26-103_5A_BMS_HVAC_Upgrades_-_Startup_Meeting_Sign-In_Sheet_R.pdf

This is a startup meeting sign-in sheet related to the Marion County Public School District's Request for Qualifications (RFQ) for Design Services to support HVAC upgrades at Belleview Middle School in Ocala, Florida. The project involves replacing the existing campus-wide water-to-air package heat pump system with a modern, energy-efficient chilled water system across the 40-acre campus. The mandatory pre-bid meeting was held on February 12, 2026 at 9:00 AM at the Marion County Public Schools Purchasing Department Conference Room (2091 NE 35th Street, Ocala, Florida 34479), with attendance required for vendor eligibility. Qualifications submittals not exceeding 20 pages were due through the VendorLink portal by 2:00 p.m. Eastern Standard Time on February 26, 2026, with bid opening on February 27, 2026. The project encompasses comprehensive design services including a full HVAC study, design development, and construction administration, with deliverables including bid documents by October 2026 and permit documents by December 2026. Construction will be conducted 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 evaluation process utilized a two-phase scoring methodology totaling 205 points, with the initial submittal phase assessing related project experience, team qualifications, staff composition, and Florida public school systems experience, followed by shortlist interviews evaluating project approach, timeline, cost controls, and local knowledge. Nine firms submitted qualifications, with DDC Engineering, Inc. selected as the highest-ranked firm with 100 points in the shortlist interview phase. Required qualifications include current Florida licensure, General Liability and Auto Insurance of at least $1,000,000 each, statutory Workers' Compensation Insurance, proof of insurance, and professional reference letters for at least three school projects. The selected design professional must execute the District's Standard Design Professional Service Agreement and provide all necessary consultants; contract negotiations regarding service fees and construction document delivery timelines were scheduled following Board approval.