CMS_CC_-_Submittal_Review_Start_Up_Meeting_Minutes.pdf

Marion County Public Schools Facilities Construction Management Services Continuing Contract

Submittal Review Start-Up Meeting Minutes

Meeting Information 10:00 AM on June 11, 2025 Facilities Conference Room, 1105 S.W. 7th Road, Ocala, FL 34471

Meeting Agenda I. Introductions

The meeting was called to order at approximately 10:04 AM by Nick Hill, AICP, who is serving as the procurement manager for this bid. Each member of the

Selection Committee then introduced themselves and if applicable, identified their role within the Marion County Public Schools (MCPS) system.

II. Project Scope

At approximately 10:06 AM, Mr. Hill provided an overview of the project scope as outlined in the bid documents uploaded to VendorLink, highlighting the key services requested by the District. Ms. Ivonne Bumbach, Director of Facilities for

MCPS, noted that while the District currently maintains continuing contracts with twelve construction management firms, it intends to select a similar number for firms for fiscal year 2025–2026.

III. Scoring Criteria

At approximately 10:10 AM, Mr. Hill reviewed the scoring criteria included in Form

1 of the 2024 MCPS Construction Management Services Request for

Qualifications (RFQ) Manual. He explained that this form would serve as the evaluation framework for all submitted proposals.

IV. ‘Cone of Silence’ and ‘Confidentiality and Conflict of Interest’ Forms

At approximately 10:15 AM, Mr. Hill reviewed the Cone of Silence

Acknowledgement Form and reminded Selection Committee members that they are not permitted to discuss the solicitation with other Committee members or submitting firms outside of publicly noticed meetings facilitated by the procurement manager.

He then walked the Committee through the Confidentiality and Conflict of Interest

Form and asked members to notify him directly if they had any questions or concerns regarding the provisions of the document.

Submittal Review Start-Up Meeting Minutes | Page 2

V. VendorLink Instructions

At approximately 10:20 AM, Ms. Ivonne Bumbach demonstrated how to use the

VendorLink system to input scores for each submitting firm. She requested that all Selection Committee members upload and save a draft of their scores within the system prior to the Submittal Review Final Meeting scheduled for Monday, June 16, 2025, at 2:00 PM.

VI. Remaining RFQ Milestones

At approximately 10:25 AM, Mr. Hill reviewed upcoming deadlines and key meeting dates associated with this RFQ process, noting that the schedule would depend on whether the Selection Committee elects to conduct shortlist interviews.

If the Selection Committee decides to conduct Shortlist Interviews, the schedule would be as follows:

a. Submittal Review Final Meeting: June 16, 2025, at 2:00 PM

b. Shortlist Notification: June 17, 2025

c. Shortlist Interviews: June 26, 2025, at 9:00 AM*

d. Shortlist Tabulation Meeting: June 26, 2025, at 4:00 PM

e. Finalist Notification: June 27, 2025

* Depending on the number of shortlisted firms, interviews may begin on

June 25, 2025, with June 26 reserved as a second day of interviews, as needed.

If the Selection Committee decides not to conduct Shortlist Interviews, the schedule would be as follows:

a. Submittal Review Final Meeting: June 16, 2025, at 2:00 PM

b. Finalist Notification: June 17, 2025

A Selection Committee member inquired whether the Committee could choose to interview only those firms whose submittals were relatively weak but who might be able to better justify their qualifications during an in-person interview. Mr. Hill responded that such an approach is not contemplated in the 2024 RFQ Selection

Process Manual but stated he would look into whether it would be permissible and report back prior to the next meeting.

VII. Closing Remarks

At approximately 10:33 AM, Mr. Hill thanked the Selection Committee for their participation and encouraged members to reach out to him with any questions regarding the process, their responsibilities, or the bid materials. Mr. Hill then adjourned the meeting at approximately 10:34 AM.