About this file
This file is a Formatting Standards Procedure document issued by the State of Georgia Department of Transportation's Engineering and Design Procurement division, effective May 1, 2026. The procedure establishes standardized formatting requirements applicable to all procurement documents prepared by Engineering and Design Procurement, including Public Notice Advertisements, Requests for Qualifications, Addenda, Evaluation Documents, Negotiation Documents, Master Contracts, Task Orders, Supplemental Agreements, Internal Procedures, Memorandums, Procurement Correspondence, and Debriefing Packages. The document does not address a specific contract opportunity, project scope, quantities, response dates, site visits, or award information; instead, it provides comprehensive formatting guidelines that must be applied across all procurement activities conducted by the department.
The formatting standards mandate the use of Arial font in 10-point size with justified paragraph alignment on 8.5 by 11-inch pages with one-inch margins on all sides and single line spacing. Documents must employ a specific organizational hierarchy using Roman numerals for section headers and consistent numbering and indentation throughout. All procurement documents must be written in clear, concise language using consistent procurement terminology while maintaining uniform formatting and structure. Procurement staff are required to verify formatting consistency and review section references and cross-references for accuracy prior to final release of procurement documents to ensure operational efficiency, consistency, readability, and audit readiness across all Engineering and Design Procurement activities.
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| File | Type | Posted |
|---|---|---|
| Public Notice Of Advertisement Template.docx | DOCX document |
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Procedure: Formatting Standard Engineering and Design Procurement
STATE OF GEORGIA
DEPARTMENT OF TRANSPORTATION
Procedure Area: Engineering and Design Procurement
Subject: Formatting Standards
Title of Procedure: Formatting Standard Number: 1
Effective Date: May 1, 2026 Page Number:
Approved Date: May 1, 2026 Revision Date: N/A
Approved by: Curtis Scott, Assistant Chief
Procurement Officer for Engineering and
Design Procurement
I. PURPOSE
The purpose of this procedure is to establish standardized formatting requirements for all procurement documents prepared by Engineering and Design Procurement to ensure consistency, readability, organization, document control, operational efficiency, and audit readiness throughout solicitation, negotiation, contract administration, and procurement-related activities.
II. APPLICABILITY
These formatting standards shall apply to all Engineering and Design Procurement documents, including but not limited to:
A. Public Notice Advertisements (PNAs) B. Requests for Qualifications (RFQs) C. Addenda D. Evaluation Documents E. Negotiation Documents F. Master Contracts G. Task Orders H. Supplemental Agreements I. Internal Procedures J. Memorandums K. Procurement Correspondence L. RTS and CATS Supporting Documentation M. Debriefing Packages N. Procurement Forms and Templates, unless otherwise approved by Engineering and Design
Procurement Management: All procurement documents shall comply with these standards.
III. GENERAL FORMATTING REQUIREMENTS
A. General Document Standards
All procurement documents shall utilize the following formatting standards:
1. Font: Arial
2. Font Size: 10-point
3. Paragraph Alignment: Justified
4. Page Size: 8½ x 11
5. Margins:
a. Top: 1 inch
b. Bottom: 1 inch
c. Left: 1 inch
d. Right: 1 inch
6. Line Spacing: Single spacing
7. Section Spacing: One blank line between sections
8. Section Headers: Bold with Roman numeral formatting
9. Maintain consistent numbering and indentation throughout the document
10. Verify section references and cross-references for accuracy
11. Ensure all inserted language aligns with approved procurement templates
B. Paragraph Formatting
1. Paragraph Alignment: Justified
2. Line Spacing: Single spacing
3. Spacing Between Main Sections: 1½ spaces
4. Maintain consistent spacing throughout the document
IV. PROCUREMENT DOCUMENT ORGANIZATION REQUIREMENTS
A. Required Formatting Hierarchy
All procurement documents, including but not limited to RFQs, scopes of services, task orders, negotiation documents, technical requirements, and consultant-prepared narrative responses, shall follow the formatting hierarchy below:
A. Major Task
1. Subtask
a. Supporting Activity
1) Detailed Item
a) Additional Detail
B. Document Consistency Requirements
1. All numbering, indentation, and formatting shall remain consistent throughout the procurement document.
2. Section references and cross-references shall be reviewed for accuracy prior to advertisement, issuance, negotiation, or execution.
3. All inserted scope language, technical requirements, and procurement-related content shall align with the established formatting structure.
4. Procurement staff shall verify formatting consistency prior to final release of procurement documents.
C. Writing Standards
1. Procurement documents shall:
a. Be written in clear and concise language.
b. Use consistent procurement terminology.
c. Maintain uniform formatting and structure throughout the document.
d. Avoid unnecessary formatting variations.
2. Similar formatting and writing style shall be maintained across all procurement documents to support consistency within Engineering and Design Procurement.
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