Transcript of briefing

Project Overview

• Bid #: 22606

• Project: Valencia High School Gym – Bleacher and Flooring Replacement

• Owner: Placentia-Yorba Linda Unified School District (PYLUSD)

• Type: Public works project, DSA (Division of State Architect) governed

• Estimated Cost: No engineer’s estimate; bids should reflect market value 

Key Dates

• Bid Due Date: October 30

• Bid Delivery Location:

  • PYLUSD Purchasing Department (2nd floor of the two-story building, left of the elevator/stairs)

  • Note: If shipping via UPS/FedEx, allow extra time — packages go to a warehouse first and may be delayed.

• Board Award Target: November board meeting

• Project Schedule:

  • Start: June 16

  • End: August 14

  • Work must be completed during the summer break. No schedule flexibility.

Accessing Bid Documents

• Available at: pylusd.org → Divisions → Business Services → Purchasing

• Documents include:

  • Bid form and requirements

  • PDF blueprints/drawings (can zoom in on the digital file)

  • Bid bond and allowance information

Bond & Allowance Requirements

• Bid Bond: 10% of total bid amount (including allowance).

• Payment & Performance Bonds: 100% required post-award.

• Notice to Proceed is not issued until all documentation (bonds, insurance, etc.) is received.

• Delays in submittals = delays in project start.

Sign-In & Site Procedures

• On-Site Sign-In:

  • Upon visiting Valencia High School, sign in with Max (construction manager).

  • If you don’t sign in at the site, your bid will not be accepted.

• Front Office Check-In:

  • All personnel (including subs) must scan their ID at the school office for a background check.

  • No printed badge = no site access.

  • No badge-sharing allowed; violations result in removal from the site.

Communication & RFIs

• Primary Contacts:

  • Project Manager: [Name not stated – likely speaker]

  • Project Specialist: Tammy (her card was distributed).

• All RFIs/questions must be emailed to both Tammy and the Project Manager.

• Only the Purchasing Department can issue:

  • Addenda

  • Official written responses

• Responses:

  • Simple questions → included in a Q&A sheet

  • Complex RFIs → issued as addenda

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Scope Notes

• Scope: Full gym flooring and bleacher replacement, including ADA upgrades and site work as required by DSA.

• Bleacher System:

  • Plans specify Hussey bleachers.

  • No substitutions at this stage; alternate systems would require DSA re-approval, which is not feasible within the schedule.

• No prequalification required unless project value exceeds $1M.

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Pre-Bid Walkthrough Details

• Location: 500 N. Bradford Ave, Placentia, CA (Valencia High School)

• Meeting Point: Front of campus on Bradford.

  • Max will meet attendees and send them into the office individually for ID scanning.

  • After scanning, return to sign in before the site visit begins.

• Safety & Courtesy:

  • School will be in session.

  • No smoking, minimal noise, respect student presence.

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Administrative Notes

• Business cards requested for contact accuracy (for emailing addenda, updates, and clarifications).

• All project communication, updates, and documents distributed via email and posted on the PYLUSD website.

Concise Context Recap

This was a pre-bid meeting for the Valencia High School Gym Bleacher and Floor Replacement project under PYLUSD Bid 22606. The meeting clarified procedures for accessing bid documents, submitting bids, sign-in requirements, and site access rules. The district emphasized strict compliance with documentation, safety, and delivery deadlines. Bidders must coordinate through Purchasing and Project Specialist Tammy for all questions or RFIs. The work window is limited to summer break, with no flexibility, and Hussey bleachers are the approved standard per DSA requirements.

Would you like me to make this print-ready (formatted for a contractor binder or pre-bid handout)? I can structure it with headers, bullet indents, and highlights for readability.