BID SUBMITTAL CHECKLIST PROF 03.20.2026-updated.pdf
PDF 202 KB Posted
- Attached to
- Toledo Urban Forestry Smart Tree Inventory
- Solicitation number
- 144169
- Issued by
- Lucas County, Ohio
About this file
This is a bid submittal checklist for professional services prepared by the City of Toledo, Ohio, for the Toledo Urban Forestry Smart Tree Inventory project. Bids must be submitted electronically through the City of Toledo's PlanetBids website, with prices provided to two decimal places and only one price per line item accepted. All bidders must submit a comprehensive package of documents including a Letter of Transmittal, Project Paperwork (Acknowledgement and Acceptance of Conditions and Contract Specifications, Living Wage Contract Addendum, and Primary/Subcontractor Agreement Certificate), and the City of Toledo Professional Services Agreement. Beginning with bids advertised on or after March 13, 2026, certain documentation requirements change to a one-time submission model for the duration of all contracts with the City in 2026, with companies responsible for notifying the City of any changes to their information.
The checklist establishes a tiered documentation requirement system distinguishing between project-specific paperwork and city paperwork submitted once for new vendors. City paperwork includes the Vendor Registration Form, Business Tax Registration Form, notarized Child Support Affidavit, and Vendor Utility documentation. Annual paperwork required for all 2026 bids includes W-9, Insurance Certificate naming the City of Toledo as an additional insurer, EEO Compliance documentation, Debarment Certification, and a Living Wage Affidavit updated no later than a specified deadline. PlanetBids email confirmation is required to complete bid submission, and all required documents must be available on the "Documents" tab within the PlanetBids platform.
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UPDATED BID SUBMITTAL CHECKLIST
Professional Services Contracts
Items below represent components required in this bid package. Bidders are asked to review the requirements to be sure that all applicable parts are included with bid submission.
It is the Bidder’s responsibility to be thoroughly familiar with all Requirements and Specifications. Be sure you understand the following before you submit your bid.
Before submitting your e-bid:
- Make sure you are using a PC or laptop to access the PlanetBids (PB) platform. No tablets/ No cellphones
- Google Chrome is the preferred internet search engine to use with PB
- Have your PIN number ready for e-bid o If you forgot your PIN number, you can click on “Forgot PIN” when you start youre-bid o If you are not registered for a PIN number, go into your company’s vendor profile and click on “I’m an authorized signer” and a PIN number will be sent to the email on file (may go to spam/junk email)
- Each of the below listed packets/documents that are due with bid submittal, are all separate, mandatory uploads with your bid submittal
- If there are any proposed changes to the documents/contract posted to this bid, they must be submitted as part of bid submittal/proposal
- When e-bidding, please make sure that you are only logged into one computer under your username that you are bidding, as this will invalidate your e-bid.
- You are strongly encouraged to start you e-bid prior to the due date of this bid.
DUE WITH PROPOSAL SUBMITTAL
ATTACHMENTS
Paperwork that is due with the bid submittal is listed on the Scope & Specifications – “Bid Submission” section of this document. Items with an asterisk (*) are files that are on the “Documents” tab of this bid in PlanetBids.
1. CITY PAPERWORK – This paperwork will only need to be submitted once for your company for the duration of all contracts with the City. If any of the information below changes, it is the responsibility of the company to update the forms and submit to the Division of Purchases and Supplies.
• Vendor Registration Form, if your company is new to doing business with the city
• Business Tax Registration Form, if your company is new to doing business with the city
• Child Support Affidavit, notarized- Do not change this form – this form is intended if child support is owed in Lucas County. If you do not owe, fill out first paragraph and initial where indicated. If there is child support owed, list cases
• Vendor Utility
2. ANNUAL PAPERWORK- This paperwork will only need to be submitted once for all bids your company submits in 2026
• EEO Compliance
• Debarment Certification
• Living Wage Affidavit, updated no later than February 1st
• W-9
• Certificate of Insurance, naming the City of Toledo as additionally Insured
Insurance Requirements can be found on the City of Toledo’s website at https://toledo.oh.gov/business/how-to-do-business-with-the-city
• Workers’ Compensation Certificate, through expiration and then annually
If you are in the state of Ohio, submit a copy of your Ohio BWC Certificate If you are in out of the state of Ohio, workers compensation should be listed on the Certificate of Liability
3. PROFESSIONAL PROJECT PAPERWORK-
Required with every bid submittal
• Primary/Subcontractor Agreement Certificate
• Acknowledgement & Acceptance of Terms & Conditions
• Living Wage Contract Addendum
CONTRACT SIGNED BY BIDDER*
PROPOSALS, QUALIFICATIONS OR OTHER DOCUMENTATION AS REQUESTED, if applicable Refer to the Scope & Specifications for details.
https://toledo.oh.gov/business/how-to-do-business-with-the-city
| UPDATED BID SUBMITTAL CHECKLIST |
| Professional Services Contracts |
| DUE WITH PROPOSAL SUBMITTAL |
File details come from the government source that posted it. Updated .