26-103_5A_BMS_HVAC_Upgrades_-_Submittal_Review_Final_Meeting_Minutes.pdf

Project 26-103 Belleview Middle School HVAC Upgrades, Design Services – Submittal Review Final Meeting Minutes

Submittal Review Final Meeting Minutes

Project: 26-103 Belleview Middle School HVAC Upgrades

Date: March 13, 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 approximately 9:02 AM by Garrett McCallum, Purchasing Specialist for the School Board of Marion County, Florida. Mr.

McCallum stated the meeting date and time, project title, and meeting location.

Mr. McCallum introduced himself, then initiated a roll call confirming that all committee members were present. All members were present, so Mr. McCallum then informed the meeting attendees that once scoring was confirmed correct in VendorLink that the alternate member’s scoring would not be calculated into the final scoring. After the roll call Mr. McCallum notified everyone in attendance that this submittal review meeting was being performed in accordance with the 2026 MCPS Design Services Request for Qualification (RFQ) Selection Process Manual. Mr. McCallum then made a statement reiterating the cone of silence.

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. Scoring Instructions

At approximately 9:04 AM, Mr. McCallum read aloud the scoring criteria that was being utilized for this submittal review scoring meeting. After every section, Mr.

McCallum asked the committee if there were any questions. No questions were asked at this time. Mr. McCallum then reminded the Selection Committee that Sections C (‘Office Location’) and D (‘Minority, Women-Owned, or Small Business’) had already been reviewed and scored by the Purchasing and Facilities Department. Once the review of all scoring criteria was completed, Mr. McCallum then asked one final time if there were any questions. No questions were asked at this time.

Project 26-103 Belleview Middle School HVAC Upgrades, Design Services – Submittal Review Final Meeting Minutes

Mr. McCallum then stated that that all members of the Selection Committee should have already saved a draft of their scores for all the remaining criteria for each submittal in the VendorLink portal, and would be asked to read their scores aloud once the committee concluded with their discussions about the submissions.

III. Submittal Discussion

At approximately 9:09 AM, Mr. McCallum asked the Selection Committee if they had any questions or statements they would like to bring forward about the submissions they reviewed. At this time Mr. McCallum also reminded all members of the public in attendance that they can observe only and cannot interject during the meeting. There were no questions or comments from the committee.

IV. Scoring

At approximately 9:10 AM, Mr. McCallum asked each member of the Selection Committee to read aloud their draft score for each section of the scoring criteria.

Mr. McCallum then compared the scores told to him to the draft scores shown on the VendorLink portal.

After ensuring that the scoring was consistent, and removing the alternate member’s scoring from the final total, Mr. McCallum then announced the submittal review scores for each firm, as follows:

Firm Final Score DDC Engineering, Inc. 93.17 SGM Engineering, Inc. 90.17 Engineering Matrix, Inc. 88.67 VoltAir Consulting Engineers Inc. 84.50 Mitchell Gulledge Engineering, Inc. 81.67 H2Engineering, Inc. 76.67 Matern Professional Engineering, Inc. 75.33 Cape Design Engineering Co. 57.33 ThermaServe Mechanical, Inc 31

Project 26-103 Belleview Middle School HVAC Upgrades, Design Services – Submittal Review Final Meeting Minutes

Mr. McCallum then asked the Selection Committee to discuss and determine the number of top scoring submitting firms they would like to invite to participate in shortlist interviews. After a brief discussion among the Selection Committee, it was determined that they would interview the top three firms.

V. Next Steps

Mr. McCallum then stated that he would move forward with contacting the top three scoring firms in order to schedule interviews after the decision by the Selection Committee, and thanked them for their participation in the RFQ process. Mr. McCallum then stated that the tabulation of the scoring will be posted either today, March 13th or the Monday after next due to Spring Break.

Mr. McCallum adjourned the meeting at approximately 9:59 AM.