Product Review Process Details
The following information details the Product Review and Product Awareness processes. These processes deal with the approval of all products that can be used when constructing City-owned infrastructure.
Product Review Request Application
To submit a product for review, a Product Review Request Form must be completed and submitted along with all of the supporting documentation listed on the form. The form also specifies how and where to submit the application package.
Product Review Request Form
Once the application has been received, you will be contacted by a representative from the Material Review Committee (MRC), who will be your contact for the remainder of the review and decision process.
Before submitting the application package, please ensure that all supporting documents are included as only complete submissions can be considered. Note that any interested party can submit a request – manufacturers, sales representatives, consultants, contractors, City staff, etc.
Submit one application package per product.
The Product Review process is used when a person or group submits an application hoping to have the product included on the Approved Products List (APL) for general use. There are two stages within this review:
First Stage Review
Submitted application packages are circulated to the Material Review Committee (MRC) members and their colleagues to determine if there is a need for the product offered.
If there is a need for the product, the product moves to the Second Stage Review.
If it is determined that there is not a need or interest in the product, the product does not move to the Second Stage Review and the applicant is notified of this decision.
Second Stage Review
The Second Stage Review requires input from all Committee members and their colleagues that have an interest in the product. Once a decision has been made by the MRC to undertake a Second Stage Review, some or all of the following steps may occur:
- Additional Product Information Request
To supplement the information provided with the initial submission, additional information, in PDF format, may be requested.
- Product Demonstration or Sample
The need for a product demonstration or sample of the product 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 applicant. No reimbursement will be provided for a product demonstration or sample regardless of the outcome of the review.
Some products may require a field test to evaluate the performance of the product.
This request is common, particularly if the product is new to the market or has not yet received approvals from other municipal organizations.
The duration of the field test is dependent on the product and will be determined by the MRC on a case-by-case basis.
Please note that if the applicant does not respond to requests for further information, product demonstrations, etc. for a period of one year, the review will be closed without notification.
Product Review Process Flow Chart
MRC Decision – Notification Letter
Once the Second Stage Review is complete, a letter outlining the Material Review Committee’s (MRC) decision on behalf of the City of Nanaimo will be sent to the applicant and other interested parties. A copy of this letter will also be circulated to appropriate City staff.
The letter will also outline the reasons for the decision. This is the final step in the Product Review process.
If the product has been accepted, it will be added to the current Approved Products List (APL). Once a product has been accepted, the supplier will be able to tender for the supply of the product on the next applicable tender.
The applicant or other interested parties may not always agree with the MRC’s decision regarding product approval. Any comments or concerns with the decision can be discussed with your MRC contact.
All concerns regarding the product, as outlined in the notification letter, must be addressed before further review of the product will occur.
A Product Awareness review is used when a person or group submits an application to share information about a product for specialized use. This review is specifically for products that are not applicable to the Approved Products List (APL). The information is provided for consideration and awareness of the product for future use on specialized projects.
Product Review Request Form
The Product Awareness review invites all interested and pertinent City staff to review the application.
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 Material Review Committee to gain a better understanding of the product.
All costs associated with the supply and delivery of the product will be incurred by the applicant. No reimbursement will be provided for a product.
Once the review has been completed, the information is added to our Product Library for all City staff to view.
Maintenance of the Approved Products List
Products on the Approved Products List (APL) will be reviewed periodically to ensure they continue to meet the City's requirements.
Approved products not continuing to meet the City's requirements will be re-reviewed by the Material Review Committee (MRC). After this review, the products may be removed from the APL and have their approval rescinded.
When a product is removed from the APL, an APL revision is posted on the City’s website. The revised APL comes into effect 60 days after the revision is posted. At that time, the product can no longer be used for City-owned civil engineering projects.
Regular updates to the APL will be made available twice per year (February and October) or as deemed necessary by the City. It is the responsibility of all APL users to ensure they have the most current version and all amendments.