26-103_5A_BMS_HVAC_Upgrades_-_Submittal_Review_Final_Meeting_Sign-In_Sheet_R.pdf

This is a Submittal Review Final Meeting Sign-In Sheet for Project 26-103, the Belleview Middle School HVAC Upgrades Design Services project issued by the Marion County Public School District in Florida. The project seeks architectural and engineering design services to replace the existing campus-wide water-to-air package heat pump system with a modern, energy-efficient chilled water system at the 40-acre Belleview Middle School campus located at 10500 SE 36th Avenue in Ocala, Florida. A 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, Ocaca, Florida 34479), with failure to attend resulting in ineligibility. 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 design firm must provide comprehensive services including a full HVAC study, design development, and construction administration, with key 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 for the Central Plant and Buildings #1, #5, #6, #7, and #8 with a $6 million budget available September 2026, and Phase II from June 2028 through August 2028 for Buildings #3 and #4 with a $6 million budget available September 2027.

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 evaluation process utilized a two-phase scoring methodology with an initial submittal review phase awarding up to 105 points and shortlist interviews held on April 1, 2026 awarding up to 100 additional points. The submittal review phase evaluated firms on related project experience (30 points), project team qualifications (10 points), professional/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). Nine firms submitted qualifications, and following the two-phase evaluation process, DDC Engineering, Inc. achieved first place 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. The selected design professional must execute the District's Standard Design Professional Service Agreement and provide all necessary consultants for the design, with contract negotiations regarding the fee for services and construction document delivery timelines to occur following Board approval.