Paperwork Schedule.pdf

This is a Paperwork Schedule document issued by the City of Toledo, Ohio, outlining a streamlined vendor documentation process effective for bids advertised on or after March 13, 2026. The City has implemented a tiered submission approach designed to reduce administrative burden on bidders while maintaining necessary compliance documentation. The schedule categorizes required documents into three levels: City Paperwork (submitted once for the duration of all contracts with the City), Annual Paperwork (submitted once per calendar year for all bids submitted in 2026), and Project Paperwork (submitted with each individual bid). City Paperwork includes the Vendor Registration Form and Business Tax Registration Form for new vendors, a notarized Child Support Affidavit, and Vendor Utility documentation. Annual Paperwork comprises the W-9, Certificate of Insurance through expiration and then annually, Workers' Compensation Certificate through expiration and then annually, EEO Compliance documentation, Debarment Certification, and a Living Wage Affidavit updated no later than February 1st. Project Paperwork, required with every bid submission, includes the Primary/Subcontractor Agreement Certificate, Acknowledgement & Acceptance of Terms & Conditions, Living Wage Contract Addendum, and Best Bid Criteria if applicable.

The streamlined approach requires vendors submitting their first bid on or after March 13, 2026, to provide all three categories of documentation with that initial submission. Subsequent bids submitted by the same vendor in 2026 require only Project Paperwork, eliminating redundant submissions of already-verified information. The City places responsibility on vendors to notify the City and update applicable documentation promptly if any information changes. Vendors with questions regarding paperwork submission requirements are directed to contact the City at pursupplies@toledo.oh.gov. This administrative reform applies to all state and local contract opportunities with the City of Toledo, including specialized contracts such as Environmental Consulting Services for the U.S. EPA Community Wide Assessment Grant.