Paperwork Schedule.pdf
PDF 146 KB Posted
- Solicitation number
- 146059
- 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 schedule establishes a tiered submission structure designed to reduce redundancy in paperwork collection across multiple bids and contracts within the calendar year. Bidders are required to submit three categories of documentation: City Paperwork (Vendor Registration Form, Business Tax Registration Form, notarized Child Support Affidavit, and Vendor Utility information) submitted once per company; Annual Paperwork (W-9, Certificate of Insurance, Workers' Compensation Certificate, EEO Compliance, Debarment Certification, and Living Wage Affidavit updated by February 1st) submitted once per calendar year; and Project Paperwork (Primary/Subcontractor Agreement Certificate, Acknowledgement and Acceptance of Terms and Conditions, Living Wage Contract Addendum, and Best Bid Criteria if applicable) submitted with each individual bid. The Danny Thomas Park Ballfield Sink Hole Investigation and Turf Repair project referenced in the related contract opportunity incorporates this paperwork schedule structure.
Companies submitting their initial bid on or after March 13, 2026, must provide all three documentation categories, while subsequent bids submitted by the same company within 2026 require only the Project Paperwork submission. All bidders are required to submit bids through the City of Toledo's PlanetBids portal with e-bid confirmation as proof of submission. Bid prices must be formatted to two decimal places with one price per line item. The city emphasizes that vendors are responsible for notifying the city of any changes to submitted information and updating applicable documentation accordingly. Questions regarding paperwork submission should be directed to 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 .