PWS_Portland TDL Inspections 2026 09 04 (2).pdf

U.S. General Services Administration Central Pacific Coast Service Center

Oregon Field Office

SCOPE OF WORK

OR0033PE, OR0043ZZ, OR0052ZZ, OR0024ZZ

WA0094ZZ, OR0501PT

TERMINAL DEFICIENCY LIST (TDL)

INSPECTION

Date: 9/4/2026 Location: Multiple Portland Federal Buildings and Courthouses (see details below)

A.1 PURPOSE

The Contractor shall conduct end-of-contract, “Terminal Deficiency List” (TDL) inspections to document any physical deficiencies at the following buildings:

● 911 Federal Building, 911 NE 11th Ave, Portland, OR 97232 (OR0033PE)

● Edith Green-Wendell Wyatt Federal Building, 1220 SW 3rd Ave, Portland, OR 97204

(OR0043ZZ)

● Mark O. Hatfield U.S. Courthouse, 1000 SW 3rd Ave, Portland, OR 97204 (OR0052ZZ)

● Pioneer Courthouse, 700 SW 6th Ave in Portland, Oregon, OR 97204 (OR0024ZZ)

● Vancouver Federal Building, 500 W 12th St, Vancouver, WA 98660 (WA0094ZZ)

● Troutdale Warehouse, 202 NW Graham Rd, Troutdale, OR 97060 (OR0501PT)

The TDL inspection is similar to a punch list inspection; the TDL inspection is not an evaluation of the Operation & Maintenance (O&M) contractor’s overall performance, rather it is merely a physical inspection to discover, and list, any building-related system deficiencies that are the responsibility of the O&M contractor to repair or maintain. The intent is to ensure, to the greatest extent possible, that all contractual obligations have been met by the outgoing O&M contractor and that the building’s physical structure and plant equipment is left in a fully functioning, non- deteriorated state. Deficiencies discovered during the TDL inspection will be shared with the outgoing contractor for correction.

All visits and inspections shall provide an accompanying report, which shall consist solely of the list of deficiencies and accompanying photos with the date/time of the inspection.

A. Schedule: Within 15 calendar days of contract award, Contractor shall provide proposed schedule to include project kickoff/Pre-visit Request For Information (RFI)’s, site visit, 1st draft report for GSA review, and final report

B. Site Visit: Contractor shall commit sufficient time to thoroughly walk facilities to satisfy specifications. Inspection shall not impede ongoing government tenant operations.

C. Reports: Within 5 business days of each site visit, Contractor shall provide a 1st draft of report that consists of the list of deficiencies with location details, accompanying photos with the date/time of the inspection, and recommendations for correction based on typical industry practices and applicable regulations.

See below for additional specifications pertinent to these requirements.

A.2 INSPECTOR REQUIREMENTS

The inspector must have at least five (5) years’ experience in facility engineering and/or plant operations & maintenance, and National building codes. The inspector shall also have experience in the operation and/or installation of Building Automation Systems (BAS) and Control systems.

A detailed resume shall be submitted for evaluation for each inspector expected to perform under this contract. All inspectors shall meet these qualification standards. Minimally, the resume shall contain:

A. The full name of the proposed inspector.

B. A detailed description of the proposed inspector’s employment history for the previous five years, and the duties performed for each position. The names and addresses of the companies for whom the proposed inspector worked for the past five years.

A.3 SITE ACCESS

Facilities are secure federal buildings with ongoing and sensitive government missions. All site access must be coordinated at least five (5) working days in advance with onsite GSA Building Manager. Operations are generally Monday through Friday 8:00 AM to 4:00 PM, excluding holidays.

All contract employees shall be escorted by a Government employee or another responsible cleared contract employee who is approved by the CO or designee. The escort shall remain with uncleared contract employees for the entire time they are in non-public federally controlled space. The HSPD-12 escort policy applies to all contractors.

A.4 SERVICE CONTRACT ACT WAGES

Service contract wage rates are applicable to this project. The contractor shall provide accordingly in his cost proposal to the Government. Questions regarding application of Service Contract wages may be directed to the contracting officer.

A.5 CONTRACT PERIOD OF PERFORMANCE

All contract requirements shall be completed within 45 days after the Notice to Proceed is issued by the Contracting Officer.

A.6 SCHEDULING

Inspections must take place no later than October 31, 2026, with the exact date determined by mutual agreement between the CO or designee. Inspections falling outside of this time frame shall be approved in advance by the CO and/or designee.

Estimated time frames for each building are required; the amount of time needed should be based on spending a reasonable amount of time to complete the inspection per TDL requirements.

Advanced scheduling for inspecting each facility is required; the inspector shall independently verify the specific day, and time, of each inspection with the respective Building Manager (contact information is listed below). Certain areas of each facility may require coordination with on-site GSA staff and the current O&M contractor to access. The final date(s) of the inspection(s) shall be confirmed with the on-site GSA staff at least five (5) working days prior to the first day of the inspection of each facility

Each scheduled day of the inspection should typically include (8) hours of on-site inspection per day. This includes time spent waiting for escorting or access to areas.

It is the contractor’s responsibility to program a schedule that provides sufficient time to conduct pre-visit inquiries/ RFIs, travel, inspection of facilities, issuance of a draft report, a draft review by GSA and issuance of the final report..

GSA requires this schedule to be formally documented and delivered to CO for approval. Upon approval, Notice to Proceed shall be issued by the CO.

The final report will be provided to the outgoing contractor for action to correct prior to contract close out. GSA’s goal is to provide the O&M Contractor at least 30 days to correct any deficiencies and confirm by GSA inspection

A.7 TDL INSPECTION SCOPE

The contractor shall conduct a physical inspection to discover, and list, any building-related system deficiencies that are the responsibility of the O&M contractor to repair or maintain.

The inspection shall include a thorough visual inspection of accessible building systems covered by the O&M contract, to include building shell and architectural features, the roof, all mechanical spaces and all major capital equipment owned by GSA, and the BAS operation, and any posted maintenance documentation. Typically, only equipment that is visible by walking the building is included; use of a ladder may be required if there is evidence of a deficiency above a ceiling tile, however no systematic inspection above ceiling tiles or entry into confined spaces is required. Air handling fans should be stopped for inspection of the fan blades unless such operation is disallowed by the Building Manager, or would cause significant ventilation problems for affected tenants.

A.8.1 SYSTEMS

This inspection shall include a thorough visual inspection of accessible building systems covered by the O&M contract, to include:

● Electrical systems and equipment

○ i.e., mains, smart meters, switchgear, electrical risers, infrared inspection tags, panel circuit labels, lighting

● Mechanical, plumbing, HVAC systems and major equipment

○ i.e.,chillers, boilers, cooling towers, air handlers, variable air valves (VAVs), fluid storage tanks, water fountain filters, distribution piping/ducting where visible, sump pumps, valves, backflow preventers

● Fire Protection and Fire Life Safety systems

○ i.e., fire pumps, emergency power generators, fuel storage tanks, sprinkler distribution, fire department connections,extinguishers, smoke dampers

● Architectural and structural systems, fixtures, and equipment

○ i.e., roof, building shell, flooring, walkways, visible structural supports, keys and key control program program, bollards, gates, doors, flag poles, window washing equipment

● Building Automation Systems (BAS) and any other control system

○ i.e., Operational efficiency, equipment overridden or in manual mode, uncalibrated sensors showing incorrect readings, faulty actuators, valves, dampers, faulty connections/unresponsive equipment,variable air volume (VAV) drive operation

Excluded:

● Telecom systems and chases - unless as part of structural review or due to co-located equipment covered in Scope of Work.

● Vertical Transportation Equipment (VTE) and elevator machine rooms - unless part of structural reviews.

● Building security systems

● Public utility owned equipment and connections - not maintained under the O&M contract

● Enclosed elements that would require demolition, controlled access permitting or significant time to access

Analysis and/or review of National Computerized Maintenance Management System (NCMMS) preventative maintenance records is not required, although if evidence of insufficient preventative maintenance or building code violations is noted, it shall be contained within the TDL list (i.e., expired permits or posted maintenance documentation that is overdue should be noted).

A.8.2 DEFICIENCY EXAMPLES (this list is not all-inclusive)

● Controls:

○ Active alarms

○ Equipment overrides/placed in manual without pending work order

○ Abnormal/unexplained sequence of operation, temps/pressures out of range

○ Communication errors, sensors/equipment not reading

● Air Handlers:

○ Fan noisy/excessive vibration

○ Fan blades dirty, loose belts, evidence of over-lubricating bearings

○ Rusted equipment, evidence of surface corrosion

○ Condensate pans without biocide, pans not draining

● Misc:

○ Missing pipe insulation, insulation not properly labeled/painted

○ Holes in walls

○ Electrical junction box cover missing

○ Damaged door, railings

○ Tears in roof membrane, clogged roof drains

These inspections shall be listed in the required report with all deficiencies tabulated as specified in the next section.

A.9 REPORTS

As a third party review of possible repair needs, it is important the report include not just a compilation of findings but also details of the inspection itself. The report shall therefore include a summary narrative of the inspection stating the date of the inspection and duration, as well as the individuals accompanying the inspection and/or providing assistance, and any pertinent details to methodology and actual performance of site visit(s) (i.e. areas excluded due to agency security restrictions).

The list of all deficiencies noted during the inspection of systems shall have a unique number assignment such that each discrepancy shall stand-alone within its own numerical designation.

Accompanying photos shall be timestamped, labeled in such a way to link to the deficiency's numerical assignment, and included with an in-line reference in the deficiency report. Each deficiency shall have a recommendation for correction based on typical industry practices and applicable regulations. The inspector shall identify on the report an expected cost for correction within the ranges of $0-$2,500, $2,500-$50,000, or above $50,000. Deficiencies that may pose serious risk to life and usability of capital assets shall be notated in such a way to mark them as critical.

All reports and deficiency lists shall be in a searchable PDF or an Excel document and shall remain the property of the Government after submission. Initial drafts of the report shall be sent to the Contracting Officer (CO) or designee not later than (5) business days following the inspection. The Government will provide review and revision requests not later than (5) business days of receipt of the first draft. The final report is then due not later than (5) business days after receipt of the Government’s revision request.

If the draft and/or final report does not adhere to these requirements, payment may be reduced and/or withheld until a suitable report is provided.

Example report format/reporting list of deficiencies per line item:

Description Number

Bldg

System

Equipment Designation

Description

Photo #

Floor

Room

Discrepancy & Recommendation

Estimated Correction Cost

Insp. By

Date

ABC FB

HVAC

Air Vent

Automotive Air Vent

1-1, 1-2

PH

Inappropriate installation. Check specifications and mechanical drawings

$2,500 - $50,000

(initials)

1/1/2000

ABC FB

BAS

Lighting Control

8th floor zones n/a b1

OM Office

Zone in manual override. Review occupancy and adjust schedule

$0 - $2,500

(initial)

1/1/2000

DE USCH

Structure

Roof

Roof

3-1

18th fl n/a

Evidence of disrepair.

Review maintenance record and lifecycle replacement need

CRITICAL

> $50,000

(initial)

1/1/2020

A.10 POINTS OF CONTACT

GSA Contracting Officer: TBD GSA Building Manager: Virginia Matthews, virginia.matthews@gsa.gov GSA Field Office Manager: Jackie Peters, jackie.peters@gsa.gov

A.11 CONFLICT OF INTEREST

Since this work will require a third-party evaluation of contractor performance, current Zone 7 O&M contractor cannot bid on this TDL specific contract.

Also, the successful awardee who will be performing under this TDL contract, cannot bid on a new Zone 7 contract to perform O&M services on any building covered by this contract for the duration of this contract.

mailto:virginia.matthews@gsa.gov mailto:jackie.peters@gsa.gov