Draft 6/24/2008

Digital Submissions of Contract Plans

and Specifications and the use of Digital
Signatures on Final PDF Engineering
Drawings
CTDOT is currently piloting the submission of contract plans and special provisions in
digital format. This document discusses the submission of Adobe PDF Contract Plans for
review during the design phase, the submission of Final Design Contract Plans with
Special Provisions, obtaining and applying Digital Signatures and Digital Signature
Security.

Questions or inquiries regarding the subject matter can be forwarded to the following
contacts:

William Pratt P.E.

william.pratt@po.state.ct.us
860.594.3320

Eric Bergeron
eric.bergeron@po.state.ct.us
860.594.3152

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Table of Contents

1.1 PREREQUISITES AND POLICIES................................................................................................ 3

1.2 Development of Adobe Acrobat PDF Contract Plans................................................................. 4

1.2.1 Preliminary Submissions ............................................................................................................. 4
1.2.2 Final Design Plans....................................................................................................................... 4
1.2.3 PDF Contract Plan Sheet Production........................................................................................... 4
1.2.4 Adobe Acrobat Version 8 PDF File vs. Adobe PDF Package..................................................... 5
1.2.5 Sheet Numbering in PDF File ..................................................................................................... 6
1.2.6 Splitting the Contract into Volumes ............................................................................................ 8
1.2.7 Converting a PDF File to a PDF Package ................................................................................. 11
1.2.8 Typical PDF Contract Sheet Naming ........................................................................................ 17
1.2.9 Creating the Digital Signature Fields ........................................................................................ 18
1.2.10 Manually placing the Digital Signature Fields using Adobe Acrobat .................................. 18

1.3 Digital ID’s and the Digital Signature Appearance................................................................... 20

1.3.1 Creating the Digital Signature Appearance ............................................................................... 20
1.3.2 Setting the Digital Signature Appearance.................................................................................. 21
1.3.3 Transmission of Public Key files for Digital Signature Validation Purposes............................ 24

1.4 Certifying and Digitally Signing the PDF Files ......................................................................... 26

1.5 Data Transmission and Mylar Back-Up – Original Contract Plans........................................ 32

1.6 Contract Plan Revisions (Addenda, Construction Orders and As-Builts) .............................. 37
1.6.1 CTDOT Revision Contract Sheet (for use on large projects) .................................................... 37
1.6.2 Addenda .................................................................................................................................... 43
1.6.3 Construction Orders .................................................................................................................. 46
1.6.4 As-Builts.................................................................................................................................... 47
1.6.5 Placing Notes on Existing PDF Contract Sheets ....................................................................... 47
1.6.6 Contract Sheet Naming of Added Sheets .................................................................................. 50
1.6.7 Inserting New Sheets into the PDF Package ............................................................................. 51
1.6.8 Final Checklist for Modifying Contract Plans........................................................................... 52

1.7 Development of PDF Contract Special Provisions (Internal DOT Staff Use Only)................ 53
1.7.1 Microsoft Word PDF Conversion Workflow ............................................................................ 53
1.7.2 Contract Specification Revisions (Addenda, Construction Orders and As-Builts) ................... 59

1.8 Digital Signature Validation........................................................................................................ 60

1.9 Future Publishing of Contract Documents ................................................................................ 61

1.10 Disclaimer – Digital ID Usage ..................................................................................................... 62

1.11 Using Digital Submissions with Legacy Projects....................................................................... 63

1.11.1 Reference: 1.2.5 Sheet Numbering in PDF File ................................................................... 63
1.11.2 Reference: 1.3.1 Creating the Digital Signature Appearance ............................................... 64
1.11.3 Reference: 1.4 Certifying and Digitally Signing the PDF Files............................................ 64
1.11.4 Reference: 1.6.1 CTDOT Revision Contract Sheet (for use on large projects) .................... 67

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1.1 PREREQUISITES AND POLICIES

1. At this time, only Adobe PDF file format for Final Design Plans can be
considered for use with Digital Signatures.
2. Standard Computer Aided Design (CAD) Applications shall conform to those
listed here http://www.ct.gov/dot/digitaldesign. It is recommended that
a workstation be set up for PDF generation with the most recent version of
Microstation XM and ProjectWise Plot Organizer to accommodate increased
performance enhancements from these applications. This solution will work
properly with legacy data from Microstation V8 and Microstation J.
3. This document is developed for CTDOT Projects that are developed using the
CTDOT 2007 DDE. Section 1.11 Using Digital Submissions with Legacy
Projects contains information on digital submissions of projects not conforming to
the CTDOT 2007 DDE. More information on the CTDOT 2007 DDE can be
found at the web site link above.
4. Adobe Acrobat Version 8.0, Reader 8.0 and versions beyond are the standard
applications for applying Digital Signatures.
5. A designated internal (CTDOT) data management system has been set-up which
will allow for retention, customizable security (protection) and data back-up.
Future uses of digital signatures other than what is contained in this version must
issue a revision to this document with approval from the Office of Legal Services.
The following table illustrates the approved servers at CTDOT designated for
preservation of digital signatures and project document integrity.
Table 0-1 Digital Signature Servers

Server Name: Data Type:

CTDOT_Projects on SH3DGS18 Project Data
ProjectWise Data Management Project Data
System
Digital Signatures on SH3DGS18 Storage of Public Keys
and Private Keys
(Internal Staff)

6. The use of Digital Signatures has been approved for use with digital submissions
of contract drawings as a pilot testing program. Results from this testing program
will aid in the development of this manual and CTDOT policy going forward.

7. The digital signatures must meet the specifications of Adobe’s Certified

Document Services. To purchase and install the application for applying the
Digital ID, navigate to Adobe’s Certified Document Services website click on:
http://www.adobe.com/security/partners_cds.html and select one of the venders
that are supplying the Digital ID’s. Once the digital ID and application are
installed on a client computer, the application places a public key certificate
issued from the Digital ID provider within the Windows Certificate Store (a
location on the client computer where Microsoft stores Digital ID information).
Adobe Acrobat and Reader access the Windows Certificate Store when signing
documents.
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1.2 DEVELOPMENT OF ADOBE ACROBAT PDF

CONTRACT PLANS

1.2.1 Preliminary Submissions

Preliminary Design submissions shall meet the following criteria:

• A completely searchable multi-page PDF File.

• Layer names that have been carried over from MicroStation level
structures.
• Each Contract Sheet shall be bookmarked with the Drawing Number
• Hyperlinks to major sections from the Index of Drawings.

1.2.2 Final Design Plans

All Final Design Plans, Addenda, Construction Orders and As-Builts shall meet the
following criteria:

• A completely searchable PDF Package that contains multiple digitally

signed and unsigned PDF contract sheet files. For more on a PDF
Package see 1.2.4 Adobe Acrobat Version 8 PDF File vs. Adobe PDF
Package
• Layer names that have been carried over from MicroStation level
structures. This requirement will be waived for plans that are “For
Information Only” and requiring scanning.
• Proper PDF contract sheet file naming (see 1.2.9 Typical PDF
Contract Sheet Naming).
• As Addenda, Construction Orders and As-Builts are completed a
consolidated set of contract sheets will be developed
• Hyperlinks to major sections from the Index of Drawings.

1.2.3 PDF Contract Plan Sheet Production

The Adobe PDF files described within this document have been exported from
Microstation in one of two methods.

• Microstation’s print function using a PDF.PLT file for outputting to PDF

• Or by using Bentley’s ProjectWise Plot Organizer (Recommended)

ProjectWise Plot Organizer has more power and the ability to run design scripts for
capturing additional data from CADD files.

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The workflow Creating Standard PDF Contract Sheets using ProjectWise Plot Organizer
located on CTDOT – 2007 Digital design Environment shows the fundamentals of
developing Adobe PDF Contract Sheet Files.

1.2.4 Adobe Acrobat Version 8 PDF File vs. Adobe PDF

Package

CTDOT has selected Adobe Acrobat’s PDF Packager for Final Design Plan submissions
to facilitate digital signatures and to allow delivery of Consolidated PDF Contract Plan
sets when issuing Addendums and Construction Orders.

Table 0-2 Adobe PDF File vs. Adobe PDF Package

Adobe PDF File
+ Will allow Page Numbering for
final Contract Sheet Numbering
+ Will work with Adobe’s Document
Compare for comparing Document
Submissions
+ Will work with Adobe’s Review
and Commenting session for online
collaborative reviewing of
submissions
− Will not allow adding files after
Digitally Signing
Adobe PDF Package
+ Combines Multiple PDF Files
+ Treats Files Independently
+ Allows Adding Files without
Invalidating Digital Signatures
− Does not Allow Page Numbering
Across Files
− Does not work with Adobe’s
Document Compare
− Does not work with Adobe’s
Review and Commenting session

Summarizing Table 0-2 Adobe PDF File vs. Adobe PDF Package above, the Adobe PDF
File has benefits until an Addendum or Construction Order is issued. With CTDOT’s
desire to issue Addenda and Construction Orders as consolidated sets (entire contract
including changes are reissued), the Adobe PDF Package benefits with the ability to add
Contract Sheets without invalidating other Digitally Signed sheets within the contract
document.

After the PDF File has been transformed to a PDF Package, each contract sheet is an
independent PDF file. The Package holds them together, similar to paper plan sheets
being bound together with staples.

The following graphic shows the timeline of contract plan development from preliminary
design through FDP (Final Design Plans) and into Construction. The graphic shows an
Adobe PDF File and it’s benefits being used up until FDP. At FDP and when the
contract sheets are required to be digitally signed, the Adobe PDF File will be converted
to an Adobe PDF Package. With this workflow, advantages can be achieved throughout
the life of the project.

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Figure 0-1 Contract Drawing Timeline

1.2.5 Sheet Numbering in PDF File

CTDOT has developed a recommended solution for the numbering of contract sheets. In
a CTDOT contract sheet there are two numbering systems.

The first is the Drawing Number. The Drawing Number is used to number subsets of the
contract and have a prefix describing the subset. For example PLN-1 is a Highway
Design Plan Sheet and S-1 is a Structure Sheet.

The second numbering system is the sheet numbering. This is a simple running total of
all contract sheets.

Figure 0-2 Contract Drawing Numbering and Sheet Numbering

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 Draft 6/24/2008
Although simple, this numbering can be very time consuming and difficult to predict. If
the contract requires an eleventh hour one or two sheet insertion, all sheets that fall after
the new sheet would need to be renumbered. It’s this reason that some designers wait as
long a s possible to start numbering.

In past CADD practices, the sheet number would purposely be left blank. When the lead
designer completed assembling all of their tracings or mylars, they would call in a drafter
to ink in all the sheet numbers. If a change happened after this procedure, it was quicker
to erase and ink again than to re-plot.

CTDOT has adopted the same ideas with the following contract sheet numbering
solution. From 1.2.4 Adobe Acrobat Version 8 PDF File vs. Adobe PDF Package and
Figure 0-1 Contract Drawing Timeline it is recommended that the contract sheets be kept
in a standard Adobe PDF file format until FDP submission. This solution considers the
assembly of the PDF contract sheets similar to that of the lead designer collecting their
tracings. Using Adobe’s “Document/Insert Page” or “Document/Extract Page”, it is easy
for the lead designer to take delivery of a subset of PDF contract sheets from each of the
disciplines involved in the project. They can then insert these pages as required, hence
assembling their contract set.

When the lead designer has completed assembly, they can use Adobe Acrobat’s
“Document/Header & Footer” to add a page number starting on sheet 2 (Title sheet is not
numbered). This method works well for preliminary submissions insuring reference
numbers for review comments. On large contracts, when the contract is split into
volumes, this same solution can work starting at a higher number for the 2nd volume.
When the Adobe PDF file is exported for the PDF Package and digital signing, the
Page numbers remain.

Page Numbering:

1. From PDF Contract File select “Document/Header & Footer/Add”

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Figure 0-3 Sheet Numbering

2. From “Update Header & Footer” dialog, place cursor in “Right Footer Text” and
click “Insert Page Numbering” button.
3. Select additional settings as shown above.
4. Page Numbering Format and Page Range Options are also used.
5. When sheets are inserted or deleted from the contract set, the “Document/Header
& Footer/Update” must be run to re establish proper sheet numbering.

1.2.6 Splitting the Contract into Volumes

When the prints for a set of contract drawings becomes difficult to handle due to it’s
weight and number of sheets, the contract is broken out into volumes. It is the
responsibility of the lead designer to determine the number of volumes, sheet count and
where the contract is split. When developing the volume count, consideration should be
made for handling of the plans during construction. Components of the project may be
required to stay together in a volume to keep from back and forth referencing across
volumes.
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The digital submissions should be managed with the identical project volume
development. A recommended maximum contract sheet count is three hundred (300)
contract drawings per volume. Depending on the content of the sheets, this could create a
PDF file or Package that is 75 – 350 megabytes. CTDOT wants to ensure smooth and
rapid transit of files across all networks. This recommendation could bewaived with
valid justification.

The submission of both PDF files (Design Submissions) and PDF Packages (Final Design
Plans) should contain no more than three hundred contract sheets per volume.

File Naming Conventions:

Submission Type Typical Filename

Design (PDF File) FD_60%_DD_0107_0188_Vol_1.pdf,
FD_60%_DD_0107_0188_Vol_2.pdf

Final (PDF Package) FD_FP_0107_0188_Vol_1.pdf,

FD_FP_ 0107_0188_Vol_2.pdf
Figure 0-4 Contract Volume Naming

Note: Submissions that are not broken down by volumes do not require the “Vol_1”
suffix. For more on File naming go to Appendix C in CTDOT – 2007 Digital design
Environment.

1.2.7 Linking the Index of Drawings

The index of drawings shall have links to the first sheet of each subject drawing. The
linking can be done within the PDF File or within the Microstation file. At this time, the
following Adobe Acrobat workflow will be used until further development for
Microstation linkages is completed.

1. From the Advanced Editing Tools, click on Link Tool.

Figure 0-5 Link Tool from Advanced Editing

2. Place a Rectangular Shape around the entire row describing the destination
sheet.

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Figure 0-6 Setting the Target

3. Set the following within the Create Link dialog box. When linking to a different
Volume, select “Open a File” below.

Figure 0-7 Create Link Settings

The next step requires scrolling to the destination sheet and clicking “Set Link”.

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Figure 0-8 Setting the Link

4. The link is now complete. Continue this process for the remaining sheets.

1.2.8 Converting a PDF File to a PDF Package

The application Relinkpdf.exe can be used to convert a multi page PDF file to a PDF
Package. The application was written by Bentley Systems for CTDOT as a means to
further the development of digital submissions with digital signatures. The application
passes the hyperlinks from within the multi page PDF to the extracted pages. It also
controls the naming of these extracted pages. The naming will be a combination of
SheetNo_DrawingNo see Figure 0-16 Contract Sheet Naming. The SheetNo can be set
within the Relink.bat file for multi volume projects. The DrawingNo is taken from the
bookmark within the PDF file (if it exists). This bookmark has been generated from Tag
data within the Title Block Tag data (Microstation file).

The executable file is a command line that is set with qualifiers in the Relink.bat file.
CTDOT_RelinkPDF.zip contains files and folders that should be extracted to a
\PDF_Link\ folder on a client or network computer. The workflow for using this
application is as follows:

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1. Extract CTDOT_RelinkPDF.zip to \PDF_Link\ folder on client or network

0-9 \PDF_Link Folder

2. Save Source PDF File as \PDF_Link\Source\Source.pdf

0-10 Source PDF Folder

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3. Extract all pages from Source.PDF to \PDF_Link\Extracted\

Figure 0-11 Extract Pages

4. Default sheet numbering starts at 1, If different (i.e. Volume 2), modify

\PDF_Link\Relink.bat (See readme_Bentley.txt)
5.

0-12 Sheet Number starting value

6. Double Click \PDF_Link\Relink.bat

7. Create PDF Package using all files in \PDF_Link\Output

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0-13 Output folder with renamed Contract Sheet Files

From Acrobat, package Output/Files into a PDF Package

8. Select “Combine Files”

0-14 Combine files from Acrobat

9. Select files from PDF_Link\Output folder with the options shown below and click
next

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0-15
10. Select the options shown below and click “Create”

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11. With successful completion of all files, save PDF Package with the proper naming
convention.

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After Packaging all files, all links from original PDF File (Source.pdf) should work
correctly.

1.2.9 Typical PDF Contract Sheet Naming

All Final Design PDF Plans used with digital signatures must be separate files that are
then added together in a PDF Package as shown in the previous section. The naming
conventions for each sheet within a PDF Package are as shown in Figure 0-16 Contract
Sheet Naming below:

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Figure 0-16 Contract Sheet Naming

1.2.10 Creating the Digital Signature Fields

Prior to digitally signing PDF contract plan sheets, a digital signature field in the pdf file
must be created. This field or fields can be created one of two ways.

The first and recommended method is to use ProjectWise Plot Organizer from Bentley
Inc to export the Microstation files to PDF format. This option will automatically create
the digital signature fields in the PDF file based on the placement of a Microstation
element along with a design script provided in CTDOT’s DDE.

For all Projects using the CTDOT 2007 DDE, the Digital Signature field is included as a
level within the CTDOT Border Cells. This level can be turned off when exporting PDF
files from ProjectWise Interplot Organizer for contract sheets not requiring a signature.

Assistance setting up CTDOT’s 2007 DDE can be found here:

http://www.ct.gov/dot/lib/dot/documents/deng/ctdot_dde_guide
.pdf#page=10

Assistance setting up ProjectWise Plot Organizer can be found

here:
http://www.ct.gov/dot/lib/dot/documents/deng/2007_step_by_s
tep_dde_install.pdf#page=7

Using ProjectWise Plot Organizer can be found on the Web

located here:
http://www.ct.gov/dot/lib/dot/documents/deng/2007_MSta_PDF
_Publishing.pdf

1.2.11 Manually placing the Digital Signature Fields

using Adobe Acrobat

The second is to manually place the digital signature fields using Adobe Acrobat
Professional.

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1. Using Adobe Acrobat Professional 8.0, place multiple signature form fields as
needed in designated areas by going to Tools>Forms>Digital Signature Tool.

Figure 0-17 Manually Placed Digital Signature Field

2. Upon the Placement of Digital Signature Fields, in the Signed Tab, you must
assure to mark as read-only the signature field you are placing by picking the
correct signature number. See below:

Figure 0-18 Manually Placed Digital Signature Field Properties

3. At this time, CTDOT is standardizing on Adobe Inc’s Certification Workflow

for Documents requiring Multiple Signers. This process is outlined in their
Digital Signature User Guide dated February 27th, 2007 and found at the
following hyperlink and located on page 75:
http://www.adobe.com/devnet/acrobat/pdfs/digsig_user_guide.pdf
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4. (Optional) Once your signature fields are present, Acrobat 8.0 users can
enable usage rights, so that users who have Adobe Reader 8.0 can now
digitally sign documents with approval signatures. Select Advanced>Enable
Usage Rights in Reader.

Figure 0-19 Usage Rights

1.3 DIGITAL ID’S AND THE DIGITAL SIGNATURE

APPEARANCE

Prior to advancing to this section, Prerequisite # 5 must be completed. See 1.1

Prerequisites.

1.3.1 Creating the Digital Signature Appearance

1. Scan an image of your existing signature over your PE Stamp. Crop the image so
that the image is approximately 400 pixels wide by 330 pixels high. Save the
image to an area on your PC or server, where you can easily access it for later use
in the signature set-up procedure. The image must be saved in PDF format.

Figure 0-20 P.E. Stamp and Signature

2. Scan an image of your existing signature alone. Crop the image so that the image
is approximately 400 pixels wide by 120 pixels high. Save the images to an area
on your PC or server, where you can easily access it for later use in the signature
set-up procedure. The image must be saved in PDF format.

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Figure 0-21 Signature

1.3.2 Setting the Digital Signature Appearance

1. In Acrobat, go to Edit > Preferences > Security. Check “Verify signatures when
the document is opened” and uncheck “View documents in preview document
mode when signing”.

Figure 0-22 Preferences

2. Select the “New” to create your digital signature appearance. On the next screen,
name your Appearance and import your graphic P.E. Stamp and Signature. In the
configure text selection, make sure Name and Date are checked. Select Ok when
complete. The same process can be followed to make a plain signature
appearance.

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Figure 0-23 Configure Signature Appearance

3. In the Preferences Dialog go to Advanced Preferences. Select options as shown
below in each tab:
4. Got to the Advanced Preferences within the Security Preferences and set the
following:

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Figure 0-24 Advanced Preferences

Figure 0-25 Advanced Preferences

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Figure 0-26 Windows Integration

5. For just a signature without the P.E. stamp, follow the same process, selecting the
signature image.

1.3.3 Transmission of Public Key files for Digital

Signature Validation Purposes

1. IT IS VERY IMPORTANT TO REMEMBER THAT IF A DIGITAL ID IS

LOST OR HAS BEEN REPLACED WITH A NEW ONE, CTDOT MUST
RECEIVE AN UPDATED PUBLIC KEY FILE. THE PROCEDURE FOR
TRANSMISSION OF THE PUBLIC KEY FILE IS DESCRIBED BELOW.

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2. After the creation of your digital ID and preferences, your Public Key Certificate
must be forwarded (emailed) to CTDOT for records and so that signatures can be
validated (optional). In Acrobat, go to Advanced>Security Settings. Select the
Export icon followed by selecting the Email the data to someone. Please note,
these actions do not forward any of your private (private key) information to
CTDOT.

Figure 0-27 Certificate Viewer

3. Address your email to CTDOT.DigSigs@po.state.ct.us as shown below.

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Figure 0-28 Emailing Public Key

1.4 CERTIFYING AND DIGITALLY SIGNING THE PDF

FILES

Prior to advancing to this section, Prerequisite # 5 must be completed. See 1.1

Prerequisites.

1. For any Title Sheet or other Contract Sheets that require multiple signatures,
the Prime Consultant Engineer or designated Project Manager must Certify
the PDF file with a Visible Signature first, followed by the remaining signing
of that sheet. This certifying process allows for the multiple signatures on
that one contract sheet without invalidating the prior.

2. To certify the Sheet, go to Advanced > Sign and Certify > Certify with
Visible Signature or right click within the signature field and click “Certify
with Visible Signature”. The figures below show an example of the typical
reason and appearance for a digital signature on a Title Sheet.

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Figure 0-29 Certify with visible Signature

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Figure 0-30 Certify with Visible Signature

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Figure 0-31 Digital Signature Pass-phrase

Additional signature fields Sign with “Certified with

to be signed using “Sign Visible Signature”
Document”

Figure 0-32 Title Sheet Signatures

3. Once the Sheet is certified, the additional approval signature fields can then be
signed by others using the “Sign Document” option. See the figure below.

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Figure 0-33 Signing a Document

5. Applying digital signatures to individual Structural Sheets, other appurtenance

sheets (i.e. Signing and Marking Plans) can be done by right clicking within
the digital signature field and selecting “Certify with Visible Signature”.
After signing, the software requests to save the document. The following two
images show a digital signature field and a completed signature for a contract
sheet developed by CTDOT staff (Note the signature appearance). The next
two images show a digital signature field and a completed signature for a
contract sheet developed by a Consultant Engineer (Note the PE stamp and
signature appearance).

Figure 0-34 Certify Document (State Designed Contract Sheet)

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Figure 0-35 Certified Document (State Designed Contract Sheet)

Figure 0-36 Certify Document (Consultant Designed Contract Sheet)

Figure 0-37 Certify Document (Consultant Designed Contract Sheet)

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1.5 DATA TRANSMISSION AND MYLAR BACK-UP –

ORIGINAL CONTRACT PLANS

1. The present acceptable means of transmitting electronic data is via DVD, CD or

FTP for Consultant designed projects. In the future, Bentley ProjectWise will
serve as the data management system designated to accept secure data
transmission via the web. Prior to this any submission of electronic files shall be
made to the Liaison Engineer for the project on the media stated above.

2. Final digitally signed contract plans transmitted to CTDOT should be named

appropriately (i.e. HW_FP_0107_0188.PDF) and transmitted to the
202_Design_Submissions folder. Upon receipt, CTDOT will consider the
submission an “official” original contract document. All files must use the
correct naming convention according to the Digital Design Environment Guide.
When verified and processing is complete, authorized CTDOT personnel will
move the plan set to the 101_Contract_Plans_PDF folder. Only certain
personnel from CTDOT will be able to view and copy these documents (read
only). Write access (no deletions) privileges will only be granted to the
Department’s Engineering Applications Section, Contract Development Unit and
the Contract Administration Unit.

3. Table 0-3 Contract Processing file naming and workflow for Contract Drawings
below shows the data flow for submission of FDP Plans, Addenda and
Construction Orders. The Table uses an example Discipline of HW and an
example project number 0107-0188.

Table 0-3 Contract Processing file naming and workflow for Contract Drawings
Data Proper Storage Location
Project Lead
Code

File File Naming Standard File Type for Both In-House Design
Discipline Description
Cate Examples Required and CE Design in
Designator
gory ProjectWise

Final Design Submission (Plans)

Final Design
n
Plans – Digitally PDF
HW or SB FDP / HW_FDP_0107_0188.PDF 202_Design_Submissions
Signed - from Package
a
Designer
FDP Reviewed
from Processing
n
going back to PDF
HW or SB FDP / HW_FDP_R_0107_0188.PDF 202_Design_Submissions
Designer (Sheets Package
a
requiring
Changes Only)
Design
Completion
n
Drawings from PDF
HW or SB DCD / HW_DCD_0107_0188.PDF 202_Design_Submissions
Designer Package
a
(Changed Sheets
Only)

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n
Final Plans from PDF
HW or SB FP / HW_FP_0107_0188.PDF 101_Contract Drawings
Processing Package
a

Addenda
Addenda from
n
Designer PDF
HW or SB DS / HW_DS_0107_0188_A1.PDF 202_Design_Submissions
(Changed Sheets Package
a
Only)
Addenda
Reviewed from
n
Processing going PDF
HW or SB DS / HW_DS_R_0107_0188_A1.PDF 202_Design_Submissions
back to Designer Package
a
(Sheets requiring
Changes Only)
Addenda Design
Completion
n
Drawings from PDF
HW or SB DS / HW_DCD_0107_0188_A1.PDF 202_Design_Submissions
Designer Package
a
(Changed Sheets
Only)
Final Plans from
n
Processing PDF
HW or SB FP / HW_FP_0107_0188_A1.PDF 101_Contract Drawings
including Package
a
Addendum No. 1

Construction Orders
Construction
n Order from
PDF
HW or SB DS / Designer HW_DS_0107_0188_CA.PDF 202_Design_Submissions
Package
a (Changed
Sheets Only)
Construction
Order
Reviewed from
Consultant
n
Liaison going PDF
HW or SB DS / HW_DS_R_0107_0188_ CA.PDF 202_Design_Submissions
back to Package
a
Designer
(Sheets
requiring
Changes Only)

Construction
Order Design
n Completion
PDF
HW or SB DCD / Drawings from HW_DCD_0107_0188_ CA.PDF 202_Design_Submissions
Package
a Designer
(Changed
Sheets Only)

Final Plans
from
n Engineering
PDF
HW or SB FP / Applications HW_FP_0107_0188_CA.PDF 101_Contract Drawings
Package
a including
Construction
Order A

4. Table 0-4 Contract Processing file naming and workflow for Contract Special
Provisions below shows the data flow for submission of FDP Special Provisions,
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Addenda and Construction Orders. The Table uses an example Discipline of HW
and an example project number 0107-0188.

Table 0-4 Contract Processing file naming and workflow for Contract Special Provisions
Data
Project Lead Proper Storage Location for
Code
File File Naming Standard File Type
Discipline Description Both In-House Design and CE
Cate Examples Required
Designator Design in ProjectWise
gory

Final Design Submission (Plans)

n
Final Specifications 0979003A CONSTRUCTION
n/a n/a / MS Word 202_Design_Submissions
- from Designer BARRICADE.doc
a
n
Final Specifications
HW or SB FS / HW_FS_DCD_0107_0188.PDF PDF File 303_Contract_Development
- from Processing
a
Final Specifications
n
- from Contracts –
HW or SB FS / HW_FS_0107_0188.PDF PDF File 102_Contract_Specifications_PDF
including wage
a
rates

Addenda
n Addenda from
0979003A CONSTRUCTION
n/a n/a / Designer (Changed MS Word 202_Design_Submissions
BARRICADE.doc
a Documents Only)
n Final Specifications
HW or SB FS / w/ Addenda – from HW_FS_0107_0188_A1.PDF PDF File 102_Contract_Specifications_PDF
a Processing

Construction Orders
Construction Order
n
from Designer 0979003A CONSTRUCTION
n/a n/a / MS Word 202_Design_Submissions
(Changed BARRICADE.doc
a
Documents Only)
Final Specifications
n w/ Construction
HW or SB FS / Order – from HW_FS_0107_0188_CA.PDF PDF File 102_Contract_Specifications_PDF
a Engineering
Applications

5. When a contract plan set is superseded by a consolidated contract plan set due to
an Addendum or Construction Order, the superseded files shall be moved to the
folder Superseded_Plans located under the folder 101_Contract_Plans_PDF
within the project container. The same holds true for any special provisions that
get superseded. This will be performed by either Engineering Applications or
Contract Development. The following images show examples of this:

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Submission of FDP -
Final Plans and
Digitally Signed and
Stamped Plans

Figure 0-38 Submission of Files

Construction Order C
issuance

Active Contract Plans

Figure 0-39 Final Contract Documents

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Figure 0-40 Superseded Plans Folder

Active Contract
Specs

Figure 0-41 Active Specs Folder

6. Once addendums are complete and an agreement with a Contractor has been
executed, a mylar copy of the PDF Contract Plans must be submitted to CTDOT
and filed at the Engineering Records Center at Pascone Place. Additionally, after
the project is completed, the previous Consolidated Contract Plan Mylar copy
must be disposed of and replaced with a Mylar copy that is printed from the PDF
Contract Plans that contains all Addenda, Construction Orders, and As-builts.
This is the responsibility of the Engineer of Record.
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1.6 CONTRACT PLAN REVISIONS (ADDENDA,

CONSTRUCTION ORDERS AND AS-BUILTS)

The Department has multiple guidelines on the issuance of Contract Revisions (Addenda,
Construction Orders and As-Built) plans. The following documentation follows those
guidelines with the exception that any changes due to Addendum or Construction Order
must trigger the re-transmission of a Consolidated PDF Plan Set file that is named
appropriately per Addendum, Construction Order or As-Built.

1.6.1 CTDOT Revision Contract Sheet (for use on

large projects)

The purpose of including this sheet is to allow more room for Contract Revisions
(Addenda and Construction Orders) on large projects and to eliminate the revisions on
the title sheet. This process will make it clearer for Engineers and Contractors to
distinguish revisions to contract drawings for projects requiring digital submissions. The
application also minimizes MicroStation PDF Publishing and takes advantage of Adobe
Acrobat Form fields.

This sheet much like the Title Sheet, will not be replaced every time a contract revision is
issued. If it were, there would be numerous revised sheets for every Contract Revision.
On a Contract Revision submission, the current Contract Revision Sheet (includes
previous revisions) shall be copied and modified to include the subject revision by the
Designer using Adobe Acrobat. This sheet shall be delivered to CTDOT for replacement
of that sheet within the contract set by CTDOT personnel.

On the CTDOT Revision Contract Sheet, form field tables can be filled interactively and
consecutively for each Contract Revision that occurs, while the sheet numbers can be
filled out as well. File naming, drawing numbers and sheet numbers on the revision sheet
should remain the same throughout the revision to maintain hyperlinks from the Index of
Drawings on the Title Sheet.

The CTDOT Revision Contract Sheet can be obtained here:

http://www.ct.gov/dot/lib/dot/documents/deng/ctdot_revision_sheet.pdf

For the CTDOT Revision Contract Sheet used for legacy projects, see 1.11.4 Reference:
1.6.1 CTDOT Revision Contract Sheet (for use on large projects)

1. Using Acrobat, select the Form Fields for editing via the Select Object tool
(Advanced Editing tools). Drag a window around the areas requiring
modifications.

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2. Right mouse click after you select the table and select properties. From the
General tab, unselect the Locked selection, then unselect the Read Only selection
and close.

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3. After Unlocking Form Fields, use the Select Tool or Hand Tool to modify or
insert text. When complete, redo steps 1 & 2, reselecting Read Only and Locked
settings for all Form Fields that were modified.

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4. After the Title block information is complete, modify the revision tables as
required. Note: Separate each set of revisions with a blank row. For example, all
revisions for Addendum 1 will be grouped together proceeded by a blank row,
then revisions for Addendum 2 would follow.

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5. When the modification is complete, use link tool to hyperlink the entire row to the
correct revision sheet with the settings shown below:

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6. Go to required contract sheet then click to “Set Link”.

1.6.2 Addenda
Title Sheet Revisions: When an addendum is required on a project, the Designer shall
complete a box on the original title sheet entitled "List of Drawing Revisions". This list shall
be cumulative. The Designer shall use Adobe Acrobat’s Text Box Tool within the
Commenting Tools to place a Text Box and the Select Tool (Arrow) to move and stretch the
Text Box. The Text Box should span across the four columns. The Properties Bar in
Acrobat is used to set the font to Arial, size to 12 and Color to Red. The Text Box itself
should be set to No Color and No border.

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Figure 0-42 Drawing Revisions

When the revisions are complete, a Link shall be set from the revision note to the Sheet that
has been added using the Link Tool.

Figure 0-43 Link Tool w/ Settings

The link shall encompass the entire revision note and have No Color and No Line settings.

New Sheets: Changes that require new sheets to be added to the project plans shall be
handled in one of two ways.

1. If the new sheet does not have to be placed in a specific location within the
project plans, the new sheet shall be numbered sequentially from the last sheet of
the project plans. The total number of sheets noted on the project plans stays the
same. A note shall be placed on the new sheet stating, "NEW SHEET ADDED
BY ADDENDUM NO."Y", where "Y" equals the addendum number. This note
shall be located directly above the title block. The revision block is not filled out
for an addendum.

2. If the designer determines that the new sheet must go in a specific location within
the project plans, the new sheet number shall be the number of the sheet it most
closely relates to followed by -1. For example, if the new drawing must be placed
in the project plans right after sheet 57, the new sheet shall be numbered 57-1.
The total number of sheets noted on the project plans stays the same. A note shall
be placed on the new sheet stating, "NEW SHEET ADDED BY ADDENDUM
NO. "Y", where "Y" equals the addendum number. This note shall be located
directly above the title block.

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In addition, the drawing number of the new sheet shall be the drawing number of
the sheet it most closely relates to followed by -1. For example, if the new
drawing must be placed in the project plans right after drawing number C-5, the
drawing number shall be C-5-1.

Revisions to Existing Plans: The original sheet shall not be modified with the exception
of the placement of a note stating "THIS SHEET REPLACED BY ADDENDUM NO.
"Y", where "Y" equals the addendum number. This note shall be located directly above
the title block.

The sheet number is not changed for an addendum.

The drawing number (C-1, A-2, S-1, etc.) is not changed for an addendum.

In an addendum, the revised sheet is considered to replace, in total, the original.

However, as in a Construction Order Request, areas of the sheet being revised are to be
clouded to highlight that portion(s) of the sheet being changed. Traffic signal, signing,
and pavement marking plans are the exception. These plans will not be clouded, the
information shown will be completely revised For such plans, the revised replacement
sheet(s) will contain a note stating “Construction Notes for Addendum.” This note will
describe the revision to draw potential bidders’ attention to the area of the plan that was
revised and the note will be clouded.

A note shall be placed on the replacement sheet simply stating "ADDENDUM NUMBER
"Y", where "Y" equals the addendum number. This note shall be located directly above
the title block.

The revision block is to be filled out for an addendum that is revising an existing sheet.
A numbered triangle will be placed within the clouded area and a like numbered triangle
will be placed in the revision block. The description in the revision block will reference
the addendum number.

If applicable, the approval block on the new PDF file shall be digitally signed. A
Professional Engineer or Architect shall digitally sign with their Stamp and Signature
appearance for new sheets when prepared by a Consultant.

If a sheet requires further revisions by a subsequent addendum, the addendum shall be

prepared, as detailed above, using a copy of the previously modified sheet (electronic
file). This procedure will result in changes made to a particular sheet being cumulative
and a record kept of all sheets issued at each stage.

Note: When preparing an Addendum that will change quantities on a project that
includes a "Detailed Estimate Sheet", never revise the "Detailed Estimate
Sheet." A "Detailed Estimate Sheet" is never included in an addendum. Also,
the "Quantities" box shown on the General Plan sheet for any structure is
never to be revised.

Deletion of Existing Plans: Plans that are deleted by addendum shall have a note on the
original sheet, stating "THIS SHEET DELETED BY ADDENDUM NO. "Y", where
"Y" equals the addendum number.
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1.6.3 Construction Orders

Title Sheet Revisions: Use the same procedures as 1.6.2 Addenda.

New Sheets: Changes that require new sheets to be added to the project plans shall be
handled in one of two ways.

3. If the new sheet does not have to be placed in a specific location within the
project plans, the new sheet shall be numbered sequentially from the last sheet of
the project plans. The total number of sheets noted on the project plans stays the
same. A note shall be placed on the new sheet stating, “NEW SHEET ADDED
BY CONSTRUCTION ORDER REQUEST – mmdd/yy” where “mm/dd/yy”
equals the month, day and year the change order request was submitted. This note
shall be located directly above the title block.

4. If the designer determines that the new sheet must go in a specific location within
the project plans, the new sheet number shall be the number of the sheet it most
closely relates to followed by -1. For example, if the new drawing must be placed
in the project plans right after sheet 57, the new sheet shall be numbered 57-1.
The total number of sheets noted on the project plans stays the same. A note shall
be placed on the new sheet stating, “NEW SHEET ADDED BY
CONSTRUCTION ORDER REQUEST – mm/dd/yy” where “mm/dd/yy” equals
the month, day and year the change order request was submitted. This note shall
be located directly above the title block.

In addition, the drawing number of the new sheet shall be the drawing number of
the sheet it most closely relates to followed by -1. For example, if the new
drawing must be placed in the project plans right after drawing number C-5, the
drawing number shall be C-5-1.

Revisions to Existing Sheets: The original sheets shall not be altered with the exception
of the placement of the following note stating, “FOR REVISIONS OF
CONSTRUCTION ORDER REQUEST – mm/dd/yy, SEE SHEET NO. XXA”. This
note shall be located directly above the title block. The original sheets need not be
printed and issued with the Construction Order Request.

The revised sheets shall be made from a copy of the CADD file and edited as follows.
The sheets shall be like-numbered and include a letter designation to indicate a revised
sheet. For example, a revision to Sheet No. 23 shall be numbered 23A for the first
construction order request affecting that sheet, 23B for the second, etc.

In addition, the drawing number shall be changed to reflect a construction order affecting
that sheet. For example, C-1 becomes C-1A, then C-1B, etc. each time that sheet is
affected by a construction order request.

Areas of the drawing changed with each revision shall be clouded and the appropriate
revision number shall be placed in a triangle next tot he clouded area. This shall coincide
with the information supplied in the revision block.

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Any details to be deleted shall be crossed out with an “X” on the revised sheet. Details
shown on the original PDF Contract Sheet, but no longer required, shall not be deleted on
the revised mylar or from the CADD file, but shall be crossed out. Also, as indicated
earlier, under no circumstances should the original PDF Contract Sheet be altered, except
as noted above. Engineering judgement must be used to produce clear and concise
information for the Contractor.

The revised sheet shall have a note stating, “REVISED BY CONSTRUCTIN ORDER
REQUEST – mm/dd/yy”, where “mm/dd/yy” equals the month, day and year the change
order request was submitted. This note shall be located directly above the title block.

The revision block shall be filled out indicating the revision number, date, and a
description of the changes. The revision number is specific to a particular sheet and is a
numerical tracking of the number of successive changes made to a particular sheet. All
changes made to a particular sheet under the same construction order request will have
the same revision number.

If applicable, the approval block on the new PDF file shall be digitally signed. A
Professional Engineer or Architect shall digitally sign with their Stamp and Signature
appearance for new sheets when prepared by a Consultant.

1.6.4 As-Builts
As stated in CTDOT’s Construction Manual chapter 1-327 “Final Revisions of Plans and
Cross Sections (As-Builts)”, it is the responsibility of either the Contracting Engineers
(Consultant Inspection) or State Forces (Office of Construction) to perform final
revisions of Contract Plans (As-Builts).

The current PDF Contract Plans (Including all Addenda and Construction Orders) shall
be obtained by the party responsible and the As-Built information placed directly on the
Contract PDF files. The Adobe Acrobat Commenting Tools shall be used to perform this
procedure.

When a new sheet is required to accommodate an As-Built, the procedure shall follow the
same procedures as 1.6.3 Construction Orders, except the notes would state for As-Built
purposes. See Table 0-5 Modifications to Existing Sheets by Addendum, Construction
Orders and As-Builts

When the placement of As-Built information is complete, the PDF Contract file shall be
submitted back to Engineering Applications for placement in the project storage location.
A future document management system will replace the submission process.

1.6.5 Placing Notes on Existing PDF Contract Sheets

When Contract Sheets are being replaced by Addenda or Construction Order, the
placement of the notes on existing PDF contract sheets can be accomplished with the use
of an Acrobat Custom Stamp. The Stamp crosses out the sheet and places a text box
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above the title block. The stamp is named CTDOT_Plan_Stamp.pdf and is located at
http://www.ct.gov/dot/lib/dot/documents/deng/ctdot_plan_stamp.pdf.

Table 0-5 Modifications to Existing Sheets by Addendum, Construction Orders and As-
Builts below show the list of notes for applying to existing PDF Contract Sheets. These
notes should be used when placing the CTDOT_Plan_Stamp.pdf stamp.

Table 0-5 Modifications to Existing Sheets by Addendum, Construction Orders and As-Builts

Addendum Notes Description of Use

THIS SHEET REPLACED BY The revised sheet is considered to
ADDENDUM NO. Y replace, in total, the original sheet.
THIS SHEET DELETED BY Sheet is deleted by Addendum.
ADDENDUM NO. Y

Construction Order Notes Description of Use

FOR REVISIONS OF CONSTRUCTION
ORDER REQUEST – mm/dd/yy, SEE
SHEET NO. XXA
THIS SHEET REPLACED BY
CONSTRUCTION ORDER REQUEST –
mm/dd/yy, SEE SHEET NO. XXA
Construction Order Notes
VOIDED BY CONSTRUCTION ORDER
REQUEST – mm/dd/yy
Used for revisions to existing sheets.
Changes must be noted only on the
revised sheet.
Used for replacement of existing sheets.
Description of Use
Use this for voiding of existing sheets.

As-Built Notes Description of Use

THIS SHEET REVISED BY AS-BUILT, Used when a new sheet is issued to
SEE SHEET NO. XX-1 document As-Built Conditions.

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Figure 0-44 Typical Sheet Replaced by Addendum 1

Figure 0-45 CTDOT_Plan_Stamp.pdf

Placing the Custom Stamp:

1. Download the CTDOT_Plan_Stamp.pdf to C:\Documents and

Settings\User\Application Data\Adobe\Acrobat\8.0\Stamps\. With the “User”
folder being the current user’s login Username.

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Figure 0-46 Stamps

2. As shown above, the Addendum_and_CO_Stamp under CTDOT_Stamps is now

available to place under the stamps tool.

3. Place stamp in correct location, then fill in the dialog box with the correct text as
required. If a mistake has been made, right click, delete and place again. After
stamp is located correctly, right-click stamp and select properties. From Stamp
Properties dialog, select “Locked”.

1.6.6 Contract Sheet Naming of Added Sheets

Addendum and Construction Order PDF Package naming conventions shall follow the
same conventions for the added suffixes as shown in Appendix C of the 2007 CTDOT
DDE. Files inside of the PDF package should be named according to Figure 0-47
Addendums and Construction Order Naming .

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Figure 0-47 Addendums and Construction Order Naming

1.6.7 Inserting New Sheets into the PDF Package

In order to insert sheets for an Addendum, Construction Order, or As-built, right mouse
click the file listing and select Add File(s). Right mouse click the file listing and resort
based on name twice or until file listing is in correct including added contract sheets.
Then save the package name appropriately. See 1.6.2 Addenda and 1.6.3 Construction
Orders for required notes. For appropriate naming see 1.6.6 Contract Sheet Naming of
Added Sheets. See Figure 0-48 Add Files to PDF Plan Set below.
.

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Figure 0-48 Add Files to PDF Plan Set

1.6.8 Final Checklist for Modifying Contract Plans

√ Identifying Location within Contract Plans for added Sheets

√ Modifying Title Sheet (from Adobe Acrobat) Indicating Revisions
√ Modifying Existing Sheets (from Adobe Acrobat) Indicating Change
√ Inserting New Sheets w/ Digital Signatures when Required

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1.7 DEVELOPMENT OF PDF CONTRACT SPECIAL

PROVISIONS (INTERNAL DOT STAFF USE ONLY)

The Contract Special Provisions shall conform to the following at the DCD (Design
Completion Date):

• A completely searchable PDF file. It is understood that some scanning

of documents (i.e. permits) may be required. .The portion of the PDF
file containing these documents will not be searchable.
• Bookmarks based on Item # and major section (i.e. Permits/Wage
Rates).
• Applied Adobe Document Security.

1.7.1 Microsoft Word PDF Conversion Workflow

The following steps outline the procedures required to generate secure final PDF Special
Provisions and/or Specifications. The development and submission (naming conventions
etc.) of special provisions and specifications is discussed in the Department’s Digital
Design Environment Guide. This workflow is intended for CTDOT’s internal staff
(Contract Development and Contract Administration) that are involved with the creation
of final special provisions and specifications and starts when a contract is properly
assembled using the Department’s Contract Assembler application.

1. Within Microsoft Word, go to Tools > Track Changes. Be sure that Final is
selected in the view of the toolbar. If Final is not selected, a PDF will be created
with all the correction notations.

2. In Microsoft Word, go to Adobe PDF>Change Conversion Settings. Assure that

the following settings have been checked.

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Figure 0-49 MS Word/PDF Conversion Settings

3. Next, go to the Security tab and verify that no security settings are selected.
Detailed security procedures will be described later. See figure below.

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Figure 0-50 Security Settings of PDF

4. In the Word tab, be sure the following settings in the figure below are selected:

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Figure 0-51 Additional Settings

5. In the Bookmarks tab, be sure to uncheck everything except SpecHead1. By
selecting SpecHead1 Acrobat will automatically generate bookmarks for the
document. See figure below.

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Figure 0-52 Bookmarks

6. The process for generating a typical 800-900 page word document, could take up
to 5 minutes to process.

7. Once the PDF is generated, applicable permits should be scanned to PDF and
inserted into the document. In Adobe Acrobat go to Document > Insert Pages,
then navigate to your scanned file. See below:

Figure 0-53 Inserting PDF Documents

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8. Once the permits have been inserted, the PDF file should be named correctly
(Digital Design Environment Guide) moved to the 102_Contract_Specifications
sub-folder of the project container. See figure below: At that point, additional
boiler plate and variable contract documents (i.e. wage rates, executive orders
etc.) must be inserted (See Figure 0-53 Inserting PDF Documents) into the PDF
document by Contract Administration using Adobe Acrobat. The method used to
create PDF’s from those documents can vary between scanning them with OCR
(Optical Character Recognition) capability and generating PDF’s directly from
web page content. Figure 0-55 Web PDF below describes a quick tip on how to
create a PDF from a webpage. Creating a PDF from a webpage takes a snapshot
in time of the document and does not create a link to an active page.

Location of Final PDF

Specifications

Figure 0-54 Specification Storage Location

Use this button to

convert a
webpage to a PDF
Document.
Federal Wage
Rate Site used as
Figure 0-55 Web PDF an example.

9. Once Contract Development and Contract Administration has completed inserting

the required documents, the Contract Specifications are ready for publishing.

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1.7.2 Contract Specification Revisions (Addenda,
Construction Orders and As-Builts)

Addenda and Construction Orders that affect the specifications/special provisions should
be issued in PDF format in the same manner as present paper delivery methods.
.
1. At contract award, all Addenda shall be inserted into the front of document
(current practice) and a new Adobe PDF Document will be issued for use during
construction.

2. At project completion, any Construction Orders requiring specification/special

provision revisions are to be consolidated within the current PDF file similar to
Addenda.

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1.8 DIGITAL SIGNATURE VALIDATION

The use of Digital ID’s and Digital Signatures will allow CTDOT to automatically verify
the authenticity and non repudiation of digital signatures. Adobe Acrobat’s Long Term
Validation feature will provide verification even if the Certificate Authority (CA) goes
out of business or the Digital ID’s owner retires his or her account.

Alternatively, users can validate signatures by right mouse-clicking an existing signature

and selecting validate signature. Once in the Signature Properties Dialogue, select Show
Certificate. In the Certificate Viewer select the Trust Tab > Add to Trusted Identities
followed by the Ok button. Again, in the Signatures Properties Screen, select Validate
Signature.

In the circumstances where someone or an organization has questioned the identity of

someone’s digital ID and does not trust the validation process described above, it is
possible for CTDOT to determine if a document signature is authentic. Simply stated, a
user would have to compare the Public Key Hash that was emailed to CTDOT in the
signature set-up process to the same Public Key Hash that was included in the document.

Originalent.
Submitted
Public Key is located Digitally Signed
on CTDOT Server Documents contain
SH3DGS18 the Same Public
Key Hashes that
were originally
submitted.

Figure 0-56 Digital Signature

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1.9 FUTURE PUBLISHING OF CONTRACT DOCUMENTS

At this time, the only alternative to paper publishing is to publish and distribute the
Digital PDF contracts using DVD’s. In the future, when the Department has worked out
a process to advertise through DAS’s web portal or a possible third party web portal is
ready to advertise electronic documents, there will be a need to define publishing security
parameters in the terms of the type of project being advertised.

The below table has been developed to detail possible security levels for types of projects
and methods of publishing. In the future, the security levels will need to be denoted on
Contract Plans prior to advertising. Table 0-6 Project Security Levels represents a table of
the possible security levels.

Table 0-6 Project Security Levels

Security Level Project Type Publishing Method

Airport or High
Level 1 - High Occupancy/Threshold In-House Plan Estimating
Facility Project
Typical Roadway,
Level 2 -
Traffic, Drainage or Secure Web Access or DVD
Medium
Bridge Project
Level 3 - Low Roadway Resurfacing DAS Portal

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1.10 DISCLAIMER – DIGITAL ID USAGE

External users (i.e. Selected Consultant Engineers) must obtain a “My Credentials”
digital id and certificate from GeoTrust / VeriSign Inc. as described in the Digital
Signature, Security, and Submission Procedures. CTDOT assumes no responsibility for
lost digital ids and certificates or for reimbursing external users for the subscription costs
related to purchasing a digital id and certificate. Should a digital id be lost, external users
must contact their Digital ID provider immediately. Once the provider reissues a new
digital id or a new certificate for any reason, external users must resubmit their public key
certificate to CTDOT as outlined above: 1.3.3 Transmission of Public Key files for
Digital Signature Validation Purposes.

CTDOT and the Consultant Engineer firm agree to give full force and effect to contract
drawings or other documents that CTDOT requires to be submitted as a digitally signed
and certified Adobe Acrobat PDF document, using a VeriSign CDS certificate
and attaching an image of the PE signature and seal to the Digital ID file to accompany
the digital signature. With respect to specified CTDOT projects, CTDOT and the
Consultant Engineer firm agree that this procedure is acceptable and renders documents
signed and sealed by the Consultant Engineer PE. However, this does not serve as
authorization for the general use of this procedure by Consultant Engineer firms and/or
PEs with respect to any other clients and/or documents. Outside the CTDOT procedure,
any use of CDS certificates and digital signatures by Consultant Engineer firms and/or
PEs is done so at their own discretion and risk.

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1.11 USING DIGITAL SUBMISSIONS WITH LEGACY

PROJECTS

1.11.1 Reference: 1.2.5 Sheet Numbering in PDF File

Replace Figure 0-3 Sheet Numbering with:

Figure 0-57 Sheet Numbering

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1.11.2 Reference: 1.3.1 Creating the Digital Signature
Appearance

Replace Figure 0-23 Configure Signature Appearance with

Figure 0-58 Configure Signature Appearance w/out Text

1.11.3 Reference: 1.4 Certifying and Digitally Signing

the PDF Files

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Replace Figure 0-30 Certify with Visible Signature with:

Figure 0-59 Certify Document

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Replace Figure 0-34 Certify Document (State Designed Contract Sheet) with

Figure 0-60 Certify Document (State Designed Contract Sheet)

Replace Figure 0-35 Certified Document (State Designed Contract Sheet) with:

Figure 0-61 Certify Document (State Designed Contract Sheet)

Replace Figure 0-36 Certify Document (Consultant Designed Contract Sheet) with:

Figure 0-62 Certify Document (Consultant Designed Contract Sheet)

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Replace Figure 0-37 Certify Document (Consultant Designed Contract Sheet) with :

Figure 0-63 Certify Document (Consultant Designed Contract Sheet)

1.11.4 Reference: 1.6.1 CTDOT Revision Contract

Sheet (for use on large projects)

The CTDOT Revision Contract Sheet for legacy projects can be obtained here:
http://www.ct.gov/dot/lib/dot/documents/deng/ctdot_revision_sheet_2006.pdf

For working directions, see similar application 1.6.1 CTDOT Revision Contract Sheet
(for use on large projects).

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