26-103_5A_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 Project 26-103, a Building Management System and HVAC upgrade project at Belleview Middle School conducted by the Marion County Public School District in Florida. The District is seeking to replace the current HVAC system campus-wide with a modern, energy-efficient chilled water system. Key project components discussed include heating through VAV boxes in classrooms, replacement of water-to-air package heat pumps with electric heat capability, new kitchen and gym systems ready for connection to the chilled water system, and a stand-alone DX system for the admin building. The project will be executed in two phases, with Phase 1 commencing with CEP construction immediately and Phase 2 beginning around the end of May or June, allowing half the campus to operate on the new system while the other half continues on the existing system. The mandatory pre-bid meeting was held on February 12, 2026, at 9:00 AM at the Purchasing Department Conference Room in Ocala, Florida, with attendance required for RFQ eligibility. Critical deadlines include a Questions Submittal Deadline of February 13, 2026, at 10:00 AM; Submission Deadline of February 26, 2026, at 2:00 PM; Submittal Review meetings on March 3 and 13, 2026; Shortlist Notification on March 14, 2026; Shortlist Interviews on April 1, 2026; and Finalist Notification on April 2, 2026.
During the meeting, District staff clarified that vendors must perform electrical analysis to ensure adequate power capacity for the new system, with any necessary upgrades to be included in the proposal package. The cafeteria dining area is currently operating on a temporary rented unit due to kitchen equipment failure. The District noted it is open to cost savings recommendations, including evaluation of redundant IT room systems. The meeting minutes indicate that all RFQ submissions must be made through the VendorLink portal, and the procurement process follows the Construction Management Services 2026 Request for Qualifications Manual. All future vendor correspondence must be directed to the VendorLink portal or to Garrett McCallum, Purchasing Specialist, at Garrett.McCallum@marion.k12.fl.us. The District expects one phase to be completed within three months during the summer period.
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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
Date: February 12th, 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 9:01 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. Staff from Marion County Public Schools in attendance also introduced themselves, including Director of Facilities Ivonne Bumbach, and Design Coordinator Angie Zuniga.
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 9:03 AM, Ms. Bumbach provided a summary of the project scope included within the bid documents uploaded to VendorLink, highlighting key aspects of the project. During the summary an attendee asked if the project will be in two phases, and Ms. Bumbach confirmed it would be.
III. Questions and Answers
At approximately 9:09 AM, vendors in attendance were invited to ask questions about the bid selection process or any technical aspects included in the Scope.
One attendee inquired about what the District was doing about the heating systems inside the buildings. Ms. Bumbach stated that they would be through the VAV boxes.
One attendee inquired about the kitchen and gym areas. Ms. Bumbach stated that both the gym and kitchen areas have brand-new systems, and the kitchen system went online in August. An attendee asked if they were DX, and Ms.
Bumbach stated yes and that the units are ready to be connected to the new water system. The attendee then asked Ms. Bumbach to confirm the admin building was DX, and she did. Ms. Bumbach also confirmed that they wanted the admin building stand-alone DX so that it can operate with the chilled water system off.
One attendee asked if what he saw from a Google Earth image of the school were chillers. Ms. Bumbach stated that they were cooling towers.
One attendee asked if the classrooms were stand-alone units, and Ms. Bumbach stated that she believed that they are water to air package heat pumps. The attendee then asked Ms. Bumbach to confirm that they are to be replaced and needed electric heat, which she confirmed that each classroom would need its own VAV box.
One attendee asked about the portable classrooms on the premises of the school, and Ms. Bumbach stated that they were not part of the project and that there were no plans in the future to replace the portables with a building.
One attendee asked if the existing electrical in the buildings has been looked at to be able to accommodate the new system with the electric heat. Ms. Bumbach stated that the vendor would have to perform an analysis to make sure there is enough power, and stated the school was known to have fluctuations, which was the reason why they chose that location for a better transformer. Ms. Bumbach also stated that if the electrical needs to be upgraded that it needs to be part of the package.
One attendee asked for the total square footage of the campus buildings. Ms.
Bumbach stated that information will be posted on VendorLink.
One attendee asked for more information about phase 1 and phase 2. Ms.
Bumbach stated that she would like the CEP construction started right away, and then around the end of May and June they could begin by shutting down half the campus while keeping the second half running on the old system. Once the shutdown part is integrated into the new system that half could be turned on while the other half keeps running on the old system until the next summer. An attendee asked for Ms. Bumbach to confirm they could start running pipes early, and Ms. Bumbach stated she believed so and they would need to work with the school and contractor to isolate areas and watch student traffic. The attendee then asked if she expected a phase to be completed in three months during the summer, and Ms. Bumbach confirmed she believed half the campus could be done in that amount of time.
One attendee asked about any reoccurring maintenance issues. Ms. Bumbach talked about the age of the units and how the kitchen units went out, which caused the District to create a project to address it. She also mentioned how the cafeteria dining area is currently on a temporary rented unit. Ms. Bumbach stated this project was moved up due to urgency because the current equipment is failing and not repairable.
One attendee inquired about a redundant system in the IT rooms and whether or not the District had a separate DX system in those areas. Ms. Bumbach stated that was correct. The attendee then asked if those units would need to be replaced or evaluated. Ms. Bumbach replied that those units are as old as the rest and whether or not to replace them would be part of the vendor’s evaluation and recommendation, but the District is open to any cost savings ideas.
Once no other questions were presented, Mr. McCallum then reminded everyone of the deadlines of this RFQ:
o Questions Submittal Deadline: February 13th, 2026 @ 10:00AM Submit questions thru VendorLink o Submission Deadline: February 26th, 2026 @ 2:00PM Submit responses thru VendorLink o Submittal Review Start-Up Meeting March 3rd, 2026 @ 9:00AM Open to the Public.
o Submittal Review Final Meeting March 13th, 2026 @ 9:00AM Open to the Public.
o Shortlist Notification March 14th, 2026 o Shortlist Interviews April 1st, 2026 @ 9:00AM NOT open to the Public. Will be recorded in compliance with Florida
Statutes.
o Shortlist Tabulation Meeting April 1st, 2026 @ 2:00PM
Open to the Public o Finalist Notification April 2nd, 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. Ms. Bumbach asked if anyone had any questions about the manual or questions in the manual, and none were presented. Ms. Bumbach and Mr. McCallum then mentioned that everything is outlined in the RFQ manual. Mr. McCallum then thanked everyone for attending and adjourned the meeting at approximately 9:19 AM.
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