2025-04-22_Arch_Services_CC_-_REVISED_Pre-Bid_Ann._Meeting_Minutes.pdf

Marion County Public School Facilities Architectural Design Services - Continuing Contract (FY 25-26)

Mandatory Pre-Bid Conference Meeting Minutes

Meeting Information 10:00 AM on April 22, 2025 Brewster Hall, Marion Technical College (1014 SW 7th Rd, Ocala, FL 34471)

Meeting Agenda I. Opening Remarks

The meeting was called to order at 10:00 AM by Nick Hill, AICP, a planning consultant with JBPro, who is serving as the procurement manager for these

RFQs. Marion County Public Schools (MCPS) staff members Ivonne Bumbach, Director of Facilities, and Angie Zuniga, Design Coordinator, also introduced themselves.

Following introductions, Mr. Hill stated that the procurement process would follow the 2025 MCPS Design Services Request for Qualifications Selection

Process Manual and applicable Florida law. He also noted the meeting was being recorded and reminded attendees to sign the sign-in sheet. Mr. Hill then reminded vendors that these RFQs are currently subject to the cone of silence.

II. Bid Walkthrough

At approximately 10:03 AM, Ms. Bumbach provided an overview of the architectural services that may be requested through this continuing contract.

She also reviewed the submittal requirements outlined in the Public

Announcement and the 2025 Selection Process Manual.

III. Remaining RFQ Milestones

At approximately 10:10 AM, Mr. Hill addressed important deadlines and meeting dates related to this process. The milestones identified included:

a. Questions Submittal Deadline: April 24, 2025, at 12:00 PM

b. Submittal Deadline: May 7, 2025, at 2:00 PM

c. Submittal Review Start-Up Meeting: May 9, 2025, at 10:00 AM

d. Submittal Review Final Meeting: May 14, 2025, at 2:00 PM

e. Shortlist Notification: May 15, 2025

f. Shortlist Interviews: May 28, 2025, at 9:00 AM

g. Shortlist Tabulation Meeting: May 28, 2025, at 3:00 PM

h. Finalist Notification: May 29, 2025

Mandatory Pre-Bid Conference Meeting Minutes | Page 2

Mr. Hill stated that these times are subject to change as needed. However, if there are any changes to the estimated schedule, all participating vendors will be notified in advance.

IV. Questions & Answers

At approximately 10:12 AM, attendees were invited to ask questions. Questions and responses are summarized below:

Does the primary firm need to have minority-, woman-, or small-business status to earn points in the Initial Screening, or can it be a subconsultant?

The primary firm must have this status to receive points for this criterion.

Does the 20-page limit apply to the entire submittal?

That is correct.

Can we view the current continuing contract holders with MCPS?

Yes, that information will be posted on VendorLink in the coming days.

What were the project award amounts for architectural services in previous years?

Award amounts varied based on the year and available funding sources (e.g., grants).

How does MCPS determine the order in which firms receive project assignments?

Several factors are considered, including the current workload of each firm, project location, firm expertise, and vendor preference.

Can the experience requested in Form 1, Criteria A.1 include consultant work and completed school projects outside of Florida?

Yes, completed school projects outside of Florida can be submitted for Form

1, Criteria A.1., as one of the primary purposes of this criterion is to demonstrate the firm’s ability to successfully follow school project guidelines. However, please note that members of the Selection Committee may not assign non-SREF projects full points if used for this criterion.

V. Closing Remarks

Mr. Hill thanked vendors for their attendance and requested that all future correspondence be conducted through the VendorLink portal or by emailing him directly at MCPSProcurement@JBPro.com. Mr. Hill then adjourned the meeting at 10:18 AM.