26-103_5A_BMS_HVAC_Upgrades_-_Startup_Meeting_Minutes_Rev1.pdf

This document is a startup meeting minutes record for Project 26-103 BMS HVAC Upgrades Design Services, involving the School Board of Marion County, Florida. The meeting was conducted on March 3, 2026, at 9:00 AM at the Purchasing Department Conference Room in Ocala, Florida, and was led by Garrett McCallum, Purchasing Specialist. The project involves procuring architectural and engineering design services for a campus-wide HVAC system replacement at Belleview Middle School, transitioning from an existing water-to-air package heat pump system to a modern, energy-efficient chilled water system. Key project milestones outlined during the meeting include the Submittal Review Final Meeting scheduled for March 13, 2026, at 9:00 AM (open to the public); shortlist notification on March 13, 2026; shortlist interviews on April 1, 2026, at 9:00 AM (not open to the public but recorded in compliance with Florida Statutes); a shortlist tabulation meeting on April 1, 2026, at 2:00 PM (open to the public); and finalist notification on April 2, 2026. The mandatory pre-bid meeting had been held on February 12, 2026, with qualifications submittals due by 2:00 p.m. EST on February 26, 2026, and bid opening on February 27, 2026.

The evaluation process utilizes a two-phase scoring methodology totaling 205 points. The initial submittal review phase evaluates firms based on related project experience (30 points), project team qualifications (10 points), professional and technical office staff (20 points), staff adequacy (10 points), Florida public school systems experience (20 points), other project experience (10 points), office location (5 points), and minority/woman-owned or small business status (5 points). The shortlist interview phase evaluates the top-ranked firms on project team composition (25 points), approach and methodology (25 points), timeline and quality control (15 points), cost controls and value engineering (15 points), and knowledge of site and local conditions (20 points). Nine firms submitted qualifications, with DDC Engineering, Inc. ultimately selected as the highest-ranking firm. Required qualifications include current Florida licensure, General Liability and Auto Insurance of at least $1,000,000 each, statutory Workers' Compensation Insurance, and professional reference letters for at least three school projects.