26-103_5A_BMS_HVAC_Upgrades_-_Startup_Meeting_Minutes_Rev1.pdf
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- Solicitation number
- 26-103 DS
- Issued by
- Marion County, Orlando City, Florida
About this file
This document is startup meeting minutes for Project 26-103, a Design Services request for qualifications (RFQ) issued by the Marion County Public School District in Florida for HVAC upgrades at Belleview Middle School. The project scope involves replacing the current HVAC system with a modern, energy-efficient chilled water system. The startup meeting was held on March 3, 2026, at 9:00 AM at the Purchasing Department Conference Room in Ocala, Florida. Key project milestones include a mandatory pre-bid meeting held on February 12, 2026, a submittal deadline of February 27, 2026, a Submittal Review Final Meeting on March 13, 2026, shortlist interviews on April 1, 2026, and finalist notification on April 2, 2026. Qualified design professionals were required to submit qualifications through the VendorLink portal in accordance with the 2026 Marion County Public Schools Design Services RFQ Manual. Failure to attend the mandatory pre-bid meeting resulted in ineligibility to participate.
The meeting minutes document the procedural aspects of the RFQ process, including an overview of the project scope and scoring criteria contained in Form 1 of the Design Services Manual. Committee members were instructed to save their scores as drafts in the VendorLink system and submit them only during the Submittal Review Final Meeting. The Cone of Silence was reviewed with all attendees. Interviews on April 1, 2026, are not open to the public but will be recorded in compliance with Florida Statute 286.0113, while the Submittal Review Final Meeting and Shortlist Tabulation Meeting are open to the public. The Marion County Public School District reserves the right to conduct or not conduct public presentations in accordance with Florida Statute 287.055.
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Text version
Project 26-103 Design Services BMS HVAC Upgrades – Startup Meeting Minutes
Startup Meeting Minutes
Project: 26-103 BMS HVAC Upgrades Design Services
Date: March 3rd, 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 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.
II. Project Scope
At approximately 9:01 AM, Mr. McCallum provided an overview of the project scope.
III. Scoring Criteria
At approximately 9:02 AM, Mr. McCallum provided information on the scoring criteria contained in Form 1 of the 2026 Marion County Public Schools Design Services Manual.
Project 26-103 Design Services BMS HVAC Upgrades – Startup Meeting Minutes
IV. VendorLink Instructions
At approximately 9:07 AM, Mr. McCallum and Ms. Ivonne Bumbach demonstrated how to use the VendorLink system to input scores for each submitting firm. Mr. McCallum 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 and Ms. Bumbach 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.
V. Remaining RFQ Milestones
At approximately 9:15 AM, Mr. McCallum then reminded everyone of the deadlines of this RFQ:
o Submittal Review Final Meeting March 13th, 2026 @ 9:00AM Open to the Public.
o Shortlist Notification March 13th, 2026 o Shortlist Interviews April 1st, 2026 @ 9:00AM
NOT open to the Public. Will be recorded in compliance with F.S.
286.0113.
o Shortlist Tabulation Meeting April 1st, 2026 @ 2:00PM Open to the Public o Finalist Notification April 2nd, 2026
VI. Closing Remarks
Mr. McCallum and Ms. Bumbach then thanked everyone for attending and adjourned the meeting at approximately 9:17 AM.
Meeting Minutes
File details come from the government source that posted it. Updated .