26-103_5A_BMS_HVAC_Upgrades_-_Shortlist_Interviews_Tabulation_Meeting_Minutes.pdf
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- Solicitation number
- 26-103 DS
- Issued by
- Marion County, Orlando City, Florida
About this file
This file is meeting minutes from the Marion County Public Schools shortlist interview tabulation meeting held on April 1, 2026, documenting the final evaluation phase of the Design Services RFQ for Project 26-103, Belleview Middle School HVAC Upgrades. The project involves procuring architectural and engineering services to replace the campus-wide water-to-air package heat pump system with a modern, energy-efficient chilled water system. The evaluation process employed a two-phase methodology: the initial submittal review evaluated nine firms submitted through the VendorLink portal by the February 26, 2026 deadline, and the second phase consisted of shortlist interviews conducted on April 1, 2026. A mandatory pre-bid meeting was held on February 12, 2026, with failure to attend resulting in ineligibility. Key deliverables include a full HVAC study, design development, construction administration, bid documents by October 2026, and permit documents by December 2026. Construction is planned in two phases: Phase I from January 2027 through August 2027 with a $6 million budget available September 2026, and Phase II from June 2028 through August 2028 with a $6 million budget available September 2027.
The selection committee calculated final scores by removing the alternate's scoring, eliminating the highest and lowest scores from each firm, and averaging the remaining scores. DDC Engineering, Inc. achieved the highest final score of 98.50 points, followed by SGM Engineering, Inc. with 90.75 points and Engineering Matrix, Inc. with 82.25 points. DDC Engineering, Inc. was recommended as the top-ranking firm for contract negotiations with Marion County Public Schools pending Board approval, with Purchasing Specialist Garrett McCallum scheduled to send a recommendation letter on April 2, 2026. The selected design firm must be licensed to practice in Florida and maintain General Liability and Auto Insurance of at least $1,000,000 each, statutory Workers' Compensation Insurance, and provide professional reference letters for at least three school projects. The RFQ evaluation criteria included provisions for minority-owned, women-owned, and small business designations, though no mandatory set-asides were specified.
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Project 26-103 Belleview Middle School HVAC Upgrades, Design Services – Shortlist Interviews Tabulation Meeting Minutes
Shortlist Interviews Tabulation Meeting Minutes
Project: 26-103 Belleview Middle School HVAC Upgrades
Date: April 1, 2026 @ 2:00 PM
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 2:00 PM 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.
Mr. McCallum then reminded members of the public attending that they could not interject during the meeting, only spectate.
Mr. McCallum also reminded everyone in attendance that the Cone of Silence was still in effect, until a decision has been made by the Board.
II. Scoring
At approximately 2:01 PM, each Selection Committee member read their individual scores aloud for all firms interviewed. Once the scores were submitted, Mr. McCallum compared the scores shown on VendorLink to the Tabulation he was drafting to be posted publicly on VendorLink. Once Mr. McCallum confirmed the scoring was consistent, he then explained that according to the procedures outlined in the 2026 Design Services RFQ Selection Process Manual, he would be removing the alternate’s scoring from the final calculation, then removing the highest and lowest total scores given to each firm by Selection Committee members. The remaining scores would then be averaged out for each firm to determine the top-ranking firm.
Project 26-103 Belleview Middle School HVAC Upgrades, Design Services – Shortlist Interviews Tabulation Meeting Minutes
Once the scoring was calculated, Mr. McCallum announced the results, which is as follows:
Firm Final Score DDC Engineering, Inc. 98.50 SGM Engineering, Inc. 90.75 Engineering Matrix, Inc. 82.25
Mr. McCallum then announced that DDC Engineering, Inc. was the highest scoring firm.
III. Next Steps
At approximately 2:13 PM, Mr. McCallum noted that he would be sending DDC Engineering, Inc. a letter on April 2, 2026, stating that the Selection Committee will be recommending their firm to begin contract negotiations with Marion County Public Schools at an upcoming Board meeting, and that he would be drafting a letter for an upcoming Board meeting notifying the Board of the recommendation by the Selection Committee and requesting approval to proceed.
Mr. McCallum adjourned the meeting at 2:13 PM.
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