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University of IllinoisPublic Act 096-795/Senate Bill 51Electronic File Naming ConventionRequirementsTo expedite the processing of the documentation, the University of Illinois requires all vendors tofollow the electronic file naming convention listed below. Only pdf format is allowed. Anydocuments provided to the University in a format other than pdf or without using this file namingconvention will be rejected.General Outline[IPEC Bulletin Identifier] [UI Project Number] [Prime or Sub Identifier] [Vendor Identifier] [DocumentType Identifier] [Additional Numeric Identifier if necessary].pdfProfessional Services Agreements FilesPrime PSC Documentation:1. Form A Certifications and Disclosures Requirementsa. File name: PSS[University Project Number]P[First 5 Letters1 of PSC’sName]FORMA.pdfb. Example: PSSU03999PSmithFORMA.pdfc. Additional identifiers may be needed:i. For multiple year contracts, note the renewal year (R1, R2, or R3) as part ofthe filenameii. Examples:1. PSSU03999PSmithFORMAR1.pdf2. PSSU03999PSmithFORMAR2.pdf2. Form B Certifications and Disclosures Requirementsa. File name: PSS[University Project Number]P[First 5 Letters of PSC’sName]FORMB[Sequential Number if more than 1]b.Example:PSSU03999PSmithFORMB.pdfc. Additional identifiers may be needed:i. For multiple year contracts, note the renewal year (R1, R2, or R3) as part ofthe filename123General Notes:If the first five letters do not create a unique identifier for each of the vendors and subs for the project,additional letters shall be used until each vendor or sub has a unique name.Include multiple bid package (BP1, BP2, etc.) and rebids (R, R2, etc.) identifiers as a part of the projectnumber. The full project number as a part of the file name should include these identifiers and beconsistent with the project posting.Other Professional Services Contracts may include, but not be limited to Construction Managers (CMs),Landscape Architects, Commissioning Agents, Project Managers, etc.UOCP&RES 7/2022
ii. Examples:1. PSSU03999PSmithFORMBR1.pdf2. PSSU03999PSmithFORMBR2.pdf3. State of Illinois Certification of No Change for Contract Renewal forma. File Name: PSS[University Project Number]P[First 5 Letters of PSC’s Name]NC.pdfb. Example: PSSU03999PNC.pdfc. Additional identifiers may be needed:i.For multiple year contracts, note the renewal year (R1, R2, or R3) as partof the filenameii.Examples:1. PSSU03999PSmithNCR1.pdf2. PSSU03999PSmithNCR2.pdf4. Procurement Policy Board (PPB) Questions for Retainer Contract Renewala. File Name: PSS[University Project Number]P[First 5 Letters of PSC’s Name]O.pdfb. Example: PSSU03999PO.pdfc. Additional identifiers may be needed:i.For multiple year contracts, note the renewal year (R1, R2, or R3) as part ofthe file nameii.Examples:1. PSSU03999PSmithOR1.pdf2. PSSU03999PSmithOR2.pdfSubconsultant PSC Documentation:1. Form A Certifications and Disclosures Requirementsa. File name: PSS[University Project Number]S[First 5 Letters of Subconsultant’sName]FORMA.pdfb. Example: PSSU03999SABCEnFORMA.pdf2. Form B Certifications and Disclosures Requirementsa. File name: PSS[University Project Number]S[First 5 Letters of Subconsultant’sName]FORMB[Sequential Number if more than 1].pdfb. Example: PSSU03999SABCEnFORMB.pdfc.Subcontracti.File name: PSS[University Project Number]S[First 5 Letters ofSubconsultant’s Name]S.pdfii.Example: PSSU03999SABCEnS.pdfOther Professional Services Contracts FilesPrime PSC Documentation:123General Notes:If the first five letters do not create a unique identifier for each of the vendors and subs for the project,additional letters shall be used until each vendor or sub has a unique name.Include multiple bid package (BP1, BP2, etc.) and rebids (R, R2, etc.) identifiers as a part of the projectnumber. The full project number as a part of the file name should include these identifiers and beconsistent with the project posting.Other Professional Services Contracts may include, but not be limited to Construction Managers (CMs),Landscape Architects, Commissioning Agents, Project Managers, etc.UOCP&RES 7/2022
1. Form A Certifications and Disclosures Requirementsa. File name: RFP[University Project Number]P[First 5 Letters2 of PSC’sName]FORMA.pdfb. Example: RFPU03999PKLMNoFORMA.pdfc. Additional identifiers may be needed:i. For multiple year contracts, note the renewal year (R1, R2, or R3) as part ofthe filenameii. Examples:1. RFPU3999PKLMNoFORMAR1.pdf2. RFPU3999PKLMNoFORMAR2.pdf2. Form B Certifications and Disclosures Requirementsa. File name: RFP[University Project Number]P[First 5 Letters of PSC’sName]FORMB[Sequential Number if more than 1]b. Example: RFPU03999PKLMNoFORMB1.pdfc.Additional identifiers may beneeded:i. For multiple year contracts, note the renewal year (R1, R2, or R3) as part ofthe filenameii. Examples:1. RFPU3999PKLMNoFORMBR1.pdf2. RFPU3999PKLMNoFORMBR2.pdf3. Contract Renewal Certification of No Change forma. File Name: RFP[University Project Number]P[First 5 Letters of PSC’s Name]NC.pdfb. Example: RFPU03999PKLMNoNC.pdfc. Additional identifiers may be needed:i. For multiple year contracts, note the renewal year (R1, R2, or R3) as part ofthe filenameii. Examples:1. RFPU3999PKLMNoNCR1.pdf2. RFPU3999PKLMNoNCR2.pdf4. Procurement Policy Board (PPB) Questions for Retainer Contract Renewala. File Name: RFP[University Project Number]P[First 5 Letters of PSC’s Name]O.pdfb. Example: RFPU03999PO.pdfc. Additional identifiers may be needed:123General Notes:If the first five letters do not create a unique identifier for each of the vendors and subs for the project,additional letters shall be used until each vendor or sub has a unique name.Include multiple bid package (BP1, BP2, etc.) and rebids (R, R2, etc.) identifiers as a part of the projectnumber. The full project number as a part of the file name should include these identifiers and beconsistent with the project posting.Other Professional Services Contracts may include, but not be limited to Construction Managers (CMs),Landscape Architects, Commissioning Agents, Project Managers, etc.UOCP&RES 7/2022
i.For multiple year contracts, note the renewal year (R1, R2, or R3) as part ofthe file nameii.Examples:1. PSSU3999PSmithOR1.pdf2. PSSU3999PSmithOR2.pdfSubconsultant PSC Documentation:1. Form A Certifications and Disclosures Requirementsa. File name: RFP[University Project Number]S[First 5 Letters of Subconsultant’sName]FORMA.pdfb. Example: RFPU03999SPQRSoFORMA.pdf2. Form B Certifications and Statutory Requirementsa. File name: RFP[University Project Number]S[First 5 Letters of Subconsultant’sName]FORMB[Sequential Number if more than 1].pdfb. Example: RFPU03999SPQRSoFORMB1.pdfc.Subcontracti.File name: RFP[University Project Number]S[First 5 Letters ofSubconsultant’s Name]S.pdfii.Example: RFPU03999SPQRSoS.pdfContractor Contracts FilesPrime Contractor Documentation:1. Form A Certifications and Disclosures Requirementsa. File name: BA[University Project Number]P[First 5 Letters of Contractor’sName]FORMA.pdfb. Example: BAU03999PXYZcoFORMA.pdfc. Additional identifiers may be needed:i.For multiple year contracts, i.e., JOCs Contracts, note the renewal year (R1,R2, or R3) as part of the filenameii.Examples:1. BAU3999PXYZcoFORMAR1.pdf2. BAU3999PXYZcoFORMAR2.pdf2. Form B Certifications and Statutory Requirementsa. File name: BA[University Project Number]P[First 5 Letters of Contractor’sName]FORMB[Sequential Number if more than 1].pdfb. Example: BAU03999PXYZcoFORMB.pdfc. Additional identifiers may be needed:123General Notes:If the first five letters do not create a unique identifier for each of the vendors and subs for the project,additional letters shall be used until each vendor or sub has a unique name.Include multiple bid package (BP1, BP2, etc.) and rebids (R, R2, etc.) identifiers as a part of the projectnumber. The full project number as a part of the file name should include these identifiers and beconsistent with the project posting.Other Professional Services Contracts may include, but not be limited to Construction Managers (CMs),Landscape Architects, Commissioning Agents, Project Managers, etc.UOCP&RES 7/2022
i.For multiple year contracts, i.e., JOCs Contracts, note the renewal year (R1,R2, or R3) as part of the filenameii.Examples:1. BAU03999PXYZcoFORMBR1.pdf2. BAU03999PXYZcoFORMBF2.pdf3. Procurement Policy Board (PPB) Questions for Job Order Contract (JOC) Renewala. File Name: BA[University Project Number]P[First 5 Letters of PSC’s Name]O.pdfb. Example: BAU03999PO.pdfc. Additional identifiers may be needed:i.For multiple year contracts, note the renewal year (R1, R2, or R3) as part ofthe file nameii.Examples:1. BAU03999PSmithOR1.pdf2. BAU03999PSmithOR2.pdfSubcontractor Documentation:1. Form A Certifications and Disclosures Requirementsa. File name: BA[University Project Number]S[First 5 Letters of Subcontractor’sName]FORMA.pdfb. Example: BAU03999S123CoFORMA.pdf3. Form B Certifications and Statutory RequirementsFile name: BA[University Project Number]S[First 5 Letters of Subcontractor’s Name]FORMB[SequentialNumber if more than 1].pdfExample: BAU03999S123CoFORMB.pdfc. Subcontracti.File name: BA[University Project Number]S[First 5 Letters ofSubcontractor’s Name]S.pdfii.Example: BAU03999S123CoS.pdf123General Notes:If the first five letters do not create a unique identifier for each of the vendors and subs for the project,additional letters shall be used until each vendor or sub has a unique name.Include multiple bid package (BP1, BP2, etc.) and rebids (R, R2, etc.) identifiers as a part of the projectnumber. The full project number as a part of the file name should include these identifiers and beconsistent with the project posting.Other Professional Services Contracts may include, but not be limited to Construction Managers (CMs),Landscape Architects, Commissioning Agents, Project Managers, etc.UOCP&RES 7/2022
Electronic File Naming Convention Requirements To expedite the processing of the documentation, the University of Illinois requires all vendors to follow the electronic file naming convention listed below. Only pdf format is allowed. Any documents provided to the University in a format other than pdf or without using this file naming
