Paperwork Schedule.pdf

This is a Paperwork Schedule document issued by the City of Toledo, Ohio, establishing a streamlined approach to collecting bidder documentation for contracts beginning March 13, 2026. The schedule applies to the RACM Demolition Debris Disposal Site rebid and establishes three categories of required documentation: City Paperwork (submitted once for new vendors, including Vendor Registration Form, Business Tax Registration Form, notarized Child Support Affidavit, and Vendor Utility information); Annual Paperwork (submitted once per calendar year, including W-9, Certificate of Insurance, Workers' Compensation Certificate, EEO Compliance documentation, Debarment Certification, and Living Wage Affidavit updated by February 1st); and Project Paperwork (submitted with each individual bid, including Primary/Subcontractor Agreement Certificate, Acknowledgement & Acceptance of Terms & Conditions, Living Wage Contract Addendum, and Best Bid Criteria if applicable). For a company's initial bid submission on or after March 13, 2026, all three categories of paperwork must be submitted; subsequent bids in 2026 require only Project Paperwork.

Bidders must submit bids through the City of Toledo's PlanetBids e-bid portal, with all pricing to two decimal places and only one price per line item accepted. Submissions are not deemed complete until PlanetBids issues an email confirmation. Required bid documents include Project Paperwork, line items that auto-populate in the e-bid system, a bid guaranty in the form of a cashier's check payable to the City of Toledo or a bid bond (both must be scanned and uploaded), a signed contract, cover page and specification sheet regarding location sites, and an EPA CDD License. The bid guaranty is mandatory; bids submitted without one will be deemed non-responsive. Physical checks must be received by the Division of Purchases and Supplies no later than the bid due date and time. Companies bear responsibility for notifying the City of any changes to submitted documentation throughout the contract duration.