26-103_1D_BMS_HVAC_Upgrades_-_Startup_Meeting_Minutes.pdf
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- Solicitation number
- 26-103
- Issued by
- Marion County, Orlando City, Florida
About this file
This is a startup meeting minutes document for Project 26-103 Construction Management Services related to HVAC upgrades at Belleview Middle School, conducted by the Marion County Public Schools District in Florida. The meeting was held on April 16, 2026, at 9:00 a.m. in the Purchasing Department Conference Room in Ocala, Florida, and was facilitated by Garrett McCallum, Purchasing Specialist for the School Board of Marion County. During the meeting, Mr. McCallum reviewed the project scope, scoring criteria from the 2026 Marion County Public Schools Construction Management Services Manual, and provided training on the VendorLink system for committee members to input scores. The evaluation committee was instructed to save their scores as drafts until the Submittal Review Final Meeting. Critical RFQ milestones were established with the Submittal Review Final Meeting scheduled for April 23, 2026, at 9:00 a.m. (open to public); shortlist notification by April 24, 2026; shortlist interviews on May 13, 2026, at 9:00 a.m. (not open to public, recorded per F.S. 286.0113); shortlist tabulation meeting on May 13, 2026, at 2:00 p.m. (open to public); and finalist notification on May 14, 2026.
The meeting minutes indicate that a "cone of silence" policy was reviewed to restrict vendor communication during the procurement process. No specific pricing terms, set-asides, or funding information was discussed during this startup meeting, as the document serves primarily as an administrative record of the committee orientation and system training session. The meeting was adjourned at approximately 9:17 a.m., and all attendees were required to complete a sign-in sheet.
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Text version
Project 26-103 Construction Management Services BMS HVAC Upgrades – Startup Meeting Minutes
Startup Meeting Minutes
Project: 26-103 BMS HVAC Upgrades Construction Management Services
Date: April 16, 2026 @ 9:00 AM
Location: Purchasing Department Conference Room, 2091 NE 35th St. Ocala, FL 34479
Meeting Minutes
I. Opening Remarks
Meeting was called to order at 9:00 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 introduced himself. Everyone in attendance also introduced themselves.
Mr. McCallum provided an overview of the project scope. He then stated that the meeting was being recorded and that he would be taking meeting minutes. After that he asked everyone in the room to ensure they entered their information on the sign-in sheet.
II. Scoring Criteria
At approximately 9:02 AM, Mr. McCallum provided read aloud the scoring criteria contained in Form 1 of the 2026 Marion County Public Schools Construction Management Services Manual. Mr. McCallum asked after each section if there were any questions. No questions were asked.
III. VendorLink Instructions
At approximately 9:07 AM, Mr. McCallum demonstrated how to use the VendorLink system to input scores for each submitting firm. It was requested that no committee members submit their scores in the system until the Submittal Review Final Meeting, and to save their scores as a draft until then. Mr. Mccallum then assisted members of the committee as-needed to ensure they could access VendorLink properly. Mr. McCallum also reviewed the Cone of Silence during this time.
Project 26-103 Construction Management Services BMS HVAC Upgrades – Startup Meeting Minutes
IV. Remaining RFQ Milestones
At approximately 9:15 AM, Mr. McCallum then reminded everyone of the deadlines of this RFQ:
o Submittal Review Final Meeting April 23rd, 2026 @ 9:00AM Open to the Public.
o Shortlist Notification by April 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
After outlining the schedule, a committee member asked if they had to be present on May 14th. Mr. McCallum informed them there would be no meeting that day and that would be when the top-ranking firm is notified about their standing.
V. Closing Remarks
Mr. McCallum then thanked everyone for attending and adjourned the meeting at approximately 9:17 AM.
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