Chapter 5 - RID Process

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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
FPC
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.

A short video outlining the file locations in ProjectWise for the RID process detailed below can be accessed here: RID Locations in ProjectWise


5.1 RID Deliverables

Figure 5.1.1 Location of RID Index within Supporting Documents - Milestone Forms Set in ProjectWise

Joint RID Review Checklist and Index

Joint RID Review Checklist and Index.xlsm is an Excel file that contains a list of all the items submitted (RID Index) to be checked in a RID Review (RID Review Checklist). 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 Joint RID Review Checklist and Index needs to 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 Index is part of 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 FPC 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 sheet must be submitted with the RID zip files for publication and placed in Supporting Documents > 6-Letting Plans and Proposal > RID Documents .

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

Figure 5.1.2 Location of RID Review Checklist within Supporting Documents - Milestone Forms Set in ProjectWise

RID_Review.dgn File

RID Naming Convention

The purpose of the RID Review.dgn file 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 geographically appropriate 3D MDOT Seed File and must reference all DGN files that are listed in the Joint RID Review Checklist and Index. 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 Joint 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 5.1.3 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
  • Joint RID Review Checklist and 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 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 file. 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 file.

FPC

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

Figure 5.2.2 Location of FPC 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
  • Joint RID Review Checklist and 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_FPC 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 RID Index tab from the Joint RID Review and Index 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.
  • Joint RID Review Checklist and Index (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.

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5.3 RID Changes and Additions

Adding new or updated files to RID folder after the initial publication:

Note: It is the responsibility of the Project Manager to notify MDOT RID Support to publish (See [Letting - RID Review])

RID Changes

If changes or updates are made to any of the files included in the RID after the initial publication:

  • A Project Change Index must be completed by following the instructions found on the "RID Changes" tab in the Joint RID Review Checklist and Index.xlsm Excel file. Copy and create a new RID Changes tab for each submitted change to the RID.
  • The Change Index must include the original name of the file (as referenced in the original RID Index), the updated name, and notes regarding what has been changed
  • A "C-" must be placed at the beginning of the new file's name, and the date contained in the file name must be revised to show the new upload date. See Chapter 3 for more details on the file naming convention.
  • 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.
  • Once the RID Change Index and files are ready, email MDOT RID Support to post updated files to the eProposal website. See [1] for more details.
  • A Notice To Bidders (NTB) should be submitted, identifying the files that have been changed.

RID Additions

If any files must be added to the RID after the initial publication, a RID Addition Index must be completed. This would also apply to adding files requested by the contractor after letting.

Copy and create a new RID Additions tab for each submitted addition to the RID.
  • The new files should be placed in a zip file, containing only the new additions to the RID. The new files should follow the same naming convention as the old files, with the date referring to the new upload date.
See Chapter 3 for more details on the file naming convention.
  • 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.
  • Once the RID Change Index and files are ready, email MDOT RID Support to post updated files to the eProposal website.

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