3.1 Electronic Deliverable Requirements
Each project submission will include delivery of electronic files of the project documents for use by the MDOT MAA and incorporation into the AIRPortal database. The database structure mandates that the format of delivered electronic media shall be strictly adhered to. This section serves to outline the requirements and the formats for delivery of Architectural, Engineering, and Construction documents, as well as any document, which is submitted electronically to MDOT MAA’s Office of Engineering & Construction for archiving purposes.
Refer to PEGS V1, AIRPortal.
3.1.1 General Electronic Deliverable Requirements
PDF documents submitted to MDOT MAA shall have pages rotated for on-screen readability regardless of page orientation in the hard copy submission.
Electronic deliverables outlined in PEGS V2, Chapter 2 Design Procedures that are not reports or specifications (i.e. meeting minutes, Final Task Files, etc.) will be delivered to the MDOT MAA Project Manager as described in PEGS V2, Chapter 2.1 Phase I Studies Programming and Schematic Design.
Documents identified as SSI will be submitted via ADM and will follow the standard MDOT MAA naming conventions outlined in Section 3.3 Standard File Naming Conventions.
3.1.1.1 Deliverables via CDs/DVDs
A. Electronic copies of documents provided to MDOT MAA on CD or DVD shall be with the session closed to ensure maximum cross platform readability.
B. Documents shall be provided in Adobe pdf format, noting the following guidelines:
1. Resolution of scanned documents shall not be less than 200 dpi and must enable reproduction of the original document without loss of clarity and definition.
2. Color pages and large size inserts must be scanned to enable the reproduction of the document in its original form, as part of the main document.
3. PDF Portfolios are not acceptable.
C. Submitted electronic files should not be compressed. (i.e. ZIP) unless otherwise noted.
D. Each CD will include a CD label with the information in the Sample CD/DVD Disk Label below. Word files for the standard CD label are provided on AIRPortal, or click the following link to download the label directly:
Sample CD/DVD Disk Label
3.1.1.2 Folder Structure on CDs/DVDs
Files shall be organized into the following folder and file structure for submittal to MDOT MAA. This folder and file structure shall be considered standard and the Consultant shall not alter the folder names or add/delete folders without the written permission of the MDOT MAA Archivist. Document file names within the folder structure shall also be considered a standard with the exception of the individual drawing names, which shall be developed in accordance with the drawing file naming convention contained in Chapter 3.3 Standard File Naming Conventions.
Standard Project Folder Structure
01_Instructions to Bidders
Consultants shall copy the Link to Adobe Reader and Terms and Conditions from AIRPortal. The Consultant shall not make modifications to these documents.
02_Standard Provisions
Consultants shall copy the latest version of the General Provisions and Special Provisions from the MDOT-MAA Standard Provisions for Construction Contracts. The Consultant shall not make modifications to these documents.
03_Technical Provisions
This folder will contain one (1) pdf file for each volume of the Technical Provisions provided by the Consultant.
i. Volume 1 – Technical Provisions contains the following:
PART I. General Information
PART II. Technical Specifications
PART III. Wage Rates
ii. Volume 2 - Technical Provisions contains:
PART IV. Bid Forms (documents to be water-marked “NOT FOR BIDDING PURPOSES” on 60%, 100% submissions)
04_Contract Drawings – Individual
This folder will contain individual project drawings in pdf format. See Section 3.3 Standard File Naming Conventions for file naming requirements.
05_Contract Drawings – Combined
This folder will contain a combined set of drawings (one single file). See Section 3.3 Standard File Naming Conventions for file naming requirements.
06_Sensitive Security Information
This folder will contain any drawings or specifications containing SSI. See Section 3.1.2 Electronic documents containing Sensitive Security Information (SSI) for more detail on how to prepare documents in this section.
07_Addenda
This folder for Conformed CD shall contain a copy of each addendum issued during the project’s procurement phase.
08_Reports
This folder shall contain all reports prepared during the life of the project, such as the Design Report, Stormwater Management Report, Geotechnical Report, Environmental Assessment, Hazardous Material Report, etc. See Section 3.3 Standard File Naming Conventions for file naming requirements.
09_Cost Estimate
This folder will contain the Engineer’s Estimate of construction and program costs for the project at each design submission. Consultant shall use the Construction Cost Estimating Template described in PEGS V1, Chapter 3.5 Cost Estimating. This folder is omitted on the Bid, Conformed, and Record CDs.
Note: Bid Document requirements may vary slightly for each method of procurement. Refer to the Procurement Templates posted in AIRPortal under General > PEGS Reference Documents for more information on the requirements for each procurement type.
3.1.2 Electronic Deliverables Containing Sensitive Security Information (SSI)
On projects containing SSI, the Consultant shall develop the drawings and specifications in accordance with PEGS V7, Chapter 1.3 Management of Sensitive Security Information (SSI) with the following additional requirements for the preparation of the electronic SSI documents:
A. The Consultant shall prepare two distinct CD/DVD’s for any project containing SSI: one containing only non-SSI content and one containing only SSI content. Both CD/DVD’s shall follow the format described in Section 3.1.1.2 Folder Structure on CDs/DVDs.
B. Non-SSI CD/DVD: This disk shall contain all non-SSI information only. The following “SSI Notice” shall be included on the non-SSI disk as a substitute for each SSI document. The intent of the SSI Notice is to direct the user to the disk containing SSI. This requirement shall apply to CAD and non-CAD deliverables. Because there is no SSI content on this disk, the SSI identification statement shown on the sample CD/DVD label in Section 3.1.1.1 Deliverables via CDs/DVDs shall be deleted.
C. SSI CD/DVD: This disk shall contain all SSI information only. The files and folder structure shall be compressed in a “.zip” file. The “.zip” file shall be password protected. The SSI CD/DVD shall contain this password protected “.zip” file. See PEGS V7, Chapter 1.3.3.7 Transmission of SSI for password requirements. The CD/DVD label for this disk must contain the required SSI identification statement in accordance with Section 3.2 Deliverables by Design Phase. See sample CD/DVD label in Section 3.1.1.1 Deliverables via CDs/DVDs.
D. SSI CD/DVD: Reports/Studies containing SSI shall be password protected even if the report also contains non-SSI information.
E. When submitting files through the AIRPortal Document Manager (ADM) application, SSI files shall not be password protected. ADM will automatically detect and mark files as SSI based on the file names. See Section 3.3 Standard File Naming Conventions for file naming requirements.
SSI Notice