JRRF 300KVA Distribution Transformer Inspect, Clean, Repair and Test

Solicitation / RFP / RFQ

This document is a combined synopsis/solicitation for commercial items, specifically for the inspection, cleaning, repair, and testing of 300KVA Distribution Transformers. It constitutes the only solicitation, and a separate written solicitation will not be issued. The government is procuring these services in accordance with FAR Part 12, Acquisition of Commercial Products and Commercial Services.

• Inspect, Clean, Repair, and Test 300KVA Distribution Transformers (three each total).

• Detailed requirements are provided in the attached Statement of Work (SOW).

• Quoters must provide technician and truck driver information, including background, years of experience, licenses, and certifications.

• Pricing quote must be itemized for parts and labor, with separate pricing for Supplemental Labor/Material/Subcontractors (estimated at $75,000.00).

• Contract Type: Firm Fixed Price Purchase Order.

• Period of Performance (PoP): Anticipated to begin on the date of award (around April 23, 2026) and conclude on or about August 30, 2026.

• Payment Terms: Net 30 after delivery and receipt of invoice.

• Questions Due By: April 10, 2026, at 3:00 PM ET. Email questions to william.wile@dot.gov, with the solicitation number (6933A226Q000008) in the subject line.

• Response Date: April 20, 2026, at 1:00 PM ET. Quotes must be submitted via email to william.wile@dot.gov.

• Evaluation Method: Lowest Price Technically Acceptable (LPTA). Only the lowest priced offer will be evaluated for technical acceptability. The government may award without discussions.

• Basis of Award: Award will be made to the responsive quoter with the lowest total evaluated price, whose quote is technically acceptable.

• Vendor Terms: Quotes must not include vendor's standard commercial terms and conditions, as this may be considered a material defect.

• Set Aside: No Set Aside Used, Full and Open.

• NAICS Code: 811310 (Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance).

• Small Business Size Standard: $12.5M.

• SAM Registration: Required. Quoters must provide their Unique Entity ID (UEI).

• Solicitation Attachments:

  • Attachment 1: 2026 JRRF HV Transformer Maintenance SOW
  • Attachment 2: FAR Class Deviations Full Text
  • Attachment 3: E-Invoicing Requirement

• Incorporated FAR and TAR clauses are listed, including deviations. Bidders are responsible for familiarity with these.

• The place of delivery/service is US DOT Maritime Administration, James River Fleet Force, Fort Eustis, VA 23604.

Statement of Work (SOW) / Performance Work Statement (PWS)

To perform maintenance and repairs on three (3) 300KVA distribution transformers located at the James River Reserve Fleet (JRRF) in Ft. Eustis, Virginia.

• Location: James River Reserve Fleet, 2606 Harrison Rd. Ft. Eustis, Va. 23604.

• Transformers: Three (3) 300KVA, 60 Hz, Three Phase transformers (Manufactured 1993) with specific nameplate data provided (HV 13200, LV 480, % Impedance 4.44, Oil Gallons 147, Weight 3090 lbs).

• Contractor Responsibilities: Remove transformers from JRRF, transport to contractor facility for inspection, repair, and testing. Return transformers to JRRF and perform final testing. Furnish qualified personnel, materials, tools, and equipment for cleaning, inspection, and minor repairs.

• Government Responsibilities: JRRF personnel will load and unload transformers onto the contractor's vehicle. JRRF personnel are responsible for off-loading transformers upon return.

• Access to JRRF: Truck drivers must be U.S. Licensed with current registration and provide personal information for security checks.

• Inspection & Testing: Open and inspect transformers, perform all required testing. This includes:

  • Taking oil samples for moisture content, dielectric strength, gas build-up, and PCB testing. Adjust oil levels as needed.
  • Contacting the Contracting Officer Representative (COR) if oil samples fail.
  • Providing a written report of all findings.

• Repairs: Replace identified parts, including external HV connectors (Adalet QSFG-415 ABBRTF and QPMG-415 ABLTF), associated wiring, ground bus, and shield wiring. Inspect and replace fuse drawers and connectors. Inspect and replace bushings if defective or leaking. Ensure doors and enclosures have good seals, replacing gaskets as needed.

• Cleaning & Refurbishment: Clean internal and external surfaces, remove corrosion, preserve, prime, and paint areas with the same color scheme.

• Final Testing: Conduct tests including Dielectric, Turns Ratio, and Meggering of connectors. Provide a PCB-free certificate.

• Subcontractor Requirements: Provide a copy of the proposed Electrician License and company certification for high voltage systems. Provide names and references for any subcontractors.

• Approval of any subcontractors before work commencement.

• Satisfactory cleaning of all equipment.

• Receipt of a Condition Report for defective parts.

• The contractor shall provide additional labor and materials if requested by the Government, identified via a "Request for Pricing" or "Condition Found Report."

• Supplemental labor is defined as direct employees of the prime contractor.

• Supplemental materials and subcontracted labor/services will be a pass-through cost without increase.

• All costs for supplemental materials and subcontracted labor/services exceeding $200.00 must be supported by quotations, paid invoices, or receipts.

• Invoicing for supplemental work will be documented by the COR on a spreadsheet and agreed upon prior to invoicing.

• Location: James River Reserve Fleet, Ft. Eustis, VA.

• Period of Performance: Not explicitly stated in the SOW, but implies completion of work on the three transformers.

Form / Attachment / Pricing Sheet

This document provides instructions for contractors on how to submit invoices using the U.S. Department of Transportation's (DOT) Delphi eInvoicing web portal. It outlines the requirements for accessing the portal, the process for obtaining user access, and the necessary information for a proper invoice.

• Access Requirements: Contractors need electronic internet access and must register via GSA's Login.gov. User identity is verified through Login.gov, which requires email, full name, phone number, and password.
• User Access Request (UAR): After Login.gov authentication, contractors must work with the contracting office POC to submit a UAR, including contractor name, contract/order numbers, and user details.
• Invoice Content: A proper invoice must include:
  • Contractor name and address
  • Invoice date and number
  • Contract number or other authorization
  • Description, quantity, unit of measure, unit price, and extended price of supplies/services
  • Shipping and payment terms
  • Name and address of the official to whom payment is to be sent
  • Contact information for notification of defective invoices
• Waivers & Training: Waivers for using the Delphi portal may be considered on a case-by-case basis. Training information is available at http://einvoice.esc.gov.

This document is crucial for any bidder who is awarded a contract requiring invoice submission through the DOT's Delphi eInvoicing system. It details the mandatory steps for setting up accounts, submitting invoices, and the specific information required on each invoice to ensure timely payment. Bidders should review these instructions to understand the administrative requirements associated with invoicing.

Form / Attachment / Pricing Sheet

This document, "Attachment 2 - FAR CD 2025-01 and 02.pdf", contains Federal Acquisition Regulation (FAR) deviation text. It outlines changes and additions to the FAR text related to Executive Order 14173, "Ending Illegal Discrimination and Restoring Merit-Based Opportunity," effective February 2025. Bidders should review this document to understand any deviations from standard FAR clauses that may impact solicitations and contract requirements.

• Deviation Text: Provides updated FAR text, with additions shown in bolded and bracketed text and deletions shown in strikethrough.
• Executive Orders: References Executive Order 14173 and its revocation of Executive Order 11246.
• Baseline: Notes the baseline FAC 2025-03, effective January 17, 2025.
• Specific FAR Segments: Includes references to specific FAR segments and their associated OMB control numbers, such as 52.222-21 and 52.222-26.
• Sustainable Acquisition Requirements: Details requirements related to sustainable products and services, including biobased products, energy efficiency, and waste reduction, referencing various Executive Orders and EPA programs.
• Greenhouse Gas Emissions: Addresses requirements for public disclosure of greenhouse gas emissions and reduction goals for offerors registered in SAM with significant contract awards.

This document is crucial for bidders as it details deviations and updates to the FAR that may affect contract terms, conditions, and compliance requirements. Understanding these deviations is essential for accurately preparing proposals and ensuring compliance with current regulations, particularly concerning equal opportunity, affirmative action, sustainable acquisition, and greenhouse gas disclosures.