2014 Winterization Season Review

2014
Winterization Season
Review
Please note-this presentation is only intended to be used as a basic educational tool and is by no means all encompassing. Each property should be
treated on a case by case basis and vendors will be held responsible for any errors made.
Confidentiality Statement
This training program and its materials contain proprietary
information, confidential information and business trade
secrets and is the exclusive intellectual property of
Safeguard Properties, LLC. Any unauthorized, copying,
distribution or other use of this training program or its
materials is strictly prohibited.
© 2014 Safeguard Properties LLC. All rights reserved.
This material is confidential and may not be copied, used or distributed without the
written permission of Safeguard Properties LLC.
2014 Winterization Training
The following presentation is an acknowledgment of your responsibility of liability for all
winterization work completed by your employees, including any and all subcontractors. You
also agree to train and credential every individual completing winterizations or checks of
winterizations to Safeguard’s specifications and standards.
Signed___________ Date___________
Objectives
•
•
•
•
•
Discussion of Steps to Complete a Proper Winterization
Discussion of Photo Requirements / Photo Direct
Discussion of Documentation Requirements
Discussion of Expectations for the 2014 Winterization Season
Review of Frequently Asked Questions
Purposes
• Decrease the Amount of Reconveyed and Reopened Orders
• Improve Quality of Winterizations and Check Winterization
Orders
• Increasing the Accuracy of Photos Submitted to Support
Damages Reported, Work Completed, & Bids Submitted
Importance of a Proper WINT
~Preserve and protect the value of property in the winter months~
System Types
• Dry Heat
– Forced hot air heat
• Furnace, Air Ducts, and Vents
• Steam Heat
– Steam running through system
• Steam boiler, radiators
• Radiant Heat
– Hot water running through entire system
• Hot water boiler, expansion tank , radiators or (copper) tubing
in floor, walls, and/or ceilings.
Dry Heat Systems
Steps for Dry Heat Winterization
1) Flush and clean all toilets
Dry Heat Systems
2) Utilities should be turned off.
a. Gas
Meter, Furnace, and Hot Water Tank
b. Water
c. Electric
NOTE: If broker maintaining utilities, it’s a shared dwellings, or it has a fire suppression system;
all breakers should remain “ON” and thermostat set to 55°
Dry Heat Systems
3) Remove all water from the domestic system.
Requires draining the water from all lines.
4) Clear the system (blow out lines) of any remaining
water and check for system integrity.
5) Pressure test system for leaks.
Note: All lines should be monitored throughout the process.
6) Pour non-toxic anti-freeze “Ethylene glycol”
(usually pink) in all toilets and traps (sinks,
bathtubs, dishwashers, etc.).
Dry Heat Systems
7) Place toilet wrap over every winterized toilet bowl.
8) Affix winterization stickers to all items.
(Green Utilities Sticker)
NOTE: Winterization stickers should NOT be placed on the front door.
Steam Heat System
Steps for Steam Heat Winterization
1) Follow Dry Heat System steps
2) Drain boiler, turn off gas
Steam Heat System
Steps for Steam Heat Winterization
3) Drain the radiators
4) Open all radiator vents
Radiant Heat System
Steps for Radiant Heat Winterization
1) Follow Dry Heat System steps
2) Drain boiler (unless boiler
contains glycol), turn off gas
Radiant Heat System
Steps for Radiant Heat Winterization
3) Drain radiators or baseboards
Well Pumps
Steps for Well Pump Winterization
1) Disconnect power supply
2) Close the main water feed line valve
3) Drain the storage tank
4) Use compressed air to ensure all water has been
removed
5) Place the green/yellow winterization notices
Fire Suppression System
Irrigation Sprinkler Systems
Evaporative (Swamp) Coolers
Steps for Evaporative Coolers Winterization
1)
2)
3)
4)
5)
6)
Drain water tray
Open the feed line while pressurizing the cooler
Remove all motor plug-ins
Tape the breaker shut
Verify lower damper is in place
Place cover over louver
Dewinterization
Steps for Dewinterizations
1)
2)
3)
4)
5)
6)
Utilities must be on prior to starting
Pressure test system prior to turning water on
Repair breaks for emergency allowable
Wait 30 minutes
Turn heat on and set at 55 degrees
Light hot water heater
Frozen Property
Steps for Frozen Properties
• P&P
– CV - use emergency allowable when available on order, otherwise call from site
for approval
– FNM - bid, the emergency allowable cannot be used to thaw a property
– FMC - $600.00 allowable to be used
– VA - bid
– FHA - call bid desk and we will validate bids and bid after the fact
• REO
– Ensure you are at the property by the due date or you may be asked to thaw at
own expense
– Verify that the emergency allowable covers thawing or determine if there is a
thawing allowable available
– Determine if thawing can be completed within allowable
•
•
If not, then vendor will submit a bid to thaw and winterize
If work can be completed then proceed while on site and then complete the wint to the best of your
ability
– Advise on all damages
Check Winterizations
Steps for a Check Winterization
• Visual Inspection of Previous Winterization
• Perform Pressure Test (recommended)
• Add New Antifreeze
Photo Requirements
Photo Direct
spivendor.com
Effective July 17, 2014
Photo Requirements
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
AFTER posting signs (Utility Poster/Stickers)
BEFORE and AFTER shut off circuit breakers
BEFORE, DURING, AFTER flush/clean toilets
DURING fill with antifreeze
(sinks/toilets/tanks/traps, etc.)
DURING draining of the hot water tank (with
hose connected)
DURING blowing of the lines (show air
compressor connected/reading, lines
connected and being blown)
Photo showing air compressor connected to
lines and the pressure gauge reading during
the pressure test
DURING inspection of system for damages
AFTER toilet wrap
BEFORE, DURING, AFTER zip tie – main
water line zip tied in OFF position (when
applicable)
DURING draining of the boiler (when
applicable)
AFTER open radiator vents (when applicable)
BEFORE and AFTER cap water line (when
applicable)
BEFORE and AFTER cap water line (when
applicable)
15. DURING draining of the well pump (when
applicable)
16. DURING draining of the water softener (when
applicable)
17. AFTER turn on heat (when applicable)
18. BEFORE, DURING, AFTER thawing of system
(when applicable)
19. AFTER showing water meter disconnected
(when applicable)
20. DURING and AFTER start the system (when
applicable)
21. BEFORE, DURING, AFTER sump pump (when
applicable)
22. Radiant winterization requires photo of the
boiler, RPZ valve, baseboards/radiators being
drained, and expansion tank (when applicable)
23. The winterization checklist is required.
24. All photos of items winterized must show SPI
winterization sticker in place. Please note that
the winterization stickers should not be placed
on the front door.
25. All damages found during the winterization
(freeze damage, plumbing damage) require
photo documentation.
Required to be uploaded
for each winterization
Winterization Quick Summary
•
Use Air Compressors, not Portable Air Tanks to clear lines of remaining water
– (5 gallon or 3.8 CFM)
• Pressure test the system to 35 PSI for 30 minutes
• Pour non-toxic anti-freeze “Ethylene glycol” into all clean toilets and traps.
• When property has shared meter – don’t remove
– Shut off water unless adjacent property would be affected
– Perform fixture WINT only
– Leave heat on and set thermostat to 55 degrees
Utility Meters
Readings are mandatory and must be reported on winterizations and initial orders
–
Water, Gas, Electric
Documenting Winterizations
– Photo documentation is integral in supporting the proper completion of a
winterization. Each task completed requires a photo to document it using Photo
Direct
• The winterization checklist is required to be uploaded each time a winterization is
performed.
Winterization Vendor Capacity
–
Starting on day 4 of winterization order assignment, orders not submitted will be pulled based on the information
you provided on the survey.
Additional Training & FAQ
Additional Training
Videos and Documentation Available
Vendor Web Training Materials
Additional Training & FAQ
Frequently Asked Questions
1. What will the due dates for the winterizations be?
 All winterizations will have due dates on specific orders. There are orders with 48 hour
deadlines, however, the bulk of the orders have a 5-21 day due dates.
2. Will I get all my orders on the first of the month?
 Orders will be released in batches, by the clients. August 1st for some CV loans. Other
downloads will occur in September and October.
3. Will repairs be paid for, how does a vendor know the remaining allowable?
 Repairs and allowables are based on the work order for each particular winterization.
4. Are repairs allowed on a check winterization?
 Yes, within allowables and depending on client parameters, per the specific work order
instructions.
5. What should a vendor do if a property is damaged (such as missing plumbing
or missing copper pipes)?
 Complete as much work as you are able.
 Ensure lines are capped, antifreeze is present in drain traps, and that water is shutoff and zip
tied appropriately.
 Call from site if needed.
Additional Training & FAQ
Frequently Asked Questions cont.
6. How will the winterization certification process work?
 Training
 Initial training should be provided by each vendor participating in winterizations. An
affidavit will be distributed to all participating vendors in an effort to identify expected
sub-contractor production and clearly state Safeguard’s expectations.
 Credentialing
 Every individual that completes winterizations will need to be credentialed. An individual
will become credentialed after they have passed a property inspection or a photo review
of their work..
7. How will work be distributed and assigned?
 Through performance and capacity of individual vendors. Assignment of existing properties in
batches.
8. What will I be paid for a check winterization?
 A standard trip charge will be paid for all refreshes but the photos must support that antifreeze
was utilized.
9. How do I know when to refresh or re-winterization?
 A refresh is needed when the antifreeze is no longer present in the toilet bowls, tanks or sink
traps. It is necessary to re-winterize when the water has been turned on to the property and is
in the lines.
Additional Training & FAQ
Frequently Asked Questions cont.
10. How should I proceed upon arrival at the property which appears to have been
winterized this season?
 Complete a property condition report. You may invoice a trip charge if you are not utilizing any
of the allowables or placing bids.
11. How can I tell if a property has already been winterized for the season?
 Check the winterization stickers. Included on the sticker should include the date of the
winterization.
12. When should the properties be winterized?
 Winterizations should be completed after the order date and before the due date. Refer to
your work order instructions.
Questions??
Please email / call
FQC Representative
FQCVendorcalls@safeguardproperties.com
Vendor Contact Center
Ext. 2292