Chapter 5 - RID Process

Design Submittal Requirements

By Chapter

Chapter 1 - ProjectWise_Pre-Bid_Processes

Chapter 2 - Data Requirements

Chapter 3 - Standard_Naming_Conventions

Chapter 4 - Developing Electronic Data

Chapter 5 - RID Process

Chapter 6 - Quality Management of Electronic Data

Chapter 7 - Plan and Proposal Preparation

Support Services

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Coming Soon:Updated Chapter 5 Information

The Reference Information Documents (RID) review and submittal process is a requirement of the Final Plan Turn-In for projects that meet the level of detail requirements noted in Chapter 2. Required files will be reviewed at three milestones throughout the project:

Preliminary
OEC
Final

For each of the milestone submittals, the Project Manager must turn-in all applicable reference documents in addition to the plan, proposal, and supporting documents for review. Submittals will follow the requirements noted in the RID Submittals section. Files must be named according to the naming convention in Chapter 3. Requirements for 3D models, when applicable, are noted in Chapter 4. All files will be reviewed by MDOT RID Support for concurrence with MDOT RID standards.

At the completion of the RID review process, the RID Submittals will be published on e-Proposal on an information only-basis. The sign-in page on e-Proposal includes a disclaimer that states the files are not part of the contract documents for the project and are provided by MDOT as a courtesy. If RID information is provided in the contract, it will be included with the Contract Documents and bid package.

If any changes or additions are required to the RID after the initial publishing of the files, the Project Manager must follow the applicable process outlined in 5.3 RID Changes and Additions.

5.1 RID Deliverables

RID Index

The RID Index is an Excel file that lists all the documents that are submitted in the reference documents and is placed in ProjectWise in the Supporting Documents > RID Preparation folder.

For the Preliminary and OEC milestones, the file should be updated to reflect all files that have been submitted for review.

For the final submittal, a PDF copy of the RID Index must be submitted with the RID zip files for publication and placed in Supporting Documents > 6-Letting Plans and Proposal > RID Documents .

A blank copy of the RID Index can be found in the Milestone Forms set that is included in the Supporting Documents folder in each Job Number folder on ProjectWise.

Figure 5.1.1 Location of RID Index and RID Review Checklist within set in ProjectWise

RID Review Checklist

The RID Review Checklist is an Excel file that contains a list of all the items to be checked in a RID Review. This file is a living document that will be created by the designer at the first RID submittal and will be updated for each successive submittal. Only one RID Review Checklist will be created for each project. It will house all comments that have been made as part of each review and allows for communication between the designer and reviewer. The file is to be placed in ProjectWise in the Supporting Documents>RID Preparation folder.

The RID Review Checklist contains buttons that help the designer know what files are required at each milestone submittal. Clicking on the Preliminary Files, OEC Files and RID Files buttons updates the checklist to show the files that are required. Clicking the Preliminary Review, OEC Review, and RID Review buttons will show the elements that are reviewed.

A blank copy of the RID Review Checklist can be found in the Milestone Forms set that is included in the Supporting Documents folder in each Job Number folder in Project Wise RID Preparation folder.

RID Review .dgn File

RID Naming Convention

The purpose of the RID Review.dgn is to provide a way to review the working design files for a project without requiring copies of the files prior to the final submittal. This file is a living document that will be created by the designer using the appropriate 3D MDOT Seed File and must reference all files that are listed in the RID Index and RID Review Checklist. This includes the working design files (located in the Plan Set>Design Files folder of the project in ProjectWise), as well as any other .dgn files given to the designers in ProjectWise, such as survey files.

The reviewer will communicate feedback by using notes placed on specific levels (Review_Comments, RID, ect.), saved views within the RID_Review.dgn, and through comments in the RID Review Checklist. Levels also exist corresponding to designer comments, allowing the designers to respond to the reviewer's comments if desired. This will reduce the need of referencing a different set of files at each milestone of the RID Review process. This file is to be placed in ProjectWise in the Supporting Documents > RID Preparation folder.

Figure 5.1.2 Reference Attachment Settings Dialog

5.2 RID Submittals

Preliminary

For the preliminary milestone, the following RID deliverables are required:

Figure 5.2.1 Location of Preliminary Milestone RID Folder

• RID Review .dgn (.dgn file)

• Place in the RID Preparation folder under Supporting Documents

• RID Review Checklist (Excel file)

• Place in the RID Preparationfolder under Supporting Documents

• RID Index (Excel file)

• Place in the RID Preparation folder under Supporting Documents

• Supporting Documents

• Place any files that cannot be referenced into the RID Review.dgn (Reports, .txt files, .doc files, .XML files, ect). in the RID Preliminary folder under 3-Plan Review

All files which were created by the design team, that can be referenced into the RID Review .dgn should remain in the Design Files folder located within the Plan Set folder. Any files given to the design team, such as survey files, can remain in their respective locations in ProjectWise assuming they can be referenced to the RID Review.dgn. The RID milestone folder is used for files which are necessary for the RID Review (they appear on the RID Review Checklist) but cannot be referenced to the RID Review .dgn.

OEC

For the OEC milestone, the following RID deliverables are required:

Figure 5.2.2 Location of OEC Milestone RID Folder

• RID Review .dgn (.dgn file)

• Should already be placed in the RID Preparation folder under Supporting Documents from the preliminary milestone.
• Ensure that all files are correctly referenced and that any new files that can be referenced are attached to the .dgn

• RID Review Checklist (Excel file)

• Should already be placed in the RID Preparation folder under Supporting Documents from the preliminary milestone.
• Ensure that the list of files is accurate and that any new files are accounted for.

• RID Index (Excel file)

• Should already be placed in the RID Preparation folder under Supporting Documents from the preliminary milestone.
• Ensure that the list of files is accurate and that any new files are accounted for.

• Supporting Documents

• Place any files that cannot be referenced into the RID Review.dgn (Reports, .txt files, .doc files, .XML files, ect.) in the RID_OEC folder under 5- Plan Review.

All files which were created by the design team, that can be referenced into the RID Review .dgn should remain in the Design Files folder located within the Plan Set folder. Any files given to the design team, such as survey files, can remain in their respective locations in ProjectWise assuming they can be referenced to the RID Review.dgn. The RID milestone folder is used for files which are necessary for the RID Review (they appear on the RID Review Checklist) but cannot be referenced to the RID Review .dgn.

Final

For the final submittal, the following RID deliverables are required in the RID Documents folder under 6 - Letting Plans and Proposal:

Figure 5.2.3 Location of Final Milestone RID Folder

Zip file for all design files (100 MB limit per zip file)

Named XXXXXX_RID_Design_20YY_MM_DD.zip

If multiple files need to be used, name them XXXXXX_RID_Survey1_20YY_MM_DD.zip, XXXXXX_RID_Survey2_20YY_MM_DD.zip, etc

Zip file for all survey files (100 MB limit per zip file)

Named XXXXXX_RID_Survey_20YY_MM_DD.zip

If multiple files need to be used, name them XXXXXX_RID_Survey1_20YY_MM_DD.zip, XXXXXX_RID_Survey2_20YY_MM_DD.zip, etc

• RID Index (PDF file)

PDF copy of the Excel file that is updated to include all files in the above zip files.

In addition the following files are required in their respective locations on ProjectWise:

• RID Review .dgn (.dgn file)

• Should already be placed in the RID Preparation folder under Supporting Documents.
• MDOT-RIDSupport will update this file based on the provided zip files from the design team.

• RID Review Checklist (Excel file)

• Should already be placed in the RID Preparation folder under Supporting Documents.
• Ensure that the list of files is accurate and that any new files are accounted for.

• RID Index (pdf file)

• Should already be placed in the RID Preparation folder under Supporting Documents.
• Ensure that the list of files is accurate and that any new files are accounted for.

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RID Changes & Additions

Adding new or updated files to RID folder AFTER initial publication:

It is the responsibility of the Project Manager to notify MDOT RID Support to publish. See Letting_-_RID_Review.

RID Changes

1. If changes or updates are required to any of the files included in the RID after the initial publication (during advertisement or after project award), a project change index must be completed. The change index is located in the RID Changes tab of the RID_Index.xlsm. The index must include the original name as referenced in the initial index as well as the updated name and notes regarding the changes. a 'C-' is placed in front of the original name, and the date is revised to the new upload date. Copy and create a new RID Changes tab for each submitted change to the RID. For additional information, see the instructions in the RID_Index file.
2. File names shall include date of publication. Please see Chapter 3 for the file naming convention.
3. Email MDOT RID Support with 'RID Changes' in the subject to obtain access to the posted RID Index. Import the updated RID Changes Index to the RID Documents folder.
4. Once the RID Change Index and files are ready, email MDOT RID Support to post updated files to website. See State:_E-Proposal_RID_Publish for more details.

RID Additions

1. If any files are required to be added to the RID after the initial publication (during advertisement or after project award), a RID addition index must be completed. The additions index is located in the RID Additions tab of the RID_Index.xlsm. The index must include the file type and name similar to the original RID Index. Copy and create a new RID Additions tab for each submitted addition to the RID. For additional information, see the instructions in the RID_Index file.
2. File names shall include date of publication. Please see Chapter 3 for the file naming convention.
3. Email MDOT RID Support with 'RID Additions' in the subject to obtain access to the posted RID Index. Import the updated RID Additions Index to the RID Documents folder.
4. Once the RID Additions Index and files are ready, email MDOT RID Support to post updated files to website. See State:_E-Proposal_RID_Publish for more details.

Note: The RID Files added Post Award process is an interim solution pending upgrades to the eProposal Webpage.

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