Paperwork Schedule.pdf
PDF 146 KB Posted
- Attached to
- Purchase of 3D Laser Scanner for TPD
- Solicitation number
- 143673
- Issued by
- Lucas County, Ohio
About this file
This is a Paperwork Schedule document issued by the City of Toledo, Ohio, outlining a streamlined approach for collecting required documentation from bidders beginning March 13, 2026. The schedule establishes three categories of paperwork submissions for the purchase of a 3D Laser Scanner for the Toledo Police Department. 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 maintained throughout their contracting relationship 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 per calendar year for all bids submitted in 2026. Project Paperwork—comprising 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.
Bidders submitting their initial bid on or after March 13, 2026 must include all three paperwork categories; subsequent bids require only Project Paperwork. All bids must be submitted through the City of Toledo's PlanetBids e-bid portal and must include a bid guaranty in the form of a cashier's check or bid bond, a signed contract, and line items. The bid guaranty check must be received by the Division of Purchases and Supplies by the bid due date; if using a bid bond, only a scanned copy requires submission. Failure to provide a bid guaranty renders the bid non-responsive. It is the responsibility of each company to notify the City and update documentation if any information changes. 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 .