Paperwork Schedule.pdf
PDF 146 KB Posted
- Attached to
- Toledo Urban Forestry Smart Tree Inventory
- Solicitation number
- 144169
- 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 to collecting bidder documentation beginning March 13, 2026. The new system categorizes required submissions into three levels: 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 vendor registration forms, business tax registration forms, notarized child support affidavits, and vendor utility documentation for companies new to the City. Annual Paperwork includes W-9 forms, certificates of insurance valid through expiration and renewed annually, workers' compensation certificates, EEO compliance documentation, debarment certifications, and living wage affidavits updated by February 1st. Project Paperwork, required with each bid submission, includes primary/subcontractor agreements, acknowledgement and acceptance of terms and conditions, living wage contract addendums, and best bid criteria where applicable.
The schedule establishes that companies submitting their first bid on or after March 13, 2026 must submit all three documentation categories, while subsequent bids require only Project Paperwork submission. The City places responsibility on bidders to notify and update applicable documentation if any information changes. All submissions must be made through the City of Toledo's PlanetBids website, with electronic confirmation required for bid acceptance. Inquiries regarding paperwork submission requirements 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
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