Pre-Bid Meeting Sign-In Sheet

This is a pre-bid meeting sign-in sheet from a Request for Qualifications (RFQ) issued by the Marion County Public School District for Design Services related to the Belleview Middle School HVAC Upgrades project. The file documents attendance at a mandatory pre-bid meeting held on February 12, 2026, at 9:00 AM at the Marion County Public Schools Purchasing Department Conference Room located at 2091 NE 35th Street, Ocala, Florida 34479. Attendance at this meeting was mandatory, with failure to participate resulting in automatic ineligibility for the RFQ. The project involves replacing the existing campus-wide water-to-air package heat pump system at Belleview Middle School with a modern, energy-efficient chilled water system across a 40-acre campus. Qualifications submittals were required to be submitted through the VendorLink portal by 2:00 p.m. Eastern Standard Time on February 26, 2026, with the bid opening scheduled for February 27, 2026. The selected design firm was required to provide comprehensive services including a full HVAC study, design development, construction administration, with bid documents due by October 2026 and permit documents due by December 2026.

The file serves as a formal attendance record confirming which firms participated in the mandatory pre-bid meeting. Nine firms ultimately submitted qualifications through the VendorLink portal. The evaluation process utilized a two-phase scoring methodology with an initial submittal review phase worth 105 points and shortlist interviews worth 100 additional points. DDC Engineering, Inc. was selected as the highest-ranking firm following the two-phase evaluation process with 100 points in the shortlist interview phase. The design professional contract was subject to execution of the District's Standard Design Professional Service Agreement, with contract negotiations regarding fee for services and construction document delivery timelines to occur following Board approval. The project was divided into two construction phases with Phase I budgeted at $6 million (available September 2026) and Phase II budgeted at $6 million (available September 2027).