Paperwork Schedule.pdf
PDF 146 KB Posted
- Attached to
- Harvest Lane and Quast Lane Reconstruction
- Solicitation number
- 146311
- 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 for state and local contracts beginning March 13, 2026. The schedule establishes three categories of required documentation: City Paperwork (submitted once per company), Annual Paperwork (submitted once per calendar year), 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 information. Annual Paperwork encompasses a W-9 form, certificates of insurance and workers' compensation through expiration and then annually, EEO compliance certification, debarment certification, and a living wage affidavit updated no later than February 1st. Project Paperwork, which must accompany each bid submission, includes a primary/subcontractor agreement certificate, acknowledgement and acceptance of terms and conditions, living wage contract addendum, and best bid criteria documentation if applicable.
The schedule provides a progressive submission model designed to reduce administrative burden for recurring bidders. Companies submitting their first bid on or after March 13, 2026, must submit all three documentation categories simultaneously. Subsequent bids from the same company in 2026 require only the Project Paperwork submission, provided no information changes in the previously submitted documentation. The City of Toledo emphasizes that vendors are responsible for notifying and updating the city of any changes to submitted information. Bid submissions are processed through the City's PlanetBids portal, and submission is not considered complete until email confirmation is received. For questions regarding paperwork submission requirements, bidders should contact purspplies@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 .