New Contract Inspection Process

New Contract Inspection Process

The following process occurs for both new Voucher holders and existing Voucher tenants who are transferring to a new unit.

1. The tenant and landlord of the unit in which the tenant want to reside must complete and submit the Request for Tenancy Approval (RTA). At this time, the owner may also submit the W9, Lead Based Paint form and the HAP correspondence sheet.

2. After the Housing Authority receives the RTA, an initial inspection will be scheduled within five to seven business days. For the inspection, the unit must be vacant and all utilities must be turned on (PG&E and water).

3. The owner or authorized agent needs to be present at the inspection. The tenant is encouraged to also attend, however, it is not required. The owner is responsible for informing the tenant of the inspection time.

4. At the inspection appointment, the Housing Authority inspector will inspect the unit to ensure it meets HUD-established Housing Quality Standards (HQS). The inspector will also provide the owner information on the amount of Total Contract Rent the Housing Authority can approve. The approved rent amount cannot be higher than the current open market rents for similar units in the area. The inspector will request a recorded grant deed if the owner is a new owner of the property.

The items on the checklist below must be working or completed prior to the HQS inspection:

All utilities must be turned on (water, gas, electric).

There must be working smoke detectors properly mounted on each level of the unit including the basement.

All construction/rehabilitation (painting, carpet replacement, etc.) must be completed.

Windows that open to outside must have working locks. Bedrooms must have at least one operable window each and if security bars are present, they must have quick release devices.

Heaters must be working and safe.

All electrical outlets and light switches must have cover plates.

All bathrooms must have an exhaust fan or an operable window for ventilation.

All appliances (stove, refrigerator*, microwave oven, oven, etc.) must be working. All stove knobs must be readable.

*If tenant is providing refrigerator, it does not need to be in the unit at time of inspection. A re-check inspection will be scheduled; refrigerator should be in good working condition.

All sinks, faucets and plumbing must be free from leaks.

The unit must not have roaches or rodents.

All painted surfaces must be free from chipping and/or peeling paint.

Carpet and other flooring must be clean and free of tripping hazards.

A hand rail is required on all stairways with four or more steps.

Water heaters must have a Temperature Pressure Relief Valve and discharge line that is directed to and at least 6 inches from the floor, or directed outside the unit, as a safeguard against build up of steam if the water heater malfunctions. Discharge lines must be made of rigid pipe material that's rated for both high temperature and pressure. This includes most rigid wall copper, iron and, in most places, chlorinated polyvinylchloride (CPVC plastic not regular PVC). Do not use garden hose or thin plastic pipe.

In addition, water heaters must be braced, anchored or strapped to resist falling horizontal displacement due to earthquake motion.

If the unit fails the inspection, the owner is given ten days to complete the repairs. A recheck inspection will be scheduled to confirm that repairs have been done.

5. Once the unit passes inspection, the Housing Authority will sign a Housing Assistance Payments (HAP) Contract with the owner. The effective date of this contract is the latest date of the following dates:

Pass date of the inspection - initial or recheck

Termination date of tenant's previous tenancy (applicable for transfer tenants only)

Tenant possession of property (the day the tenant receives the key)

6. Effective July 1, 2004, owners must provide their own Lease which must be in a standard form used in the locality by the owner. In addition, the HUD Tenancy Addendum must be attached.

7. Once the contract starts, tenants must pay their portion of the rent to the owner. The Housing Authority will mail the balance of the Total Contract Rent directly to the owner on the first day of each month (first checks may be delayed due to initial processing).