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City of Nanaimo Approved Products List

The Approved Product List (APL) was revised November 2016.

The APL is supplemental to the Manual of Engineering Standards and Specifications (MOESS). It lists all municipal infrastructure products approved for use within the City. It cross-references each section number in the MOESS, where the particular product is specified.

All updates and inquiries are coordinated through the Engineering Department, addressed to the Engineering Services Technologist within the Infrastructure Planning Group at:

Phone: 250-755-4409

Fax: 250-755-4403

Email: engineeringinfo@nanaimo.ca

The Engineering Services Technologist maintains the Approved Product List, coordinates the product review process and is the supplier and/or manufacturer contact for the City of Nanaimo.

The City of Nanaimo is planning to conduct a review of the entire APL product review program and will not be processing vendor initiated applications at this time.

Vendors that submit complete applications will be held in a queue until such time that the program is started back up again. The timeline for this review may include the rest of 2017.  

The following explains the Product Approval Process and includes information on:

  • Approved Products List
  • Material Review Committee
  • Product Review Process 
  • Product Awareness
  • 1. First Stage - Product Review
  • 2. Second Stage - Product Review
  • Maintenance

The following flow chart highlights the Approved Products List Product Review Process.

Approved Products List

Products that are approved for use by the Material Review Committee (MRC) in City-owned municipal infrastructure are contained in the APL. Specifications for these products are generally contained in the MOESS which forms the basis for the APL index. Some products contained in the APL will not be specified in the MOESS, but if appropriate, will be specified in a future revision.

Copies of the APL are available from the Engineering Department and can be downloaded at the top of the page.

Material Review Committee

The function of the MRC is to review the submission of new products which fall under the scope of the MOESS, (Schedule "A" of the Subdivision Control Bylaw) on behalf of the Director of Engineering and Public Works. The MRC also reviews the acceptability of previously approved products on a periodic basis.

The structure of the MRC allows input from all the divisions of the Engineering and Public Works Department as well as input from the Purchasing and Stores Department, the Development Services Department and the Parks Recreation and Environment Department. Currently the MRC consists of ten members from City staff as follows:

  • Engineering Services (2)
  • Engineering Design (1)
  • Construction (1)
  • Public Works (3)
  • Purchasing and Stores (1)
  • Development Services (1)
  • Parks, Recreation and Environment (1)

Other interested City staff, which are not sitting on the MRC, may become involved in the Product Review Process for specific products that are of interest to them.

Meetings and product reviews are scheduled, as is required, to best utilize the MRC members' time and availability. Meetings and product reviews will be scheduled on a semi-annual basis (January and/or September) or as deemed necessary by the Engineering Department.

All inquiries, questions or requests for product reviews should be addressed to the Engineering Services Technologist.

PRODUCT REVIEW PROCESS

The product review process considers all products that can / or are used within the City owned infrastructure, under Product Awareness or Product Review.

1. Product Awareness is where applicants have the opportunity to share the product information for specialized (non-general) use products with City of Nanaimo staff.

2. Product Review is where applicants submit a product review application package for potential acceptance on the APL as a general use product.

The following flow chart highlights the Approved Products List Product - Review Process.

Initiation of Product Review Application

To initiate a product review request, complete and submit a Product Review Application to the Engineering Services Technologist. This can be done by City staff, consultants, sales representatives or other interested parties. Please submit one application package per product.

Each Product Review Application must contain a Product Review Request Form. This form summarizes the application.

Copies of the Product Review Request Form are available from the Engineering Department and can be downloaded from this page:

Applications should include hard copies for the file and digital format to email to the MRC of the following:

  • Product Certificate of Compliance (i.e. CSA, ASTM, AWWA …)
  • List of references with contact information.
  • Product standards and specifications.
  • Company and product sustainability.
  • Company and product history.
  • Product benefits for the City of Nanaimo.
  • Product maintenance, training, or equipment requirements.
  • Product (and part) availability.
  • Product costs for supply and maintenance.

It is requested that a summary be provided on how the company operates in a sustainable manner, as well as how the product submitted for review is produced and contributes to sustainability. This can be included in a letter along with the company and product history, and the list of benefits and reasons the City of Nanaimo should use the product.

A full Product Review Application must be completed and submitted to the Engineering Services Technologist. Only complete applications will continue the review process and be reviewed by the MRC.

Product Awareness

The Product Awareness process invites all interested and pertinent City staff to review the applications for interesting products that are not relevant to the APL or MoESS. The information is shared for consideration and awareness of the products, the manufacturer, and / or the supplier for future case by case projects where the product may be applicable.

The need for product demonstration or sample may be determined by sales representatives to better promote their product, or may be at the request of the MRC to gain a better understanding of the product.

All costs associated with the supply and delivery of the product will be incurred by the supplier. No reimbursement will be provided for a product.

Following the Product Presentation and/or Product Awareness application package, the information will be added to the centrally located digital Product Library for all City staff to reference. This is the final step in the Product Review Process within Product Awareness.

Product Review

The Product Review process is where an application is submitted for the request to be reviewed for acceptance on the City of Nanaimo's Approved Product List. There are two stages within this review:

  1. First Stage – Product Review.
  2. Second Stage – Product Review.

1. First Stage - Product Review

Product Review Applications submitted for proposed addition to the APL are circulated to MRC members and their staff to determine if there is a need for the product offered. If so, Second Stage Product Review will take place. Reviews will not be undertaken if the MRC decides that there is no need and / or interest for the product and the applicant is notified that the City is not interested in the product at this time.

2. Second Stage - Product Review

The Second Stage Product Review allows for input from all departments and also from their staff that have an interest in the product. Once a decision has been made by the MRC to undertake a Second Stage Product Review, some or all of the following steps may occur.

a. Further Product Information

In addition to the information provided within the initial submission, some Second Stage Product Reviews may require additional information in hard copies and in digital format as requested from the Engineering Services Technologist.  If the Engineering Services Technologist has not received any further communication with the applicant for a year regarding this application, the review will be closed without notification. 

b. Product Demonstration or Sample

The need for product demonstration or sample may be determined by sales representatives to better promote their product, or may be at the request of the MRC to gain a better understanding of the product.

All costs associated with the supply and delivery of the product will be incurred by the supplier. No reimbursement will be provided for a product that is not approved.

c. Product Test Installation

Some products may require a test period to evaluate the field performance of the product. This could be required in cases where the product is new to the market or has not yet received approvals from other municipal organizations. The requirement for test installations will generally be requested by the MRC during their review. The duration of the field test will be determined by the MRC for each individual product.

d. MRC Decision - Letter of Notification

Following the MRC review, and provided no further information is required, a letter outlining the MRC's decision on behalf of the City of Nanaimo will be sent to the applicant and other interested parties. The letter will also outline the reasons for that decision. This is the final step in the Product Review Process.

The applicant or other interested parties may not always agree with the decision regarding product approval. Any comments or concerns with this decision should be directed to the Engineering Services Technologist. The concerns regarding the product, as outlined in the notification letter, must be addressed before further review of the product will occur.

Maintenance of the Approved Products List

Once products have been approved, a letter will be sent to the product representative and other interested parties. A copy of this letter will also be circulated to appropriate City staff. The supplier will be able to tender for the supply of the product on the next tender and the product will be added to the current APL.

Products on the APL will be reviewed periodically to ensure they still meet the City's requirements. Input from City staff and other concerned outside agencies is encouraged to identify problems encountered with products on the APL. Approved products identified as failing to meet the City's requirements will be reviewed by the MRC and may have their approval rescinded and subsequently be removed from the APL.

Once the final revision of the APL is accepted by the MRC, the revision will be posted and can be downloaded at the top of the page.

When there has been a product removal from the APL an implementation plan is activated.  The implementation date is 60 days after the finalized revision is posted on the City of Nanaimo's website.  This schedule creates an awareness and preparedness period for users of the APL.  It is called:

  • Approved Product List - Revision - Implementation Date (YR-MM-DD)

The current revision of the APL is called:

  • Approved Product List - Current - Effective Date (YR-MM-DD)

will also be posted until the implementation date of the revised list is reached. At that time it will be outdated and removed from the website.

Updates of the APL will be made available on a semi-annual basis (February and/or October) or as deemed necessary by the Engineering Department. It is the responsibility of the holders of the APL to ensure they have all of the amendments. Questions regarding the status of products should be referred to the Engineering Services Technologist.

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