Paperwork Schedule.pdf
PDF 146 KB Posted
- Attached to
- Purchase of 3D Laser Scanner for TPD - REBID
- Solicitation number
- 144628
- Issued by
- Lucas County, Ohio
About this file
This is a Paperwork Schedule document issued by the City of Toledo, Ohio, outlining a streamlined documentation submission process for bidders beginning March 13, 2026. The City has implemented a tiered paperwork submission approach designed to reduce redundant documentation for vendors submitting multiple bids throughout 2026. City Paperwork, including Vendor Registration Forms, Business Tax Registration Forms, notarized Child Support Affidavits, and Vendor Utility documentation, must be submitted once by new vendors and retained for the duration of their relationship with the City. Annual Paperwork, comprising W-9 forms, Certificates of Insurance, Workers' Compensation Certificates, EEO Compliance documentation, Debarment Certifications, and Living Wage Affidavits (updated by February 1st annually), must be submitted once annually for all bids submitted in that year. Project Paperwork, including Primary/Subcontractor Agreements, Acknowledgement and Acceptance of Terms and Conditions, Living Wage Contract Addendums, and Best Bid Criteria when applicable, must accompany each individual bid submission.
Vendors submitting their initial bid on or after March 13, 2026, are required to provide all three documentation categories with that first submission. Subsequent bids submitted in the same year require only Project Paperwork. The City emphasizes that vendors are responsible for notifying the City and updating documentation should any information change. All bids must be submitted through the City of Toledo's PlanetBids e-bid portal, and bid prices must be calculated to two decimal places. Additional bid submission requirements, such as bid guaranties and signed contracts, apply to individual procurement opportunities. Inquiries regarding paperwork submission procedures 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 .