26-103_5A_BMS_HVAC_Upgrades_-_Submittal_Review_Final_Meeting_Minutes.pdf
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- Solicitation number
- 26-103 DS
- Issued by
- Marion County, Orlando City, Florida
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Submittal Review Final Meeting Minutes for Belleview Middle School HVAC Upgrades Project
This document comprises meeting minutes from the submittal review phase of a Request for Qualifications (RFQ) issued by Marion County Public Schools for design services related to the Belleview Middle School HVAC Upgrades project (Project 26-103). 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 located at 10500 SE 36th Avenue in Ocala, Florida. Nine firms submitted qualifications through the VendorLink portal by the February 26, 2026 deadline at 2:00 p.m. EST, with bid opening occurring on February 27, 2026. A mandatory pre-bid meeting was held on February 12, 2026 at 9:00 a.m., with attendance required for eligibility. The project includes two construction phases: Phase I (January 2027 through August 2027) for the Central Plant and five buildings with a $6 million budget available September 2026, and Phase II (June 2028 through August 2028) for three additional buildings with a $6 million budget available September 2027.
The two-phase selection process evaluated firms on submittal review criteria (105 points) encompassing related project experience, team qualifications, professional staff, Florida public school systems experience, and minority/woman-owned or small business status, followed by shortlist interviews (100 points) assessing project team composition, approach and methodology, timeline and quality control, cost controls, and local knowledge. DDC Engineering, Inc. ranked first with 100 points in the shortlist interview phase, followed by SGM Engineering, Inc. with 98.50 points and Engineering Matrix, Inc. with 82.25 points. Required qualifications included 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. The selected design professional must execute the District's Standard Design Professional Service Agreement and provide all necessary consultants, with contract negotiations regarding service fees and construction document delivery timelines scheduled to occur following Board approval.
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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.
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