26-103_5A_BMS_HVAC_Upgrades_-_Shortlist_Interviews_Meeting_Minutes.pdf
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- Solicitation number
- 26-103 DS
- Issued by
- Marion County, Orlando City, Florida
About this file
This document is a meeting minutes record from the School Board of Marion County, Florida's shortlist interviews for design services on Project 26-103, the Belleview Middle School HVAC Upgrades. The shortlist interview process, held on April 1, 2026, at 9:00 AM in the Purchasing Department Conference Room in Ocala, Florida, evaluated three qualified architectural and engineering firms that advanced from the initial qualifications submittal phase. The interviews assessed firms on project team composition, approach and methodology, timeline and quality control, cost controls and value engineering, and knowledge of site and local conditions, with a maximum of 100 points available during this phase. Three firms presented during the shortlist interviews: DDC Engineering, Inc. (9:07 AM to 9:41 AM), Engineering Matrix, Inc. (10:03 AM to 10:37 AM), and SGM Engineering, Inc. (11:03 AM to 11:31 AM). The selection committee members completed their draft evaluations in the VendorLink system following each presentation and were instructed to finalize their scores before the tabulation meeting scheduled for 2:00 PM that same day. A mandatory cone of silence remained in effect, prohibiting committee members from discussing interview contents or scores outside the meeting room.
The project encompasses the replacement of the existing campus-wide water-to-air package heat pump system at the 40-acre Belleview Middle School campus with a modern, energy-efficient chilled water system, with construction planned in two phases beginning January 2027 and June 2028, each with $6 million in construction budgets. Following the two-phase evaluation process combining initial submittal scores (105 points) and shortlist interview scores (100 points), DDC Engineering, Inc. achieved first place with 100 points in the shortlist interview phase, followed by SGM Engineering, Inc. with 98.50 points and Engineering Matrix, Inc. with 82.25 points. The selected design professional was required to execute the District's Standard Design Professional Service Agreement and provide all necessary consultants, with contract negotiations regarding service fees and construction document delivery timelines to occur following Board approval.
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Project 26-103 Belleview Middle School HVAC Upgrades, Design Services – Shortlist Interviews Meeting Minutes
Shortlist Interviews Meeting Minutes
Project: 26-103 Belleview Middle School HVAC Upgrades
Date: April 1, 2026 @ 9:00 AM
Location: Purchasing Department Conference Room, 2091 NE 35th St. Ocala, FL 34479
Meeting Minutes I. Opening Remarks & Roll Call
Meeting was called to order at approximately 9:00 AM by Garrett McCallum, Purchasing Specialist for the School Board of Marion County, Florida.
Mr. McCallum then initiated a roll call confirming that all committee members were present. All members were present, so Mr. McCallum then reiterated that scores should be assigned to the presenting firms based upon the firm's alignment with the scoring criteria outlined in Form 2 (Selection Committee Evaluation). Mr. McCallum then read each section of the scoring criteria aloud and asked if any member of the Selection Committee had questions after each section. There were no questions presented during this time.
II. DDC Engineering, Inc. Shortlist Interview
At approximately 9:06 AM, representatives from DDC Engineering, Inc. were invited into the room to provide their shortlist presentation. The firm began their presentation at approximately 9:07 AM and concluded at approximately 9:41 AM.
After the presentation, a committee member asked for clarification on where the firm was proposing to build the CEP. A member of the firm stated that they intended for it to be built between buildings five and seven on the north side of the campus, and there was good access to the location, out of the way of the bus loop.
No further questions were posed. The DDC Engineering, Inc. representatives left the room at approximately 9:44 AM.
Afterward, each member of the Selection Committee continued inputting their draft evaluations for the firm into the VendorLink system.
Project 26-103 Belleview Middle School HVAC Upgrades, Design Services – Shortlist Interviews Meeting Minutes
III. Engineering Matrix, Inc. Shortlist Interview
At approximately 10:00 AM, representatives from Engineering Matrix, Inc. were presentation at approximately 10:03 AM and concluded at approximately 10:37
AM.
After the presentation, a member of the firm asked Mr. McCallum if the same contractor would be doing both phases. Mr. McCallum informed them that the Construction Management Services part of the project is currently being advertised on VendorLink for both phases.
No further questions were posed. The Engineering Matrix, Inc. representatives left the room at approximately 10:39 AM.
Afterward, members of the Selection Committee discussed the state of the electrical system in the school, the prior week’s campus walkthrough, and future plans in relation to Belleview Middle School. Then each member of the Selection Committee continued inputting their draft evaluations for the firm into the VendorLink system.
IV. SGM Engineering, Inc. Shortlist Interview
At approximately 11:00 AM, representatives from SGM Engineering, Inc. were presentation at approximately 11:03 AM and concluded at approximately 11:31
AM.
No further questions were asked by the Selection Committee after the presentation. The SGM Engineering, Inc. representatives left the room at approximately 11:32 AM.
Afterward, members of the Selection Committee briefly discussed the contents of the RFQ and SGM Engineering’s presentation, then each member of the Selection Committee continued inputting their draft evaluations for the firm into the VendorLink system.
Project 26-103 Belleview Middle School HVAC Upgrades, Design Services – Shortlist Interviews Meeting Minutes
V. Post Interview Discussion
Mr. McCallum reminded the Selection Committee that the shortlist interview tabulation meeting would take place at 2:00 PM in the Purchasing Department Conference Room. He instructed members to have their scores entered into the VendorLink system before attending the scoring meeting. Mr. McCallum reiterated that scores should be assigned based upon the firm's alignment with the scoring criteria outlined in Form 2 (Selection Committee Evaluation) after participating in the shortlist interviews this morning. Additionally, Mr. McCallum emphasized that the cone of silence remained in effect, prohibiting committee members from discussing the contents of the interviews or their scores outside of the meeting room during the break.
Mr. McCallum formally adjourned the meeting at 11:34 AM.
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