractor inspections will include: Machine
rooms, machinery and controls, cars, hoist
ways including car, interior. Items that are
not covered under Monthly Maintenance
services:
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
QUARTERLY
Building Systems
Description
To be performed
by
Fire Alarm Systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
International Fire
Inc.
Communications
Number: (415) 3789934
Date
Date2
Date last
completed
Date Date2
Date last
completed
Date Date
2
Date
3
Date
3
Date
3
Page 346 of 508
Fire Standpipes,
pressure valves,
pumps and
sprinkler systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:1.
Provide quarterly inspections, annual
inspections and written reports to the
SFFD;2. Develop recommendations and cost
estimates on possible repairs and
improvements; 3. Provide immediate
response to restore building systems in the
event of an emergency;4. Observe, maintain
and test equipment periodically
Contractor:Internat
ional Fire
Inc.Communication
s Number: (415)
378-9934
Stand by
generators
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
Energy Systems
Communications
Number: (209) 8701913
Date last
completed
FALL
Plumbing
Description
To be performed
by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Furnace and heater Service, clean and install filters
Backflow
prevention system
Boiler Systems
Faucet aerators
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
Date
Date
2
Date
3
In house
steamfitter
In-house
Maintenance
Mechanic
Page 347 of 508
Interior
Description
To be performed
by
Trash chute
systems
The Trash Chute system in the building MUST
be maintained to avoid Fire and Smoke
Damage, Fire Code Violations, Resident
Injuries, Odors and Pest Infestation. Power
Wash the inside of Trash Chute with superheated water combined with a Citra-based
solution/degreaser. Clean Trash Chute Doors
by hand on the inside, collected “sludge” is
scraped away to allow proper closure of the
door. The exterior of the trash chute doors
are hand-polished with stainless steel
cleaner. Door hardware lubricated and
tightened The Dumpster/Compactor Room(s)
shall be power washed and deodorized, and
Dumpsters and Compactors can be treated
with a time-release odor control. Chute
Maintenance shall include treating chutes for
deterrence of rodents, roaches and other
pests.
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house
laborer/custodian
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating system
Description
To be performed
by
Service heating system and heat pump.
Exhaust fan
systems
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
Inspect and service if necessary.
In House
Electrician
In House
Electrician
Countertops
Exit and
emergency lighting
systems
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic
In-house
Maintenance
Mechanic/
Electrician
Page 348 of 508
Exterior
Description
To be performed
by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
2
Date
3
Date last
completed
Date Date
2
Date
3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Attic
Examine for evidence of any leaks. Check
insulation and remove or add if necessary.
Check for evidence of birds, squirrels,
raccoons, etc. Check for proper ventilation.
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house
Maintenance
Mechanic/
Inspector
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Countertops
Date
Page 349 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be performed
by
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Decks
Scrub mildewed areas and treat for water
stains, mildew, and fungus. Check for dry-rot
and repair if necessary.
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Maintena
nce
Mechanic/Laborers
In-house Property
Manager/Inspector
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Contractor:
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 350 of 508
CAL 1-30A: 462 Duboce
EIOP:
Development Type:
Occupancy Type:
Number of units:
Bedroom Distribution:
Structure Type:
Number of buildings:
Year constructed:
1971
Mid-rise
Senior
42
Family: 0
Elderly: 42
Studio: 34
1 Bedroom: 8
Wood Frame
1
1971
Site Description
462 Duboce occupies a middle section of the block encompassed by Steiner, Fillmore, Herman, and
Duboce streets. The community spaces that occupy the bottom floor are a recreation room with a kitchen,
storage room, and mechanical room. There is a laundry and storage room located on the second floor along
with an office. The site is on fairly flat terrain with stone retaining walls separating small landscaped areas.
Also included in the landscaping are small paved patios.
Building Envelope and Public Spaces Description
The building is constructed with a slab on grade foundation and wood framed walls with wood siding.
The roofs are built up and covered with sheet asphalt. The building is accessed from street entrances or
from the underground parking area. The units are accessed through interior corridors. The building was
remodeled in 1985 and again in 2000.
Mechanical and Electrical Systems Description
Two boilers provide heat and hot water to the units and common areas.
Electric panels are circuit breaker type and located in each unit.
One hydraulic elevator and two sets of stairs provide vertical circulation.
Unit Interiors
Interior finishes consist of gypsum wallboard ceiling and wall surfaces. The floors are vinyl tile and the
cabinets are wood.
Apparent Safety Problems
There is vinyl asbestos tile present that will eventually need to be removed.
Summary of Issues
The casework is badly burned and damaged and needs replacement. The plumbing fixtures are at the end
of their life cycle and need to be replaced.
Page 351 of 508
Strategies to address Issues
This property is sound and fit well into the surrounding neighborhoods in both scale and building types.
Vacancy and turnover rates are low, and tenant accounts receivables are low. They require only moderate
rehabilitation identified in the 2007 Comprehensive Physical Needs Assessment to continue to provide
decent housing for public housing residents consistent with the Authority's PHA Plan, CFP Plans, and
Energy Plan.
462 Duboce Street will be maintained, repaired, and rehabilitated to the extent possible within current
funding constraints to retain their long term viability. Capital improvements will be phased in accordance
with the most recent CFP Annual and Five Year Plans and subsequent plans to address the necessary
improvements with limited funding. In addition to maintenance, management and resident education on
energy conservation measures, this site will be target for potential new energy conservation measures to
add to the already completed through the Energy Services Contracting (ESCo).
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal dollars by
applying for applicable HUD programs. Therefore, the plan includes applying for Project Based Rental
Assistance and/or Project-Based Vouchers under the federal Rental Assistance Demonstration Program
(RAD). Applications for the RAD Program were approved by the Authority Board of Commissioners on
September 26, 2013 and submitted to HUD on September 27, 2013.
462 Duboce Street units requested conversion for RAD are scheduled under Phase I Applications on
September 27, 2013.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and schedules a
move out inspection with the resident. If the resident cannot be contacted, the inspection will be completed
on the Move-in/Move-out Inspection form and placed in the tenant file. The Property Manager notes all
items which must be repaired. Units that are vacated by residents shall be secured and cleaned out within
seven days. For units requiring cleaning, painting and minor plumbing, electrical and carpentry work,
work orders prepared and distributed to the appropriate Maintenance staff. Units requiring replacement
of cabinets, doors, flooring, plumbing and light fixtures as well as cleaning and painting are designated as
Mod units and rehabilitated with available modernization funding.
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection periodically,
typically once per year. At least one week prior to these inspections, site maintenance employees should
do a quick inspection of a sampling of unit interiors, plus all common areas, grounds, systems, etc. All
problems should be corrected immediately. Common REAC findings include all broken pavement and
site trip hazards, leaks, vegetation overgrowth, graffiti, exposed wiring, blocked egress, inoperable smoke
detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected. This
includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At 462 Duboce, this
includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff shall use inspection
forms similar to those used by REAC Inspectors for each building and each area.
Page 352 of 508
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and a
pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard reduction
measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that there is no
lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to occupants
asking them to report deteriorated paint or failed encapsulation or enclosure. Include the contact
name, address, and telephone number. CPD recommends that the notice be provided every 12
months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management of pests
requires an understanding of the target pest ecology and habits as well as the environment in which they
exist. It is the desire of SFHA for Contractor to work in partnership with its residents to undertake a
program of Integrated Pest Management (IPM) in the treatment of pests.
Exterior treatment includes control services, as needed, for ants and mice. Contractor shall service twice
per month all common areas including but not limited to offices, laundry rooms, lobby, and dumpster
areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish, flies,
mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and pigeons.
Property Management shall monitor the Contractor activities to make sure that the following
requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a successful
property. “Curb Appeal” is one of the measures used by owners to determine if a management company
is performing well. Regardless of who is assigned the tasks involved, the Property Manager is responsible
for ensuring that the grounds are presentable at all times. Methods and assignments vary according to
property, as follows.
462 Duboce: The common area cleaning and maintenance are done by the Maintenance Generalist II
(with the assistance of the Maintenance Generalist I) who is also charged with policing the site, picking
up trash, cleaning up at the trash room and trash chutes, and distributing notices to uncompliant tenants.
Page 353 of 508
Trash Collection Schedule
Service
Address
462 DUBOCE
Times
per
week
1
2
Days
Service Description
Units
Current Charges
----F--
APARTMENT KEY CHARGE
2
17.72
COMINGLED - RECYCLING 96 GAL
2
-
APT ORGANICS 64 GAL GREEN
2
-
APT KEY CHARGE ORGANICS
2
17.72
APT ORGANICS 32 GAL GREEN
1
-
M------
SPECIAL PICK UP BY APPT
42
-
-T--F--
APARTMENT KEY CHARGE
2
35.44
APARTMENT 2 YARD CONTAINER
1
695.64
SURCHARGE
9.04
54
775.56
Page 354 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Check Fire Alarm Control Panel. Make sure
that the panel is locked, that there are no
alarms or trouble signals, and that the panel
and shut-offs are unobstructed.
Check fire pump and sprinkler system, to see
that there are no leaks, that the system
pressure is up, and that the equipment is
unobstructed.
Check the emergency generator, at its weekly
exercise cycle, to be sure that it is running
smoothly, that it is cooling, and that it is not
smoking excessively.
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Date last
completed
Date Date2
Date last
completed
Date Date2
Page 355 of 508
Date
3
Date
3
SEMIMONTHLY
Date last
completed
Wheelchair Lifts
Description
To be performed
by
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
MONTHLY
Elevators
Description
To be performed
by
Elevator Preventive
maintenance and
services
Contractor inspections will include: Machine
rooms, machinery and controls, cars, hoist
ways including car, interior. Items that are
not covered under Monthly Maintenance
services:
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
QUARTERLY
Building Systems
Description
To be performed
by
Fire Alarm Systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
International Fire
Inc.
Communications
Number: (415) 3789934
Date
Date2
Date last
completed
Date Date2
Date last
completed
Date Date
2
Page 356 of 508
Date
3
Date
3
Date
3
Fire Standpipes,
pressure valves,
pumps and
sprinkler systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:1.
Provide quarterly inspections, annual
inspections and written reports to the
SFFD;2. Develop recommendations and cost
estimates on possible repairs and
improvements; 3. Provide immediate
response to restore building systems in the
event of an emergency;4. Observe, maintain
and test equipment periodically
Contractor:Internat
ional Fire
Inc.Communication
s Number: (415)
378-9934
Stand by
generators
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
Energy Systems
Communications
Number: (209) 8701913
Date last
completed
FALL
Plumbing
Description
To be performed
by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Furnace and heater Service, clean and install filters
Backflow
prevention system
Boiler Systems
Faucet aerators
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
Date
Date
2
In house
steamfitter
In-house
Maintenance
Mechanic
Page 357 of 508
Date
3
Interior
Description
To be performed
by
Trash chute
systems
The Trash Chute system in the building MUST
be maintained to avoid Fire and Smoke
Damage, Fire Code Violations, Resident
Injuries, Odors and Pest Infestation. Power
Wash the inside of Trash Chute with superheated water combined with a Citra-based
solution/degreaser. Clean Trash Chute Doors
by hand on the inside, collected “sludge” is
scraped away to allow proper closure of the
door. The exterior of the trash chute doors
are hand-polished with stainless steel
cleaner. Door hardware lubricated and
tightened The Dumpster/Compactor Room(s)
shall be power washed and deodorized, and
Dumpsters and Compactors can be treated
with a time-release odor control. Chute
Maintenance shall include treating chutes for
deterrence of rodents, roaches and other
pests.
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house
laborer/custodian
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating system
Description
To be performed
by
Service heating system and heat pump.
Exhaust fan
systems
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
Inspect and service if necessary.
In House
Electrician
In House
Electrician
Countertops
Exit and
emergency lighting
systems
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic
In-house
Maintenance
Mechanic/
Electrician
Page 358 of 508
Exterior
Description
To be performed
by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
2
Date
3
Date last
completed
Date Date
2
Date
3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Attic
Examine for evidence of any leaks. Check
insulation and remove or add if necessary.
Check for evidence of birds, squirrels,
raccoons, etc. Check for proper ventilation.
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house
Maintenance
Mechanic/
Inspector
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Description
To be performed
by
Countertops
Date
Date
Date
2
Page 359 of 508
Date
3
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Decks
Scrub mildewed areas and treat for water
stains, mildew, and fungus. Check for dry-rot
and repair if necessary.
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Maintena
nce
Mechanic/Laborers
In-house Property
Manager/Inspector
Heating and
cooling system
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Date
Date
2
Contractor:
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 360 of 508
Date
3
AREA 4
AMP #987
939 Eddy Street / 951 Eddy Street
430 Turk Street
San Francisco
Housing Authority
Page 361 of 508
CAL 1-39: 939 Eddy Street
EIOP:
Development type:
Occupancy type:
Number of units:
Bedroom distribution:
Number of buildings:
Type of building:
Year constructed:
1980
Mid-rise
Senior
36
Family: 0
Elderly: 36
Studio (36)
1
Wood frame
Last restoration, 1980
Site Description
939 Eddy Street is a three-story low-rise located in San Francisco’s Tenderloin District. The
property has no side or front yards. The rear yard is developed with six site benches, planting,
and a wood trellis fence. At the property line beyond the wood trellis fence is chain-link fencing.
951 Eddy Street is immediately adjacent to this property with both rear yards connected by a
walkway containing site stairs.
Building Envelope and Public Spaces Description
The building has a wood frame structure. The Eddy Street façade has a brick masonry base at the
ground floor, and EIFS above with protruding bay windows and Victorian detailing. This interior
courtyard includes a stairway and an ADA lift connecting the main with the lower, rear-courtyard
level. The rear courtyard is accessed through an exterior hallway running through the building.
Each floor has 12 studio apartments. A building laundry is located on the ground floor, along with
the building’s garages and mechanical spaces.
Mechanical and Electrical Systems Description
Two boilers supply hot water and heat. Solar panels on the roof augment the boilers, and were
reported to be in working condition. All dwelling units and common areas are heated by
hydronic radiation using hot water supplied by the boilers.
Electrical circuit breaker panels are located in each unit. The building electrical and gas meters
are located in an exterior hall at street level at the northeast corner of the building.
A single hydraulic elevator and two stairwells provide interior vertical circulation. There are fire
escapes at the building exterior.
Unit Interiors
The building was rehabilitated in 1980 at which time the kitchen cabinetry and flooring were
replaced. The bathroom fixtures and flooring were also updated. Wall and ceiling finishes are
gypsum wallboard.
Each unit has access to a small light well in the bathroom through a double-hung window frame
with opaque panels.
Apparent Safety Problems
None.
Summary of Issues
The building elevator is at the end of its life cycle and need replacement.
Strategies to Address issues
This property is sound and fit well into the surrounding neighborhoods in both scale and building
types. Vacancy and turnover rates are low, and tenant accounts receivables are low. They require
only moderate rehabilitation identified in the 2007 Comprehensive Physical Needs Assessment to
continue to provide decent housing for public housing residents consistent with the Authority's
PHA Plan, CFP Plans, and Energy Plan.
939 Eddy Street will be maintained, repaired, and rehabilitated to the extent possible within current
funding constraints to retain their long term viability. Capital improvements will be phased in
accordance with the most recent CFP Annual and Five Year Plans and subsequent plans to address
the necessary improvements with limited funding. In addition to maintenance, management and
resident education on energy conservation measures, this site will be target for potential new
energy conservation measures to add to the already completed through the Energy Services
Contracting (ESCo).
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal
dollars by applying for applicable HUD programs. Therefore, the plan includes applying for
Project Based Rental Assistance and/or Project-Based Vouchers under the federal Rental
Assistance Demonstration Program (RAD). Applications for the RAD Program were approved by
the Authority Board of Commissioners on September 26, 2013.
939 Eddy Street units requested conversion for RAD are scheduled under Phase I Applications on
September 27, 2013.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
Page 363 of 508
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At 939 Eddy
Street, this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff
shall use inspection forms similar to those used by REAC Inspectors for each building and each
area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Exterior treatment includes control services, as needed, for ants and mice. Contractor shall
service twice per month all common areas including but not limited to offices, laundry rooms,
lobby, and dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
Page 364 of 508
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
939 Eddy Street: The common area cleaning and maintenance are done by the Maintenance
Generalist II (with the assistance of the Maintenance Generalist I) who is also charged with
policing the site, picking up trash, cleaning up at the trash room and trash chutes, and distributing
notices to uncompliant tenants.
Trash Collection Schedule
Service
Address
939 EDDY ST
Times
per
week
Days
1
M------
2
-T--F--
--W-F--
Service Description
Units
Current
Charges
BATTERY COLLECTION
2
-
APT ORGANICS 64 GAL GREEN
1
-
APARTMENT KEY CHARGE
1
17.72
APARTMENT 2 YARD CONTAINER
1
695.64
COMINGLED - RECYCLING 96 GAL
2
SURCHARGE
9.04
7
722.40
Page 365 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Check Fire Alarm Control Panel. Make sure
that the panel is locked, that there are no
alarms or trouble signals, and that the panel
and shut-offs are unobstructed.
Check fire pump and sprinkler system, to see
that there are no leaks, that the system
pressure is up, and that the equipment is
unobstructed.
Check the emergency generator, at its weekly
exercise cycle, to be sure that it is running
smoothly, that it is cooling, and that it is not
smoking excessively.
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Date last
completed
Date Date2
Date last
completed
Date Date2
Date
3
Date
3
SEMIMONTHLY
Date last
completed
Wheelchair Lifts
Description
To be performed
by
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
MONTHLY
Elevators
Description
To be performed
by
Elevator Preventive
maintenance and
services
Contractor inspections will include: Machine
rooms, machinery and controls, cars, hoist
ways including car, interior. Items that are
not covered under Monthly Maintenance
services:
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
QUARTERLY
Building Systems
Description
To be performed
by
Fire Alarm Systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
International Fire
Inc.
Communications
Number: (415) 3789934
Date
Date2
Date last
completed
Date Date2
Date last
completed
Date Date
2
Page 367 of 508
Date
3
Date
3
Date
3
Fire Standpipes,
pressure valves,
pumps and
sprinkler systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:1.
Provide quarterly inspections, annual
inspections and written reports to the
SFFD;2. Develop recommendations and cost
estimates on possible repairs and
improvements; 3. Provide immediate
response to restore building systems in the
event of an emergency;4. Observe, maintain
and test equipment periodically
Contractor:Internat
ional Fire
Inc.Communication
s Number: (415)
378-9934
Stand by
generators
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
Energy Systems
Communications
Number: (209) 8701913
Date last
completed
FALL
Plumbing
Description
To be performed
by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Furnace and heater Service, clean and install filters
Backflow
prevention system
Boiler Systems
Faucet aerators
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
Date
Date
2
In house
steamfitter
In-house
Maintenance
Mechanic
Page 368 of 508
Date
3
Interior
Description
To be performed
by
Trash chute
systems
The Trash Chute system in the building MUST
be maintained to avoid Fire and Smoke
Damage, Fire Code Violations, Resident
Injuries, Odors and Pest Infestation. Power
Wash the inside of Trash Chute with superheated water combined with a Citra-based
solution/degreaser. Clean Trash Chute Doors
by hand on the inside, collected “sludge” is
scraped away to allow proper closure of the
door. The exterior of the trash chute doors
are hand-polished with stainless steel
cleaner. Door hardware lubricated and
tightened The Dumpster/Compactor Room(s)
shall be power washed and deodorized, and
Dumpsters and Compactors can be treated
with a time-release odor control. Chute
Maintenance shall include treating chutes for
deterrence of rodents, roaches and other
pests.
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house
laborer/custodian
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating system
Description
To be performed
by
Service heating system and heat pump.
Exhaust fan
systems
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
Inspect and service if necessary.
In House
Electrician
In House
Electrician
Countertops
Exit and
emergency lighting
systems
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic
In-house
Maintenance
Mechanic/
Electrician
Page 369 of 508
Exterior
Description
To be performed
by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
2
Date
3
Date last
completed
Date Date
2
Date
3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Attic
Examine for evidence of any leaks. Check
insulation and remove or add if necessary.
Check for evidence of birds, squirrels,
raccoons, etc. Check for proper ventilation.
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house
Maintenance
Mechanic/
Inspector
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Countertops
Date
Page 370 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be performed
by
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Decks
Scrub mildewed areas and treat for water
stains, mildew, and fungus. Check for dry-rot
and repair if necessary.
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Maintena
nce
Mechanic/Laborers
In-house Property
Manager/Inspector
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Contractor:
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 371 of 508
CAL 1-39 B: 951 Eddy Street
EIOP:
Development type:
Occupancy type:
Number of units:
1980
Mid-rise
Senior
26
Family:
0
Bedroom distribution:
Number of buildings:
Type of building:
Year constructed:
Elderly: 26
1 Bedroom: 2
2 Bedrooms: 21
3 Bedrooms: 3
1
Wood frame
Complete
Rehabilitation, 2007
Site Description
951 Eddy Street is a four-story with a basement low-rise located in San Francisco’s Western
Addition District. The property has no side or front yards. The rear yard is developed with site
benches, planting, and a wood trellis fence. At the property line beyond the wood trellis fence is
chain-link fencing.
Building Envelope and Public Spaces Description
The building has a wood frame structure. The Eddy Street façade has sandstone finish at the ground
floor, and wood siding above with bay windows and Victorian detailing. The rear and side façade
are sheathed with wood siding. This building has two ADA wheelchair lifts. One wheelchair lift
is located on the basement entry lobby, connecting the basement to the first floor lobby. The second
wheelchair lift is located at the rear corridor on basement, connecting basement to rear yard level.
Each floor has 6 apartments. A social room; laundry room; accessible toilet and mechanical room
are located on the basement floor. This building is equipped with fire sprinkler system and fire
alarm system.
Mechanical and Electrical Systems Description
Hot water is supplied by the water heater on basement level. Each dwelling unit has a furnace to
provide forced air heating. Common areas are heated by electric base heater.
Electrical circuit breaker panels are located in each unit. The building electrical and gas meters
are located in basement level at the north of the building.
A single hydraulic elevator and two stairwells provide interior vertical circulation. There are fire
escapes at the building exterior.
Unit Interiors
The building was rehabilitated in 2007 at which time the ceiling; wall; flooring; window; door;
lighting; heating; kitchen cabinetry and bathroom fixtures were replaced and updated.
Wall and ceiling finishes are gypsum wallboard.
Apparent Safety Problems
None
Summary of Issues
None.
Strategies to Address issues
This property is sound and fit well into the surrounding neighborhoods in both scale and building
types. Vacancy and turnover rates are low, and tenant accounts receivables are low. 951 Eddy
will continue to provide decent housing for public housing residents consistent with the Authority's
PHA Plan, CFP Plans, and Energy Plan.
951 Eddy Street will be maintained, to the extent possible within current funding constraints to
retain their long term viability. Capital improvements will be phased in accordance with the most
recent CFP Annual and Five Year Plans and subsequent plans to address the necessary
improvements with limited funding. In addition to maintenance, management and resident
education on energy conservation measures, this site will be target for potential new energy
conservation measures to add to the already completed through the Energy Services Contracting
(ESCo).
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal
dollars by applying for applicable HUD programs. Therefore, the plan includes applying for
Project Based Rental Assistance and/or Project-Based Vouchers under the federal Rental
Assistance Demonstration Program (RAD). Applications for the RAD Program were approved by
the Authority Board of Commissioners on September 26, 2013.
951 Eddy Street units requested conversion for RAD are scheduled under Phase I Applications on
September 27, 2013.
In addition to the RAD applications, the financing strategy as contemplated by the Plan relies also
upon HUD’s Section 18 Disposition/Demolition program which will permit the Authority to obtain
additional Section 8 vouchers. Applications for the Section 18 Program were approved by the
Authority Board of Commissioners on December 12, 2013 and will be submitted to HUD on
January 2014.
The Alemany site is proposed for Section 18 application and subsequent disposition.
The Authority intends to develop this project a mixed finance project and use Section 8 vouchers,
plus additional funds from private funding source, equity partners under the low income housing
tax credit program and other eligible sources. Such an approach will allow the tenants of Authority
Page 373 of 508
sites to benefit from immediate and long term rehabilitation work while preserving existing
affordability.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At 951 Eddy
Street, this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff
shall use inspection forms similar to those used by REAC Inspectors for each building and each
area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Page 374 of 508
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Exterior treatment includes control services, as needed, for ants and mice. Contractor shall
service twice per month all common areas including but not limited to offices, laundry rooms,
lobby, and dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
951 Eddy Street: The common area cleaning and maintenance are done by the Maintenance
Generalist II (with the assistance of the Maintenance Generalist I) who is also charged with
policing the site, picking up trash, cleaning up at the trash room and trash chutes, and distributing
notices to uncompliant tenants.
Trash Collection
Service
Address
951 EDDY
STREET
Times
per
week
Days
1
M------
APT ORGANICS 64 GAL GREEN
1
-
3
M-WF--
COMINGLED - RECYCLING 96 GAL
1
-
APARTMENT 96 GALLON CART
3
Service Description
Units
SURCHARGE
Current Charges
743.85
9.67
5
753.52
Page 375 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Check Fire Alarm Control Panel. Make sure
that the panel is locked, that there are no
alarms or trouble signals, and that the panel
and shut-offs are unobstructed.
Check fire pump and sprinkler system, to see
that there are no leaks, that the system
pressure is up, and that the equipment is
unobstructed.
Check the emergency generator, at its weekly
exercise cycle, to be sure that it is running
smoothly, that it is cooling, and that it is not
smoking excessively.
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Date last
completed
Date Date2
Date last
completed
Date Date2
Date
3
Date
3
SEMIMONTHLY
Date last
completed
Wheelchair Lifts
Description
To be performed
by
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
MONTHLY
Elevators
Description
To be performed
by
Elevator Preventive
maintenance and
services
Contractor inspections will include: Machine
rooms, machinery and controls, cars, hoist
ways including car, interior. Items that are
not covered under Monthly Maintenance
services:
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
QUARTERLY
Building Systems
Description
To be performed
by
Fire Alarm Systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
International Fire
Inc.
Communications
Number: (415) 3789934
Date
Date2
Date last
completed
Date Date2
Date last
completed
Date Date
2
Page 377 of 508
Date
3
Date
3
Date
3
Fire Standpipes,
pressure valves,
pumps and
sprinkler systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:1.
Provide quarterly inspections, annual
inspections and written reports to the
SFFD;2. Develop recommendations and cost
estimates on possible repairs and
improvements; 3. Provide immediate
response to restore building systems in the
event of an emergency;4. Observe, maintain
and test equipment periodically
Contractor:Internat
ional Fire
Inc.Communication
s Number: (415)
378-9934
Stand by
generators
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
Energy Systems
Communications
Number: (209) 8701913
FALL
Plumbing
Description
To be performed
by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Furnace and heater Service, clean and install filters
Backflow
prevention system
Boiler Systems
Faucet aerators
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
Date last
completed
Date Date
2
In house
steamfitter
In-house
Maintenance
Mechanic
Page 378 of 508
Date
3
Interior
Description
To be performed
by
Trash chute
systems
The Trash Chute system in the building MUST
be maintained to avoid Fire and Smoke
Damage, Fire Code Violations, Resident
Injuries, Odors and Pest Infestation. Power
Wash the inside of Trash Chute with superheated water combined with a Citra-based
solution/degreaser. Clean Trash Chute Doors
by hand on the inside, collected “sludge” is
scraped away to allow proper closure of the
door. The exterior of the trash chute doors
are hand-polished with stainless steel
cleaner. Door hardware lubricated and
tightened The Dumpster/Compactor Room(s)
shall be power washed and deodorized, and
Dumpsters and Compactors can be treated
with a time-release odor control. Chute
Maintenance shall include treating chutes for
deterrence of rodents, roaches and other
pests.
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house
laborer/custodian
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating system
Description
To be performed
by
Service heating system and heat pump.
Exhaust fan
systems
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
Inspect and service if necessary.
In House
Electrician
In House
Electrician
Countertops
Exit and
emergency lighting
systems
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic
In-house
Maintenance
Mechanic/
Electrician
Page 379 of 508
Exterior
Description
To be performed
by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
2
Date
3
Date last
completed
Date Date
2
Date
3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Attic
Examine for evidence of any leaks. Check
insulation and remove or add if necessary.
Check for evidence of birds, squirrels,
raccoons, etc. Check for proper ventilation.
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house
Maintenance
Mechanic/
Inspector
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Countertops
Date
Page 380 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be performed
by
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Decks
Scrub mildewed areas and treat for water
stains, mildew, and fungus. Check for dry-rot
and repair if necessary.
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Maintena
nce
Mechanic/Laborers
In-house Property
Manager/Inspector
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Contractor:
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 381 of 508
CAL 1-41: 430 Turk St.
EIOP:
Development Type:
Occupancy Type:
Number of units:
Bedroom Distribution:
Number of Buildings:
Structure Type:
Year constructed:
1987
High Rise
Senior
89
Family: 89
Elderly: 0
Studio (72)
1 Bedroom: (16)
2 Bedroom: (1)
1
Steel Frame
1987
Site Description
430 Turk Street is housed in the same structure as the San Francisco Housing Authority offices.
Located on Turk Street between Larkin and Hyde, the ten-story complex is square in plan for the
first two floors then reduced to a rectangular shape and rotated 45° on its base for the remaining
seven levels. This second section contains the 69 studio apartments and the 10 one-bedroom
units. Located on the ground floor are an entrance lobby, community room, and the resident
manager’s apartment and office. The Housing Authority offices occupy the entire second floor
and the west side of the ground floor. An asphalt-type roof terrace is located on top of the second
floor and is for 430 Turk Street tenant’s use only. A parking garage is located under the building
and is shared by the tenants and Housing Authority staff.
The site is relatively flat and the building footprint covers the entire site.
Building Envelope and Public Spaces Description
The building is a steel framed structure with a concrete masonry envelope. The exterior is
finished with cement plaster. The roof, not including the terrace, is part built-up and part metal.
Exterior windows and doors are steel. Public spaces include SFHA offices, restrooms, kitchen,
garage, and community room. Dwelling units are accessed through an interior corridor.
Mechanical and Electrical Systems Description
The units and common spaces of 430 Turk are heated by a hydronic radiation system with hot
water provided by two boilers. These boilers also supply domestic hot water. The electrical
panels are circuit breakers for common areas and mechanical rooms. Individual units have two
switch breaker boxes. A building wide communications and emergency call system are present.
Two cable elevators and two stairwells provide vertical circulation.
Unit Interiors
Interior finishes consist of textured and painted gypsum wallboard on walls and ceilings surfaces.
The floor covering is resilient tile.
Apparent Safety Problems
430 Turk currently meets all fire and safety codes as well as building height and size
requirements. The smoke/fire detection systems are due for an upgrade.
Summary of Issues
The cabinet doors in several units are damaged and need replacement. The casework is
deteriorating and in need of replacement. The building interiors have not been painted for more
than eight years and have patches, scratches, and other cosmetic damage. The floors throughout
the facility are worn and damaged. Asbestos is present and needs to be abated and replaced with
resilient flooring. The kitchens in all of the senior housing units need to be rehabilitated. Many
units have range / hoods that are old and inadequate; these need to be replaced to meet current
needs. Intercom needs to be replaced to meet current needs. The elevators need complete
modernization. The smoke/carbon monoxide detectors need to be updated per code requirement.
Strategies to Address issues
This property is sound and fit well into the surrounding neighborhoods in both scale and building
types. Vacancy and turnover rates are low, and tenant accounts receivables are low. They require
only moderate rehabilitation identified in the 2007 Comprehensive Physical Needs Assessment to
continue to provide decent housing for public housing residents consistent with the Authority's
PHA Plan, CFP Plans, and Energy Plan.
430 Turk Street will be maintained, repaired, and rehabilitated to the extent possible within current
funding constraints to retain their long term viability. Capital improvements will be phased in
accordance with the most recent CFP Annual and Five Year Plans and subsequent plans to address
the necessary improvements with limited funding. In addition to maintenance, management and
resident education on energy conservation measures, this site will be target for potential new
energy conservation measures to add to the already completed through the Energy Services
Contracting (ESCo).
As part of the fiscal strategy plan, it is critical for the Authority to leverage all available federal
dollars by applying for applicable HUD programs. Therefore, the plan includes applying for
Project Based Rental Assistance and/or Project-Based Vouchers under the federal Rental
Assistance Demonstration Program (RAD). Applications for the RAD Program were approved by
the Authority Board of Commissioners on September 26, 2013 and submitted to HUD on
September 27, 2013.
The 430 Turk Street units requested conversion for RAD are scheduled under Phase I Applications
on September 27, 2013.
The Authority is also implementing tenant repayment agreements to increase rent collections and
work with the City to improve security.
Vacant Unit Preparation
On the day a resident vacates a unit, the Property Manager or designee secures the unit and
schedules a move out inspection with the resident. If the resident cannot be contacted, the
inspection will be completed on the Move-in/Move-out Inspection form and placed in the tenant
file. The Property Manager notes all items which must be repaired. Units that are vacated by
Page 383 of 508
residents shall be secured and cleaned out within seven days. For units requiring cleaning, painting
and minor plumbing, electrical and carpentry work, work orders prepared and distributed to the
appropriate Maintenance staff. Units requiring replacement of cabinets, doors, flooring, plumbing
and light fixtures as well as cleaning and painting are designated as Mod units and rehabilitated
with available modernization funding.
UPCS Inspections
PRE-REAC Inspections. HUD’s REAC contractors do a comprehensive property inspection
periodically, typically once per year. At least one week prior to these inspections, site maintenance
employees should do a quick inspection of a sampling of unit interiors, plus all common areas,
grounds, systems, etc. All problems should be corrected immediately. Common REAC findings
include all broken pavement and site trip hazards, leaks, vegetation overgrowth, graffiti, exposed
wiring, blocked egress, inoperable smoke detectors, and outdated fire extinguishers.
Common Area Inspections. Once per year, ALL common areas must be thoroughly inspected.
This includes meeting rooms, offices, hallways, program spaces, laundry areas, etc. At 430 Turk
Street, this includes all laundry areas, lobbies, meeting rooms, program spaces, etc. SFHA staff
shall use inspection forms similar to those used by REAC Inspectors for each building and each
area.
Painting
The purpose of painting is to preserve structure and equipment from premature deterioration and
maintain them in appealing condition. Paint maintenance should result in substantial savings and
a pleasant environment.
Inspections will be conducted by in-house Inspectors and Property Managers as follows:







Conduct visual assessments for deteriorating paint and the failure of any lead hazard
reduction measures at unit turnover and every 12 months.
Address deteriorated paint through paint stabilization unless an evaluation states that
there is no lead-based paint.
Repair enclosures or encapsulations.
Perform other lead hazard reductions, as necessary.
If the initial reduction activity required the treatment of soil, identify and treat bare soil.
Provide a notice of lead hazard reduction activity.
Provide a written notice in the language of the occupant, to the extent feasible, to
occupants asking them to report deteriorated paint or failed encapsulation or enclosure.
Include the contact name, address, and telephone number. CPD recommends that the
notice be provided every 12 months or at unit turnover.
Extermination
The SFHA contracts out the services for an integrated pest control. The successful management
of pests requires an understanding of the target pest ecology and habits as well as the
environment in which they exist. It is the desire of SFHA for Contractor to work in partnership
with its residents to undertake a program of Integrated Pest Management (IPM) in the treatment
of pests.
Page 384 of 508
Exterior treatment includes control services, as needed, for ants and mice. Contractor shall
service twice per month all common areas including but not limited to offices, laundry rooms,
lobby, and dumpster areas within the apartment complex.
The integrated pest control includes pests such as: cockroaches, ants, bedbugs, spiders, silverfish,
flies, mosquitoes, stored product pests, scorpions, bats, rodents, raccoons, opossums, skunks, and
pigeons. Property Management shall monitor the Contractor activities to make sure that the
following requirements are followed.
Ground and Janitorial Standards
The SFHA considers proper landscaping and maintenance of the grounds to be critical for a
successful property. “Curb Appeal” is one of the measures used by owners to determine if a
management company is performing well. Regardless of who is assigned the tasks involved, the
Property Manager is responsible for ensuring that the grounds are presentable at all times. Methods
and assignments vary according to property, as follows.
430 Turk Street: The common area cleaning and maintenance are done by the Maintenance
Generalist II (with the assistance of the Maintenance Generalist I) who is also charged with
policing the site, picking up trash, cleaning up at the trash room and trash chutes, and distributing
notices to uncompliant tenants.
Trash Collection
Service
Address
440 TURK ST.
Times
per
week
Days
Service Description
Units
1
----F--
COMINGLED - RECYCLING 96 GAL
3
3
M-W-F--
APARTMENT 2 YARD CONTAINER
1
SURCHARGE
Current
Charges
1,043.46
13.56
4
1,057.02
Page 385 of 508
PREVENTIVE MAINTENANCE SCHEDULE
DAILY.
Routine Daily
Check-ups
Description
To be performed
by
Inspect the grounds, to make sure that there
are no health and safety hazards, such as
broken fencing, flooded catch basins, etc., no
significant trash, litter or bulk items, and that
the grass and plantings are presentable.
Check the mechanical room for leaks. In
heating season, check that the boilers are
running smoothly, that there are no leaks, and
that the circulating pump is running.
Check the elevator. Each morning, ride the
car up and back down. Check lights and fans,
car leveling (flush with hall floor), excess
vibration, and automatic door openers.
Check that the emergency phone is working.
Check the trash rooms, trash chute, and
dumpster, to ensure that there are no
blockages or overflow.
Check fire alarm control panel (FACP) for
trouble messages. Panel must be closed and
locked.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
WEEKLY
Routine Weekly
Check-ups
Description
To be performed
by
Check Fire Alarm Control Panel. Make sure
that the panel is locked, that there are no
alarms or trouble signals, and that the panel
and shut-offs are unobstructed.
Check fire pump and sprinkler system, to see
that there are no leaks, that the system
pressure is up, and that the equipment is
unobstructed.
Check the emergency generator, at its weekly
exercise cycle, to be sure that it is running
smoothly, that it is cooling, and that it is not
smoking excessively.
Check site lighting, after dark. Be sure that
all site lighting operates after dark, and turns
off at daylight. Reset time clocks as needed.
Have blown bulbs or broken fixtures replaced
or repaired promptly.
Property Manager/
Maintenance
Mechanic/ Laborer
and Custodian
Date last
completed
Date Date2
Date last
completed
Date Date2
Date
3
Date
3
SEMIMONTHLY
Date last
completed
Wheelchair Lifts
Description
To be performed
by
Wheelchair Lifts
Preventive
Maintenance
Contractor should check the general
operation of wheelchair lifts including: levels
of lubrication, oil, and grease; drive cabinet;
platform; doors and safety of operations.
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
MONTHLY
Elevators
Description
To be performed
by
Elevator Preventive
maintenance and
services
Contractor inspections will include: Machine
rooms, machinery and controls, cars, hoist
ways including car, interior. Items that are
not covered under Monthly Maintenance
services:
Work not covered by monthly maintenance
are Vandalism (Misuse/abuse), Call Backs –
Straight time & Premium hours, Fire,
Modernizations, Acts of God and Power
Outages.
Contractor:
ThyssenKrupp
Communications
Number: (866) 6345460
QUARTERLY
Building Systems
Description
To be performed
by
Fire Alarm Systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
International Fire
Inc.
Communications
Number: (415) 3789934
Date
Date2
Date last
completed
Date Date2
Date last
completed
Date Date
2
Page 387 of 508
Date
3
Date
3
Date
3
Fire Standpipes,
pressure valves,
pumps and
sprinkler systems
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:1.
Provide quarterly inspections, annual
inspections and written reports to the
SFFD;2. Develop recommendations and cost
estimates on possible repairs and
improvements; 3. Provide immediate
response to restore building systems in the
event of an emergency;4. Observe, maintain
and test equipment periodically
Contractor:Internat
ional Fire
Inc.Communication
s Number: (415)
378-9934
Stand by
generators
This professional firm will provide
monitoring, inspections and repairs.
Preventative maintenance services include:
1. Provide quarterly inspections, annual
inspections and written reports to the SFFD;
2. Develop recommendations and cost
estimates on possible repairs and
improvements;
3. Provide immediate response to restore
building systems in the event of an
emergency;
4. Observe, maintain and test equipment
periodically
Contractor:
Energy Systems
Communications
Number: (209) 8701913
FALL
Plumbing
Description
To be performed
by
Plumbing shut-off
valves
Outside faucets
Inspect for proper operation.
In-house plumber
Inspect for proper operation. Check for leaks
In-house
Maintenance
Mechanic
In-house
Maintenance
Mechanic
In-House plumber
Furnace and heater Service, clean and install filters
Backflow
prevention system
Boiler Systems
Faucet aerators
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Perform inspection and necessary
maintenance and file Certifications with the
city, maintains a file with all technicians’
notes, serial numbers, and model numbers.
Check for proper flow of water. If the flow is
reduced, clean the aerator screens. During
the first two months, the faucet aerators
could require more frequent cleaning.
Date last
completed
Date Date
2
In house
steamfitter
In-house
Maintenance
Mechanic
Page 388 of 508
Date
3
Interior
Description
To be performed
by
Trash chute
systems
The Trash Chute system in the building MUST
be maintained to avoid Fire and Smoke
Damage, Fire Code Violations, Resident
Injuries, Odors and Pest Infestation. Power
Wash the inside of Trash Chute with superheated water combined with a Citra-based
solution/degreaser. Clean Trash Chute Doors
by hand on the inside, collected “sludge” is
scraped away to allow proper closure of the
door. The exterior of the trash chute doors
are hand-polished with stainless steel
cleaner. Door hardware lubricated and
tightened The Dumpster/Compactor Room(s)
shall be power washed and deodorized, and
Dumpsters and Compactors can be treated
with a time-release odor control. Chute
Maintenance shall include treating chutes for
deterrence of rodents, roaches and other
pests.
Inspect for separations at sinks and
backsplash. Recaulk where required.
In-house
laborer/custodian
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Tub enclosures
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Electrical and
appliances
Heating system
Description
To be performed
by
Service heating system and heat pump.
Exhaust fan
systems
Remove debris from around units and clean
with garden hose. Remove window air
conditioner or protect with weatherproof
cover. Clean and replace filters if necessary.
Inspect and service if necessary.
In House
Electrician
In House
Electrician
Countertops
Exit and
emergency lighting
systems
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic
In-house
Maintenance
Mechanic/
Electrician
Page 389 of 508
Exterior
Description
To be performed
by
Roof
Check for leaks. Check for damaged, loose,
or missing shingles. Check vents and louvers
for birds, nests, squirrels, and insects. Check
flashing around roof stacks and vents for
leaks.
Clean and check for leaks, misalignment, or
damage.
In-house
Maintenance
Mechanic/
Inspector
Gutters and
downspouts
Exterior walls
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Landscaping
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to the buildings).
Maintain grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
Concrete and
asphalt
Sewer rooting
Apply jetter to main pipes to clean up root
masses grouth.
Date
2
Date
3
Date last
completed
Date Date
2
Date
3
In-house
Maintenance
Mechanic/
Inspector
In-house
Maintenance
Mechanic/
Inspector
In-house Laborer
In-house
Maintenance
Mechanic/
Inspector
In-house Plumber
SPRING
Interior
Description
To be performed
by
Attic
Examine for evidence of any leaks. Check
insulation and remove or add if necessary.
Check for evidence of birds, squirrels,
raccoons, etc. Check for proper ventilation.
Inspect for separations at sinks and
backsplash. Re-caulk where required.
In-house
Maintenance
Mechanic/
Inspector
In-house Property
Manager/Maintena
nce Mechanic
Tiled areas
Inspect for loose or missing grout or caulking.
Regrout or recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Shower doors/tub
enclosures
Inspect for proper fit. Adjust if necessary.
Inspect caulking and recaulk if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Weather stripping
Check caulking around windows and doors.
Check window and door screens. Adjust or
replace if necessary.
In-house Property
Manager/Maintena
nce Mechanic
Countertops
Date
Page 390 of 508
Electrical and
appliances
Heating and
cooling system
Description
To be performed
by
In-house Property
Manager/Maintena
nce
Mechanic/Plumber
Circuit breakers
General furnace inspection: Look for rust,
scaling on heat exchanger, and proper flame
color; note odd sounds or smells; and check
condition of venting. Remove debris around
units.
Visual Inspection and exercise.
Exterior
Description
To be performed
by
Decks
Scrub mildewed areas and treat for water
stains, mildew, and fungus. Check for dry-rot
and repair if necessary.
Roof
Clean. Check for leaks. Check for damaged,
loose or missing shingles. Check vents and
louvers for birds, nests, squirrels, and
insects. Check flashing around roof stacks,
vents, and skylights for leaks.
Seal cracks and holes in the building
enclosure, and make sure insect screens in
windows are in working order and fit tightly.
Clean and check for leaks, misalignment, or
damage.
In-house Property
Manager/Maintena
nce
Mechanic/Laborers
In-house Property
Manager/Inspector
Pest Control
Gutters and
downspouts
Windows
Exterior walls
Landscaping
Concrete and
asphalt
Date
Date
2
Date
3
Date
Date
2
Date
3
In-house Property
Manager/Maintena
nce Mechanic/
Electrician
Contractor:
In-house Property
Manager/Inspector
Clean.
In-house Property
Manager/Inspector
Check for deteriorating bricks and mortar.
Check siding for damage or rot. Check
painted surfaces for flaking.
Trim shrubbery around walls. Remove tree
limbs, branches, or debris that can attract
insects (no wood or shrubbery should be
closer than 3 inches to your house). Maintain
grading.
Check for cracks or deterioration. Reseal or
repair if necessary.
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
In-house Property
Manager/Inspector
Page 391 of 508
Attachment 1
Job Descriptions
7/23/2013
FLSA: NON-EXEMPT
MAINTENANCE MECHANIC
CLASS CHARACTERISTICS
This is a journey-level classification that performs the full range of duties required to ensure that Authority
buildings and facilities provide the highest level of safety for public and staff use. Incumbents are
responsible for performing skilled and semi-skilled facilities and equipment maintenance tasks, which may
include custodial work. Work may involve working around other Authority staff and/or the public,
depending upon assignment. This class may assist the specialized trades’ workers.
SUPERVISION RECEIVED AND EXERCISED
Receives direct or general supervision from the Property Manager or his/her designee. Exercises no direct
supervision of staff. May exercise technical and functional direction over lower-level staff.
EXAMPLES OF ESSENTIAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different
positions and to make reasonable accommodations so that qualified employees can perform the essential
functions of the job.
 Performs high-level and/or advanced construction, maintenance, diagnosis and repair activities of
Authority properties to ensure safe and efficient access for the public, including alleys, sidewalks and
walkways, curbs and gutters, parking lots, and vacant units.
 Repairs and replaces doors, locks, windows, cabinets/countertops, fixtures, lights
bulbs/outlets/switches/life safety sensors, ceilings, footings, sidings, railings, stairs and fences.
 Prepare and paint interior and exterior of properties including texturing sheetrock
 Install and provide routine maintenance on water systems which may include replacing toilets and
faucets.
 Install and provide routine maintenance on appliances (e.g., refrigerators, fans, garbage disposals).
 Install and provide routine maintenance on roofs, gutters and downspouts.
 Install and provide routine maintenance on underlayment, carpets, tile and linoleum.
 Removes and cleans up debris resulting from litter, construction maintenance, demolition or repair
work around grounds including the handling and removal of asbestos and other hazardous material.
 Maintain lawns and grounds; cuts, trims, and removes brush, weeds, shrubbery, and trees, and removes
sticks, logs, and other debris from development grounds, using power tools and motorized equipment.
 Digs, grades, and backfills trenches, excavations, or elevations.
 Participates in asphalt maintenance, including demolition and preparation of areas to be resurfaced,
sealing of cracks, painting of lines/arrows, and attending to trip hazards, using specialized tools and/or
equipment.
 Assists a variety of craft workers on projects by accessing and providing tools and cleaning
components, equipment, or machinery.
 Mixes concrete, mortar, or other substances and materials used in construction or building repair, using
specialized tools and/or equipment.
 Observes safe working practices, including maintaining storage areas in a safe condition.
 Identifies and reports building maintenance needs to appropriate staff.
Page 393 of 508
 Interfaces with the public in a non-disruptive manner; answers questions and provides standard
information to the public if working in a public facility.
 Operates and maintains a variety of motor vehicles.
 Operates a variety of light, medium, and heavy equipment related to the construction, maintenance, and
repair of construction systems and facilities; hauls debris to dumpsite and deliver building supplies,
equipment, or other materials to various locations.
 Operates a variety of maintenance equipment such as pneumatic, hand and power tools, portable pumps,
and equipment related to work assignment as instructed.
 Performs other duties as assigned.
QUALIFICATIONS
Knowledge of:
 Principles, practices, methods, equipment, materials, and tools used in maintenance and repair of
Authority buildings and facilities.
 Operation, maintenance and calibration of a wide variety of equipment, hand, shop, and power tools
used in performing assigned work.
 Basic troubleshooting and repair estimation principles and practices.
 Occupational hazards and safety equipment and practices related to the work.
 Principles and procedures of record-keeping and reporting.
 Safe driving rules and practices.
 Techniques for providing a high level of customer service by effectively dealing with the public,
vendors, contractors, and Authority staff.
Ability to:












Perform a variety of technical tasks in the maintenance and repair of Authority facilities and equipment.
Identify building maintenance needs and take corrective actions.
Perform duties in a manner to maximize public safety.
Operate a variety of vehicular and stationary mechanical equipment in a safe and effective manner.
Safely and effectively use and operate hand tools, mechanical equipment, power tools, and light to
medium equipment required for the work.
Maintain tools and equipment in a clean working condition providing for proper security.
Maintain accurate logs, records, and basic written records of work performed.
Understand and follow oral and written instructions and department policies and procedures related to
assigned duties.
Make basic accurate arithmetic calculations.
Organize own work, set priorities, and meet critical time deadlines.
Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal
guidelines.
Establish, maintain, and foster positive and effective working relationships with those contacted in the
course of work.
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and
abilities is qualifying. A typical way to obtain the required qualifications would be:
Two (2) years of experience performing routine maintenance or construction duties, and/or building,
grounds, or custodial maintenance and repair.
Page 394 of 508
Licenses and Certifications:
 Possession of, or ability to obtain, a valid Driver’s License by time of appointment and must have the
ability to be insurable through the Housing Authority’s auto insurance carrier.
PHYSICAL DEMANDS
Must possess mobility to work in the field, in and around Authority buildings and facilities; strength,
stamina and mobility to perform light to medium physical work, to work in confined spaces, around
machines, to walk on uneven terrain, and to climb and descend ladders, and operate varied hand and power
tools and construction equipment; vision to read printed materials and a computer screen; color vision to
identify wires and cables; and hearing and speech to communicate in person and over the telephone or radio.
The job involves fieldwork requiring frequent walking in operational areas to identify problems or hazards.
Finger dexterity is needed to access, enter and retrieve data using a computer keyboard or calculator and to
operate above-mentioned tools and equipment. Positions in this classification bend, stoop, kneel, reach and
climb to perform work and inspect work sites. Employees must possess the ability to lift, carry, push, and
pull materials and objects weighing up to 75 pounds and heavier weights with the use of proper equipment.
ENVIRONMENTAL ELEMENTS
Employees work indoors and outdoors, and may be exposed to cold and hot temperatures, inclement
weather conditions, road hazards, loud noise levels, vibration, confining workspace, chemicals, mechanical
and/or electrical hazards, and hazardous physical substances and fumes. Employees may interact with upset
staff and/or public and private representatives, and contractors in interpreting and enforcing departmental
policies and procedures.
Page 395 of 508
9/30/2013
FLSA: NON-EXEMPT
MAINTENANCE MECHANIC – TRAINEE
CLASS CHARACTERISTICS
This is a trainee, entry-level classification that performs or assists with the duties required to ensure that
Authority buildings and facilities provide the highest level of safety for public and staff use. Incumbents
are provided with on-the-job as well as training curriculum to gain the requisite skills and experience to
perform skilled and semi-skilled facilities and equipment maintenance tasks, which may include custodial
work. Work may involve working around other Authority staff and/or the public, depending upon
assignment. This class may assist the specialized trades workers.
Incumbents in the Maintenance Mechanic Trainee classification will advance, upon successful completion
of a San Francisco Housing Authority approved training program, to the journey-level Maintenance Mechanic
classification.
SUPERVISION RECEIVED AND EXERCISED
Receives direct or general supervision from the Property Manager or his/her designee. Exercises no direct
supervision of staff.
EXAMPLES OF ESSENTIAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different
positions and to make reasonable accommodations so that qualified employees can perform the essential
functions of the job.
 Actively and effectively participates in training and education programs to learn job-related skills,
standards, procedures, and practices to successfully perform the work of the Maintenance Mechanic.
 Assists in or performs entry- level construction, maintenance, diagnosis and repair activities of
Authority properties to ensure safe and efficient access for the public, including alleys, sidewalks and
walkways, curbs and gutters, parking lots, and vacant units.
 Assists in or repairs and replaces doors, locks, windows, cabinets/countertops, fixtures, lights
bulbs/outlets/switches/life safety sensors, ceilings, footings, sidings, railings, stairs and fences.
 Assists in or prepares and paints interior and exterior of properties including texturing sheetrock
 Assists in or installs and provides routine maintenance on water systems which may include replacing
toilets and faucets.
 Assists in or installs and provides routine maintenance on appliances (e.g., refrigerators, fans, garbage
disposals).
 Assists in or installs and provides routine maintenance on roofs, gutters and downspouts.
 Assists in or installs and provides routine maintenance on underlayment, carpets, tile and linoleum.
 Removes and cleans up debris resulting from litter, construction maintenance, demolition or repair
work around grounds including the handling and removal of asbestos and other hazardous material.
Page 396 of 508
 Maintain lawns and grounds; cuts, trims, and removes brush, weeds, shrubbery, and trees, and removes
sticks, logs, and other debris from development grounds, using power tools and motorized equipment.
 Digs, grades, and backfills trenches, excavations, or elevations.
 Assist in or participates in asphalt maintenance, including demolition and preparation of areas to be
resurfaced, sealing of cracks, painting of lines/arrows, and attending to trip hazards, using specialized
tools and/or equipment.
 Assists a Maintenance Mechanic and a variety of craft workers on projects by accessing and providing
tools and cleaning components, equipment, or machinery.
 Mixes concrete, mortar, or other substances and materials used in construction or building repair, using
specialized tools and/or equipment.
 Observes safe working practices, including maintaining storage areas in a safe condition.
 Identifies and reports building maintenance needs to appropriate staff.
 Interfaces with the public in a non-disruptive manner; answers questions and provides standard
information to the public if working in a public facility.
 Operates and maintains a variety of motor vehicles.
 Operates a variety of light, medium, and heavy equipment related to the construction, maintenance, and
repair of construction systems and facilities; hauls debris to dumpsite and deliver building supplies,
equipment, or other materials to various locations.
 Operates a variety of maintenance equipment such as pneumatic, hand and power tools, portable pumps,
and equipment related to work assignment as instructed.
 Performs other duties as assigned.
QUALIFICATIONS
Knowledge of:
 Basic knowledge of the principles, practices, methods, equipment, materials, and tools used in
maintenance and repair of Authority buildings and facilities.
 Operation, maintenance and calibration of a wide variety of equipment, hand, shop, and power tools
used in performing assigned work.
 Basic troubleshooting and repair estimation principles and practices.
 Occupational hazards and safety equipment and practices related to the work.
 Safe driving rules and practices.
 Techniques for providing a high level of customer service by effectively dealing with the public,
vendors, contractors, and Authority staff.
Ability to:
 Learn to perform a variety of technical tasks in the maintenance and repair of Authority facilities and
equipment.
 Identify building maintenance needs and take corrective actions.
 Perform duties in a manner to maximize public safety.
 Operate a variety of vehicular and stationary mechanical equipment, with training, in a safe and
effective manner.
 Safely and effectively use and operate hand tools, mechanical equipment, power tools, and light to
medium equipment required for the work.
 Maintain tools and equipment in a clean working condition providing for proper security.
 Maintain accurate logs, records, and basic written records of work performed.
 Understand and follow oral and written instructions and department policies and procedures related to
assigned duties and the training curriculum.
 Make basic accurate arithmetic calculations.
 Organize own work, set priorities, and meet critical time deadlines.
 Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal
guidelines.
Page 397 of 508
 Establish, maintain, and foster positive and effective working relationships with those contacted in the
course of work.
Minimum Qualification:
Any combination of experience and training that would likely provide the required knowledge
and abilities is acceptable. A typical way to obtain the knowledge and abilities would be as
follows:
Completion of eighth grade education
Desired Qualifications:
 High school diploma or equivalent (GED or High School Proficiency Examination)
 Current incumbency (post probation) in the SFHA Generalist I or II classification; and/or
 Current SFHA Section 8 or Public Housing resident.
Licenses and Certifications:
 Possession of, or ability to obtain, a valid Driver’s License by time of appointment and must have the
ability to be insurable through the Housing Authority’s auto insurance carrier.
PHYSICAL DEMANDS
Must possess mobility to work in the field, in and around Authority buildings and facilities; strength,
stamina and mobility to perform light to medium physical work, to work in confined spaces, around
machines, to walk on uneven terrain, and to climb and descend ladders, and operate varied hand and power
tools and construction equipment; vision to read printed materials and a computer screen; color vision to
identify wires and cables; and hearing and speech to communicate in person and over the telephone or radio.
The job involves fieldwork requiring frequent walking in operational areas to identify problems or hazards.
Finger dexterity is needed to access, enter and retrieve data using a computer keyboard or calculator and to
operate above-mentioned tools and equipment. Positions in this classification bend, stoop, kneel, reach and
climb to perform work and inspect work sites. Employees must possess the ability to lift, carry, push, and
pull materials and objects weighing up to 75 pounds and heavier weights with the use of proper equipment.
ENVIRONMENTAL ELEMENTS
Employees work indoors and outdoors, and may be exposed to cold and hot temperatures, inclement
weather conditions, road hazards, loud noise levels, vibration, confining workspace, chemicals, mechanical
and/or electrical hazards, and hazardous physical substances and fumes. Employees may interact with upset
staff and/or public and private representatives, and contractors in interpreting and enforcing departmental
policies and procedures.
Page 398 of 508
September 2011
FLSA: NON-EXEMPT
MAINTENANCE GENERALIST I
CLASS CHARACTERISTICS
Maintenance Generalist I: This is the entry-level classification in the Maintenance Generalist series that
learns to perform a variety of duties required to ensure that Authority facilities and equipment provide the
highest level of safety for public and staff use. As experience is gained, assignments become more varied
and are performed with greater independence. Positions at this level usually perform most of the duties
required of the positions at the journey-level, but are not expected to function at the same skill level and
usually exercise less independent discretion and judgment in matters related to work procedures and methods.
Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or
changes in procedures are explained in detail as they arise.
Positions in the Maintenance Generalist class series are flexibly staffed and positions at the Maintenance
Generalist II level are normally filled by advancement from the Maintenance Generalist I level requiring
two (2) years of experience and after gaining the knowledge, skill, and experience which meet the
qualifications for and after demonstrating the ability to perform the work of the higher-level class.
SUPERVISION RECEIVED AND EXERCISED
Receives direct or general supervision from the Property Manager or his/her designee. Exercises
no direct supervision of staff.
EXAMPLES OF ESSENTIAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different
positions and to make reasonable accommodations so that qualified employees can perform the essential
functions of the job.
 Performs various custodial duties, including sweeping, mopping, vacuuming, dusting, and polishing to
ensure that Authority buildings and facilities provide the highest level of safety for public and staff use.
 Washes and cleans stairways, hallways, ceilings, walls, windows, mirrors, shades, blinds, and light
fixtures, including interior glass partitions and interior and exterior windows easily reached from floor
or ground level.
 Cleans, dusts, and polishes furniture, cabinetry, woodwork, fixtures, and equipment.
 Cleans and sanitizes locker rooms, showers, and restroom facilities and fixtures including sinks, urinals,
and toilets; replenishes supplies in restrooms.
 Sweeps, vacuums, mops, waxes, strips, and polishes floors; vacuums, shampoos, and cleans rugs,
carpets, and walls by use of chemicals and cleaning solutions.
 Cleans furniture and counter tops.
 Empties, cleans and sanitizes waste receptacles and ashtrays, including picking up papers, garbage and
other rubbish, moving garbage cans or bins or compactors for garbage pick up, cleaning garbage rooms,
and clearing stopped up garbage chutes.
Page 399 of 508
 Cleans restrooms and replenishes related supplies; may perform minor duties unplugging sinks and
toilets, and changing light bulbs.
 Sets up rooms and equipment for classes, parties, conferences, meetings, and other functions; moves
and arranges furniture.
 Turns on/out lights and unlocks/locks doors and windows in common areas, vacant units, or other areas
as needed for maintenance or resident activities at assigned developments.
 Performs construction, maintenance, and repair activities of Authority properties to ensure safe and
efficient access for the public, including alleys, sidewalks and walkways, curbs and gutters, parking
lots, and vacant units, not requiring specialized tools or equipment.
 Prepares vacant units for rehabilitation work by craft personnel, including removing litter and washing
down interiors.
 Removes and cleans up debris resulting from litter, construction maintenance, demolition or repair
work around grounds including the handling and removal of asbestos and other hazardous material.
 Washes, sweeps, and cleans rental units, both inside and out, parking lots, walkways, and other common
areas in all Authority properties; cleans stoves, refrigerators, and other appliances.
 Cuts, trims, and removes brush, weeds, shrubbery, and trees, and removes sticks, logs, and other debris
from development grounds.

 Prepares grounds for landscaping; mows lawns and performs other landscape maintenance activities.
 Applies pesticide or engages in other forms of pest or vector control.
 Sets up and takes down chairs, tables, stages, and other items needed for meetings, conferences, or
other events.
 Moves furniture and equipment in and out of buildings or from room to room.
 Loads and unloads construction, structural maintenance, and wrecking supplies, materials, and
equipment on and off trucks and other materials.
 Performs a variety of duties in the maintenance of drainage structures to ensure efficient drainage,
including concrete and open channels, gutters, drains, detention basins, and drop inlets; cleans sewers
and flushes catch basins.
 Removes/abates weeds and other invasive vegetation, including sediments, debris, and trash from
gutters and drainage.
 Participates in asphalt maintenance, including demolition and preparation of areas to be resurfaced,
sealing of cracks, and attending to trip hazards, not requiring specialized tools and/or equipment.
 Removes graffiti and unauthorized advertising from utility poles and Authority Property; boards up
broken windows.
 Assists a variety of craft workers on projects by accessing and providing tools and cleaning
components, equipment, or machinery.
 Mixes concrete, mortar, or other substances and materials used in construction or building repair, not
using specialized tools and/or equipment.
 Observes safe working practices, including maintaining storage areas in a safe condition.
 Identifies and reports building maintenance needs to appropriate staff.
 Interfaces with the public in a non-disruptive manner; answers questions and provides standard
information to the public if working in a public facility.
 Operates and maintains a variety of motor vehicles.
 Operates a variety of light, medium, and heavy equipment related to the construction, maintenance, and
repair of construction systems and facilities; hauls debris to dumpsite and deliver building supplies,
equipment, or other materials to various locations, not using specialized tools and/or equipment.
 Operates a variety of maintenance equipment such as pneumatic, hand tools, portable pumps, and
equipment related to work assignment as instructed.
 Maintains accurate manual logs and records of work performed and materials and equipment used;
prepares reports (e.g., requisitions, accident reports, etc.) as required.
 Performs other duties as assigned.
Page 400 of 508
QUALIFICATIONS
Knowledge of:
 Principles, practices, methods, equipment, materials, and tools used in maintenance and repair of
Authority buildings and facilities.
 Operation, maintenance and calibration of a wide variety of equipment, hand, shop, and tools used in
performing assigned work.
 Basic troubleshooting and repair estimation principles and practices.
 Occupational hazards and safety equipment and practices related to the work.
 Principles and procedures of record-keeping and reporting.
 Safe driving rules and practices.
 Techniques for providing a high level of customer service by effectively dealing with the public,
vendors, contractors, and Authority staff.
Ability to:












Perform a variety of technical tasks in the maintenance and repair of Authority facilities and equipment.
Identify building maintenance needs and take corrective actions.
Perform duties in a manner to maximize public safety.
Operate a variety of vehicular and stationary mechanical equipment in a safe and effective manner.
Safely and effectively use and operate hand tools, and light to medium equipment required for the work.
Maintain tools and equipment in a clean working condition providing for proper security.
Maintain accurate logs, records, and basic written records of work performed.
Understand and follow oral and written instructions and department policies and procedures related to
assigned duties.
Make basic accurate arithmetic calculations.
Organize own work, set priorities, and meet critical time deadlines.
Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal
guidelines.
Establish, maintain, and foster positive and effective working relationships with those contacted in the
course of work.
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and
abilities is qualifying. A typical way to obtain the required qualifications would be:
Maintenance Generalist I - Equivalent to the completion of the twelfth (12th) grade and
Maintenance Generalist I – Some experience in a custodial, construction, or maintenance field is desirable.
Licenses and Certifications:
 Possession of, or ability to obtain, a valid Driver’s License by time of appointment and must have the
ability to be insurable through the Housing Authority’s auto insurance carrier.
PHYSICAL DEMANDS
Must possess mobility to work in the field, in and around Authority buildings and facilities; strength,
stamina and mobility to perform light to medium physical work, to work in confined spaces, around
machines, to walk on uneven terrain, and to climb and descend ladders, and operate varied hand tools and
construction equipment; vision to read printed materials and a computer screen; color vision to identify
Page 401 of 508
wires and cables; and hearing and speech to communicate in person and over the telephone or radio. The
job involves fieldwork requiring frequent walking in operational areas to identify problems or hazards.
Finger dexterity is needed to access, enter and retrieve data using a computer keyboard or calculator and to
operate above-mentioned tools and equipment. Positions in this classification bend, stoop, kneel, reach and
climb to perform work and inspect work sites. Employees must possess the ability to lift, carry, push, and
pull materials and objects weighing up to 75 pounds and heavier weights with the use of proper equipment.
ENVIRONMENTAL ELEMENTS
Employees work indoors and outdoors, and may be exposed to cold and hot temperatures, inclement
weather conditions, road hazards, loud noise levels, vibration, confining workspace, chemicals, mechanical
and/or electrical hazards, and hazardous physical substances and fumes. Employees may interact with upset
staff and/or public and private representatives, and contractors in interpreting and enforcing departmental
policies and procedures.
Page 402 of 508
September 2011
FLSA: NON-EXEMPT
MAINTENANCE GENERALIST II
CLASS CHARACTERISTICS
Maintenance Generalist II: This is the journey-level classification in the Maintenance Generalist series that
performs the full range of duties required to ensure that Authority buildings and facilities provide the highest
level of safety for public and staff use. Incumbents are responsible for performing semi-skilled facilities
and equipment maintenance tasks, which may include custodial work. Work may involve working around
other Authority staff and/or the public, depending upon assignment. This class may assist the specialized
trades workers.
Positions in the Maintenance Generalist class series are flexibly staffed and positions at the Maintenance
Generalist II level are normally filled by advancement from the Maintenance Generalist I level requiring
two (2) years of experience and after gaining the knowledge, skill, and experience which meet the
qualifications for and after demonstrating the ability to perform the work of the higher-level class.
The Maintenance Generalist II performs all duties and job functions of the Maintenance Generalist
I classification. In addition, the Maintenance Generalist II must be qualified to perform additional
duties requiring the use of power tools and other motorized equipment.
SUPERVISION RECEIVED AND EXERCISED
Receives direct or general supervision from the Property Manager or his/her designee. Exercises no direct
supervision of staff. May exercise technical and functional direction over lower-level staff.
EXAMPLES OF ESSENTIAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different
positions and to make reasonable accommodations so that qualified employees can perform the essential
functions of the job.
 Performs high-level and/or advanced construction, maintenance, and repair activities of Authority
properties to ensure safe and efficient access for the public, including alleys, sidewalks and walkways,
curbs and gutters, parking lots, and vacant units.
 Removes and cleans up debris resulting from litter, construction maintenance, demolition or repair
work around grounds including the handling and removal of asbestos and other hazardous material.
 Cuts, trims, and removes brush, weeds, shrubbery, and trees, and removes sticks, logs, and other debris
from development grounds, using power tools and motorized equipment.
 Digs, grades, and backfills trenches, excavations, or elevations.
 Participates in asphalt maintenance, including demolition and preparation of areas to be resurfaced,
sealing of cracks, and attending to trip hazards, using specialized tools and/or equipment.
 Assists a variety of craft workers on projects by accessing and providing tools and cleaning
components, equipment, or machinery.
Page 403 of 508
 Mixes concrete, mortar, or other substances and materials used in construction or building repair, using
specialized tools and/or equipment.
 Observes safe working practices, including maintaining storage areas in a safe condition.
 Identifies and reports building maintenance needs to appropriate staff.
 Interfaces with the public in a non-disruptive manner; answers questions and provides standard
information to the public if working in a public facility.
 Operates and maintains a variety of motor vehicles.
 Operates a variety of light, medium, and heavy equipment related to the construction, maintenance, and
repair of construction systems and facilities; hauls debris to dumpsite and deliver building supplies,
equipment, or other materials to various locations.
 Operates a variety of maintenance equipment such as pneumatic, hand and power tools, portable pumps,
and equipment related to work assignment as instructed.
 Performs other duties as assigned.
QUALIFICATIONS
Knowledge of:
 Principles, practices, methods, equipment, materials, and tools used in maintenance and repair of
Authority buildings and facilities.
 Operation, maintenance and calibration of a wide variety of equipment, hand, shop, and power tools
used in performing assigned work.
 Basic troubleshooting and repair estimation principles and practices.
 Occupational hazards and safety equipment and practices related to the work.
 Principles and procedures of record-keeping and reporting.
 Safe driving rules and practices.
 Techniques for providing a high level of customer service by effectively dealing with the public,
vendors, contractors, and Authority staff.
Ability to:












Perform a variety of technical tasks in the maintenance and repair of Authority facilities and equipment.
Identify building maintenance needs and take corrective actions.
Perform duties in a manner to maximize public safety.
Operate a variety of vehicular and stationary mechanical equipment in a safe and effective manner.
Safely and effectively use and operate hand tools, mechanical equipment, power tools, and light to
medium equipment required for the work.
Maintain tools and equipment in a clean working condition providing for proper security.
Maintain accurate logs, records, and basic written records of work performed.
Understand and follow oral and written instructions and department policies and procedures related to
assigned duties.
Make basic accurate arithmetic calculations.
Organize own work, set priorities, and meet critical time deadlines.
Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal
guidelines.
Establish, maintain, and foster positive and effective working relationships with those contacted in the
course of work.
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and
abilities is qualifying. A typical way to obtain the required qualifications would be:
Page 404 of 508
Maintenance Generalist II - Equivalent to the completion of the twelfth (12th) grade and
Maintenance Generalist II – Two (2) years of experience performing routine maintenance or construction
duties, and/or building, grounds, or custodial maintenance and repair.
Licenses and Certifications:
 Possession of, or ability to obtain, a valid Driver’s License by time of appointment and must have the
ability to be insurable through the Housing Authority’s auto insurance carrier.
PHYSICAL DEMANDS
Must possess mobility to work in the field, in and around Authority buildings and facilities; strength,
stamina and mobility to perform light to medium physical work, to work in confined spaces, around
machines, to walk on uneven terrain, and to climb and descend ladders, and operate varied hand and power
tools and construction equipment; vision to read printed materials and a computer screen; color vision to
identify wires and cables; and hearing and speech to communicate in person and over the telephone or radio.
The job involves fieldwork requiring frequent walking in operational areas to identify problems or hazards.
Finger dexterity is needed to access, enter and retrieve data using a computer keyboard or calculator and to
operate above-mentioned tools and equipment. Positions in this classification bend, stoop, kneel, reach and
climb to perform work and inspect work sites. Employees must possess the ability to lift, carry, push, and
pull materials and objects weighing up to 75 pounds and heavier weights with the use of proper equipment.
ENVIRONMENTAL ELEMENTS
Employees work indoors and outdoors, and may be exposed to cold and hot temperatures, inclement
weather conditions, road hazards, loud noise levels, vibration, confining workspace, chemicals, mechanical
and/or electrical hazards, and hazardous physical substances and fumes. Employees may interact with upset
staff and/or public and private representatives, and contractors in interpreting and enforcing departmental
policies and procedures.
Page 405 of 508
Attachment 2
Fee for Service Form and Instructions and Supporting Line Item
Narrative for Central Office Cost Center
Page 406 of 508
SAN FRANCISCO HOUSING AUTHORITY
INSTRUCTIONS FOR COMPLETING THE
FEE FOR SERVICE & MATERIALS INVOICE
1
Invoice Date
To be completed by Finance upon submission.
2
Invoice No.
To be completed by Finance upon submission.
3
For Period Ending
Enter the month and year for which services/materials were provided.
4
Description of Services Provided
Provide detail of services provided to the AMP/development.
5
# of Hours
Enter actual number of hours spent for each service detailed.
6
Fee Rate
Enter market rate of staff person providing service. Please attach documentation for market rate
charged.
7
Total Cost
Calculates automatically.
8
Development Location
Using the pull-down menu, select the development for which services were provided. Note that
each invoice can list services provided to any development within a single AMP.
9
General Ledger Account Number For Finance use only; populates automatically.
10
Description of Materials Provided Provide detail of materials used in conjuction with services provided to the AMP/development.
11
# of Units
Enter the actual number of units of materials used.
12
Unit Cost
Enter market rate for each unit. Please attach documentation for market rate charged.
13
Total Cost
Calculates automatically.
14
Development Location
Using the pull-down menu, select the development for which services were provided. Note that
each invoice can list services provided to any development within a single AMP.
15
General Ledger Account Number For Finance use only; populates automatically.
16
Services Provided By/Print Name Type name of departmental director/administrator providing or overseeing provision of services.
17
Date
Enter date that form is signed.
18
Services Provided By/Sign Name
Print form and obtain signature of departmental director/administrator providing or overseeing
provision of services.
19
Approved By/Print Name
Type name of AMP Property Site Manager approving services.
20
Date
Enter date that form is signed by AMP Property Site Manager.
21
Approved By/Sign Name
Print form and obtain signature of AMP Property Site Manager approving services.
22
Fee Rate
23
Finance Department Use Only
Revenue coding block; no entry required.
Page 407 of 508
Page 408 of 508
SUPPORTING LINE ITEM NARRATIVE FOR CENTRAL OFFICE COST
CENTER
Revenues
Management Fees: $67.71 PUM per occupied unit (allowable HUD schedule). HOPE VI AMPs are not
charged Management Fee.
PH Bookkeeping Fees: $7.50 PUM per occupied unit. HOPE VI AMPs are not charged Management
Fee
Asset Management: 1,484 units x 12 months x $10.
Capital Fund Management Fee: 10% of $10,097,740 Capital Grant, or $1,009,764.
Section 8 Management Fee: 20% of Administrative Fee for Housing Choice Voucher and 15% of
Administrative Fee for the Mod Rehab program.
Front Line Service Fee: Fee for Service based on Work done in the AMPs
Interest Income: Interest earned on COCC cash.
Other Income: Rent Income for office space used by the Section 8 program; Insurance Dividend
received as a percentage of Insurance Expense incurred.
Expenses
Administrative Salaries: Per attached salary schedule.
Employee Benefit Contributions - Administrative: Per attached salary and position schedule.
Audit: Pro-rated cost (to COCC) for the Annual IPA Audit
Legal: Non-tenant related legal expenses.
Travel: Annual conferences, industry meetings, staff meetings, staff training offsite as well as in house
training in project based management/budgeting as well as public housing specific training updates.
Administrative Other - Computer Software Support/Hardware: Software, hardware, maintenance,
licensing, support.
Administrative Other - Office Expenses: Telephone, fax, office supplies, copying, postage, annual
report, dues, Board meetings. Administrative Other – Banking fees, professional services, office
machine repairs, copy machine lease and miscellaneous expenses.
Utility Expenses: Utility expense of the central office.
Ordinary Maintenance and Operations – Labor: Per attached salary schedule.
Ordinary Maintenance and Operations – Materials: Fuel, fleet auto parts, uniform and routine repair
materials.
Ordinary Maintenance and Operations Contract – fleet maintenance contracts, elevator maintenance
contract, and miscellaneous contracts
Protective Services – Security services at COCC office.
Insurance: Central office business and general liability insurance.
Other General Expenses: Commissioners expense, food related items.
Extraordinary Maintenance: The PHA owns the building where it maintains its central office and,
therefore, pays no rent. These funds cover the cost of annual property replacements beyond routine
maintenance like roof replacement.
Schedule of COCC Fees and Charges to AMPS
Management Fee: $67.71 PUM based on 80th Percentile of Property Management Fees FHA Housing by
Field Office, for Unlimited Dividend and Non-Profit Ownership Type.
HCV Management Fee: HCV Administrative Fee Income x 20% or $12.00 per Leased Up Units
whichever is higher.
Other Section 8 Management Fee: MOD, HOPWA & Shelter Plus Care x 15%
Capital Fund Program Management Fee: Capital Fund Program Funds x 10%
ARRA Fund Program Management Fee: Based on actual reimbursement of administrative expenses up
to 10%
Bookkeeping Fee: $7.50 PUM, based on PIH Notice 2007-9
Asset Management Fee: $10 PUM, based on PIH Notice 2007-9.
Fee for Service: COCC Maintenance for skilled craft based on “Specialized Craft Rates” table.
Labor Type
Painter
Laborer
Glazier
Carpenter
Electrician
Plumber
Steamfitter
Tile Layer
FEE FORE SERVICE RATES
Regular Rate
OT Rate
$
67.88 $
101.82
$
42.93 $
64.40
$
57.81 $
86.72
$
66.62 $
99.93
$
81.06 $
121.59
$
70.79 $
106.19
$
70.79 $
106.19
$
70.50 $
105.75
$
$
$
$
$
$
$
$
DT Rate
135.76
85.86
115.62
133.24
162.12
141.58
141.58
141.00
Page 410 of 508
Attachment 3
San Francisco Housing Authority Bed Bug Policy
Page 411 of 508
SAN FRANCISCO HOUSING AUTHORITY
1815 Egbert Avenue • San Francisco CA • 94124 • (415) 715-3280
SAN FRANCISCO HOUSING AUTHORITY BED BUG POLICY
Bed bugs are a growing national problem, and as a result, this policy has been created for the
Public Housing program. The purpose of this policy is to set forth the roles and responsibilities of
all parties (SFHA, and Tenant) in minimizing the potential for bed bugs. The policy will also
provide guidance in cases where bed bugs are present in order to eliminate them as quickly as
possible.
Bed bugs are difficult to contain without the proper treatment. Therefore it is imperative that all
parties (SFHA and, Tenant) work simultaneously toward a common goal, extermination and
elimination. Left untreated bed bugs can spread throughout a residence affecting current and future
tenants.
PUBLIC HOUSING PROGRAM
SFHA Roles and Responsibilities:
Upon notification from the tenant, SFHA staff and/or extermination professional will perform an
initial inspection of the tenant’s residence using the “Maintenance Tracking Sheet,” and place bed
bug monitors in resident. If it is determined that bed bugs are present, SFHA will provide the
tenant with the “SFHA & Tenant Roles and Responsibilities” document. The above document will
be explained to the tenant to ensure understanding and compliance prior to treatment. In addition,
SFHA will secure the tenant’s signature indicating understanding of the document. Upon
successful completion by the tenant of their roles and responsibilities SFHA will professionally
treat the residence and perform follow-up to ensure treatment was successful.
In order to educate tenants and minimize potential for the presence of bed bugs, SFHA has created
a “Prevention Tips” document.
Tenant Roles and Responsibilities:
HUD regulations require the tenant’s cooperation in order to successfully eliminate the presence
of bedbugs. Therefore, it is the tenant’s responsibility to call in a work order as soon as the presence
of bed bugs is suspected. This will allow SFHA to address the potential infestation at its onset and
before it affects other tenants. In addition, the tenant must be onsite when the initial inspection is
conducted. If it is determined by SFHA that bed bugs are present, the tenant must complete all
items listed on the “SFHA & Tenant Roles and Responsibilities” prior to treatment and as soon as
possible. This will help to minimize the severity of bed bug presence and resolve the problem
quickly. A tenant may be deemed in violation of sections 6.B and 6.E in the lease agreement if
they fail to fully cooperate and comply with their roles and responsibilities.
Bug Policy Attachments
• Tenant Complaint Report Form
• SFHA & Tenant Roles and Responsibilities
• Prevention Tips
Page 412 of 508
Bed Bug Management Plan
SFHA & Tenant Roles and Responsibilities
It has been determined, based on the inspection of your residence that bed bugs are present and
professional treatment is required. Bed bugs are a problem that can only be solved when both
parties (SFHA and tenant) work simultaneously toward a common goal, extermination and
elimination. HUD regulations require the tenant’s cooperation in order to successfully eliminate
the presence of bed bugs. Without proper treatment, bed bugs are difficult to contain and have the
potential to infest neighboring housing units. In addition, if a tenant relocates and the proper
treatment has not taken place, the bed bugs will move with the tenant as bed bugs can be carried
in furniture, bedding, clothing, etc. SFHA will not be responsible for the reimbursement and/or
replacement of any tenant furniture, clothing, household items, and medical expenses.
The following plan outlines the roles and responsibilities of SFHA (landlord) and the tenant in the
treatment of bed bugs:
SFHA
• Inspect residence for infestation within one work day of receipt of emergency work order.
• Schedule treatment date as soon as possible, but no later than three days after the initial inspection
(subject to tenant readiness).
Scheduled treatment date __________________________________.
• Provide at initial inspection special bed bug mattress and box spring encasements for use on all
mattresses and box springs, in accordance with the Maintenance Charge list. Tenant may provide
own mattress and box spring encasements, however the time frames still apply.
• Provide a dozen (12) large trash bags at no charge to the tenant for the storage of clothing, towels,
toys, other linens, etc. prior to and during treatment.
• Treat residence including furniture.
If infested furniture does not respond to treatment, SFHA will dispose of furniture at
tenant’s request or tenant can have furniture professionally re-treated at their expense.
Proof of re-treatment MUST be provided to SFHA within 48 hours of determination that
initial treatment was unsuccessful. If the retreatment of furniture is deemed unsuccessful,
tenant may be required to dispose of furniture.
• Perform follow-up with tenant within 10 days of treatment to ensure treatment was effective.
• Perform additional treatments as necessary.
Tenant
• Tenant must be onsite at the scheduled time when the initial inspection is conducted.
• For treatment to be effective, tenant must perform the tasks listed below prior to the scheduled
treatment date. SFHA encourages tenant to complete items listed as soon as possible in order to
minimize severity of bed bug presence and resolve the problem quickly.
 Remove all sheets, blankets, mattress covers, pillowcases, etc. from beds and wash in hot
water (120+ degrees recommended) and dry in clothes dryer on the highest heat setting for
at least 30 minutes. Fold them and place them in plastic garbage bags and seal the plastic
bags tightly. Do not put them back on the bed until the evening after treatment.
 Remove everything from bedrooms and hall closets. Closets, dresser drawers, and night
stand drawers must be empty. Remove all clothing, toys, boxes, etc. from bedroom floors.
 Wash all clothing, towels, and other linens in hot water (120+ degrees recommended) and
dry in the dryer on the highest heat setting for at least 30 minutes. Place clean items inside
airtight plastic storage bins or plastic garbage bags that are sealed tightly and store until
after treatment.
 Vacuum (using disposable vacuum cleaner bags) all furniture, dresser drawers, night stand
drawers, mattresses, and box springs. Place disposable vacuum cleaner bag inside plastic
garbage bag that is sealed tightly and discard in outdoor trash receptacle immediately.
 Move all furniture to the center of the room(s) being treated.
 Discard all cardboard hangers, boxes, etc.
 Remove all pictures from walls.
 Place all bed bug mattress encasements (provided at initial inspection) on all beds. The bed
bug mattress encasement is an effective bed bug killer when combined with treatment and
must remain on the mattress for at least one year. If the mattress or box spring
encasement becomes torn or damaged it is the tenant’s responsibility to replace.
 Discarded mattresses, box springs, furniture, etc. must not be placed in dumpsters; they
must be removed from the premises.
 Remain out of the residence for four hours after treatment (includes all household
members and pets).
• Furniture that does not respond to treatment must be disposed of or professionally treated. If
tenant chooses to dispose of furniture, SFHA will remove furniture from the unit at tenant’s
request. If tenant chooses to dispose of furniture on their own it MUST be removed from the
premises. If tenant chooses not to dispose of infested furniture they MUST have it re-treated (at
their expense and within 48 hours of determination that initial treatment was unsuccessful) by a
licensed exterminator. Tenant must provide proof of re-treatment to RHA within 72 hours of
determination that initial treatment was unsuccessful.
FAILURE TO COMPLY: If treatment is scheduled and the exterminator determines that tenant
has not performed the above stated responsibilities, the following will occur:
1. Treatment will be cancelled by the exterminator
2. Tenant will be held financially responsible for all costs incurred in accordance with the
Maintenance Damage Charge list.
3. Tenant lease may be terminated at SFHA’s discretion.
TENANT STATEMENT OF CERTIFICATION
I, ____________________________________________, certify that I have read and understand
the roles and responsibilities
(SFHA and tenant) as stated above and agree to perform them in order to successfully eliminate
the presence of bed bugs.
_____________________________ ____________________
Tenant Signature
Date
_____________________________ ____________________
SFHA Signature
Date
Page 415 of 508
Bed Bug Management Plan Prevention Tips
 Wash all bedding regularly in hot water. The water should be at least 120 degrees.
 Use bed bug encasements on all mattresses and box springs.
 Check your own bed for bed bugs from time to time. Catching them early will make bedbug
treatment easier if bed bugs do occur.
 Vacuum floors regularly. Use the brush tool of your vacuum to vacuum your mattress. Use
the crevice tool to vacuum crevices in the mattress and your baseboards.
 Clean up clutter to reduce hiding spots.
 Caulk holes in floors and walls.
 When purchasing second hand clothing, place all garments in a sealed bag until they can
be washed and place in a dryer on high heat for 15 to 30 minutes.
 If you purchase used furniture, examine it for bed bugs. Pay special attention to used
mattresses and bed frames.
 When traveling, check your room for signs of bed bugs such as bloodstains on the pillows
or linens. Inspect mattress seams, look behind headboards and pictures. If you suspect you
may have brought bed bugs home, place infected items in the dryer or freezer.
 After you return from a trip, check your luggage for insects that might have
Attachment 4
Fleet Management Policy and Procedures Manual
Page 417 of 508
SAN FRANCISCO HOUSING AUTHORITY
FLEET MANAGEMENT
POLICY AND PROCEDURES MANUAL
Page 418 of 508
SAN FRANCISCO HOUSING AUTHORITY
FLEET MANAGEMENT POLICY AND
PROCEDURES MANUAL
1.
POLICY
The purpose of this manual is to set forth unified Authority-wide motor vehicle
guidelines and procedures that will ensure the efficient, effective and safe operation
of Authority-owned, rented and leased motor vehicles.
2.
ADMINISTRATIVE AND GENERAL
2.1
GUIDELINES
2.1.1 SCOPE: Unless otherwise specified, a change in policy or procedures shall be
made only by amendment pages to this directive. No deviations from these policies
and procedures shall be made unless expressly authorized by the Executive
Director.
2.1.2
ADMINISTRATION: The overall responsibility for the operation of the vehicle
fleet, its maintenance, procurement, and disposal rests within the Materials
Management unit.
2.1.3 PARKING FEES AND BRIDGE TOOLS: Parking fees and bridge tolls, incurred
while conduction official Authority business, will be reimbursed. The driver must
submit the receipt(s) for the fee(s) and/or toll(s), with a petty cash slip duly signed
by his/her Division Director, to the petty cash custodian for reimbursement.
2.1.4 TRAFFIC CITATIONS: Each driver is responsible for paying any traffic citation
issued against the vehicle during the time the vehicle is checked out to the driver,
unless an exception is allowed by Finance. A copy of the citation and
documentation verifying payment may be required by Finance. Any driver who
fails to pay a traffic citation related to driving a fleet vehicle may lose his/her
driving privileges. The loss of driving privileges could negatively impact the
employment status of certain drivers who are required to drive as part of their job.
Page 1
3.
AUTHORITY DRIVERS
3.1
DEFINITIONS
3.1.1 AUTHORIZED DRIVERS: Authorized drivers are those employees that have been
identified, by verification of their driving record through the Department of Motor
Vehicles, as 1) having an acceptable driving record in accordance with Section 3.1.4 of this
manual; 2) received approval to drive Authority fleet vehicles from their Division Director,
or designee; and 3) have met the requirements provided for in the Fleet Management Policy
and Procedures Manual.
3.1.2 AUTHORIZED FLEET VEHICLE DRIVER'S LIST: A listing of all employees that
have submitted a Request for Addition to Authorized Driver's List form, and have been
approved for driving privileges by the Division Director, or designee, and through their
driving record to operate such vehicles.
3.1.3 MOTOR VEHICLE REPORT: A report generated by the State of California, Department
of Motor Vehicles, detailing the driving record, by individual names and driver license
numbers, for each request submitted, and indicating the status of the applicable driver's
licenses.
3.1.4 ACCEPTABLE DRIVING RECORD: An acceptable driving record for the purposed of
approval of driving privileges is defined as one in which the driver has no more than three
minor convictions within the last three years, no major convictions within the last three (3)
years, no more than one at-fault accident within the last three (3) years, or any combination
of minor convictions and at fault accidents totaling no more than three within the last three
(3) years.
3.1.5
UNACCEPTABLE DRIVING RECORD: An unacceptable driving record for the
purposes of denying driving privileges is defined as one in which the driver has one or
more major convictions within the last three years, four or more minor convictions within
the last three (3) years, two or more at-fault accidents within the last three (3) years, or any
combination of minor convictions and at-fault accidents totaling more than three (3) in the
last three (3) years.
3.1.6 MAJOR CONVICTIONS: Major convictions shall include any of the following:
•
Driving under the influence of liquor or drugs
•
•
•
•
•
•
•
Driving while impaired
Reckless driving or racing
Failure to report an accident
Making a false accident report
Vehicular homicide or manslaughter
Attempting to elude a police officer
Driving while license is suspended or revoked
3.1.7 MINOR CONVICTIONS: Minor convictions shall include any moving traffic conviction
other than a major conviction, except the following, which are considered infractions:
•
Motor vehicle equipment, load or size requirement
•
Improper display or failure to display license plates, provided such plates exist
•
Failure to sign or display registration card
•
Failure to have driver's license in possession, provided a valid driver's license exists.
3.1.8 AT-FAULT ACCIDENTS: An accident arising out of the use of a motor vehicle due to
the negligence of the operator or for which the operator was at fault, or any other accident
where reasonable assurance of non-fault cannot be furnished, and damage to any vehicle
is greater than $500.00 or injury to other persons has occurred.
3.1.9 ACCIDENT PRONE DRIVER: Any driver involved in three (3) or more accidents in a
twelve (12) month period regardless of fault.
3.2
GUIDELINES
3.2.1 SCOPE: Driving San Francisco Housing Authority owned, leased or rented vehicles is
restricted to Authority employees that have been duly authorized to operate such vehicles.
Operators shall be required to possess a valid state driver's license, comply with all state and
local vehicle laws and ordinances, and have an acceptable driving record as defined in this
manual.
3.2.2 NEW HIRES: Any new hire, if his or her position requires that s/he be available to drive
an Authority vehicle, must have his or her driving record checked prior to acceptance as an
employee in such a position. This is initiated by submission of a request form to drive fleet
vehicles to Personnel.
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3.2.3 TEMPORARY AND PERMANENT EMPLOYEES: Employees of the Authority who
wish to be placed on the Authorized Fleet Vehicle Driver's List must submit a Requestor
Addition to Authorized Driver's List Form to Material Management. The form must be
signed by the appropriate super-visor accompanied by a copy of the employee's valid
California driver's license. Supervisors should only approve request forms for their
employees needed to drive Authority vehicles.
3.2.4 OUT-OF-STATE LICENSES: Employees with valid non-California driver licenses may
be allowed to drive Authority vehicles for a period of thirty (30) days from the date of hire.
However, said employees must secure a valid California driver's license within thirty (30)
day period stated above, submit a Request for Addition to the Authorized Driver's List form
with a copy of the driver's license to Materials Management within three (3) business days
after securing said California driver's license, and receive an approval for addition to the
driver's list in order to remain an authorized San Francisco Housing Authority driver. The
driver shall be removed from the Authorized Driver's List automatically should he or she
fail to comply with the above requirements in the time frames stated.
3.2.5 MOTOR VEHICE REPORTS: Each request form received is used for processing a Motor
Vehicle Report (MVR). This normally takes one to two business days. A copy of the MVR
is then returned to the Authority for review (the report also becomes a permanent record to
be placed in each individual's personnel file).
The Material Management unit determines the driving status for those individuals
requesting to drive, or previously approved to drive Authority vehicles based on their MVRs
and other criteria defined in this document. A final decision for new drivers (approved or
not approved) is registered on the Request for Addition to Authorized Driver's List form,
with a copy returned to the originating department and Personnel. For existing drivers, a
written notice is sent to the department informing the appropriate supervisor whenever a
driver must be removed from the Authorized Driver's List. A new Request for Addition to
Authorized Driver's List form must be completed for all drivers removed from the
Authorized Driver's List and requesting to be placed back on it, except for those individuals
deleted from the list in error (PLEASE NOTE: Drivers with expired licenses will be
automatically removed from the Authorized Driver's List until evidence of a valid and
current driver's license is submitted to Material Management).
3.2.6
CRITERIA FOR DRIVING PRIVILEGES: The criteria for being granted or
maintaining driving privileges is subject to change without notice. As of February 1, 1994,
the requirements are as follows:
Page 4
3.2.6.1 Candidate for driving privileges or current authorized driver has an acceptable driving
record as defined in this manual; and
3.2.6.2 An employee identified as an accident prone driver, as defined under Section 3.1.9, has
enrolled in and completed a driver safety and training course in order to continue his or
her driving privileges; and
3.2.6.3 Authorized driver complies with all other requirements of the SFHA Fleet Management
Policy and Procedures Manual that are necessary to maintain his or her driving status.
3.2.7 AUTHORIZED DRIVER'S LIST: Each month a new Authorized Fleet Vehicle Driver's
List is distributed to each Division. This list provides the names of every employee
authorized to drive Authority vehicles.
The list, however, will not reflect those individuals authorized to drive Authority vehicles
subsequent to its distribution, or those employees inadvertently omitted there from. In such
instances, the written confirmation described in Section 3.2.5 above will suffice until the
next monthly list is distributed. Only those individuals on the Authorized Fleet Vehicle
Driver's List, or those having received written confirmation adding them to the Authorized
Fleet Vehicle Driver's List, may drive Authority fleet vehicles.
3.2.8 DRIVER TRAINING:
3.2.8.1 Authorized drivers should receive proper training from Materials Management concerning
use of SFHA vehicles. This training includes tips on observing how the vehicle handles,
unusual noises, what should be inspected prior to driving the vehicle, completing the trip
tickets, checking gauges and fluid levels, checking mechanical devices for proper
operation, checking tire tread and war, and checking mirrors and other safety devices. The
training should also includes a briefing on what to do in cases of road emergencies,
reporting vehicle problems, completing and reporting accidents and incidents, and a
reminder to obey all traffic laws and to drive defensively. Training shall be scheduled by
Materials Management on an as-needed basis. Each department is responsible for
requesting such training from Materials Management.
3.2.8.2 The Safety Manager, in coordination with Materials Management, is responsible for
providing defensive driver training sessions to all authorized drivers. These training
sessions are intended to provide Authority drivers with information on, and reinforcement
of, good driving habits, and ways in which to avoid or minimize accidents. The training
sessions are mandatory for all authorized drivers, and are periodically scheduled
throughout the year. Failure to attend a required training session after scheduling and signup, without cause, will result in the removal of the employee from the Authorized Driver's
List until the training session is attended.
Page 5
3.2.8.3 Accident prone authorized drivers must participate in additional driver training when
required. Such training shall be conducted by a Department of Motor Vehicles approved
program. The training shall be arranged and scheduled through Materials Management.
However, it is the responsibility of each Department Head to notify their respective
employee of the scheduled training. Employees that do not participate in this training, and
have been informed of such training requirement, shall automatically lose their driving
privileges until such time that they participate in the driver training program. All
employees required to participate in the DMV approved driver training program must
successfully complete said program in order to have their driving privileges reinstated.
3.2.8.4 Permanent, full-time employees that are required to drive as a condition of employment,
and who the Authority requires to participate in a defensive driver's training program to
enhance their driving skills, or to correct a driving deficiency, shall be reimbursed by the
Authority the cost of such training after successfully completing it. Reimbursement is
limited to one driver training program per employee required to drive as condition of
employment. Employees required to participate in additional driver training programs will
not be reimbursed by the Authority. All driver training courses and/or programs shall be
taken on the employee's time, not during his/her normal working hours. Proof of
successful completion, as determined by the Authority, will be required.
3.3
3.3.1
3.3.2
3.3.3
3.3.4
3.3.5
3.3.6
PROCEDURES:
Employee completes Request for Addition to Authorized Driver's List Form.
Department Head or Division Director signs request form approving placement of
individual on Authorized Driver's List, if an acceptable MVR is obtained.
Department Head or Division Director submits request form to Materials Management for
MVR processing.
Materials Management reviews MVR for compliance with guidelines for acceptable driving
records, and notifies requesting department or division of approval or disapproval, in
writing.
Materials Management adds approved drivers to, and deletes unauthorized drivers form,
Authorized Driver's List, updates driver's license information and distributes said list
once each month to each Division.
Authorized drivers participate in driver orientation training conducted by Materials
Management and driver safety training conducted by the Safety Manager.
4.
VEHICLE ACQUISITION AND ASSIGNMENT:
4.1
DEFINITIONS
4.1.1 FLEET VEHICLE: Any vehicle purchased, leased or rented by the SFHA for the purpose
of conducting official business on behalf of this agency.
Page 6
4.1.2 AFTER HOURS: The time between 6:00 p.m. and 7:00 a.m., Monday through Friday,
and from 6:00 p.m. Friday through 7:00 a.m. Monday each week, and all hours during
Authority holidays.
4.1.3 MOTOR POOL VEHICLE: Any vehicle not assigned to any individual.
4.2
GUIDELINES
4.2.1 SCOPE: For planning purposes, it shall be the policy of the Authority to replace owned
motor vehicles after seven (7) years of Authority use. Depending on condition, mileage,
and usage this figure will fluctuate to ensure only serviceable units are allowed to operate.
That portion of the motor vehicle fleet that has been leased will be exchanged in accordance
with the terms and conditions of the lease agreement. After five (5) years, however, the
leased vehicles shall be replaced with later models.
4.2.2 NEW VEHICLES:
4.2.2.1
Planning for fleet vehicle replacements and/or additions shall be the combined
responsibility of the applicable Director, Deputy Executive Director for
Administration/Finance and Materials Manager. The call for vehicle replacement or
augmentation will take place during the mid-fiscal year budget review conducted by the
Deputy Executive Director for Administration/Finance. Once vehicle needs have been
approved by the Executive Director, the Department Head will prepare the requisition,
together with detailed specifications, if required, and submit same to Materials
Management. Each vehicle purchased by the Authority shall be registered, licensed,
added to the agency's insurance policy, provided a gas key and subjected to decalcomania
by Materials Management.
4.2.2.2 Fleet vehicles may be procured to include the following equipment only if it is normally
offered as standard equipment by the automobile manufacturer or distributor.
•
Power windows, automatic door locks, and AM/FM radio
•
CD or cassette player
•
Air conditioning will not be specified in the purchasing bid solicitations.
•
Maintenance vehicles shall not have AM/FM car radios.
4.2.3 LEASED OR RENTED VEHICLES: Leased or rented vehicles shall not be subjected to
decalcomania, and shall be added to the Authority's insurance policy only if it is more
economical than accepting an insurance rider under the lease or rental agreement. Such
vehicles shall be assigned fleet numbers for identification purposes on the fleet inventory
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list and issuance of a gas key. Materials Management shall be responsible for the
assignment of all fleet numbers and distribution of gas keys.
4.2.4 VEHICLE ASSIGNMENTS: Each fleet vehicle shall be assigned to individual employees
or to the motor pool. The Materials Management unit shall be kept informed of individual
vehicle assignments. It is the responsibility of the Department Heads to assign vehicles to
their employees. However, the Materials Management unit reserves the right to reassign
vehicles to other departments or individuals to meet the changing needs of the Authority,
or as directed by the Executive Director. Once a vehicle is assigned to an individual, it
becomes that individual's responsibility to maintain control over the use of the vehicle.
Vehicles may not be interchanged, borrowed or used without notification to Materials
Manager, regardless of the duration. Submission of completed sign-out logs to Materials
Management on a monthly basis, and chronicling all departmental fleet activity during
that time frame, shall serve as sufficient notification. Personnel who violate this
requirement shall be subject to disciplinary action, including suspension of Authority
driving privileges.
4.3
PROCEDURES:
4.3.1 Fleet vehicle additions and/or replacements are determined during midyear budget review
for procurement in the following fiscal year. Leased or rented fleet vehicles may be
requested at any time during the year accompanied by proper justification from the
requesting department or division.
4.3.2 Department Heads or Division Directors submit detailed specifications for vehicles
approved for purchases or purchase requisitions for vehicles to be rented or leased. The
requesting department is responsible for preparing resolutions for rented vehicles should
the costs require Commission approval in accordance with the procurement policy.
4.3.3 Materials Management solicits bids for the procurement of vehicles based on specifications.
4.3.4 Materials Management submits resolution for Commission approval based on bid results
and prepares purchase requisitions for same.
4.3.5
Vehicles approved for purchase are received, then registered, licensed, subjected to
decalcomania, assigned a gas key and added to insurance policy by Materials Management.
4.3.6 Rented or leased vehicles are acquired, assigned a gas key and added to insurance policy,
or have insurance rider attached to lease agreement and given fleet number by Material
Management once procurement is approved by the Executive Director, or Commission if
required.
Page 8
4.3.7
Fleet vehicles, whether rented, leased or purchased, are assigned to departmental motor
pools and parking facilities by Materials Management. A duplicate set of car keys is
retained by Materials Management.
4.3.8
If deemed necessary, Department Heads or Division Directors shall assign motor pool
vehicles to individuals and immediately notify Materials Management of such
assignments.
4.3.9 Materials Management updates Fleet Inventory List to include year, make and model of
vehicle, vehicle identification number, person or motor pool that vehicle is assigned to,
acquisition cost, license plate number, fleet vehicle number and driver's license number
and expiration date.
5.
VEHICLE OPERATION AND STORAGE
5.1
DEFINITIONS
5.1.1 AFTER HOURS DRIVERS: Employees of the Authority listed as authorized drivers and
authorized to drive fleet vehicles during those hours defined as after hours in Section 4.1.2
of this Fleet Management Policy and Procedures Manual.
5.2
GUIDELINES
5.2.1 SCOPE: The Authority shall endeavor to have it fleet vehicles operated and stored in a
safe and secure manner. Control over the operation, -use and storage of vehicles shall
remain with Materials Management at all times, unless otherwise delegated.
5.2.2
GENERAL REQUIREMENTS: Each person who drives an Authority vehicle is
responsible for its maintenance, cleanliness and obeying all traffic laws and ordinances
during the time the vehicle is in their possession. This includes paying all traffic fines and
citations received while using the vehicle, checking and replenishing water, oil and other
engine fluids as the need arises, filling the gas tank when the indicator falls below one-half
full, refraining from eating, smoking, or drinking in the vehicle s, removing the
accumulation of garbage and other debris from the interior of the vehicle while being used,
filing accident reports with the Legal Department in a timely manner, and notifying the
Materials Management unit when the vehicle is not functioning properly or appears to be
in need of servicing (e.g., brakes, tune-up, etc.).
It is the responsibility of the Department Heads to insure that their employees maintain the
vehicles in accordance with the above requirements. Failure to do so may result in the
vehicles being reassigned to other departments or individuals.
5.2.3 MOTOR POOL MONITOR:
Each division or department that has vehicles assigned to its motor pool fleet, or to
individuals within that division or department, must assign an individual as a motor pool
monitor to maintain strict control over possession of the vehicle keys and gasoline credit
Page 9
cards, if applicable. The motor pool monitor must limit access to the vehicle keys and
gasoline credit cards to authorized drivers only, be aware of the location of all vehicle keys
and gasoline credit cards at all times during business hours by maintaining a daily vehicle
sign-out log and ensure that all motor pool keys are returned by the close of business each
day. The motor pool monitor is also responsible for accepting and recording reservations
to use motor pool vehicles, ensuring that trip tickets are completed for each vehicle at least
weekly, and forwarding trip tickets and daily sign-out logs to Materials Management. Trip
tickets must be forwarded to Materials Management the same day they are completed; daily
sign out logs are to be forwarded to Materials Management on a monthly basis.
Any requests for accident report forms, vehicle maintenance, flares, replenishment of firstaid kits or any other vehicle related matters should be routed through the motor pool
monitor to Materials Management.
5.2.4 GAS KEYS: Materials Management shall assign one gas key to each fleet vehicle at the
time of acquisition. If the gas key should be lost, stolen, damaged or destroyed, then request
for a new gas key should be made immediately. Materials Management shall forward a
new gas key to the requesting department or division within two (2) business days after
receipt of the request, depending on the availability of the new key(s) from Central Shops.
All requests for gas keys must be made on a Fuel Key Request Form. Only authorized
personnel from Materials Management may request gas keys. IMPORTANT. Gas keys are
not to be shared between vehicles for any reasons. The only exception to this rule is for
equipment such as lawn mowers that require fuel and are not assigned separate gas keys.
Mileage readings input at refueling stations must be accurately recorded. Do not include
tenths of miles for mileage readings. Use of gas keys for other than their assigned vehicles,
or consistent errors in mileage reading input, will result in suspension of driving privileges
for the offending individual(s).
5.2.5 Gasoline purchases are always to be made at self-service sumps. No repairs are to be
charged to gasoline credit cards unless specifically authorized by the Executive Director.
Such repairs shall not exceed fifty dollars ($50.00) in value.
5.2.6
USE OF VEHICLES:
5.2.6.1 Individuals assigned to fleet vehicles may use such vehicles for official business of the
Authority only. After hours use of fleet vehicles is strictly forbidden unless prior approval
is received from the Division Director or Executive Director. Trips outside the nine (9
county greater Bay Area (includes Alameda, Contra Costa, Marin, Napa, San Francisco,
San Mateo, Santa Clara, Sonoma, and Solano counties) may be made only with the prior
written approval of the Executive Director. Said written authorization shall be in the
possession of the driver at all times during such out of town trips, Failure to obtain proper
authorization shall result in appropriate disciplinary action to include suspension of
driving privileges.
Page 10
5.2.6.2 The conditions under which after hours use of fleet vehicles may be granted are as
follows:
•
The employee is classified in a Division Director or higher level position within the
Authority, and is required to work after hours or attend after hours functions related to
official business of this agency on a regular basis.
•
The employee is classified as a Management or staff employee and has been instructed
by his/her Division Director or the Executive Director to attend to or perform Authority
related after hours functions or duties away from his/her office. In such instances,
approval for after hours use of fleet vehicles may be granted only for the date the
function occurs or the duties are to be performed.
•
The employee is assigned as the Duty Officer or backup Duty Officer. In such
instances, only the Executive Director may approve after hours use of fleet vehicles.
•
The employee is a craft employee, and must attend to an after hours emergency call
per instructions from the Executive Director, Division Director, Chief of Maintenance
Operations, Duty Officer or backup Duty Officer.
5.2.6.3 Each after hours driver must sign out for the vehicle taken following the guidelines
stipulated in this manual for vehicle sign-outs (see Section 5.2.8), and complete a trip
ticket for the vehicle if the vehicle is not regularly assigned to that individual. The trip
ticket must be tuned in to the department's designated key monitor by the next business
day. After hours drivers must also maintain the vehicles in accordance with the provisions
of Section 5.2.11 of this manual.
5.2.6.4 During out-of-town trips using transportation other than an assigned fleet vehicle or for
any type of excused or unexcused leave in excess of three (3) consecutive days, any and
all fleet vehicles in possession of an employee must be surrendered, along with its car
keys, to the appropriate key monitor for that department. The vehicle may be reassigned
by Materials Management for the duration of the leave or absence.
5.2.6.5 Use of personal vehicles for official business of the Authority requires Division Director
written approval in advance. The employee may be reimbursed for approved personal
vehicle use by completing an expense account form and submitting it with a check request
for approval and payment. Reimbursement is limited to the current federal mileage
reimbursement rate_ established by the Internal Revenue Service, and includes gas,
insurance, mechanical wear and tear, depreciation and all other expenses except bridge
tolls and parking fees.
The Authority shall not be responsible for any damage or repairs to personal vehicles. The
employee may be required to sign a waiver absolving the Authority of any liability related
to the use of a personal vehicle during work hours or for work related business.
Page 11
5.2.7
VEHICLE AVAILABILITY:
5.2.7.1 Motor pool vehicles will generally be available for use between the hours of 9:00 a.m. and
5:00 p.m., Monday through Friday, except holidays. Vehicles may be available between
8:00 a.m. and 9:00 a.m. During this period the vehicles will be inspected, refueled and
cleaned on a rotating basis. In addition, each motor pool vehicle may not be available
approximately once every four (4) months for a one or two day period to allow for the
performance of routine and preventive maintenance service. The assigned department or
division will be notified of such maintenance at least twenty-four (24) hours in advance.
Unfortunately the vehicles will, from time to time, require unscheduled emergency
maintenance service. In such instances, every effort will be made to notify the assigned
division as far in advance as possible and, if necessary, make alternate arrangements to
ensure the availability of a vehicle.
5.2.7.2 To ensure the availability of vehicles for use by employees conducting official Authority
business, it is suggested that such vehicles be reserved by the requestor with any
department or division that maintains a motor pool fleet. Reservations are made by
inquiring about the availability of a vehicle for a particular date and time and, based on
the response, completing and submitting a reservation form to the appropriate department
or division. Reservations should be made at least twenty-four (24) hours in advance.
5.2.8 VEHICLE SIGN OUTS: Each department must maintain logs for the purpose of signing
vehicles in and out, and must turn them in to the Materials Management unit at the end of
each month. Individuals using motor pool vehicles or vehicles assigned to other individuals
must sign out for such vehicles to include their name, fleet vehicle number, destination,
time the vehicle was signed out and an estimated return time. Once the vehicle is returned,
the individual must sign the vehicle back in by indicating the actual return time and
submitting the keys to the appropriate location or person designated to control such keys.
Any department that does not maintain logs for the purpose of signing vehicles in and out
may be subject to loss of control over fleet vehicles assigned to it.
5.2.9
REFUELING OF VEHICLES:
5.2.9.1 It is the responsibility of each driver to refuel the vehicle s/he is driving if the tank is
less than one-half (1/2) full. Authority vehicles may be refueled at the following City and
County of San Francisco gas stations:
•
•
•
950 Bryant Street
2323 Army Street
1800 Jerrold Avenue
If the vehicle requires oil, it may be obtained at the gas station above also (see gas station
attendant).
Page 12
5.2.9.2 When refueling fleet vehicles, the driver must punch in the correct information requested
upon insertion of the gas key into the gas pump control box. Odometer meter readings
must be correctly reported-tenths of miles must be excluded from the reported reading.
Failure to accurately report mileage readings may result in removal of driving privileges.
5.2.10 EMERGENCY ROAD SERVICE: In the event a fleet vehicle becomes inoperative due
to mechanical failure or flat tire, emergency road services are available by contacting
Materials Management for assistance. After hours, the fleet driver may contact the
following companies for required services:
•
Mechanical breakdown: Contact P & S, Incorporated, at (415) 761-5022 and have
the vehicle towed to the Egbert Avenue maintenance yard.
•
Flat tire: Contact Rick's Tire Service's beeper number by following the instructions
below:
1.
2.
3.
4.
Dial (415) 774-4178
Wait for one beep, and then dial in the telephone number you are calling from;
Hang up; your call is complete;
Your call should be returned within ten (10) minutes by a repairman. Please give
the repairman your name, fleet number and location of the vehicle.
DO NOT LEAVE THE VEHICLE ONCE THE SERVICE CALL HAS BEEN
PLACED. THIS RESULTS IN AN UNNECESSARY SERVICE CALL CHARGE.
CONTINUED ABUSES OF THIS NATURE WILL RESULT IN DISCIPLINARY
ACTION BEING TAKEN AGAINST THE OFFENDING INDIVIDUAL.
5.2.11
VEHICLE CARE:
5.2.11.1 Department Heads are responsible for assuring that vehicles assigned to their operation
contain the following items at all times:
•
Copy of registration card
•
Copy of proof of insurance card
•
Trip ticket
•
First aid kit, vehicle operator's manual, three road emergency flares, accident report
form, safety cones (Maintenance vehicles only), wheel chocks (Maintenance
vehicles only)
NOTE: Infant care seats must be used in any fleet vehicle carrying infants or small
children under 40 pounds.
Materials Management should be contacted immediately if any of the above items are
not in the vehicle and are otherwise unavailable.
Page 13
5.2.11.2 Drivers are expected to return fleet vehicles with a clean interior. This includes emptying
ash trays, removing papers, other documents and envelopes, and properly disposing of
all trash.
5.2.11.3 Employees assigned to fleet vehicles, other than temporary assignments of motor pool
vehicles, are responsible for maintaining the exterior of the vehicles in a clean
condition. Car wash tickets for such purposes may be secured from the City and County
of San Francisco gas stations.
5.2.11.4 Each person using a motor pool vehicle must complete a trip ticket each time the vehicle
is driven and problems are observed with its performance, physical damage has been
incurred, or it is excessively dirty. In addition, trip tickets must be completed by the
responsible department once a week for each vehicle under its jurisdiction regardless
of the vehicle(s) condition. The trip ticket requires the operator to determine the
condition of the vehicle and provides a simple means of communicating that condition
to Materials Management. If the trip ticket is not completed and submitted, and the
vehicle becomes inoperative due to a condition that could have been detected and
remedied by completing and submitting the trip ticket, the driver of record may be
found negligent in his/her responsibilities and lose driving privileges in addition to
other appropriate disciplinary action being taken. Trip tickets may also be used to
request servicing of any fleet vehicles.
5.2.11.5 Failure to properly care for fleet vehicles as herein described may result in reassignment
of the fleet vehicle and/or disciplinary action being taken against the offending party.
5.2.12 STORAGE: Authority vehicles shall be returned to, and left at, designated parking areas
after the close of business each work day, on weekends and holidays. Materials
Management shall assign vehicles to specific parking areas based on the location and
duties of the assigned drivers, availability of parking spaces, and level of security at
designated locations.
5.2.13
HOME STORAGE: No fleet vehicle it to be stored at an employee's home on a
continuous basis without prior written approval of the Executive Director. Such
approval may be granted in the following instances:
•
The employee is required to respond to emergency calls on a regular basis; or
•
The employee is required to conduct Authority business during after hours on a
regular basis; or
Page 14
•
In the opinion of the Executive Director, it is in the best interests of the Authority
to allow home storage to an employee of this agency.
Employees must take reasonable precautions to safeguard home stored vehicles.
5.3
PROCEDURES:
5.3.1 Motor pool monitors assigned to control and coordinate use of fleet vehicles within that
department or division.
5.3.2 Authorized drivers sign out for use of fleet vehicles in the department or division vehicle is
assigned to, obtaining trip ticket from motor pool monitor in the process.
5.3.3 Authorized drivers inspect vehicles for safety hazards and other maintenance needs prior
to, and during trip, noting requirements on trip ticket.
5.3.4 Authorized drivers refuel vehicles prior to returning to designated parking facilities, check
oil and other fluid levels, and clean interior and exterior of vehicles as needed.
5.3.5 Authorized drivers return vehicle keys to motor pool monitor, turn in completed trip ticket
and sign in on daily log sheet.
6.
VEHICLE MAINTENANCE
6.1
DEFINITIONS
6. 1.1
EMERGENCY MAINTENANCE: Emergency maintenance shall be defined as those
instances when the vehicle becomes inoperative or unsafe to drive and the urgency of need
to repair the vehicle has been determined as mission essential by Materials Management
and the appropriate Department Head.
6.1.2 ROUTINE MAINTENANCE: Routine maintenance shall be defined as any maintenance
or repairs required on vehicles to ensure safe and legal operation of vehicles that are not of
an urgent nature.
6.1.3
SCHEDULED MAINTENANCE: Scheduled maintenance shall be defined as any
maintenance or repairs required on a routine basis in order to extend the useful lives and
driving condition of fleet vehicles.
6.1.4 MAJOR REPAIR WORK: Any repair to any fleet vehicle that exceeds five hundred
dollars ($500.00) in cost.
Page 15
6.1.5
SUBSTANDARD CARE: Any vehicle that is damaged in accidents or incidents three
times in any twelve month period within the same department or division, has trip tickets
not completed regularly, is not cleaned regularly, or has stained or torn upholstery, is
hereby identified as receiving substandard care.
6.2
GUIDELINES
6.2.1 SCOPE: It is the policy of the Authority to effect repairs of fleet vehicles on a cost effective
basis. Scheduled maintenance procedures will be used as the primary method to repair fleet
vehicles.
6.2.2 GENERAL REQUIREMENTS: It is the responsibility of the Fleet Specialist to ascertain
the maintenance and repair needs of fleet vehicles, schedule servicing based on that
assessment, inform the affected departments of the service required and anticipated return
date of the vehicle, and to verify that proper repairs have been performed on vehicle when
such servicing has been contracted out. The Fleet Specialist shall monitor all maintenance
costs and frequency of repairs to identify vehicles that are habitually in the shop. The Fleet
Specialist shall keep the Materials Manager informed of all repairs and vehicles that appear
abused by Authority drivers. Vehicles that have been identified as receiving substandard
care may be reassigned to another department, division or individual by Materials
Management.
6.2.3 SCHEDULED MAINTENANCE: Scheduled maintenance shall be based on the warranty
requirements of the vehicle. If the vehicle's warranty period has expired, maintenance shall
be based on mileage. Every 6,000 miles each fleet vehicle must be serviced for a tune-up;
oil change and lubrication shall be performed every 3,000 miles. The Fleet Specialist must
also inspect the vehicle for other servicing needs such as tire replacement, engine coolant
and transmission fluid replenishment, body damage, steering problems, and mechanical
device failures (turn signals, lights, etc.).
6.2.4 ROUTINE MAINTENANCE: Based on analysis of trip tickets, accident/incident reports
or repair requests, the Fleet Specialist shall schedule an inspection and ascertain repair
needs of vehicles identified by such analysis. If major repairs are required, the Fleet
Specialist must discuss such repair work with the Materials Manager prior to authorizing
the repairs. The Materials Manager shall determine if such repairs are warranted based on
the fair market value of the vehicle, the maintenance history of the vehicle, and the needs
of the department or division affected by the loss of the vehicle. If the decision is re repair
the vehicle, the Fleet Specialist shall arrange for the repairs and notify the affected
department or division of the anticipated return date of the vehicle to them.
6.2.5 EMERGENCY MAINTENANCE: When vehicles become inoperative during the course
of travel, in traffic, or at any time while being driven by Authority personnel, Materials
Management must be notified immediately. Once notified, the Fleet Specialist shall be
dispatched to examine the cause of the vehicular failure. The Fleet Specialist shall make
every effort to effect repairs to make the vehicle operable. However, if the repairs needed
are substantial, or will require an inordinate amount of time, then the vehicle must be towed
Page 16
to the maintenance yard at Egbert for further evaluation. Once the extent of necessary
repairs have been established, the Fleet Specialist shall arrange for the repairs and notify
the affected department or division of the anticipated return date of the vehicle to them.
Again, major repair work must be approved by the Materials Manager prior to such work
being performed (see Section 5.2.10 for emergencies during after hours).
6.3
PROCEDURES
6.3.1 Motor pool monitors submit trip tickets and repair requests to Materials Management for
follow-up action.
6.3.2 Fleet Specialist arranges for scheduled and/or routine maintenance with key monitor in each
department or division based on analysis to trip ticket, repair requests, accident reports
and physical inspection of vehicles.
6.3.3 Fleet Specialist provides motor pool monitors with anticipated return dates of vehicles to
the department or division.
6.3.4
Fleet vehicles repaired are returned and key submitted to motor pool monitors for control
and safekeeping.
7.
ACCIDENT AND INCIDENTS
7.1
DEFINITIONS
7.1.1 ACCIDENT: Any event resulting in a collision with and/or damage to a fleet vehicle or
opposing vehicle, or persons while the fleet vehicle is engaged in movement, or is
otherwise in traffic, or occupied by an individual.
7.1.2 INCIDENT: Any event resulting in damage to a fleet vehicle while it is stationary, parked
in a legal parking space, and is unattended.
7.2
GUIDELINES
7.2.1 SCOPE: The Authority is committed to maintaining a comprehensive system for
monitoring and reporting vehicular accidents and incidents, and shall require each
employee authorized to drive Authority vehicles to participate in reporting accidents and
incidents in a timely, truthful and accurate manner.
7.2.2 GENERAL REQUIREMENTS
7.2.2.1 In case of an accident, the driver of the fleet vehicle must stop and obtain the opposing
driver's license, insurance and other pertinent information, if applicable. The driver of the
Page 17
fleet vehicle is also encouraged to obtain the names, telephone numbers and addresses of
any witnesses to the accident. The driver must use the Accident Report form located in the
glove compartment of the fleet vehicle. This form must be completed and submitted to the
Legal Department within one (1) business day of the accident unless the driver is
incapacitated. Any driver who is not incapacitated by the accident and fails to complete the
Accident Report form within one (1) business day of the accident may lose his/her driving
privileges.
7.2.2. Any driver or passenger injured in an accident should seek medical attention immediately
from either a hospital emergency room or his/her personal physician. The driver's and/or
passenger's supervisor must submit a completed Supervisor's Report of Injury form to
Personnel Services within two (2) business days of the injury (NOTE: For minor injuries
please seek medical attention at the Authority's designated worker's compensation health
care provider).
7.2.3 DAMAGE IN EXCESS $500.00: For those accidents resulting in damage to either vehicle
or more than $500.00, or involving injury to another person, the driver must notify the
local law enforcement agency and the Authority's Legal Department immediately. The
driver of the fleet vehicle must then wait for the arrival of the law enforcement official
and Authority's representative, in addition to obtaining the information detailed in Section
7.2.2.1. Failure to do so may result in disciplinary action being taken against the
responsible employee. State law requires that each party involved in any accident resulting
in damage in excess of $500.00 must complete a Form SR-1 and forward it to the
Department of Motor Vehicles, Financial Responsibility section. SR-1 forms have been
incorporated as page one of the Authority's accident report form. The completed SR-1
form must be mailed by the Legal Department to the Department of Motor Vehicles within
10 days of the accident upon verification of damage to a vehicle in excess of $500.00 (if
such damage cannot be reasonably estimated to exceed $500.00 at the time of the
accident).
7.2.4
SUBMISSION OF ACCIDENT REPORT: The driver of the fleet vehicle must submit
an accident report, in a timely manner, filling in all the required information on that form.
Accident reports must be submitted not later than 24 hours after the accident occurred. If
the accident occurred on a Friday, holiday or weekend, the accident report must be
submitted not later than the next business day. Accidents involving injury to pedestrians
must be reported immediately to either the Legal Department, or the Duty Officer if it
occurred during after hours. Accident reports forms are stock items and should be
requisitioned by each department as needed.
7.2.5
SUBMISSION OF INCIDENT REPORT: Incidents reports must be submitted for all
incidents involving damage to fleet vehicle. The incident report must detail the date and
time the damage was discovered, where the vehicle was parked at the time of discovery,
and the activity the person reporting the incident was engaged in immediately preceding
the discovery. Incident reports must be submitted within twenty-four (24) hours of the
discovery, or if discovered on a Friday, holiday or weekend, the next business day.
Page 18
7.2.6 RESPONSIBILITY: Department Heads are responsible for their employees submitting
accident and incident reports, SR-1 forms, and following the procedures pertaining to
accidents and incidents. Failure of any employee to follow the procedures provided for
herein may result in the vehicle being reassigned to another department or individual, as
well as, revocation of driving privileges. Authority drivers determined to be at-fault for
two or more accidents during the most recent three (3) year period whether or involving
Authority vehicles shall have their driving privileges revoked immediately upon such
determination.
7.3
PROCEDURES
7.3.1 Fleet vehicle driver stops and obtains the name, license number, home address and telephone
number of the other driver; the make, model year and license plate number of the other
driver's vehicle; the name and policy number of the other driver's automobile insurance
using the Accident Report form, or on a piece of paper if no form is immediately available.
7.3.2 Fleet vehicle driver obtains the name, address and/or telephone number of any witnesses to
the accident.
7.3.3 Fleet vehicle driver calls dispatch for assistance, or if after hours, emergency answering
service.
7.3.4
Fleet vehicle driver remains with vehicle until Authority representatives and law
enforcement officers arrive, if damage is estimated at more than $500.00, or it is an injuryaccident.
7.3.5
Fleet vehicle driver submits accident report to Legal Department for follow-up and
preparation of insurance claim.
7.3.6 Legal Department forwards copy of accident report to insurer with claim form, to Personnel
Services for placement in employee's file, and to Materials Management for repair followup and driving record check. Legal Department files SR-1 form with Department of Motor
Vehicles, if damage is over $500.00.
7.3.7 Personnel Services notifies Department Head and/or Division Director of disciplinary action
that should be taken against fleet vehicle driver.
7.3.8 Materials Management notifies Department Head and/or Division Director of driving status
of fleet vehicle driver, if changed.
8.
VEHICLE DISPOSAL
8.1
DEFINITIONS
Page 19
8.1.1 PERSONAL PROPERTY: Personal property is property of any kind except land, land
improvements, structures and appurtenances thereto excluding movable machinery and
equipment. Personal property may be tangible-having physical existence, or intangiblehaving no physical existence, such as patents, inventions and copyrights.
8.12 NONEXPENDABLE PERONALPROPERTY: Nonexpendable personal property means
tangible personal property having a useful life of more than one (1) year and an acquisition
cost of three hundred dollars ($300.00) or more per unit.
8.1.3 EXCESS PROPERTY: Excess property means property under the control of the Authority
which, as determined by the Executive Director, or designee, is no longer required for its
needs or discharge of its responsibilities.
8.1.4
ACOUISITION COST OF PURCHASED NONEXPENDABLE PERSONAL
PROPERTY: Acquisition cost of a nonexpendable personal property item means the
net invoice unit price of the property including the cost of modifications, attachments,
accessories, or auxiliary apparatus necessary to make the property usable for the purpose
for which it was acquired. Other charges such as the cost of installation, taxes,
transportation, duty or protective in-transit insurance, shall be included or excluded from
the unit acquisition cost in accordance with the Authority's regular accounting practices.
8.1.5 EXEMPT PROPERTY: Exempt property means tangible personal property acquired in
whole or in part with Federal funds, and title to which is vested in the recipient without
further obligation to the Federal Government except items of nonexpendable personal
property having a unit acquisition cost of $1,000.00 or more.
8.2
GUIDELINES
8.2.1
SCOPE: When Authority-owned fleet vehicles become uneconomical to repair, the
vehicles shall be declared excess property and sold or otherwise disposed of in accordance
with Attachment N, OMB Circular No. A- 102, or other Federal regulations as applicable.
8.2.2 FEDERALLY-OWNED NONEXPENDABLE PERSONAL PROPERTY: Title to
federally-owned property remains vested in the Federal Government. The Authority shall
submit an inventory listing of federally-owned property in its custody to the Federal agency
on an annual basis, as required. Upon completion of the agreement or when the property is
no longer needed, the Authority shall report the property to the Federal agency for further
utilization. If the Federal Government has no further need for the property, it shall be
declared excess property and reported to the General Services Administration. Disposition
instructions will be issued to the Authority after completion of the Federal agency review.
8.2.3 EXEMPT PROPERTY: When statutory authority exists, title to nonexpendable personal
property acquired with project funds shall be vested in the Authority, upon acquisition,
Page 20
unless it is determined that to do so is not in furtherance of the objectives of the Federal
sponsoring agency. When title is vested in the Authority, the Authority shall have no other
obligation or accountability to the Federal Government for its use or disposition except as
provided in paragraph 6a of Attachment N, OMB Circular No. A- 102.
8.2.4
OTHER NONEXPENDABLE PROPERTY: When other nonexpendable tangible
property is acquired by the Authority with project funds title shall not be taken by the
Federal Government but shall vest in the Authority subject to the conditions established in
paragraph 6 of Attachment N, OMB Circular No. A- 102.
8.2.5
SELLING VEHICLES: Where the Authority is authorized to sell or dispose of
nonexpendable personal property, proper sales procedures shall be established which
provide for competition to the maximum extent practicable and result in the highest
possible return to the agency. The Materials Manager shall determine the method of
disposal based on reports submitted by the Fleet Specialist and Materials Control Officer
detailing the condition of the property.
8.3 PROCEDURES
8.3.1
Vehicles are identified for salvage or disposal based on current needs assessment,
replacement schedules and evaluation of their condition.
8.3.2
Authorization to dispose of vehicles is obtained.
8.3.3 Materials Manager established date for disposal, and arranges an Authority auction, or to
have the City and County of San Francisco auction the vehicles, or sells vehicles identified
as salvage to the highest bidder.
8.3.4
Prior to auction, all property is identified and marked in accordance with property
management standards for nonexpendable property.
8.3.5
Cash received for auctioned or salvaged vehicles is submitted to Finance along with
inventory records, copies of pink slips and other documents that identify the vehicles sold.
8.3.6
Removal from Authority premises of auctioned or salvaged vehicles occurs the same day
of sale, with such removal costs absorbed by the buyer.
Page 21
Attachment 5
Codes of Safe Work Practices
Code of Safe Work Practices
- Cockroaches
Cockroaches in the work environment are a health hazard not only because of the risks posed by cockroach antigens
to asthma sufferers, but also because they can carry disease-causing germs and because some of the methods
traditionally used to eliminate them cause additional health hazards.
Any residence can have cockroaches because of left over food or accumulated debris, leaky pipes and faucets, failure
of caulking, etc. The ultimate goal is to keep cockroaches out of residences and when necessary, to eliminate those
that are there, while keeping residents and SFHA workers safe.
The initial actions residents and SFHA can take are regular cleaning and maintenance to remove the food, water, and
shelter for the cockroaches. Not only will this help to prevent a cockroach problem in the first place, it is also crucial
to controlling an existing infestation and maintaining a cockroach-free environment. When doing routine maintenance
in an occupied unit with pest control problems, report unsafe conditions to the Property Manager; they will need to
assure the tenant takes immediate corrective actions.
If a cockroach problem requires remedial action, there are numerous paths of control and products available. Once a
cockroach problem has been identified, integrated pest management (IPM) practices should be undertaken. Care
should be taken to avoid residential exposure to pesticides, as these chemicals can be a carcinogenic health hazard.
Many pesticides can also trigger asthma attacks and cause developmental disabilities.
Pesticide sprays and fogs should not be used to control the problem. Not only will sprays and fogs leave a residue
that is hazardous to human health, they also must be applied periodically and are not effective against cockroaches.
Baits and boric acid are safer, more preferable forms of treatment that limit the level of human exposure to pesticides.
Cockroach baits are perhaps the most effective means of controlling cockroaches once they have been identified. They
are available as bait stations to consumers as well as gels and powder to commercial pest control providers. Baits are
also desirable because of they have little or no negative impact to the environment. Also, no advance preparation is
required for their use as compared to the old way of fogging an infested area.
If there is a heavy infestation, a crack and crevice application may be warranted, followed by application of cockroach
bait. This type of application is best done by a professional applicator because they have the appropriate equipment
to perform the application.
To prevent re-infestation, complete the following tasks:
1.
2.
3.
Eliminate places where they live. Keep trash in containers with tight-fitting lids. Empty trash frequently,
disposing of newspapers, magazines, rags and boxes (cockroaches particularly like to hide in corrugated
cardboard). Caulk cracks and crevices and fill gaps around pipes.
Eliminate sources of food and water. Cleanup spills and crumbs right away. Store food in tightly sealed
containers. Do not leave pet food out overnight. Don’t leave dirty dishes in the sink. Fix leaky pipes
and faucets. Vacuum crack and crevices to remove food crumbs.
Head off invasions from outside. Trim shrubbery and eliminate ivy or other dense ground cover near
the residence. Seal cracks and other openings to the outside. Inspect boxes, appliance and furniture left
in storage that may harbor roaches.
Where assistance is needed for proper cleanup by workers with respiratory protection, contact John Wilkinson at
Wilkinson@sfha.org or (415) 715-3120.
Acknowledgment of Receipt & Review of Code of Safe Practices
To All Employees:
Attached is the Code of Safe Work Practices for Cockroaches. These guidelines are provided for your safety.
Your manager or superintendent has reviewed this code with you. It is the responsibility of each employee to
read and comply with this code.
The attached cope of the Code of Safe Work Practices is for you to keep. Please sign and date below and return
only this page to your manager or superintendent.
I have read and understand the Code of Safe Work Practices.
Employee
Signature
Date
Page 2
Code of Safe Work Practices
- Degreasers
Note: Please discontinue the use of Industrial Purple Cleaner and Degreaser, SuperClean Foaming CleanerDegreaser, Easy Off Oven Cleaner and similar products at SFHA properties immediately. These products are
caustic and can cause severe eye and skin burns and can only be used in conjunction with safety goggles and a
portable eye washer at each site. These products, and similar caustic cleaners, can cause severe and permanent eye
injury and blindness.
1.
2.
3.
4.
5.
Review the Material Safety Data Sheet (MSDS) and the health, safety and reactivity hazards of all
janitorial and cleaning solvent and products before using.
Industrial Purple Cleaner and Degreaser and similar products such as Easy Off Oven Cleaner and
SuperClean Foaming Cleaner-Degreaser have a health hazard rating of ‘3,’ placing it in a category of
severe potential health risk. These products can only be used in conjunction with safety goggles and a
temporary eye wash station at the point of use. Use of safety glasses alone is insufficient. Do not use
any degreasers that contain sodium hydroxide (caustic soda or lye), which may cause severe eye
and skin burns, without goggles and an eye wash in place.
Acceptable products, including ProForce Heavy Duty Degreaser and Simple Green, have a health
hazard rating of ‘1.’.
Always following the manufacturer’s recommendations regarding concentration and methods of use.
See the manufacturer’s Material Safety Data Sheet (MSDS) for other safety precautions.
Dispose of banned products per Golden Gate Scavenger’s guidelines.
Page 3
Acknowledgment of Receipt & Review of Code of Safe Practices
To All Employees:
Attached is the Code of Safe Work Practices for Degreasers. These guidelines are provided for your safety.
Your manager or superintendent has reviewed this code with you. It is the responsibility of each employee to
read and comply with this code.
The attached cope of the Code of Safe Work Practices is for you to keep. Please sign and date below and return
only this page to your manager or superintendent.
I have read and understand the Code of Safe Work Practices.
Employee
Signature
Date
Page 4
Code of Safe Work Practices
- Sharps
Note: Sharps are needles, broken glass and china, lancets, piece of metal, staples, razor blades, etc. (i.e., anything
that can cut, slice, or puncture is considered a ‘sharp’.)
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
All ‘sharps’ must be handled with care to prevent injury to you or others.
Use the correct ‘sharp’ for the job:
a. Cut paper with scissors.
b. Use a ‘carton opener’ to open cardboard boxes.
c. Never use an unguarded razor blade for any task. These should be used in proper holders and used
for the task for which they were designed.
d. Retract utility knife blades when not in use.
Be aware of blood borne pathogens from used needles. Hepatitis B infection can have a range of
illnesses and cause liver damage. Human Immunodeficiency Virus (HIV) is the virus that causes
Acquired Immune Deficiency Syndrome (AIDS). Transmission of HIV, like Hepatitis B, occurs when
contaminated body fluids enter the blood stream. Take precautions when removing needles or syringes
out of grates, bar screens, etc. OSHA recommends vaccination against Hepatitis B for workers likely
to be exposed to blood or syringes at work. Wear heavy gloves when working with items that may
cause cuts or punctures.
Wear heavy cotton or leather gloves when handling an object, such as broken glass, that could be
potentially sharp or have rough edges that could cut.
Never stick your bare arm into windows or doors with broken glass where sharps or rough edges may
cut yourself.
Remove glass chards still in place using pliers or suitable tools, preventing direct contact.
Use a broom and dust pan to sweep-up sharps, such as broken glass, and avoid direct contact.
Disposal of sharps must protect anyone who may come in contact later, such as co-workers, tenants,
maintenance staff, or yourself. Put the item into a special ‘sharps’ or ‘glass’ cardboard box or
container, when available. If there is none, wrap it well and clearly label “SHARPS – HANDLE
WITH CARE.”
Broken glass, needles or other sharp-edged objects shall not be placed in wastebaskets unless properly
protected.
Sharp or pointed articles should be stored as to prevent persons from coming in contact with the sharp
edges or points.
Page 5
Acknowledgment of Receipt & Review of Code of Safe Practices
To All Employees:
Attached is the Code of Safe Work Practices for Sharps. These guidelines are provided for your safety.
Your manager or superintendent has reviewed this code with you. It is the responsibility of each employee to
read and comply with this code.
The attached cope of the Code of Safe Work Practices is for you to keep. Please sign and date below and return
only this page to your manager or superintendent.
I have read and understand the Code of Safe Work Practices.
Employee
Signature
Date
Page 6
Code of Safe Work Practices
- Vagrancy
People use the term "vagrant" when they want to describe a particular kind of criminal homelessness, usually involving
break-in to a vacant housing unit, or sleeping in a public access area. In such cases, SFHA workers generally will be
unable to appraise the vagrant’s physical and mental ability to support themselves and should be aware that such
conditions may affect their health and safety.
Dealing with homeless people can be fraught with moral danger. Few people would argue that the police should do
what they can to reduce burglary or car theft. Yet there are many strong and organized advocates of the chronically
homeless. Some believe chronic homelessness is a lifestyle choice and, as such, should be protected by law. Others
claim it is a consequence of socio-economic factors, such as high unemployment and the lack of affordable housing,
or that the chronically homeless are victims of abusive childhoods, addiction, or mental illness. In any event, they
oppose criminalizing what they perceive to be a status beyond a homeless person's control. Still others object to the
"criminalization of homelessness" because it violates fundamental constitutional rights, in particular those codified in
the First, Fourth, Eighth, and Fourteenth Amendments.
The U.S. Department of Housing and Urban Development (HUD) classifies homeless people in two broad categories:
sheltered and unsheltered. A "sheltered" homeless person lives in an emergency shelter or transitional housing. This
includes domestic violence shelters; residential programs for homeless or runaway youth; or a hotel, motel or
apartment paid for with a voucher provided by a governmental or private agency because the person is homeless. An
unsheltered homeless person lives in "a place not meant for human habitation, such as cars, parks, sidewalks,
abandoned buildings, or on the street." About 44 percent of homeless people are unsheltered. Unsheltered homeless
are usually single men, who, unlike homeless families, are less likely to live in emergency shelter, transitional housing,
or permanent supportive housing.
Another categorization of homelessness is whether the status is temporary (due to an eviction, prolonged
unemployment, job layoff, or domestic violence) or chronic. The federal definition of chronically homeless is an
"unaccompanied homeless individual with a disabling condition who has either been continuously homeless for a year
or more or has had at least four episodes of homelessness in the past three years" (U.S. Department of Housing and
Urban Development , 2008b:15). About 18 percent of the total homeless population (unsheltered and sheltered in
emergency shelter) is considered chronically homeless, and, of those, two-thirds are unsheltered. In other words, an
estimated 12 percent of the United States' homeless population, or close to 83,000 people, is unsheltered and
chronically homeless.
Compared with the general population, unsheltered homeless are more likely to be male, older, and a minority. A
significant number of transients are addicted to drugs or alcohol and a sizable portion are also mentally ill ("dually
diagnosed").
Panhandling is one way homeless encampment dwellers make money, but more work at odd short-term jobs, such as
street vending and day labor. Collecting cans or bottles is also common. Relatively few receive public benefits. A
very small number engage in prostitution.
Problems associated with vagrancies fall into three categories: impact on the homeless population, impact on the
environment, and impact on the larger community.
Impact on the Homeless Population
Unhealthy conditions. Conditions in vagrant-occupied units can be dangerous to SFHA worker’s health. Garbage
attracts rodents and other vermin. Food cannot be stored, and dishes cannot be washed properly, facilitating the spread
of food-borne diseases. Poor hygiene contributes to health problems. Tuberculosis and sexually-transmitted diseases
are of special concern. Many transients may have addictions to drugs or alcohol. Other environmental hazards, such
as batteries and fuels, may be used for heating and cooking.
Page 7
Victimization of the chronically homeless. Not much is known about victimization among this population because
they are not included in large-scale household-based surveys, such as the National Crime Victimization Survey.
Official data, such as the National Incident-Based Reporting System and the Uniform Crime Reports, typically do not
include victims' housing status. Further, specific information on victimization of chronically homeless people who
live in homeless encampments is based on case studies of particular jurisdictions or is anecdotal.
However, smaller studies paint a troubling picture. The chronically homeless report high rates of child and sexual
abuse that occurred before they became homeless. Further, once homeless, the population continues to be victimized
at a rate about twice that of the general population. Chronically homeless people are also more likely than the general
population to be victims of crime against the person than property crime. These patterns are particularly true for
chronically homeless women.
Chronically homeless people are victimized by the public and by their peers. Violence against the homeless committed
by non-homeless offenders appears to be increasing even while violent crimes are generally decreasing. Many of these
incidents are beatings. Over the nine-year period from 1999 to 2007 in the United States, 217 homeless people were
killed by those who were not homeless.
Impact on the Environment
In addition to concerns about the hazardous materials mentioned above, which potentially harm both the transients
and the surrounding environment, inadequate human waste disposal can pose a hazard to SFHA workers. Another
hazard linked to homelessness is fire. Vagrants may turn to fires within vacant units for heat and cooking, causing
possible damage to the building and adjoining occupied units.
Impact on the Community
Criminal activity by the chronically homeless. Numerous studies have pointed to a strong relationship between
homelessness and criminality. Yet contrary to popular opinion, the typical chronically homeless person is not a
hardened violent felon, but someone with a disproportionately high arrest rate for crimes such as public intoxication,
petty theft, and trespassing. The longer someone is unsheltered and chronically homeless, the more involved he or she
becomes in criminal behavior, largely due to the increased use of "non-institutionalized survival strategies," such as
panhandling, street peddling, and theft. Chronically homeless people who are mentally ill are arrested more than those
who are not mentally ill.
Many researchers have argued that the high rates of arrest and low-level offending by the chronically homeless are
results of the "criminalization of homelessness." Laws against lying down or sleeping in public, public excretion and
urination, public intoxication, and the like, make it difficult for the street homeless to carry out routine behaviors in
public places. Some police observers report that being homeless subjects people to more strict enforcement for
activities that are dealt with more leniently if the person can show proof of address.
Even if transients are not hard-core violent offenders, evidence from police case studies shows areas adjacent to
transient encampments have higher levels of petty and serious crime unrelated to "routine behaviors," such as drug
dealing and usage, disturbance, theft, prowling, burglary, panhandling, fighting, vandalism, armed robbery, rape, and
aggravated assault. Stolen property, weapons, and wanted felons have been found in homeless encampments.
Threats to business viability. Many chronically homeless behaviors, such as sleeping on the streets, panhandling,
public excretion or urination, and public intoxication, are threatening or undesirable. In some urban settings, police
rate transients and their behaviors as a bigger problem than drugs, car burglaries, public fighting, cruising, or noise.
Housing units near entertainment districts are particularly vulnerable to transient behavior because of the availability
of people with disposable income, park benches, unattended public restrooms, and lax enforcement of laws governing
street behavior. The presence of transients creates an environment of lawlessness.
Illegitimate use of public space. Regular citizens may not use housing development recreational areas, laundries and
other facilities because they fear the spaces are controlled by transients. Often the homeless are victimized at night,
Page 8
prompting them to sleep only during daylight hours in public places. This condition only exacerbates the conflict with
legitimate facility users.
**
As you can see from the above discussions, the social-economic impacts and characterization of the problem is quite
complex and the average SFHA workers is not qualified to make detailed evaluations. As a general rule, the following
procedures are recommended:
1.
2.
3.
4.
5.
6.
7.
8.
9.
Avoid confrontation with the homeless and vagrants, whenever possible.
Do not confront individuals, tenants or vagrants, where acts of violence may be occurring. Immediately
call 911.
Do not use threatening language or acts.
Announce your presence when entering a unit that may be utilized by squatters. State your intent to
complete work and provide adequate time for the vagrant(s) to move out. Secure the site after completing
your work to prevent reoccurring occupancy.
If conditions that place the overall community at high risks are discovered, such as illegal fires in units
for heat or cooking are discovered, immediately report these incidents to the Property Manager so that
corrective actions can be taken. Secure the site after completing your work to prevent reoccurring
vagrancy.
Enter break-in units in pairs or advise others of your intended actions and location so they can provide
support, as needed.
Be aware of health and safety concerns and wear protective gloves, boots, etc., as warranted. Be aware
of the Bloodborne Pathogen Standards.
Refer to SFHA’s Public Operations Phone Lists for the name and phone number of the responsible
Property Manager and San Francisco Police Department Liaison.
Call 311 after office hours and on holidays for emergency related issues. When phoning from outside
San Francisco dial (415) 701-2311.
Page 9
Acknowledgment of Receipt & Review of Code of Safe Practices
To All Employees:
Attached is the Code of Safe Work Practices for Vagrancies. These guidelines are provided for your safety.
Your manager or superintendent has reviewed this code with you. It is the responsibility of each employee to
read and comply with this code.
The attached cope of the Code of Safe Work Practices is for you to keep. Please sign and date below and return
only this page to your manager or superintendent.
I have read and understand the Code of Safe Work Practices.
Employee
Signature
Date
Page 10
Attachment 6
Maintenance Backlog Reduction Plan
SAN FRANCISCO HOUSING AUTHORITY
ASSET MANAGEMENT MAINTENANCE
PLAN
Page 1
MAINTENANCE BACKLOG REDUCTION PLAN
Table of Contents
Introduction
Current Situation
Immediate Steps
Methodology / Staffing / Training
Managing the Process
Tracking, Monitoring and Reporting on Progress
Implementation Schedule – Target Dates
Attachment I – Maintenance Mechanic Training Plan
Page 2
INTRODUCTION
The Mission of the San Francisco Housing Authority (SFHA) is to deliver safe and decent housing
for low income households and integrate economic opportunities. This Maintenance Backlog
Strategic Plan is intended to: (1) address the large backlog of repair requests at the SFHA’s
properties in the most cost effective and timely manner and (2) expedite ongoing property and unit
maintenance and repair needs.
If repairs are made on time, major damage can be prevented and the volume of overtime
emergencies can be reduced saving money and more cost effectively providing services. To
dramatically improve the quality of life for residents, SFHA must provide repair and maintenance
to our properties in a more expeditious manner and bring apartments into a good state of repair.
This plan will also put in place a process for monitoring and tracking work orders that will reduce
the current backlog and eliminate an accumulation of backlogged work orders in the future
CURRENT SITUATION
SFHA has experienced a lack of timeliness in completing repairs, especially high priority repairs.
This is the single biggest factor affecting SFHA’s residents and their quality of life. Residents
repeatedly note that the repairs process is the most unpleasant aspect of living in SFHA housing
citing lack of timeliness and poor customer service as the primary reasons they are dissatisfied.
Requests for service often require four or more calls for service. Maintenance repairs are not
delivered by a site-based, responsive and cost effective manner.
The Challenges
Aging Buildings and Complex Needs: The buildings are aging and reductions in federal funding
have delayed upgrade or replacement of major building systems resulting in an enormous number
of work order requests and multiyear backlog of unfulfilled work order requests and customer
dissatisfaction. Capital needs will exceed $270 million over the next five years for building
operating systems, elevators, roof repairs and exterior work that also directly affect the quality of
life for residents. Delaying these investments makes them much more costly in the long run, as
maintenance needs increase at a higher rate with each year beyond the normal life cycle of
buildings and equipment.
Work Order Backlog: Loss of funding resulted in down-sizing maintenance, custodial, and
grounds keeping employees making it more difficult to sustain a consistent level of customer
service and contribute to resident concerns about general upkeep of buildings and grounds. A
backlog of 3,800 backlogged work orders had accumulated as of July 1, 2013. While this number
was reduced to just over 2,900 by September 20, 2013, 80 of these backlogged work orders were
created between September and December 2012 and have been outstanding for over nine months.
Fourteen percent have been outstanding for more than six months.
Page 3
Since January 2013, SFHA has created 23,427 work orders and only closed 21,991 adding 1,436
to the backlog or about 150 additional outstanding work orders per month. Eliminating the backlog
will require SFHA to complete and close the 2,900 outstanding work orders and also keep up with
the 3,340 new work orders requested each month. While these repairs do not address the structural
improvements to the buildings that would ensure fewer emergencies in the future, they do fulfill
the critical livability needs of our residents.
IMMEDIATE STEPS
 Eliminate the backlog by June 2014, building on the Stop Loss funded Maintenance Mechanic
positions assigned to specific properties to address a broad range of general repairs.
 Continue to use contractors with Maintenance Mechanic workers while SFHA Maintenance
Mechanics are hired and trained.
 Reduce the need for and inconvenience of scheduling separate work orders and appointments
for multiple skilled workers for general repairs by utilizing Maintenance Mechanic workers.
Page 4







Reduce the time needed to complete repairs, lessen the wait time for all customer requests and
increase responsiveness with on-site general repair workers.
Prioritize and eliminate emergency and urgent outstanding work orders immediately while
timely addressing new emergency and urgent work orders.
Prioritize the oldest routine work orders while timely addressing new routine, unit preparation
and preventive maintenance work orders.
Provide efficiency by scheduling apartments with multiple outstanding repair work orders.
Track and monitor the work order process and progress to prevent the development of future
backlogs.
Analyze current maintenance and repair processes and implement improvements to system
management, from procurement to completion, which will ensure maximum efficiency in the
use of limited staffing and materials resourcing.
Provide tools and supplies needed for faster and more effective responses to repair requests.
METHODOLOGY / STAFFING / TRAINING
SFHA has a current backlog of just over 2,900 outstanding work orders. Recently, SFHA has been
creating over 3,340 per month but closing only 3,270 per month. Eliminating the backlog will
require SFHA to complete and close the 2,900 outstanding work orders and also keep up with the
recent volume of 3,340 new work orders requested each month. Addressing the backlog within six
months would require closing about 3,820 work orders per month (3,340 new work orders plus
480 outstanding work orders). This is a 17 percent increase over the 3,270 average number of
work orders completed in recent months. Since the recruiting and training of Maintenance
Mechanics will take place over the four to six months of FY 2014, it will take several months to
be able to increase the number of work orders closed and reach a level of closing 3,820 work orders
per month. The implementation schedule provides for nine months to completely eliminate the
work order backlog.
SFHA has been understaffed with maintenance workers for each AMP compared with staffing
levels of other public housing authorities (PHAs) based on units maintained per worker. This has
contributed to the backlog of work orders and the inability to properly maintain properties in
addition to increasing the time it takes to turnover units. The average number of units currently
maintained at the properties by SFHA staff is 85. Including Central Office Cost Center
maintenance, the number of units maintained per staff is 60 while the PHA industry standard 40
to 42 units per maintenance worker.
Implementation of the Maintenance Mechanic position will enable SFHA to comply with the U.S.
Department of Housing and Urban Development Asset Management requirements and become
eligible for Stop Loss funding in the amount of $2.8 million for FY 2013 and $3.3 million for FY
2014. With these funds, SFHA will be able to improve the ratio of maintenance workers to one
worker per 64 units at the properties and one worker to 48.4 units including COCC maintenance
staff. SFHA will then have at least one general repair person located at each Asset Management
Project to provide general plumbing, electrical, carpentry, painting, flooring and other repairs as
needed. For FY 2014, this first transition year to asset management compliant site-based
maintenance, there will be a total of 27 Journey and Trainee Maintenance Mechanic, 25
Maintenance Generalist I and 13 Maintenance Generalist II workers at our properties. In addition
to the site based maintenance workers, there will be 27 centralized specialized craft workers who
Page 5
provide centralized maintenance services under a reasonable cost fee-for service arrangement, to
address major repairs. Overall, this is a 16 percent increase in maintenance staffing.
Public Housing Organization - Senior
Director of Public
Housing Operation –
Senior Properties (13
AMPS – 2,505 Units)
Program
Manager II
Area Manager
Vacant
Property
Manager II
AMP 972 (285
Units)
Property
Manager II
AMP 976 (286
Units)
Property
Manager II
AMP 977 (221
Units)
Property
Manager II
AMP 978 (206
Units)
Property
Manager I
AMP 979 (110
Units)
Sabrina Hoang
Henry Kwan
Tyrenda Dixon
Cheryl Lewis
Denise Kimble
Eligibility
Worker II
Eligibility
Worker II
Eligibility
Worker
Eligibility
Worker
Donna Mei
Truly Gee
Teresa Lee
Komal
Goundar
Maintenance
Maintenance
Mechanic
Mechanic
Maintenance
Mechanic
Maintenance
Mechanic
Maint Gen I
Maint Gen I
Maint. Gen II
Maint. Gen I
Maint Gen I
Maint Gen I
Maint Gen I
Maint Gen I
Property
Manager I
AMP 980 (114
Units)
Marie
Swanson
Maintenance
Mechanic
Maint Gen I
Property
Manager I
AMP 981 (196
Units)
Property
Manager I
AMP 982 (112
Units)
Property
Manager II
AMP 983 (276
Units)
Property
Manager I
AMP 984 (139
Units)
Property
Manager I
AMP 985 (137
Units)
Cassia Smith
Jessica Nam
Suresa Tauai
John Adekunjo
Fern Hunt
Maintenance
Mechanic
Eligibility
Worker I
Resident
T. Robinson
Maint Gen I
Maintenance
Eligibility
Worker II
Eligibility
Worker II
Maintenance
Carol
Cameron
Maintenance
Mechanic
Maintenance
Mechanic
Maint Gen I
Maint Gen I
Maint Gen I
Maint. Gen
II
Maint. Gen I
Maint Gen I
Mechanic
Maint Gen I
Maint Gen II
Maint. Gen II
Maint Gen.
II
Lorraine
Dacanay
Maintenance
Mechanic
M. Chan
Mechanic
Property
Manager II
AMP 986 (277
Units)
Property
Manager I
AMP 987 (149
Units)
Harriet Wood
Eligibility
Worker I
Eligibility
Worker I
J. Campos
K. Goundar
Maintenance
Mechanic
Eligibility
Worker I
R.
Gebremedhin
Maint Gen I
Maintenance
Mechanic
Maint Gen I
Maint. Gen. I
Maint. Gen
II
Maint. Gen
II
13 Maintenance Mechanics
19 Maintenance Gen. I
8 Maintenance Gen. II
9/19/2013
Public Housing Organization - Family
Director of Public
Housing Operation
(10 AMPS – 2,882 Units)
Program
Manager II
Area Manager
Kendra
Crawford
Program
Manager II
Area Manager
Miguel Paltao
Property
Manager II
AMP 968 (785
Units)
Property
Manager II
AMP 970 (226
Units)
Will Daniels
Marvin Herrell
Property Ma
II AMP 973
(213 Units)
Cherice
Jackson
Property
Manager II
AMP 975 (256
Units)
Property
Manager II
AMP 966 (276
Units)
Property
Manager II
AMP 967 (469
Units)
Property
Manager II
AMP 969 (136
Units)
Property
Manager I
AMP 971 (159
Units)
Gwen
Washington
Renita Mason
Tim Barrow
Kim Reeder
Rene Scott
Property
Manager I
Eligibility
Worker I
Eligibility
Worker II
Eligibility
Worker I
Eligibility
Worker II
Candace
Walton-Fisher
Vanessa
Buford
Mittie Agho
Paulo Liwanag
Alyce-Stene
Rhodes
Eligibility
Workers
Maintenance
Mechanic
Maintenance
Mechanic
Maintenance
Mechanic
Two (2)
Maintenance
Mechanics
Maint Gen I
Maintenance
Mechanic
Resident
Maintenance
Mechanic
Resident
Eligibility
Worker II
Property Mgr.
Tanya Purifoy
Donise
Manchester
Property
Manager II
AMP 988 (203
Units)
Phillip Tam
Eligibility
Worker II
Eligibility
Worker I
Mechanic
Whaticia
Patterson
Marshall
Johnson
Maint Gen II
Maintenance
Mechanic
Maintenance
Mechanic
Maint Gen II
Maint Gen I
Eligibility
Worker II
Maintenance
Dawne Jones
Maintenance
Mechanic
Eligibility
Worker II
Alyah Allen
Lima Ilalio
Maintenance
Mechanic
Property
Manager I
AMP 974 (131
Units)
Eligibility
Worker II
Janet Gray
Maint Gen II
Two (1 res,)
Maint Gen II
Maint Gen II
Maint Gen II
Maint Gen I
Maint Gen I
Two (2)
Two (1 res)
Maint Gen II
Maint. Gen I
Maint Gen II
Maint Gen II
Maint. Gen II
Seven (7)
Recyclers
Maintenance
Mechanic
One (1)
Maint Gen II
Maint. Gen.
II
Four (4)
Five (5)
14 Maintenance Mechanics
5 Maintenance Gen. I
20 Maintenance Gen. II
9/19/2013
Page 6
Public Housing Organization – COCC Maintenance
Director of Maintenance
John Wilkinson
Steamfitter
Plumber Foreman
Electrician
Foreman
Carpenter Foreman
Painter Foreman
Glazer
Tile Layer
Maint. Gen I
1815 Egbert
Steamfitter
Plumber Foreman
Electrician Journey
Carpenter Journey
Painter Foreman
Glazer
Plumber Journey
Electrician Journey
Carpenter Journey
Painter Journey
Glazer
Plumber Journey
Electrician Journey
Carpenter Journey
Painter Journey
Tile Layer
Plumber Journey
Plumber Journey
Plumber Journey
Plumber Journey
27 Specialized Craft Workers
1 Maintenance Gen. I
3 Maintenance Gen. II
9/19/2013
SFHA has developed both journey-level and trainee level Maintenance Mechanic classifications.
The Journey level position will perform the full range of repairs and duties required to ensure that
Authority buildings and facilities provide the highest level of safety for public and staff use. The
workers will be responsible for performing skilled and semi-skilled facilities and equipment
maintenance tasks, which may include custodial work. The trainee or entry-level classification
will perform or assist with the repairs or duties required to ensure that Authority buildings and
facilities provide the highest level of safety for public and staff use. These workers will be
provided with on-the-job as well as training curriculum to gain the requisite skills and experience
to perform skilled and semi-skilled facilities and equipment maintenance tasks, which may include
grounds keeping and custodial work. (See Attachment I Training Program) The trainees will
advance, upon successful completion of a San Francisco Housing Authority approved training
program, to the journey-level Maintenance Mechanic classification. They will both be supervised
by their property manager.
Work orders will be completed mainly by the 27 Maintenance Mechanics and 27 specialized craft
workers. Once fully staffed and trained, the 54 workers will be expected to complete an average
of at least four to six work orders per day and work 17 days per month (20 working days less
vacation and holidays) in order to address 3,820 work orders per month and eliminate the 2,900
backlog in six months.
A work order for minor repairs completed by a Maintenance Mechanic is estimated to take .5 hours
to complete or up to six hours for more extensive work. While installing a shower rod may take
only 30 minutes, replacing a light switch or a toilet flush valve is estimated to take 90 minutes.
Page 7
Re-tiling a room or painting a small vacant unit will take six hours. On an average day, a
Maintenance Mechanic worker based at property will have an estimated seven hours to complete
work orders based on work day hours less time to pick up work orders and return completed work
orders to the property manager.
Specialized Centralized Craft workers address the more complex plumbing, steam fitting,
electrical, carpentry, flooring, glazing and painting tasks. By adding Maintenance Mechanics,
SFHA will be able to complement the specialized crafts with workers at the properties who will
take care of the enormous volume of routine maintenance work orders. This will help to reduce
the work order backlog and result in cost savings to the Authority. Craft workers dispatched from
the central office have an average of only four to five hours to complete work orders during the
day after adjusting for travel time to and from the office and properties around the City. This is a
28 percent to 42 percent loss in productivity.
Page 8
San Francisco Housing Authority
MAINTENANCE MECHANIC WORK - cost estimate using SFHA Craftworkers &
Maintenance Mechanics
9/18/2013
Task
SFHA Craftworkers
Maintenance Mechanic
est.
total
Average
Average
hour
hourly
hourly
total cost
s
rate
total cost
rate
per task
Repair faucet washers, seats, stems,
spigots, valves, and hardware
Repair water leak
Replace and/or repair flush valve
Replace and/or repair flush tank hardware
Clear clogged p-trap
Clear backed-up toilet
Clear drain and soil line
Repair/replace/install faucet
Repair/replace/install showerhead
Repair/replace/install towel rack
Repair/replace/install toilet seat
Repair/replace/install toilet paper holder
Repair/replace/install shower rod
1.75
$
95.92
$ 167.85
$
47.48
$
83.09
1.5
1.5
2.5
2.75
2.75
5.25
1.75
1
0.75
0.75
0.5
0.5
$
$
$
$
$
$
$
$
$
$
$
$
95.92
95.92
95.92
95.92
95.92
95.92
95.92
95.92
95.92
95.92
95.92
95.92
$
$
$
$
$
$
$
$
$
$
$
$
143.87
143.87
239.79
263.77
263.77
503.56
167.85
95.92
71.94
71.94
47.96
47.96
$
$
$
$
$
$
$
$
$
$
$
$
47.48
47.48
47.48
47.48
47.48
47.48
47.48
47.48
47.48
47.48
47.48
47.48
$
$
$
$
$
$
$
$
$
$
$
$
71.22
71.22
118.70
130.57
130.57
249.27
83.09
47.48
35.61
35.61
23.74
23.74
Replace interior/exterior incandescent bulb
Replace interior/exterior fluorescent bulb
Replace interior/exterior LED bulb
Replace fuse
Replace switch
1
0.75
1.5
1.25
1.75
$
$
$
$
$
88.54
88.54
88.54
88.54
88.54
$ 88.54
$ 66.40
$ 132.81
$ 110.67
$ 154.94
$
$
$
$
$
47.48
47.48
47.48
47.48
47.48
$
$
$
$
$
47.48
35.61
71.22
59.35
83.09
Task
Replace outlet face plate
Replace 110 light fixture, outlet, and switch
Reset circuit breaker
Plug in stove
Plug in refrigerator
Replace smoke and carbon monoxide backup battery
Replace hardwired smoke and carbon
monoxide detector
Replace range hood fan and filter
Hang door
Install window
Repair/replace door hardware
Repair/replace window hardware
Re-glaze window
Repair cabinet
Install cabinet
Install handrail
SFHA Craftworkers
est.
hour
s
total
hourly
rate
total cost
Maintenance Mechanic
Ave
rage
hou
rly Average total cost
rate
per task
1
1.5
0.5
0.5
0.5
0.5
$
$
$
$
$
$
88.54
88.54
88.54
88.54
88.54
88.54
$ 88.54
$ 132.81
$ 44.27
$ 44.27
$ 44.27
$ 44.27
$
$
$
$
$
$
47.48
47.48
47.48
47.48
47.48
47.48
$
$
$
$
$
$
47.48
71.22
23.74
23.74
23.74
23.74
2.25
$
88.54
$ 199.21
$
47.48
$
106.83
2.75
1.75
3.25
1.75
2.75
2.75
2.75
2.75
1.75
$
$
$
$
$
$
$
$
$
88.54
67.37
67.37
67.37
67.37
71.37
67.37
67.37
67.37
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
47.48
47.48
47.48
47.48
47.48
47.48
47.48
47.48
47.48
$
$
$
$
$
$
$
$
$
130.57
83.09
154.31
83.09
130.57
130.57
130.57
130.57
83.09
243.48
117.89
218.95
117.89
185.26
196.28
185.26
185.26
117.89
Page 9
Repair roof
Repair gutter
Repair downspout
Replace floor tile
4.75
2.75
1.75
4.75
Task
$
$
$
$
67.37
67.37
67.37
68.20
$
$
$
$
320.00
185.26
117.89
323.95
SFHA Craftworkers
est.
hour
s
total
hourly
rate
$
$
$
$
47.48
47.48
47.48
47.48
$
$
$
$
225.53
130.57
83.09
225.53
total cost
Maintenance Mechanic
Ave
rage
hou
rly Average total cost
rate
per task
Replace carpet
Patch plaster wall
Patch plaster ceiling
Board-up unit
Replace window shade
Repair mailbox
Assist with resident lock-out
4.75
1.75
2
4.75
1
1.5
2.5
$
$
$
$
$
$
$
68.20
67.37
67.37
67.37
67.37
67.37
67.37
$
$
$
$
$
$
$
323.95
117.89
134.74
320.00
67.37
101.05
168.42
$
$
$
$
$
$
$
47.48
47.48
47.48
47.48
47.48
47.48
47.48
$
$
$
$
$
$
$
225.53
83.09
94.96
225.53
47.48
71.22
118.70
Mix plaster and drywall mud
Remove old plaster and lathe
Install lathe, ground coat, and white coat
Install drywall
Repair drywall, bend and feather edges to
match surrounding surfaces
2
4.5
6
5
6
$
$
$
$
$
67.37
67.37
67.37
67.37
67.37
$
$
$
$
$
134.74
303.16
404.21
336.84
404.21
$
$
$
$
$
47.48
47.48
47.48
47.48
47.48
$
$
$
$
$
94.96
213.66
284.88
237.40
284.88
Prep surface for painting (patching plaster
holes, sanding, scraping or masking)
Paint with brushes, rollers, or sprayers
Perform touch-up painting afterwards
Spot paint metal surfaces for corrosion
control
Abate graffiti
6
$
62.06
$ 372.34
$
47.48
$
284.88
6
5
4.5
$
$
$
62.06
62.06
62.06
$ 372.34
$ 310.28
$ 279.26
$
$
$
47.48
47.48
47.48
$
$
$
284.88
237.40
213.66
$
62.06
$ 372.34
$
47.48
$
284.88
6
Task
SFHA Craftworkers
Maintenance Mechanic
Ave
rage
hou
rly Average total cost
rate
per task
est.
hour
s
total
hourly
rate
Eradicate mold and mildew
8
$
62.06
$ 496.45
$
47.48
$
379.84
Repair cracked concrete
Replace broken ceramic tile
Re-grout ceramic tile
Replace rubber base
Caulk tub
Seal exterior concrete wall
6
6
6
5
4.25
6
$
$
$
$
$
$
67.37
68.20
68.20
68.20
68.20
67.37
$
$
$
$
$
$
404.21
409.20
409.20
341.00
289.85
404.21
$
$
$
$
$
$
47.48
47.48
47.48
47.48
47.48
47.48
$
$
$
$
$
$
284.88
284.88
284.88
237.40
201.79
284.88
Install roof, gutters, and downspouts
Repair roof, gutters, and downspouts
Maintain roof, gutters, and downspouts
8
8
8
$
$
$
67.37
67.37
67.37
$ 538.95
$ 538.95
$ 538.95
$
$
$
47.48
47.48
47.48
$
$
$
379.84
379.84
379.84
total cost
Page 10
MANAGING THE PROCESS
Daily
Property Managers – At the start of the day, property managers must:
 Review requests for work from 311 and residents and enter the work orders into the PHA
Partner system, assigning general repair work to the Maintenance Mechanics, complex
work to the crafts and specialized work to contractors.
Property Managers and COCC Craft Foremen – At the start of the day:
 Review new and outstanding work orders in PHA Partner based on SFHA revised
priorities:
1. Emergency – 1-3 hours (stop sewage overflow in unit, repair gas leak, secure unit
damaged by fire)
2. Urgent – 4-24 hours (repair electrical short, replace inoperable water heater, repair
leaks)
3. Routine – 1-5 days (repair inoperative light switch, replace cracked toilet seat)
4. Unit Preparation – 14 days
5. Preventive maintenance/deferred/cycle – 6 months (replace rotted gutters and
missing downspouts, paint interiors.
6. Extraordinary/capital projects – 1 year (replace roof, resurface parking lot,
rehabilitate fire damaged units).
 Review daily assignments: Property Managers with on-site Maintenance Mechanics and
contractor(s) as needed, COCC Craft Foremen with craft workers by iPad Tablet to:
1. Ensure that all emergency work orders are being addressed within 24 hours and that
any outstanding open emergency work orders beyond 24 hours are the highest
priority starting with those that have been outstanding for the longest period of time.
2. Ensure that all routine high priority work orders are being addressed within 72
hours and that any outstanding open routine high priority work orders beyond 72
hours are the next highest priority.
3. Ensure that other routine work orders are being addressed beginning with those that
have been outstanding for the longest period of time and where there are multiple
work orders at a particular address.
4. Ensure unit preparation and preventive maintenance work orders are on schedule
for completion.
COCC Craft Workers – During the day, complete and close out work order assignments by iPad
tablet.
Property Managers – At the end of each day, close all work orders completed by the site-based
Maintenance Mechanics and contractors in the PHA Partner System.
Page 11
TRACKING, MONITORING AND REPORTING ON PROGRESS
Daily, the Director of Property Operations, Area Managers and Director of Maintenance must
review the work order status with PHA Partner and Tableau to confirm that progress is being made
toward reducing the backlog of outstanding work orders at all properties. If work orders are not
being reduced at a property or properties, the situation must be evaluated and a plan of action to
correct the problem must be put in place. Possible problems might be due to inadequate staffing,
staff unclear on assignments, work beyond the scope of the Maintenance Mechanic, additional
training needed for the Maintenance Mechanic, additional training needed for the property
manager on the work orders and the computer system, property manager and/or craft worker failure
to close out work orders daily, a system wide problem that needs to be addressed as a capital
project and/or not closing out completed work orders.
SFHA’s Manager of Vacates, Metrics, HQS and HOPE VI will monitor progress of the Work
Order Reduction Plan and where necessary, recommend corrective actions. A weekly summary
report will be provided to the Director of Public Housing Operations and the Acting Executive
Director. The Board of Commissioners will receive monthly reports. The monitoring will be
based on reports listed below and property site visits to identify problem areas and provide specific
recommendations for corrective actions.
Page 12
Reports
All Open Work Orders by Date Requested, Priority and Property (Work Orders created in date
range)
 Review all work orders by date, priority and property. Recommend corrective action so
that those work orders are of high priority and that have been long outstanding can be
identified and addressed quickly.

Open Work Orders by Priority, Property and Craft
 Establish by work order type, whether work orders are being addressed within the priority
timelines established by SFHA (emergency, urgent, routine, etc). Identify if certain
properties or crafts are having difficulty completing and closing work orders. Recommend
corrective actions to increase responsiveness and efficiency: staff training and oversight,
additional staff, capital project to address building wide problem, etc.)
Page 13
Open Work Orders by Property and Unit
 Since properties vary in number of units, smaller properties may have more outstanding
work orders per unit than is apparent looking at just the total number of open work orders
for a property. Recommend corrective actions to prioritize the units in smaller properties
with multiple outstanding work orders.
Work Orders Created by Month and Closed by Month for the Current Year
 This will help in determining large shifts in volume. Recommend corrective actions and
the possible need for additional or reduced work force.
Page 14
Work Orders Closed by Year by Month and Average Days to Close
 This will help in determining staffing needs at specific properties. Recommend corrective
actions and the possible need for shifting maintenance workers from sites with high volume
work orders to properties with a lower volume of work orders.
Page 15
IMPLEMENTATION SCHEDULE – TARGET DATES
Since the recruiting and training of Maintenance Mechanics will take place over the four to six
months of FY 2014, it will take several months to be able to increase the number of work orders
closed and reach a level of closing 3,820 work orders per month. The implementation schedule
provides for nine months to completely eliminate the work order backlog.
Work
Order
Status
Starting
Backlog
Oct
2013
Nov
2013
Dec
2014
Jan
2014
Feb
2014
March
2014
April
2014
May
2014
June
2014
2,900
2,800
2,650
2,450
2,150
1,800
1,400
960
Opened
3,340
3,340
3,340
3,340
3,340
3,340
3,340
3,340 3,340
Closed
Ending
Backlog
Balance
3,440
3,490
3,540
3,640
3,690
3,740
3,780
3,820 3,820
2,800
2,650
2,450
2,150
1,800
1,440
960
480
480
0
Page 16
ATTACHMENT I
MAINTENANCE MECHANIC TRAINING PLAN
Page 17
Maintenance Mechanic Training Program
CONFIDENTIAL DRAFT
September 26, 2013
1
Page 18
Program Definition
The San Francisco Housing Authority Maintenance
Mechanic Training Program will produce qualified
Maintenance Mechanics to work on public housing
properties. The Maintenance Mechanics will be able to
apply a variety of skills to respond to resident property
needs in a timely and cost effective manner. Given the
current health and safety needs, the program will be
accelerated.
3
Program Outline
 Training candidates will be sourced from existing employees in the San Francisco







Housing Authority Maintenance Generalist 1 & 2 classifications and Housing Authority
residents.
Current SFHA employee candidates will compete for training positions.
Resident candidates will be selected then referred to the L261 Laborers hiring hall to be
processed.
Current employees who become Trainees will maintain their current salary and benefits
during the training period. New hire Residents will start at Trainee step 1 and will be
members of the L261 Laborers benefit program.
When a Trainee successfully completes the program, he/she will be automatically placed
into the Maintenance Mechanic Journey-level position.
If an employee Trainee is unsuccessful in the training program, is released non-punitively
from the program or voluntarily resigns the program, he/she will return to his/her
previously held position, if any. This will be in effect for the duration of the program.
Simultaneously, the Housing Authority will hire journey-level Maintenance Mechanics
through the L261 Laborer’s hiring hall. Employees are encouraged to apply.
Laborer Foremen and Property Managers will be trained to manage the Maintenance
Mechanics Journey-level and facilitate the learning process for Trainees.
4
Page 19
Program Development








Classification established.
Analysis of Work Orders.
Selection Process developed.
HUD Staffing Ratio calculated.
Staffing Plan determined.
Timing established.
Program Manager identified.
Maintenance Mechanic Training Program developed.





Courses
Trainers
Methodology
Location
Process
 Laborer Supervisor and Property Manager Training developed.
5
Page 20
Classifications & Conditions
 Maintenance Mechanic, Journey-level Classification Specification
 Assign to L261
 Enroll in PERS retirement and PMCA 80/20 health plan.
 Maintenance Mechanic Trainee classification
 Assign to L261
 Current employees who become Trainees will maintain their current
salary and benefits during the training period. They will be assigned
from their current classification to the Trainee classification.
 New hires will be start at Trainee salary step 1 with Laborer’s benefits.
 If an employee Trainee is unsuccessful in the program, is released
non-punitively from the program or voluntarily resigns the program,
he/she will return to his/her previously held position, if any. This
will be in effect for the duration of the program.
 Upon successful completion of the training program, incumbent will
be automatically appointed to the Maintenance Mechanic Journey
position.
6
Page 21
Analysis of Work Orders
8
HUD Staffing Ratios
 One Maintenance Worker (includes: Maintenance Mechanics,
Crafts and Maintenance Generalist 2 Laborer) per 40 public
housing units – per HUD Maintenance Handbook 1985.
 HUD letter 3/26/13
 HUD’s “maintenance” ratio results in approximately 134
Maintenance (Maintenance Mechanic/Craft/Maintenance
Generalists) positions for SFHA’s 5,371 units.
 Currently, SFHA employs 28 Craft and 66 Maintenance
Generalists = 94 employees.
 HUD’s current regional expectation is one Maintenance
Mechanic per 24 AMPs.
9
Page 22
Program Timing
Determine
Staffing
Needs
June 2013
Analyze
Work Orders
July 2013
Start
Maintenance
Mechanic
Implement
Training
Program
September 2013 September 2013
October 2013
Develop
Training
Program
August 2013
Train Laborer
Foremen
Start
Trainees
November 2013
11
Maintenance Mechanic Trainee Calendar
September
October
• Laborer’s School Visit.
9.6.13
• Laborer’s School Develop
Curriculum. Due 9/23/13.
• Complete Laborer’s Union
agreement and fees.
• Develop Trainee Job
Description.
• Develop Oral Interview and
Practical Exam.
• Start pilot Training
Program for 5 Laborer
Foremen.
• Post Trainee job
internally and insert in
MG 1&2 paychecks.
• Post Trainee job at
properties and insert in
Residents Rent
Statements.
• Conduct interviews and
practical exam.
Journey Level
• Develop 7 day assessment
for Journey-level
Maintenance Mechanics
• Hire Journey-level.
• Assess Journey-level.
Journey Level
• Start next group of
Journey-level
Maintenance Mechanics
November
December
• Start first class of Trainees.
• Twelve week training
period.
12
Page 23
Training Program – Initial Curriculum
Plumbing
Maintenance Mechanic
Drain clearing,
P-trap replacement,
Shower head replacement,
Towel racks,
Toilet paper holders and
Shower rods.
Craft Plumber
Sink Clogged:
Drain clean

Plunge

Hand snake

P-trap clean

Bath tub clogged:
Plunge

Toilet backed up:
Plunge

Snake

Toilets:
Replace inner workings of toilets

Replace toilets and/or wax seal

Gutters:
Clear and replace gutters and downspouts.

Faucet replace? (maybe phase 2 training)
Other simple fixture replacements.
14
Training Program – Initial Curriculum
Carpentry
Maintenance Mechanic
Unit board-ups,
Shades,
Lock outs,
Interior door locks (passage and privacy),
Door stops,
Closet door repair,
Door hinges,
Small areas of dry wall patch.
Craft Carpenter
Door hinge repair/replace.
Door handle repair.
Dry wall patch.
Drawer front repair.
Cabinet door replace.
Shades repair/replace.
Cut walls.
Medicine cabinet replace.
Closet door repair/rehang/replace.
Tighten loose screws.
Window/screen stuck and window lock stuck.
Repair mail boxes and replace locks on boxes.
15
Page 24
Training Program – Initial Curriculum
Painting
Maintenance Mechanic
Touch up,
Small area painting,
Graffiti,
Small area mud and tape.
Exterior Walls
Craft Painter
Tile Laying
Maintenance Mechanic
Small area tile,
Rubber base replacement,
Tub caulking.
Craft Tile Layer
17
Training Program - Trainers
 Laborers’ Training and Retraining Trust Fund of Northern
California. San Ramon.
 On the Job Training – Laborer Foremen, Property
Managers and Maintenance Mechanic Journey-level.
 Laborer Foremen trained at Laborers’ school to direct
Maintenance Mechanics work.
 Property Managers trained to direct Maintenance
Mechanic work orders.
18
Page 25
Training Program - Location
 Laborers’ school, San Ramon.
 Housing Authority site.
 On the Job Training on Public Housing units.
20
Training Program - Process
 Journey-level Maintenance Mechanic Job Description









established.
Trainee Job Description established.
Union input.
Course selection.
Learning Plan and curriculum developed.
Trainers identified.
Facilities selected.
Trainee selection.
Train Laborer Foremen to manage Trainees.
Train Property Managers to distribute work orders per job
classification.
21
Page 26
Attachment 7
Plan to address the non-performing AMPs
PERFORMING AND NON-PERFORMING AMPS AS OF 1/2/14
Development
Holly Courts
Alemany
Potrero Terrace
Sunnydale
602-642 Velasco
Westside Courts
Westbrook Apts.
Potrero Annex
Ping Yuen
227 Bay St.
Hunters Point A - West
Hunters Point A - East
Hunters View
Alice Griffith
Ping Yuen North
990 Pacific
1880 Pine St.
1760 Bush St.
Rosa Parks Apts.
Joan San Jules Apts.
255 Woodside
Mission Dolores
363 Noe St.
350 Ellis St.
666 Ellis St.
3850-18th/255 Dorland
101 & 103 Lundy Lane
320/330 Clementina
Kennedy Towers
2698 California St.
4101 Noriega St
Great Highway
409 Head/200 Randolph
1750 McAllister St.
345 Arguello
462 Duboce
25 Sanchez St.
491-31st Ave.
939 Eddy St
951 Eddy Street
430 Turk
Robert B. Pitts
Total
Occupancy PHAS
TAR >7%
<95% Jan- score <70
Mar-Dec
Dec 2013 FY 2013
2013
operating
budget utility >120%
deficit
agency avg
10/24/13
Sept 2013
AMP #
Total #
Units
966
276
96
62
88
no
N/A
yes
967
469
91
50
90
yes
no
yes
Rent collection, maintenance, lease enforcement, staffing issue, unit turn over
968
775
91
*TBD
86
no
no
yes
rent collection, maintenance, lease enforcement, staffing issue and unit turn over
969
970
971
136
226
150
96
93
95
62
50
60
94
83
81
yes
no
no
no
N/A
no
some
yes
yes
Maintenance, staffing issue, unit turn over, rent collection
rent collection, maintenance, lease enforcement, staffing issue and unit turn over
Rent collection, maintenance, lease enforcement, staffing issue, unit turn over
972
285
98
74
100
no
no
some
maintenance, staffing issue, unit turn over and rent collection
973
213
91
43
76
no
N/A
yes
rent collection, maintenance, lease enforcement, staffing issue and unit turn over
974
975
119
256
100
89
40
59
55
79
yes
yes
N/A
yes
yes
yes
rent collection, maintenance, lease enforcement, staffing issue and unit turn over
rent collection, maintenance, lease enforcement, staffing issue and unit turn over
976
292
98
62
99
yes
no
some
maintenance, staffing issue, unit turn over and rent collection
977
221
98
96
100
no
no
some
maintenance, staffing issue and unit turn over
978
206
98
68
98
yes
no
some
Maintenance, unit turnover
979
110
96
96
98
yes
no
some
maintenance, staffing issue and unit turn over
980
114
97
94
101
yes
no
some
Maintenance, unit turnover
981
196
96
94
93
yes
350 - yes
yes
Maintenance, unit turn over, rent collection
982
109
98
80
99
yes
no
some
Maintenance, staffing issue, unit turn over
983
276
99
91
100
yes
no
some
maintenance, staffing issue and unit turn over
984
138
96
94
94
yes
no
some
maintenance, staffing issue, unit turn over and rent collection
some
Maintenance, staffing issue, unit turn over, rent collection
Significant
crime/drug
problems
Other major management problems (as of November 2013)
Rent collection, maintenance, lease enforcement, staffing issue, unit turn over
985
137
98
89
90
yes
Great Highway N/A;
Noriega/Head/Ra
ndolph &
McAllister - yes
986
276
97
92
96
no
no
some
Maintenance, staffing issue, unit turn over, rent collection
987
149
97
69
99
yes
939/951 Eddy N/A
some
Maintenance, staffing issue, unit turn over, rent collection
988
203
5,332
98
69
93
yes
no
yes
Maintenance, staffing issue, unit turn over, rent collection
red = senior/disabled developments
*To Be Determined - HUD has not yet scheduled for the FY2013 inspection
MANAGEMENT PLAN FOR NON-PERFORMING AMPS
AMP 966 HOLLY COURTS / ALEMANY – 276 TOTAL UNITS
The Alemany/Holly Courts Asset Management Project maintains 96 percent occupancy, a
balanced operating budget and utility expenditures with 120 percent of the agency average. At the
same time, the properties recently received a PHAS REAC physical inspection score of 62, have
tenant accounts receivable at 12 percent and some crime and drug problems.
The agency is targeting additional management resources to improve the development’s rent
collections, property conditions and crime problems. On August 22, the Board of Commissioners
adopted Rent Collection Policies and Procedures and subsequently established a late fee charge
and schedule of maintenance fees for tenant caused damage. Property managers received six
trainings at their bi-weekly property manager meetings on the policy, procedures, best practices
and unlawful detainer process. Eighteen resident workshops have been conducted. Staff met with
HOPE SF service providers to assist with continuous outreach to residents in addition to the City’s
Human Services Agency and the Department of Aging and Adult Services to develop modified
assistance payment plans for residents.
We expect steady progress as SFHA implements these improvements at the Alemany/Holly Courts
AMP as the property manager spends more time counseling residents on the importance of paying
rent, making sure that work order requests are addressed timely, issuing 14 day notices to
delinquent residents and when necessary, referring cases for legal action.
Built in 1940, Holly Courts is the oldest of SFHA’s properties. Alemany was built in 1955 and
also has obsolete systems and extensive capital needs. Maintenance Mechanics have been
assigned to maintain the properties and efficiently complete work orders for plumbing, electrical,
carpentry, painting, flooring and other repairs.
On September 27, 2013, SFHA applied for the Rental Assistance Demonstration (“RAD”)
Program offering the opportunity to increase subsidy income, preserve the housing units as
affordable housing for the long-term, and to rehabilitate and recapitalize these developments in a
manner that will maintain their physical and economic viability for at least 20 years. The
conversion to RAD addresses the long term viability in light of reduced current and future federal
funding for public housing capital improvements and operations. In applying to HUD for this
RAD authority, the Authority seeks to improve the residents’ quality of life, to provide supportive
services and employment opportunities for its residents and to participate in any revenues or
income streams produced by the newly upgraded and refinanced housing through annual ground
lease payments.
1
AMP 967 POTRERO TERRACE – 469 TOTAL UNITS
The Potrero Terrace Asset Management Project (AMP) maintains 91 percent occupancy, received
a PHAS REAC physical inspection score of 50, has tenant accounts receivable at 10 percent, has
a slight operating budget deficit and some crime and drug problems.
SFHA is targeting additional management resources to improve the development’s occupancy,
turnover and rent collection. In order to minimize the impact of the fact that potential residents
often turn down units at the property, management will undertake lease-up fairs to show the
property to more prospective renters. Built in 1941, Potrero Terrace is the second oldest of SFHA’s
properties and has obsolete systems and extensive capital needs. Maintenance Mechanics have
been assigned to maintain the properties to more cost effectively and efficiently complete work
orders for plumbing, electrical, carpentry, painting, flooring and other repairs. Maintenance staff
will be directed to address the most urgent physical needs of the property. This will improve
property conditions and reduce costs for a balance budget. Planned security cameras and continued
collaboration with the SF Police Department will reduce crime and drug problems. The goal of
these efforts will be to reduce the vacancy from nine percent in the next fiscal year and to three
percent in the following year.
On August 22, the Board of Commissioners adopted Rent Collection Policies and Procedures and
subsequently established a late fee charge and schedule of maintenance fees for tenant caused
damage. Property managers received six trainings at their bi-weekly property manager meetings
on the policy, procedures, best practices and unlawful detainer process. Eighteen resident
workshops have been conducted. Staff met with HOPE SF service providers to assist with
continuous outreach to residents in addition to the City’s Human Services Agency and the
Department of Aging and Adult Services to develop modified assistance payment plans for
residents.
We expect steady progress as SFHA implements these improvements at Potrero Terrace as the
property manager spends more time counseling residents on the importance of paying rent, making
sure that work order requests are addressed timely, issuing 14 day notices to delinquent residents
and when necessary, referring cases for legal action.
Potrero Terrace is designated as a HOPE SF site and plans are underway, with assistance from a
Choice Neighborhoods Planning Grant, for revitalization into a new mixed income community
with one-for-one replacement of the public housing and additional affordable and market housing.
With our developer partners and a collaboration of City agencies, SFHA intends to apply for a CNI
Implementation Grant in 2014.
2
AMP 968 SUNNYDALE – 775 TOTAL UNITS
The Sunnydale/Velasco Asset Management Project (AMP) maintains 91 percent occupancy, has
tenant accounts receivable at 14 percent and has some crime and drug problems. It has an operating
budget surplus and the PHAS REAC inspection has not been conducted.
SFHA is targeting additional management resources to improve the development’s occupancy,
turnover and rent collection. In order to minimize the impact of the fact that potential residents
often turn down units at the property, management will undertake lease-up fairs to show the
property to more prospective renters. Built in 1941, Sunnydale is one of the oldest of SFHA’s
properties and has obsolete systems and extensive capital needs. Maintenance Mechanics have
been assigned to maintain the properties to more cost effectively and efficiently complete work
orders for plumbing, electrical, carpentry, painting, flooring and other repairs. Maintenance staff
will be directed to address the most urgent physical needs of the property. This will improve
property conditions and reduce costs for a balance budget. Recently installed security cameras and
continued collaboration with the SF Police Department are reducing crime and drug problems. The
goal of these efforts is to reduce the vacancy from nine percent in the next fiscal year and to three
percent in the following year.
On August 22, the Board of Commissioners adopted Rent Collection Policies and Procedures and
subsequently established a late fee charge and schedule of maintenance fees for tenant caused
damage. Property managers received six trainings at their bi-weekly property manager meetings
on the policy, procedures, best practices and unlawful detainer process. Eighteen resident
workshops have been conducted. Staff met with HOPE SF service providers to assist with
continuous outreach to residents in addition to the City’s Human Services Agency and the
Department of Aging and Adult Services to develop modified assistance payment plans for
residents.
We expect steady progress as SFHA implements these improvements at Sunnydale as the property
manager spends more time counseling residents on the importance of paying rent, making sure
that work order requests are addressed timely, issuing 14 day notices to delinquent residents and
when necessary, referring cases for legal action.
Sunnydale is designated as a HOPE SF site and plans are underway, with assistance from a Choice
Neighborhoods Planning Grant, for revitalization into a new mixed income community with onefor-one replacement of the public housing and additional affordable and market housing. With
our developer partners and a collaboration of City agencies, SFHA intends to apply for a CNI
Implementation Grant in 2014.
3
APM 969 WESTSIDE COURTS – 136 TOTAL UNITS
The Westside Courts Asset Management Project (AMP) maintains 96 percent occupancy and has
tenant accounts receivable at 6 percent. At the same time, the PHAS REAC inspection score was
62, it has an operating budget deficit and has some crime and drug problems.
Built in 1943, Westside Courts is one of the oldest of SFHA’s properties and has obsolete systems
and extensive capital needs. Maintenance Mechanics have been assigned to maintain the
properties to more cost effectively and efficiently complete work orders for plumbing, electrical,
carpentry, painting, flooring and other repairs. Maintenance staff have been directed to address
the most urgent physical needs of the property. This will improve property conditions and reduce
costs for a balanced budget. Recently installed security cameras and continued collaboration with
the SF Police Department are reducing crime and drug problems.
SFHA is working with the City to re-envision Westside Courts as economically and physically
obsolete, not feasible as a RAD project, and instead through the HUD Section 18 Program with
alternative sources of funding to help maintain and improve it. The San Francisco GOALS under
this Section 18 Program are:
 NO displacement of tenants – Temporary relocation only
 Right to return for all residents, without re-screening
 Long term affordability through land-trust model used by San Francisco for decades
 No change in how rent is calculated (30% of income, except those who pay “Flat Rent”)
 Conduct working meetings with residents to formulate priority lists to improve housing
quality.
Tenant Protection Vouchers (“TPVs”) are potentially available (depending upon HUD approval)
to Section 18 eligible properties. Vouchers (if authorized by HUD) will provide more revenue
than the prior ACC and therefore provide more funds to operate the site. The site would also
benefit from immediate capital improvements funded either through tax credit equity or other
sources.
4
AMP 970 WESTBROOK APARTMENTS – 226 TOTAL UNITS
The Westbrook Apartments Asset Management Project (AMP) maintains 93 percent occupancy,
has tenant accounts receivable at 17 percent, received a PHAS REAC inspection score of 50 and
has some crime and drug problems.
SFHA is targeting additional management resources to improve the development’s occupancy,
turnover and rent collection. In order to minimize the impact of the fact that potential residents
often turn down units at the property, management will undertake lease-up fairs to show the
property to more prospective renters. Built in 1956, Westbrook Apartments is one of the oldest of
SFHA’s properties and has obsolete systems and extensive capital needs. Maintenance Mechanics
have been assigned to maintain the properties to more cost effectively and efficiently complete
work orders for plumbing, electrical, carpentry, painting, flooring and other repairs. Maintenance
staff will be directed to address the most urgent physical needs of the property. This will improve
property conditions and reduce costs for a balance budget. Continued collaboration with the SF
Police Department is reducing crime and drug problems. The goal of these efforts is to reduce the
vacancy from seven percent in the next fiscal year and to three percent in the following year.
On August 22, the Board of Commissioners adopted Rent Collection Policies and Procedures and
subsequently established a late fee charge and schedule of maintenance fees for tenant caused
damage. Property managers received six trainings at their bi-weekly property manager meetings
on the policy, procedures, best practices and unlawful detainer process. Eighteen resident
workshops have been conducted. Staff met with HOPE SF service providers to assist with
continuous outreach to residents in addition to the City’s Human Services Agency and the
Department of Aging and Adult Services to develop modified assistance payment plans for
residents.
We expect steady progress as SFHA implements these improvements at Westbrook Apartments as
the property manager spends more time counseling residents on the importance of paying rent,
making sure that work order requests are addressed timely, issuing 14 day notices to delinquent
residents and when necessary, referring cases for legal action.
SFHA is working with the City to re-envision Westbrook Apartments as economically and
physically obsolete, not feasible as a RAD project, and instead through the HUD Section 18
Program with alternative sources of funding to help maintain and improve it. The San Francisco
GOALS under this Section 18 Program are:
 NO displacement of tenants – Temporary relocation only
 Right to return for all residents, without re-screening
 Long term affordability through land-trust model used by San Francisco for decades
 No change in how rent is calculated (30% of income, except those who pay “Flat Rent”)
5

Conduct working meetings with residents to formulate priority lists to improve housing
quality.
Tenant Protection Vouchers (“TPVs”) are potentially available (depending upon HUD approval)
to Section 18 eligible properties. Vouchers (if authorized by HUD) will provide more revenue
than the prior ACC and therefore provide more funds to operate the site. The site would also
benefit from immediate capital improvements funded either through tax credit equity or other
sources.
6
AMP 971 POTRERO ANNEX – 150 TOTAL UNITS
The Potrero Annex Asset Management Project (AMP) maintains 95 percent occupancy, received
a PHAS REAC physical inspection score of 62, has tenant accounts receivable at 19 percent and
has some crime and drug problems.
SFHA is targeting additional management resources to improve the development’s rent collection.
Built in 1955, Potrero Annex has obsolete systems and extensive capital needs. Maintenance
Mechanics have been assigned to maintain the properties to more cost effectively and efficiently
complete work orders for plumbing, electrical, carpentry, painting, flooring and other repairs.
Maintenance staff will be directed to address the most urgent physical needs of the property. This
will improve property conditions. Planned security cameras and continued collaboration with the
SF Police Department will reduce crime and drug problems.
On August 22, the Board of Commissioners adopted Rent Collection Policies and Procedures and
subsequently established a late fee charge and schedule of maintenance fees for tenant caused
damage. Property managers received six trainings at their bi-weekly property manager meetings
on the policy, procedures, best practices and unlawful detainer process. Eighteen resident
workshops have been conducted. Staff met with HOPE SF service providers to assist with
continuous outreach to residents in addition to the City’s Human Services Agency and the
Department of Aging and Adult Services to develop modified assistance payment plans for
residents.
We expect steady progress as SFHA implements these improvements at Potrero Annex as the
property manager spends more time counseling residents on the importance of paying rent, making
sure that work order requests are addressed timely, issuing 14 day notices to delinquent residents
and when necessary, referring cases for legal action.
Potrero Annex is designated as a HOPE SF site and plans are underway, with assistance from a
Choice Neighborhoods Planning Grant, for revitalization into a new mixed income community
with one-for-one replacement of the public housing and additional affordable and market housing.
With our developer partners and a collaboration of City agencies, SFHA intends to apply for a CNI
Implementation Grant in 2014.
7
AMP 973 HUNTERS POINT EAST & WEST – 213 TOTAL UNITS
The Hunters Point East & West Asset Management Project (AMP) maintains 91 percent
occupancy, has tenant accounts receivable at 24 percent, received a PHAS REAC inspection score
of 43 and has some crime and drug problems.
SFHA is targeting additional management resources to improve the development’s occupancy,
turnover and rent collection. In order to minimize the impact of the fact that potential residents
often turn down units at the property, management will undertake lease-up fairs to show the
property to more prospective renters. Built in 1953, Hunters Point East & West has obsolete
systems and extensive capital needs. Maintenance Mechanics have been assigned to maintain the
properties to more cost effectively and efficiently complete work orders for plumbing, electrical,
carpentry, painting, flooring and other repairs. Maintenance staff will be directed to address the
most urgent physical needs of the property. This will improve property conditions and reduce
costs for a balance budget. Continued collaboration with the SF Police Department is reducing
crime and drug problems. The goal of these efforts is to reduce the vacancy from seven percent in
the next fiscal year and to three percent in the following year.
On August 22, the Board of Commissioners adopted Rent Collection Policies and Procedures and
subsequently established a late fee charge and schedule of maintenance fees for tenant caused
damage. Property managers received six trainings at their bi-weekly property manager meetings
on the policy, procedures, best practices and unlawful detainer process. Eighteen resident
workshops have been conducted. Staff met with HOPE SF service providers to assist with
continuous outreach to residents in addition to the City’s Human Services Agency and the
Department of Aging and Adult Services to develop modified assistance payment plans for
residents.
We expect steady progress as SFHA implements these improvements at Hunters Point East &
West as the property manager spends more time counseling residents on the importance of paying
rent, making sure that work order requests are addressed timely, issuing 14 day notices to
delinquent residents and when necessary, referring cases for legal action.
SFHA is working with the City to re-envision Hunters Point East & West as economically and
physically obsolete, not feasible as a RAD project, and instead through the HUD Section 18
Program with alternative sources of funding to help maintain and improve it. The San Francisco
GOALS under this Section 18 Program are:
 NO displacement of tenants – Temporary relocation only
 Right to return for all residents, without re-screening
 Long term affordability through land-trust model used by San Francisco for decades
 No change in how rent is calculated (30% of income, except those who pay “Flat Rent”)
8

Conduct working meetings with residents to formulate priority lists to improve housing
quality.
Tenant Protection Vouchers (“TPVs”) are potentially available (depending upon HUD approval)
to Section 18 eligible properties. Vouchers (if authorized by HUD) will provide more revenue
than the prior ACC and therefore provide more funds to operate the site. The site would also
benefit from immediate capital improvements funded either through tax credit equity or other
sources.
9
AMP 974 HUNTERS VIEW – 119 TOTAL UNITS
The Hunters View Asset Management Project (AMP) has only 56 occupied units in the Phase III
area. The property is undergoing revitalization with Phase I completed and occupied and Phase II
beginning horizontal construction. The old Phase III area where residents are living on-site until
the new Phase II units are completed by late 2015, received a PHAS REAC physical inspection
score of 40. Tenant accounts receivable is at 45 percent. The property has a slight operating
budget deficit and some crime and drug problems.
SFHA is targeting additional management resources to improve the development’s occupancy,
turnover and rent collection. In order to minimize the impact of the fact that potential residents
often turn down units at the property, management will undertake lease-up fairs to show the
property to more prospective renters. Built in 1956, Hunters View has obsolete systems and
extensive capital needs. Maintenance Mechanics have been assigned to maintain the properties to
more cost effectively and efficiently complete work orders for plumbing, electrical, carpentry,
painting, flooring and other repairs. Maintenance staff will be directed to address the most urgent
physical needs of the property. This will improve property conditions and reduce costs for a
balance budget. Continued collaboration with the SF Police Department will reduce crime and
drug problems. The goal of these efforts will be to reduce the vacancy from nine percent in the
next fiscal year and to three percent in the following year.
On August 22, the Board of Commissioners adopted Rent Collection Policies and Procedures and
subsequently established a late fee charge and schedule of maintenance fees for tenant caused
damage. Property managers received six trainings at their bi-weekly property manager meetings
on the policy, procedures, best practices and unlawful detainer process. Eighteen resident
workshops have been conducted. Staff met with HOPE SF service providers to assist with
continuous outreach to residents in addition to the City’s Human Services Agency and the
Department of Aging and Adult Services to develop modified assistance payment plans for
residents.
We expect steady progress as SFHA implements these improvements at Hunters View as the
property manager and HOPE SF service providers spend more time counseling residents on the
importance of paying rent, making sure that work order requests are addressed timely, issuing 14
day notices to delinquent residents and when necessary, referring cases for legal action.
10
AMP 975 ALICE GRIFFITH – 256 TOTAL UNITS
The Alice Griffith Asset Management Project (AMP) maintains 89 percent occupancy, received a
PHAS REAC physical inspection score of 59, has tenant accounts receivable at 21 percent, has a
slight operating budget deficit, utility expenditures above 120 percent of the agency average and
some crime and drug problems.
SFHA is targeting additional management resources to improve the development’s rent collection.
Built in 1962, Alice Griffith has obsolete systems and extensive capital needs. Maintenance
Mechanics have been assigned to maintain the properties to more cost effectively and efficiently
complete work orders for plumbing, electrical, carpentry, painting, flooring and other repairs.
Maintenance staff will be directed to address the most urgent physical needs of the property. This
will improve property conditions and reduce costs for a balance budget. Recently installed security
cameras and continued collaboration with the SF Police Department will reduce crime and drug
problems.
On August 22, the Board of Commissioners adopted Rent Collection Policies and Procedures and
subsequently established a late fee charge and schedule of maintenance fees for tenant caused
damage. Property managers received six trainings at their bi-weekly property manager meetings
on the policy, procedures, best practices and unlawful detainer process. Eighteen resident
workshops have been conducted. Staff met with HOPE SF service providers to assist with
continuous outreach to residents in addition to the City’s Human Services Agency and the
Department of Aging and Adult Services to develop modified assistance payment plans for
residents.
We expect steady progress as SFHA implements these improvements at Alice Griffith as the
property manager spends more time counseling residents on the importance of paying rent, making
sure that work order requests are addressed timely, issuing 14 day notices to delinquent residents
and when necessary, referring cases for legal action.
Alice Griffith is a HOPE SF site with a Choice Neighborhood Implementation Grant for complete
revitalization into a mixed income community with one-for-one replacement of the public housing.
Horizontal construction is scheduled to begin later this year for Phase I on an adjacent parcel of
land. Residents at Alice Griffith will be able to move directly into the new units when they are
completed. Since construction is close to beginning, lease up of vacated units has stopped.
11
AMP 976 PING YUEN NORTH / 990 PACIFIC – 292 TOTAL UNITS
The Ping Yuen North/990 Pacific Asset Management Project (AMP) maintains 98 percent
occupancy and has tenant accounts receivable at 1 percent. At the same time, the PHAS REAC
inspection score was 62, it has a slight operating budget deficit and has some crime and drug
problems.
Built in 1961, Ping Yuen North/990 Pacific has obsolete systems and extensive capital needs.
Maintenance Mechanics have been assigned to maintain the properties to more cost effectively
and efficiently complete work orders for plumbing, electrical, carpentry, painting, flooring and
other repairs. Maintenance staff have been directed to address the most urgent physical needs of
the property. This will improve property conditions and reduce costs for a balanced budget.
Recently installed security cameras and private security are reducing crime and drug problems.
SFHA is working with the City to re-envision Ping Yuen North/990 Pacific as economically and
physically obsolete, not feasible as a RAD project, and instead through the HUD Section 18
Program with alternative sources of funding to help maintain and improve it. The San Francisco
GOALS under this Section 18 Program are:
 NO displacement of tenants – Temporary relocation only
 Right to return for all residents, without re-screening
 Long term affordability through land-trust model used by San Francisco for decades
 No change in how rent is calculated (30% of income, except those who pay “Flat Rent”)
 Conduct working meetings with residents to formulate priority lists to improve housing
quality.
Tenant Protection Vouchers (“TPVs”) are potentially available (depending upon HUD approval)
to Section 18 eligible properties. Vouchers (if authorized by HUD) will provide more revenue
than the prior ACC and therefore provide more funds to operate the site. The site would also
benefit from immediate capital improvements funded either through tax credit equity or other
sources.
12
AMP 978 ROSA PARKS/SAN JULE APARTMENTS – 206 TOTAL UNITS
The Rosa Parks/San Jule Apartments Asset Management Project (AMP) maintains 98 percent
occupancy and has tenant accounts receivable at 2 percent. At the same time, the PHAS REAC
physic inspection score was 68, it has an operating budget deficit and has some crime and drug
problems.
Built in 1961, Rosa Parks/San Jule Apartments has obsolete systems and extensive capital needs.
Maintenance Mechanics have been assigned to maintain the properties to more cost effectively
and efficiently complete work orders for plumbing, electrical, carpentry, painting, flooring and
other repairs. Maintenance staff have been directed to address the most urgent physical needs of
the property. This will improve property conditions and reduce costs for a balanced budget.
Recently installed security cameras and private security are reducing crime and drug problems.
SFHA is working with the City to re-envision Rosa Parks/San Jule Apartments as economically
and physically obsolete, not feasible as a RAD project, and instead through the HUD Section 18
Program with alternative sources of funding to help maintain and improve it. The San Francisco
GOALS under this Section 18 Program are:
 NO displacement of tenants – Temporary relocation only
 Right to return for all residents, without re-screening
 Long term affordability through land-trust model used by San Francisco for decades
 No change in how rent is calculated (30% of income, except those who pay “Flat Rent”)
 Conduct working meetings with residents to formulate priority lists to improve housing
quality.
Tenant Protection Vouchers (“TPVs”) are potentially available (depending upon HUD approval)
to Section 18 eligible properties. Vouchers (if authorized by HUD) will provide more revenue
than the prior ACC and therefore provide more funds to operate the site. The site would also
benefit from immediate capital improvements funded either through tax credit equity or other
sources.
13
AMP 979 WOODSIDE GARDENS - 110 TOTAL UNITS
The Woodside Gardens Asset Management Project maintains 96 percent occupancy, a 96 PHAS
REAC physical inspection score and 2 percent tenant accounts receivable. At the same time it has
a small budget deficit and some crime and drug problems.
The agency is targeting additional management resources to improve the development’s crime
problems and reduce the budget deficit. Maintenance Mechanics have been assigned to more cost
effectively and efficiently maintain the property and complete work orders for plumbing,
electrical, carpentry, painting, flooring and other repairs.
On September 27, 2013, SFHA applied for the Rental Assistance Demonstration (“RAD”)
Program offering the opportunity increase subsidy income, to preserve the housing units as
affordable housing for the long-term, and to rehabilitate and recapitalize these developments in a
manner that will maintain their physical and economic viability for at least 20 years. The
conversion to RAD addresses the long term viability in light of reduced current and future federal
funding for public housing capital improvements and operations. In applying to HUD for this
RAD authority, the Authority seeks to improve the residents’ quality of life, to provide supportive
services and employment opportunities for its residents and to participate in any revenues or
income streams produced by the newly upgraded and refinanced housing through annual ground
lease payments.
14
AMP 980 MISSION DOLORES/363 NOE - 114 TOTAL UNITS
The Mission Dolores/363 Noe Asset Management Project maintains 97 percent occupancy, a 94
PHAS REAC physical inspection score and zero tenant accounts receivable. At the same time it
has a small budget deficit and some crime and drug problems.
The agency is targeting additional management resources and security cameras to improve the
development’s crime problems and reduce the budget deficit. Maintenance Mechanics have been
assigned to more cost effectively and efficiently maintain the property and complete work orders
for plumbing, electrical, carpentry, painting, flooring and other repairs.
On September 27, 2013, SFHA applied for the Rental Assistance Demonstration (“RAD”)
Program offering the opportunity to increase subsidy income, preserve the housing units as
affordable housing for the long-term, and to rehabilitate and recapitalize these developments in a
manner that will maintain their physical and economic viability for at least 20 years. The
conversion to RAD addresses the long term viability in light of reduced current and future federal
funding for public housing capital improvements and operations. In applying to HUD for this
RAD authority, the Authority seeks to improve the residents’ quality of life, to provide supportive
services and employment opportunities for its residents and to participate in any revenues or
income streams produced by the newly upgraded and refinanced housing through annual ground
lease payments.
15
AMP 982 18th STREET & DORLAND – 109 TOTAL UNITS
The 18th Street & Dorland Asset Management Project (AMP) maintains 98 percent occupancy, a
80 PHAS REAC physical inspection score and 1 percent tenant accounts receivable. At the same
time it has a operating budget deficit and has some crime and drug problems.
Built in 1970, 18th Street & Dorland has some obsolete systems and capital needs. Maintenance
Mechanics have been assigned to maintain the properties to more cost effectively and efficiently
complete work orders for plumbing, electrical, carpentry, painting, flooring and other repairs.
Maintenance staff will be directed to address the physical needs of the property. This will improve
property conditions and reduce costs for a balanced budget. Improved security cameras and private
security will reduce crime and drug problems.
On September 27, 2013, SFHA applied for the Rental Assistance Demonstration (“RAD”)
Program offering the opportunity to increase subsidy income, preserve the housing units as
affordable housing for the long-term, and to rehabilitate and recapitalize these developments in a
manner that will maintain their physical and economic viability for at least 20 years. The
conversion to RAD addresses the long term viability in light of reduced current and future federal
funding for public housing capital improvements and operations. In applying to HUD for this
RAD authority, the Authority seeks to improve the residents’ quality of life, to provide supportive
services and employment opportunities for its residents and to participate in any revenues or
income streams produced by the newly upgraded and refinanced housing through annual ground
lease payments.
16
AMP 983 CLEMENTINA TOWERS - 276 TOTAL UNITS
The Clementina Towers Asset Management Project maintains 99 percent occupancy, a 91 PHAS
REAC physical inspection score and zero tenant accounts receivable. At the same time it has a
small budget deficit and some crime and drug problems.
The agency is targeting additional management resources to improve the development’s crime
problems and reduce the budget deficit. Maintenance Mechanics have been assigned to more cost
effectively and efficiently maintain the property and complete work orders for plumbing,
electrical, carpentry, painting, flooring and other repairs. Improved security cameras and private
security will reduce crime and drug problems.
On September 27, 2013, SFHA applied for the Rental Assistance Demonstration (“RAD”)
Program offering the opportunity to increase subsidy income, preserve the housing units as
affordable housing for the long-term, and to rehabilitate and recapitalize these developments in a
manner that will maintain their physical and economic viability for at least 20 years. The
conversion to RAD addresses the long term viability in light of reduced current and future federal
funding for public housing capital improvements and operations. In applying to HUD for this
RAD authority, the Authority seeks to improve the residents’ quality of life, to provide supportive
services and employment opportunities for its residents and to participate in any revenues or
income streams produced by the newly upgraded and refinanced housing through annual ground
lease payments.
17
AMP 984 KENNEDY TOWERS/CALIFORNIA STREET - 138 TOTAL UNITS
The Kennedy Towers/California Street Asset Management Project maintains 96 percent
occupancy, a 94 PHAS REAC physical inspection score and 6 percent tenant accounts receivable.
At the same time it has a budget deficit and some crime and drug problems.
The agency is targeting additional management resources to improve the development’s crime
problems and reduce the budget deficit. Maintenance Mechanics have been assigned to more cost
effectively and efficiently maintain the property and complete work orders for plumbing,
electrical, carpentry, painting, flooring and other repairs. Improved security cameras and private
security will reduce crime and drug problems.
On August 22, the Board of Commissioners adopted Rent Collection Policies and Procedures and
subsequently established a late fee charge and schedule of maintenance fees for tenant caused
damage. Property managers received six trainings at their bi-weekly property manager meetings
on the policy, procedures, best practices and unlawful detainer process. Eighteen resident
workshops have been conducted. We expect steady progress as SFHA implements these
improvements at Kennedy Towers/California Street as the property manager spends more time
counseling residents on the importance of paying rent and making sure that work order requests
are addressed timely.
On September 27, 2013, SFHA applied for the Rental Assistance Demonstration (“RAD”)
Program offering the opportunity to increase subsidy income, preserve the housing units as
affordable housing for the long-term, and to rehabilitate and recapitalize these developments in a
manner that will maintain their physical and economic viability for at least 20 years. The
conversion to RAD addresses the long term viability in light of reduced current and future federal
funding for public housing capital improvements and operations. In applying to HUD for this
RAD authority, the Authority seeks to improve the residents’ quality of life, to provide supportive
services and employment opportunities for its residents and to participate in any revenues or
income streams produced by the newly upgraded and refinanced housing through annual ground
lease payments.
18
AMP 985 NORIEGA/RANDOLPH/GREAT HIGHWAY - 137 TOTAL UNITS
The Noriega/Randolph/Great Highway Asset Management Project maintains 98 percent
occupancy and a 89 PHAS REAC physical inspection score. At the same time it has 6 percent
tenant accounts receivable, a budget deficit and some crime and drug problems.
The agency is targeting additional management resources to improve the development’s crime
problems and reduce the budget deficit. Maintenance Mechanics have been assigned to more cost
effectively and efficiently maintain the property and complete work orders for plumbing,
electrical, carpentry, painting, flooring and other repairs. Improved security cameras will reduce
crime and drug problems.
On August 22, the Board of Commissioners adopted Rent Collection Policies and Procedures and
subsequently established a late fee charge and schedule of maintenance fees for tenant caused
damage. Property managers received six trainings at their bi-weekly property manager meetings
on the policy, procedures, best practices and unlawful detainer process. Eighteen resident
workshops have been conducted. We expect steady progress as SFHA implements these
improvements at Noriega/Randolph/Great Highwas as the property manager spends more time
counseling residents on the importance of paying rent and making sure that work order requests
are addressed timely.
On September 27, 2013, SFHA applied for the Rental Assistance Demonstration (“RAD”)
Program offering the opportunity to increase subsidy income, preserve the housing units as
affordable housing for the long-term, and to rehabilitate and recapitalize these developments in a
manner that will maintain their physical and economic viability for at least 20 years. The
conversion to RAD addresses the long term viability in light of reduced current and future federal
funding for public housing capital improvements and operations. In applying to HUD for this
RAD authority, the Authority seeks to improve the residents’ quality of life, to provide supportive
services and employment opportunities for its residents and to participate in any revenues or
income streams produced by the newly upgraded and refinanced housing through annual ground
lease payments.
19
AMP 987 430 TURK/939 & 951 EDDY – 149 TOTAL UNITS
The 430 Turk/939 & 951 Eddy Asset Management Project (AMP) maintains 97 percent occupancy
and has tenant accounts receivable at 1 percent. At the same time, the PHAS REAC physic
inspection score was 69, it has an operating budget deficit and has some crime and drug problems.
Built in 1987, this AMP has obsolete systems and capital needs. Maintenance Mechanics have
been assigned to maintain the properties to more cost effectively and efficiently complete work
orders for plumbing, electrical, carpentry, painting, flooring and other repairs. Maintenance staff
have been directed to address the most urgent physical needs of the property. This will improve
property conditions and reduce costs for a balanced budget. Recently installed security cameras
and private security are reducing crime and drug problems.
On September 27, 2013, SFHA applied for the Rental Assistance Demonstration (“RAD”)
Program offering the opportunity to increase subsidy income, preserve the housing units as
affordable housing for the long-term, and to rehabilitate and recapitalize these developments in a
manner that will maintain their physical and economic viability for at least 20 years. The
conversion to RAD addresses the long term viability in light of reduced current and future federal
funding for public housing capital improvements and operations. In applying to HUD for this
RAD authority, the Authority seeks to improve the residents’ quality of life, to provide supportive
services and employment opportunities for its residents and to participate in any revenues or
income streams produced by the newly upgraded and refinanced housing through annual ground
lease payments.
20
AMP 988 ROBERT B. PITTS – 203 TOTAL UNITS
The 430 Turk/939 & 951 Eddy Asset Management Project (AMP) maintains 98 percent occupancy
and has tenant accounts receivable at 7 percent. At the same time, the PHAS REAC physic
inspection score was 69, it has an operating budget deficit and has some crime and drug problems.
Built in 1991, this AMP has obsolete systems and capital needs. Maintenance Mechanics have
been assigned to maintain the properties to more cost effectively and efficiently complete work
orders for plumbing, electrical, carpentry, painting, flooring and other repairs. Maintenance staff
have been directed to address the most urgent physical needs of the property. This will improve
property conditions and reduce costs for a balanced budget. Recently installed security cameras
and private security are reducing crime and drug problems.
On September 27, 2013, SFHA applied for the Rental Assistance Demonstration (“RAD”)
Program offering the opportunity to increase subsidy income, preserve the housing units as
affordable housing for the long-term, and to rehabilitate and recapitalize these developments in a
manner that will maintain their physical and economic viability for at least 20 years. The
conversion to RAD addresses the long term viability in light of reduced current and future federal
funding for public housing capital improvements and operations. In applying to HUD for this
RAD authority, the Authority seeks to improve the residents’ quality of life, to provide supportive
services and employment opportunities for its residents and to participate in any revenues or
income streams produced by the newly upgraded and refinanced housing through annual ground
lease payments.
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Attachment 8
Fiscal Year 2014 Operating Budget
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