Paperwork Schedule.pdf
PDF 146 KB Posted
- Attached to
- Purchase of Digital X-Ray System for Bomb Squad
- Solicitation number
- 147408
- Issued by
- Lucas County, Ohio
About this file
This paperwork schedule document outlines the City of Toledo's streamlined bidding requirements for all state and local contract opportunities, including the Purchase of Digital X-Ray System for Bomb Squad. Beginning with bids advertised on or after March 13, 2026, the City has implemented a tiered documentation approach to reduce redundant submissions. Companies must submit City Paperwork (Vendor Registration Form, Business Tax Registration Form, Child Support Affidavit, and Vendor Utility) only once upon initial engagement 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 during 2026. Project Paperwork, which includes 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.
All bids must be submitted electronically through the City of Toledo's PlanetBids portal, with submission deemed complete only upon email confirmation from PlanetBids. For the Digital X-Ray System bid, vendors must include Project Paperwork, auto-populated Line Items, a signed contract, and a bid guaranty in the form of a cashier's check or bid bond. Bid prices must be stated to two decimal places with only one price per line item. Any company submitting its first bid on or after March 13, 2026, must provide all City Paperwork, Annual Paperwork, and Project Paperwork; subsequent bids require only Project Paperwork. Companies are responsible for notifying the City of any changes to submitted documentation. Questions regarding paperwork submission should be directed to pursupplies@toledo.oh.gov.
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Text version
The City of Toledo is excited to announce a new streamlined approach to collecting paperwork from bidders in 2026!
Beginning with bids advertised on or after March 13, 2026 the following documents will only need to be submitted once for your company for the duration of all contracts with the City. If any information changes, it is the company’s responsibility to notify the city and update the applicable documentation.
City Paperwork
• 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
• Vendor Utility
Beginning with bids advertised on or after March 13, 2026 the following documents will only need to be submitted once for all bids your company submits in 2026. If any information changes, it is the company’s responsibility to notify the City and update the applicable paperwork.
Annual Paperwork
• W-9
• Certificate of Insurance, through expiration and then annually
• Workers’ Compensation Certificate, through expiration and then annually
• EEO Compliance
• Debarment Certification
• Living Wage Affidavit, updated no later than February 1st
Beginning with bids advertised on or after March 13, 2026, the following documents must be submitted with each bid your company submits in 2026.
Project Paperwork
• Primary/Subcontractor Agreement Certificate
• Acknowledgement & Acceptance of Terms & Conditions
• Living Wage Contract Addendum
• Best Bid Criteria, if applicable
Example for 2026:
If a company submits its first bid in March 13, 2026, it will be required to include City Paperwork, Annual Paperwork, and Project Paperwork. For any subsequent bids submitted after the initial bid, the company will only need to submit the required Project Paperwork.
For questions regarding the submission of paperwork, please email pursupplies@toledo.oh.gov mailto:purspplies@toledo.oh.gov
File details come from the government source that posted it. Updated .