Paperwork Schedule.pdf

This is a Paperwork Schedule document issued by the City of Toledo, Ohio, outlining a streamlined approach to collecting bidder documentation for all contracts beginning March 13, 2026. The schedule establishes three categories of required documentation with varying submission frequencies: City Paperwork (submitted once per company, including Vendor Registration Form, Business Tax Registration Form, notarized Child Support Affidavit, and Vendor Utility documentation); Annual Paperwork (submitted once per calendar year, including W-9, Certificate of Insurance, Workers' Compensation Certificate, EEO Compliance documentation, Debarment Certification, and Living Wage Affidavit updated by February 1st); and Project Paperwork (submitted with each individual bid, including Primary/Subcontractor Agreement Certificate, Acknowledgement & Acceptance of Terms & Conditions, Living Wage Contract Addendum, and Best Bid Criteria if applicable). For companies submitting their initial bid on or after March 13, 2026, all three documentation categories must be included; subsequent bids require only Project Paperwork submission. The related 2026 GCCS Construction project for Hoffman Road Landfill requires additional construction-specific documents including a Bid Guaranty (bid bond or certified check), signed contract, Tax Exemption Certificate, preliminary construction schedule, three project references for similar work, and equipment and labor rates applicable to the project.

All bids must be submitted electronically through the City of Toledo's PlanetBids portal, with bid prices stated to two decimal places and only one price accepted per line item. Bid Guaranties must be in the form of a cashier's check, official check on a solvent bank, or bid bond, with checks made payable to "City of Toledo" and received by the Division of Purchases and Supplies no later than the bid due date; failure to provide a bid guaranty renders the bid non-responsive. Companies are responsible for notifying the City and updating documentation if any information changes. Questions regarding paperwork submission should be directed to pursupplies@toledo.oh.gov.