Paperwork Schedule Summary

This is a paperwork submission schedule document issued by the City of Toledo, Ohio, outlining a streamlined approach for collecting required documentation from bidders beginning with bids advertised on or after March 13, 2026. The City of Toledo's Division of Purchases and Supplies has implemented a tiered documentation system to reduce redundant submissions across multiple bids throughout 2026. The schedule applies to all state and local contract opportunities, including the Purchase of UAV for Special Operations project. Bidders must submit all bids through the City of Toledo's PlanetBids e-bid portal, and bid prices must be submitted to two decimal places with only one price per line item accepted. A bid guaranty in the form of a cashier's check, official bank check, or bid bond is required and must be received by the Division of Purchases and Supplies no later than the bid due date to be considered responsive.

The documentation requirements are categorized into three tiers based on submission frequency and timing. City Paperwork (Vendor Registration Form, Business Tax Registration Form, Child Support Affidavit, and Vendor Utility) and Annual Paperwork (W-9, Certificate of Insurance, Workers' Compensation Certificate, EEO Compliance, Debarment Certification, and Living Wage Affidavit updated by February 1st) need be submitted only once per company for the duration of all contracts with the City or once annually, respectively. Project Paperwork (Primary/Subcontractor Agreement Certificate, Acknowledgement & Acceptance of Terms & Conditions, Living Wage Contract Addendum, and Best Bid Criteria if applicable) must be submitted with each individual bid. For a company's first bid submission in 2026, all three documentation categories are required; for all subsequent bids that year, only Project Paperwork is required. Companies are responsible for notifying the City of any changes to submitted documentation and updating materials accordingly.