26-103_1D_BMS_HVAC_Upgrades_-_Startup_Meeting_Sign-In_Sheet_R.pdf

This is a startup meeting sign-in sheet for Project 26-103, Belleview Middle School HVAC Upgrades, involving Marion County Public Schools in Florida. The document records attendance at the mandatory pre-bid meeting held on February 12, 2026 at 9:00 a.m. at the Purchasing Department Conference Room (2091 NE 35th Street, Ocala, Florida 34479). The project encompasses a campus-wide replacement of the existing water-to-air package heat pump system with a modern, energy-efficient chilled water system, including design of a new Central Energy Plant, cooling tower yard, piping distribution, electrical upgrades, fire alarm system modifications, and a Direct Digital Controls system. The RFQ process encompasses two concurrent procurements: one for architectural and engineering design services with qualifications due February 26, 2026 by 2:00 p.m. EST (bid opening February 27, 2026), shortlist notification March 14, 2026, and finalist interviews April 1, 2026; and one for Construction Management Services with a mandatory pre-bid meeting on April 2, 2026 at 10:00 a.m., qualifications due April 14, 2026 by 2:00 p.m., and bid opening the same date. Phase I design services are budgeted at $6 million (available September 2026) with deliverables including bid documents by October 2026 and permit documents by December 2026, followed by Phase II construction management services budgeted at $6 million (available September 2027).

Qualified firms must be licensed to practice in Florida, maintain minimum General Liability and Auto Insurance of $1,000,000 and statutory Workers' Compensation Insurance, and provide professional reference letters for at least three school projects. The evaluation process utilizes a two-step framework assessing written qualifications on a maximum of 105 points (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 interviews scored on 100 points. No set-aside designations are imposed; however, scoring preference is provided for minority/woman-owned or small business certifications. The RFQ does not identify incumbent vendors. Attendance at the mandatory pre-bid meeting was required for eligibility, and all vendor communication with Board members and District personnel is prohibited under a "cone of silence" restriction, with all correspondence directed to Purchasing Specialist Garrett McCallum. The selected design professional will execute the District's Standard Design Professional Service Agreement and coordinate all necessary consultants, with contract negotiations and final fee establishment occurring after Board approval.