Paperwork Schedule.pdf
PDF 146 KB Posted
- Solicitation number
- 144372
- Issued by
- Lucas County, Ohio
About this file
This is a paperwork schedule document issued by the City of Toledo, Ohio, establishing a streamlined approach to collecting bidder documentation for all contracts beginning March 13, 2026. The schedule 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 Form, Business Tax Registration Form, notarized Child Support Affidavit, and Vendor Utility documentation for companies new to the city. Annual Paperwork requirements include W-9, Certificate of Insurance with the City named as additional insurer, Workers' Compensation Certificate, EEO Compliance documentation, Debarment Certification, and Living Wage Affidavit updated by February 1st. Project Paperwork must accompany each bid submission and includes Primary/Subcontractor Agreement Certificate, Acknowledgement & Acceptance of Terms & Conditions, Living Wage Contract Addendum, and Best Bid Criteria if applicable.
The schedule applies to all bids advertised on or after March 13, 2026, with a sample timeline demonstrating that a company submitting its first bid in March would submit all three documentation categories, while subsequent bids would require only Project Paperwork. The City emphasizes that bidders must notify the city of any changes to submitted documentation and maintain current certifications and insurance through expiration dates. All submissions must be made electronically through the City of Toledo's PlanetBids website, with bid confirmation issued via email. Bidders with questions should contact pursupplies@toledo.oh.gov for clarification on documentation submission requirements.
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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 .