Common use of File Naming Convention Clause in Contracts

File Naming Convention. Offerors shall name files using the naming conventions mentioned in the Proposal Organization table above. Each file must be stored in a folder that corresponds to the proposal volume it represents. The files within the folder must be named in an unambiguous manner, using plain text language, which facilities accessing the files for evaluation. Offerors shall insert the file name in the header of each document. A date shall be placed on each page of the proposal corresponding to the date of the initial proposal. If a Final Proposal Revision (FPR) is required as a result of discussions, all revised pages shall contain revision numbers and corresponding date. The changes in text from original proposal submission shall be identified by tracked changes in the electronic files provided on CD. A note/comment identifying the associated question from discussions shall be included in both, the hard copies and the electronic files provided on CD. Offerors are not required to resubmit the full responses provided during discussions. The Offeror’s responses to the questions asked during discussions shall be incorporated by updated text in the FPR submission as applicable, and incorporated by reference using a note/comment to reference the applicable response(s) provided during discussions. References to applicable discussion questions shall be identified in all applicable sections of your FPR. The hard copies (original and copies) shall reflect the revision markings and dates on the pages, but shall display only the final text after accepting all tracked changes. It is acceptable to replace excel files in their entirety and explain any changes in the word document text. In the event of any inconsistencies between the FPR and discussion question responses, the FPR shall take precedence. The page count shall include all material with printed matter and figures except cover pages, title pages, Table of Contents (TOC), lists of illustrations, tab pages, cross reference matrix, glossary of abbreviations and acronyms, index, and lists of tables which may be combined with illustrations. Pages excluded from the page count must contain only material pertinent to the page heading or be blank and marked "Intentionally Left Blank." Index pages and Tabs are required and shall be cross-referenced to the TOC. Every page, except those marked as blank, shall be numbered. If the proposal exceeds the page limit identified, the Government will remove all pages exceeding the specified page count from the back of the proposal prior to the evaluation. These pages will not be removed from the index provided at the back of the proposal. In the event that any portion of the proposal is written by someone who is not a bona fide employee of the firm that is submitting the proposal, a certificate shall be furnished and signed by an authorized official of the Offeror’s firm and shall indicate the following details.  The Person’s Name  The Person’s Employment Capacity  The Person’s Employer  The Relationship of that Person’s Employer to the Offeror; and  The Portion of the Proposal that was Written by that Person This certificate requirement applies to both the prime and any subcontractors. The certification will not count against page count and shall be provided in Volume I, Section II- Supplemental Information. Although legible, neat, orderly, and comprehensive proposal(s) are required, elaborate brochures or other presentations beyond that which is sufficient to present a complete and effective explanation are not desired. The proposal shall contain all the pertinent information in sufficient detail to permit evaluation. The proposal should be detailed and complete in order to clearly demonstrate that the Offeror has a thorough comprehension of all technical and other requirements. If an Offeror fails to comply with content requirements, its proposal may be downgraded for failure to follow instructions.

File Naming Convention. Offerors shall name files using the naming conventions mentioned in the Proposal Organization table above. Each file must be stored in a folder that corresponds to the proposal volume it represents. The files within the folder must be named in an unambiguous manner, using plain text language, which facilities accessing the files for evaluation. Offerors shall insert the file name in the header of each document. A date shall be placed on each page of the proposal corresponding to the date of the initial proposal. If a Final Proposal Revision (FPR) is required as a result of discussions, all revised pages shall contain revision numbers and corresponding date. The changes in text from original proposal submission shall be identified by tracked changes in the electronic files provided on CD. A note/comment identifying the associated question from discussions shall be included in both, the hard copies and the electronic files provided on CD. Offerors are not required to resubmit the full responses provided during discussions. The Offeror’s responses to the questions asked during discussions shall be incorporated by updated text in the FPR submission as applicable, and incorporated by reference using a note/comment to reference the applicable response(s) provided during discussions. References to applicable discussion questions shall be identified in all applicable sections of your FPR. The hard copies (original and copies) shall reflect the revision markings and dates on the pages, but shall display only the final text after accepting all tracked changes. It is acceptable to replace excel files in their entirety and explain any changes in the word document text. In the event of any inconsistencies between the FPR and discussion question responses, the FPR shall take precedence. The page count shall include all material with printed matter and figures except cover pages, title pages, Table of Contents (TOC), lists of illustrations, tab pages, cross reference matrix, glossary of abbreviations and acronyms, index, and lists of tables which may be combined with illustrations. Pages excluded from the page count must contain only material pertinent to the page heading or be blank and marked "Intentionally Left Blank." Index pages and Tabs are required and shall be cross-referenced to the TOC. Every page, except those marked as blank, shall be numbered. If the proposal exceeds the page limit identified, the Government will remove all pages exceeding the specified page count from the back of the proposal prior to the evaluation. These pages will not be removed from the index provided at the back of the proposal. In the event that any portion of the proposal is written by someone who is not a bona fide employee of the firm that is submitting the proposal, a certificate shall be furnished and signed by an authorized official of the Offeror’s firm and shall indicate the following details.  ▪ The Person’s Name  ▪ The Person’s Employment Capacity  ▪ The Person’s Employer  ▪ The Relationship of that Person’s Employer to the Offeror; and  ▪ The Portion of the Proposal that was Written by that Person This certificate requirement applies to both the prime and any subcontractors. The certification will not count against page count and shall be provided in Volume I, Section II- Supplemental Information. Although legible, neat, orderly, and comprehensive proposal(s) are required, elaborate brochures or other presentations beyond that which is sufficient to present a complete and effective explanation are not desired. The proposal shall contain all the pertinent information in sufficient detail to permit evaluation. The proposal should be detailed and complete in order to clearly demonstrate that the Offeror has a thorough comprehension of all technical and other requirements. If an Offeror fails to comply with content requirements, its proposal may be downgraded for failure to follow instructions.