Paperwork Schedule.pdf

This is a Paperwork Schedule document issued by the City of Toledo, Ohio, outlining a streamlined approach to collecting vendor documentation for state and local contract opportunities beginning with bids advertised on or after March 13, 2026. The schedule establishes a three-tiered documentation framework designed to reduce paperwork burden for recurring bidders. City Paperwork—including Vendor Registration Form, Business Tax Registration Form, notarized 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, consisting of W-9, Certificate of Insurance, Workers' Compensation Certificate, EEO Compliance documentation, Debarment Certification, and Living Wage Affidavit (updated by February 1st annually), must be submitted once per calendar year for all bids submitted in 2026. Project Paperwork—including Primary/Subcontractor Agreement Certificate, Acknowledgement & Acceptance of Terms & Conditions, Living Wage Contract Addendum, and Best Bid Criteria (if applicable)—must accompany each individual bid submission.

Vendors are responsible for notifying the City of any changes to their documentation and updating applicable materials accordingly. The streamlined approach is exemplified by a company submitting its first bid on March 13, 2026, which would be required to include all City, Annual, and Project Paperwork; subsequent bids from that company in 2026 would require only Project Paperwork submission. Bids must be submitted electronically through the City of Toledo's PlanetBids portal, with email confirmation of transmission required for bid acceptance. All bid prices must be formatted to two or four decimal places, and only one price per line item is permitted. The related Lucas County Concrete/Asphalt Restoration 2026 contract requires submission of Construction Project Paperwork, Line Items, a Bid Guaranty (bid bond or certified check/cashier's check), a Signed Contract, and Tax Exemption Certificate with each bid.