Paperwork Schedule.pdf

This is a Paperwork Schedule document issued by the City of Toledo, Ohio, outlining a streamlined approach to vendor documentation requirements for bids advertised on or after March 13, 2026. The City has implemented a tiered paperwork submission system designed to reduce administrative burden on bidders while maintaining compliance documentation. City Paperwork, which includes the Vendor Registration Form, Business Tax Registration Form, Child Support Affidavit, and Vendor Utility documentation, must be submitted once by new vendors and retained for the duration of all contracts with the City. Annual Paperwork, including W-9, Certificate of Insurance, Workers' Compensation Certificate, EEO Compliance documentation, Debarment Certification, and Living Wage Affidavit (updated by February 1st), must be submitted once annually for all bids submitted in 2026. Project Paperwork, consisting of Primary/Subcontractor Agreement Certificate, Acknowledgement & Acceptance of Terms & Conditions, Living Wage Contract Addendum, and Best Bid Criteria if applicable, must be submitted with each individual bid. For the Fire - Ambulance Remount #2 project specifically, bidders must additionally submit a Bid Guaranty in the form of a cashier's check, official check, or bid bond, and a Signed Contract by the Vendor through the City of Toledo's PlanetBids portal.

Vendors are responsible for notifying the City and updating applicable documentation if any information changes. For companies submitting their first bid on or after March 13, 2026, all three categories of paperwork are required; subsequent bids require only Project Paperwork submission. Bid prices must be submitted to two decimal places, with only one price per line item accepted. Bid guaranties submitted as checks must be received by the Division of Purchases and Supplies by the bid due date and time; original bid bonds need not be received if scanned and uploaded with the bid. Failure to provide a bid guaranty will result in a non-responsive bid determination. Questions regarding paperwork submission should be directed to pursupplies@toledo.oh.gov.