Paperwork Schedule.pdf
PDF 146 KB Posted
- Solicitation number
- 147390
- Issued by
- Lucas County, Ohio
About this file
This is a paperwork schedule document issued by the City of Toledo, Ohio, establishing a streamlined submission process for vendors bidding on city contracts beginning March 13, 2026. The schedule categorizes required documentation into three tiers: City Paperwork (submitted once per company for the duration of all contracts), Annual Paperwork (submitted once per calendar year for all bids), and Project Paperwork (submitted with each individual bid). City Paperwork includes vendor registration and business tax registration forms for new vendors, a notarized child support affidavit, and vendor utility documentation. Annual Paperwork encompasses a W-9, certificates of insurance and workers' compensation (valid through expiration and renewed annually), EEO compliance certification, debarment certification, and a living wage affidavit updated by February 1st. Project Paperwork required with each bid submission includes a primary/subcontractor agreement certificate, acknowledgement and acceptance of terms and conditions, living wage contract addendum, and best bid criteria when applicable.
The schedule clarifies the submission timeline through an illustrative example: companies submitting their initial bid on or after March 13, 2026 must submit all three paperwork categories, while subsequent bids in the same year require only Project Paperwork. Vendors are responsible for notifying the City of Toledo and updating documentation whenever information changes. The related Telegraph Road & Alexis Road Resurfacing & Multi-Use Path project (LUC-US24-28.3, PID 117877) incorporates this paperwork schedule as part of its bid requirements, with bids submitted through the City's PlanetBids portal. Additional project-specific submission requirements include a signed contract, tax exemption certificate, and bid guaranty in the form of a bid bond or certified check.
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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
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