26-103_1D_BMS_HVAC_Upgrades_-_Pre-Bid_Meeting_Minutes.pdf
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- Solicitation number
- 26-103
- Issued by
- Marion County, Orlando City, Florida
About this file
This document is pre-bid meeting minutes for Marion County Public Schools in Florida related to construction management services for HVAC system upgrades at Belleview Middle School. The project involves replacing the existing water-to-air package heat pump system with a modern, energy-efficient chilled water system, including design of a Central Energy Plant, cooling tower yard, piping distribution, electrical upgrades, fire alarm modifications, and a new Direct Digital Controls system. The procurement follows a two-phase approach: Phase I (January 2027 through August 2028) with a $6 million budget available in September 2026, and Phase II (June 2028 through August 2028) with a $6 million budget available in September 2027. A mandatory pre-bid meeting was held on February 12, 2026 at 9:00 a.m. at the Purchasing Department Conference Room (2091 NE 35th Street, Ocala, Florida 34479), with attendance required for eligibility. The questions submittal deadline was February 13, 2026 at 10:00 a.m., bid opening occurred on February 27, 2026, shortlist notification followed on March 14, 2026, and finalist interviews were scheduled for April 1, 2026. Design deliverables include bid documents by October 2026 and permit documents by December 2026.
Qualified firms must be licensed to practice in Florida and maintain General Liability and Auto Insurance of $1,000,000 minimum with statutory Workers' Compensation Insurance. The RFQ evaluation process utilizes a two-step framework: Step 1 assesses written responses on 105 maximum points based on related project experience (70 points), project team capabilities (20 points), office location (10 points), and minority/woman-owned or small business certification (5 points), with a minimum of three highest-scoring firms advancing to Step 2 where shortlisted firms present to a Selection Committee scored on 100 maximum points. No set-aside designations are imposed, but scoring preference is provided for minority/woman-owned or small business certifications. All respondents must comply with a "cone of silence" restriction prohibiting vendor communication with Board members and District personnel from RFQ advertisement until Board action on contract award. Firms must provide proof of Florida licensure and insurance, professional reference letters for at least three school projects, and demonstrate capability to perform electrical analysis for adequate power capacity assessment. The selected design professional will execute the District's Standard Design Professional Service Agreement and coordinate with all necessary consultants, with contract negotiations and final fee establishment occurring after Board approval.
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Project 26-103 BMS HVAC Upgrades – Mandatory Pre-Bid Meeting Minutes
Mandatory Pre-Bid Meeting Minutes
Project: Project 26-103 Belleview Middle School HVAC Upgrades, Construction Management Services
Date: April 2nd, 2026 @ 10:00 AM
Location: Purchasing Department Conference Room, 2091 NE 35th St. Ocala, FL 34479
Meeting Minutes
I. Opening Remarks
Meeting was called to order at 10:00 AM by Garrett McCallum, Purchasing Specialist for the School Board of Marion County, Florida. Mr. McCallum went over the current date and time, project title, and meeting location. Mr. McCallum and Ivonne Bumbach introduced themselves.
After introductions concluded, Mr. McCallum stated that the procurement process for these RFQs would follow the Construction Management Services 2026 Request for Qualifications (RFQ) Manual. He also noted that this manual is available on VendorLink, the same place they viewed the RFQ document.
He also stated that meeting was being recorded and that he would be taking meeting minutes. He then asked everyone in the room to ensure they signed in on the sign in sheet and that it was required. Mr. McCallum then reminded vendors that the RFQs are currently subject to the Cone of Silence, and went over the Cone of Silence.
II. Walkthrough of Project Scope
At approximately 10:02 AM, Ms. Bumbach provided a summary of the project scope included within the bid documents uploaded to VendorLink, highlighting key aspects of the project.
III. Questions and Answers
At approximately 10:09 AM, vendors in attendance were invited to ask questions about the bid selection process or any technical aspects included in the Scope.
Project 26-103 BMS HVAC Upgrades – Mandatory Pre-Bid Meeting Minutes
One attendee inquired about whether or not a Design firm has been chosen yet. Mr.
McCallum directed them to the VendorLink website where the details of the Design Services RFQ are available, including a tabulation showing the results.
One attendee inquired about how the split funding would work with the project phases and timeline. Ms. Bumbach stated that there would be separate GMPs for each phase, and that project continuity between phases would depend on what was included in the first phase’s GMP. Ms. Bumbach also let the attendees know that it would depend on whether or not the budget had the funds available.
An attendee asked if there were Federal funds attached to this project, to which Ms.
Bumbach stated no.
Once no other questions were presented, Mr. McCallum then reminded everyone of the deadlines of this RFQ:
o Questions Submittal Deadline: April 3rd, 2026 @ 9:00AM Submit questions thru VendorLink o Submission Deadline: April 14th, 2026 @ 2:00PM Submit responses thru VendorLink o Submittal Review Start-Up Meeting April 16th, 2026 @ 9:00AM Open to the Public.
o Submittal Review Final Meeting April 23rd, 2026 @ 9:00AM Open to the Public.
o Shortlist Notification April 23rd or 24th, 2026 o Shortlist Interviews May 13th, 2026 @ 9:00AM
NOT open to the Public. Will be recorded in compliance with F.S.
286.0113.
o Shortlist Tabulation Meeting May 13th, 2026 @ 2:00PM Open to the Public o Finalist Notification May 14th, 2026 o Times Subject to change. Changes will be posted on VendorLink and vendors will be notified.
IV. Closing Remarks
Mr. McCallum then notified the attendees that all future correspondence be conducted through the VendorLink portal or by emailing him directly at Garrett.McCallum@marion.k12.fl.us. Mr. McCallum then thanked everyone for attending and adjourned the meeting at approximately 10:12 AM.
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