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

Memo 1232: P&P Winterization Season 2008-2009

To: All P&P Contractors
From: Vendor Management Department

Winterization season has begun in several states as of September 1st. Additional states will start performing winterizations on October 1st and it is once again important to reiterate the requirements for protecting properties during the cold weather months. In addition to the items reviewed below, the key to having a successful and issue-free winterization is communication with Safeguard.

• Please be sure to read all instructions on every work order completely. If clarification is required, a call must be made to the regional coordinator.
• If there will be any delay in the completion of a winterization, this must be communicated to the regional coordinator immediately.

Identifying System Type

• Please ensure that you are familiar with how to identify the type of heating system at each property. Please utilize Memo 1059 Winterization Definitions (changes will be made to this memo re: radiant winterizations) to properly identify the system type.
• Information required to complete a utility transfer is included on all initial secure and winterization orders. No bids to transfer utilities will be accepted.

Winterization Steps

Once the system has been properly identified please refer to the appropriate procedures manual to ensure that the proper winterization steps are followed.

P&P Contractor Procedures Manual

In addition, the points below must be completed:

• All commodes must be flushed free of feces prior to starting the winterization. This must be done within the cost allowable for the winterization.
• All lines must be blown free of water using an air compressor. The use of air tanks is not sufficient.
• Circuit breakers should be shut off when completing a winterization. Each individual breaker, including the main breaker, should be switched to the OFF position. Memo 1125 Shutting Off Circuit Breakers When Completing Winterization
• Winterization stickers must be posted on all winterized items. In addition, the winterization utility notice should be posted in required locations. Water Meter Disconnection List to ensure that meters are not disconnected in the specified cities. If there is a city that prohibits the disconnection of water meters that does not appear on the list, please provide documentation of this guideline to your Regional Coordinator.
• The water main shut off valve needs to be zip tied in the OFF position.
• Hot water tanks, sprinkler/irrigation systems and fire protection systems should also be addressed as discussed in Memo 1171: Winterization Best Practices.
• A pressure test is required to be completed on all properties. Please refer to Memo 1218: Winterization Requirements - Pressure Testing for more information on this practice.
• Safeguard requires contractors to verify the winterization remains intact on every grass recut order. Bids and photos must be provided if the antifreeze has evaporated and needs refreshed. If the winterization is no longer intact due to unusual circumstances you are required to provide a descriptive bid and photos to re-winterize the plumbing.

Photo Documentation

Memo 1178: Contractor Winterization Issues discussed the issues with lack of photo documentation provided on completed winterizations during previous winterization seasons.

The following photos are required to document that a winterization has been completed.

• Before/During and After of antifreeze in sinks, toilets and traps
• During of hot water tank draining
• During photo of the blowing of the lines with air compressor connected capped water lines
• Photo showing water meter disconnected
• Any visible freeze damage
• Sump pump if applicable
• Radiant winterization requires photo of boiler, RPZ valve, and expansion tank if applicable
• Steam winterization requires photo of the boiler
• All photos of items winterized must show SPI winterization sticker in place
• Photo of Winterization Utility Notice poster and sticker in appropriate locations

For more information on required winterization photos, please refer to the Photo Documentation Manual.

Please be sure to contact your regional coordinator from site with any questions.

Thank you,
Vendor Management