Paperwork Schedule.pdf

This document is a paperwork schedule issued by the City of Toledo, Ohio, outlining a streamlined approach to collecting bidder documentation for state and local contract opportunities beginning March 13, 2026. The schedule applies to the Traffic Signal Heads and Supplies contract opportunity and establishes three categories of required documentation: City Paperwork (submitted once for the duration of all contracts), Annual Paperwork (submitted once per calendar year), and Project Paperwork (submitted with each individual bid). City Paperwork includes a Vendor Registration Form and Business Tax Registration Form for new vendors, along with a notarized Child Support Affidavit. Annual Paperwork comprises a W-9 form, Certificate of Insurance valid through expiration and then annually, Workers' Compensation Certificate valid through expiration and then annually, EEO Compliance documentation, Debarment Certification, and a Living Wage Affidavit updated by February 1st. Project Paperwork, which must accompany each bid submission, includes a Primary/Subcontractor Agreement Certificate, Acknowledgement & Acceptance of Terms & Conditions, Living Wage Contract Addendum, and Best Bid Criteria if applicable.

Bids must be submitted through the City of Toledo's PlanetBids e-bid portal with prices stated to two decimal places. All bids require submission of Project Paperwork, auto-populated line items, a signed contract by the vendor, and a bid guaranty in the form of either a cashier's check made payable to the City of Toledo or a bid bond. If submitted as a check, the bid guaranty must be scanned and uploaded with the bid and physically received by the Division of Purchases and Supplies by the bid due date; failure to provide a bid guaranty will result in a non-responsive bid designation. Companies submitting their initial bid on or after March 13, 2026 must submit all three documentation categories; subsequent bids in the same year require only Project Paperwork. Vendors are responsible for notifying the City of any changes to submitted documentation and updating materials accordingly.