City of Courtenay

Request for Quotation

Q20-08 Elevator Inspection &
Maintenance Services

November 27, 2020

TABLE OF CONTENTS

0.0 SUMMARY OF KEY INFORMATION .................................................................................................3

1.0 INTENT .......................................................................................................................................... 4

2.0 DOCUMENT AVAILABILITY AND REPONSIBILITY ............................................................................. 4

3.0 DEFINITIONS ..................................................................................................................................4

4.0 TERM OF CONTRACT ..................................................................................................................... 5

5.0 SCOPE OF WORK............................................................................................................................ 5

6.0 HEALTH & SAFETY .......................................................................................................................... 7

7.0 NON-MANDATORY MEETING......................................................................................................... 7

8.0 SUBMISSION FORMAT ................................................................................................................... 7

9.0 INSTRUCTIONS TO PROPONENTS .................................................................................................10

10.0 EVALUATION CRITERIA ................................................................................................................ 10

11.0 GENERAL TERMS & CONDITIONS .................................................................................................11

12.0 ATTACHMENTS ............................................................................................................................ 15

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 SUMMARY OF KEY INFORMATION

RFQ Q20-08
RFQ Reference Elevator Inspection & Maintenance Services

The purpose of this RFQ is to invite quotations from professional, qualified and
Overview of the experienced elevator contractors to provide inspections and maintenance
Opportunity services to the City’s seven (7) elevators/lifts.

Questions are to be submitted in writing quoting the RFQ number and name,
Questions? send to email [email protected]

Proponents are to check the BC Bid and City websites for any updated
Addenda information and addenda issued, before the Closing Date at the following
websites www.bcbid.gov.bc.ca and/or www.courtenay.ca/bids

2:00 pm Pacific Standard Time

Closing Date and
Time Friday, December 18, 2020

Submissions are to be consolidated into one PDF file and sent electronically to
[email protected]
Instructions for 1. In the subject field enter: Q20-08 Elevator Inspection & Maintenance
Submission Services
2. Phone 250-338-1766 Ext. 7646 should assistance be required

The guidelines for participation that will apply to this RFQ are included in the
Participation RFQ.

Obtaining RFQ RFQ documents are available for download from these websites
Documents www.bcbid.gov.bc.ca and/or www.courtenay.ca/bids

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1.0 INTENT

The City of Courtenay (the “City”) invites quotations from professional, qualified and experienced
elevator contractors to provide inspection and maintenance services for the City’s seven
elevators/lifts.

2.0 DOCUMENT AVAILABILITY AND RESPONSIBILITY

This RFQ is being issued electronically through the BC Bid website and the City of Courtenay
website where interested firms may download the RFQ documents directly. No registration,
tracking or other recording of RFQ documents will be performed by the City. All addenda,
amendments or further information will be published on www.bcbid.gov.bc.ca and
www.courtenay.ca. It is the sole responsibility of the Proponent to monitor the websites
regularly to check for updates.

3.0 DEFINITIONS

“City” or “Owner” means the City of Courtenay;

“Contract” means the written agreement or purchase order resulting from this RFQ awarded to
and/or executed by the City and the successful Proponent;

“Contract Documents” means the Request for Quotation documents, that part of the quotation
which is accepted by the City, the purchase order and executed agreement, if any, an all
applicable specifications and drawings including those issued by the City to the Proponent and
those submitted by the Proponent during the performance of the work and accepted by the City,
whether produced before or after the date of award of the Contract as the same may be
modified, amended, substituted or replaced in accordance with the provisions of the Contract
from time to time;

“Council” means the City of Courtenay Council;

“Critical Shutdown” means the elevator or lift not able to move, and/or a person(s) is trapped in
the elevator or lift causing immediate need to rescue the person(s).

“must”, “mandatory”, “required”, ”shall”, means a requirement that must be met in order for a
Quote to receive consideration;

“Proponent” means a party, a company or an individual that has obtained a copy of this Request
for Quote and submits, or intends to submit, a Quote in response to this “Request for Quote”;

“Quotation” means the documents of the Proponent delivered to the City offering to perform
the work as required under this RFQ;

“RFQ” means Request for Quotation;

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 “should” or “desirable” means a requirement having a significant degree of importance to the
objectives of the RFQ;

4.0 TERM OF CONTRACT

The duration of the contract to be awarded shall be for a term of three (3) years, subject to an
annual satisfactory performance evaluation, commencing on the day of agreement acceptance.

The contract term may be extended for up to two (2) additional one (1) year terms, contingent
upon a satisfactory contractor performance evaluation.

5.0 SCOPE OF WORK

a) Further details pertaining to this Scope of Work are available in Schedule B – Elevator / Lift
Inspection & Maintenance Specifications.
b) The City’s seven (7) elevators/lifts to be included in this contract consist of:

Building Address Qty. Type Landings TSBC ID

Fire Hall 650 Cumberland 1 Direct Acting Hydraulic - Two (2) 19158
Road 2000 lbs. @100 fpm
Florence Filberg 411 Anderton 1 Direct Acting Hydraulic - Two (2) 11273
Centre Avenue 2000 lbs. @125 fpm
Courtenay 207 4th Street 1 Direct Acting Hydraulic - Two (2) 7599
Museum & 8000 lbs. @ 100 fpm front, One
Palaeontology (1) rear
Centre
Comox Art Gallery 580 Duncan 1 Direct Acting Hydraulic - Three (3) 22144
Avenue 2500 lbs. @125 fpm
Sid Williams 1 442 Cliffe Avenue 1 Vertical Platform Lift – Two (2) 19136
1000 lbs. @ 50 fpm.
Sid Williams 2 442 Cliffe Avenue 1 Stage (Scissor) Lift – 4000 Two (2) 7120
lbs. @ 10 fpm
Lewis Centre 489 Old Island 1 Vertical Platform Lift – Two (2) 28367
Highway 750 lbs. @ 30 fpm

c) Regular time hours are to be at minimum 8:00am to 5:00pm, Monday to Friday, excluding
statutory holidays.
d) The Contractor shall include emergency coverage 24 hours a day, 7 days a week.
e) The Contractor shall respond to “emergency - critical shutdowns” on the same day they are
reported, and within 2 hours.
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f) The Contractor shall respond to non-emergency “regular” service calls within 48 hours.
g) All Inspections and Maintenance shall be performed in compliance with the requirements of
Section 8.6 of the ASME A17.1 – 16/CSA B44 – 16 Safety Code for Elevators and Escalators,
CSA B355-09 Code, Appendix B. Also in compliance with TSBC Information Bulletin Reference
number IB-ED 2019-02 including the requirements of having a Maintenance Control Program
in place and approved by TSBC for these units on or before the commencement of the
agreement.
h) Schedule B – Elevator / Lift Inspection & Maintenance Specifications lists the specifications
related to required Contractor/Owner duties and schedules. The maintenance task categories
are:
o Elevators
 Car
 Machine Room
 Car Top
 Outside Hoistway
 Pit
 Special Provisions
 Cat 1 Test Requirements - Electric and Hydraulic
 Cat 1 Test Requirements – Hydraulic Only
 Cat 3 Test Requirements – Electric and Hydraulic
 Cat 5 Test Requirements – Electric and Hydraulic
 Cat 5 Test Requirements – Hydraulic Only
o Vertical Platform Lifts
i) Material purchase costs, which exceed $1,500.00 (before taxes), shall be the City’s
responsibility.
j) If the Maintenance Contractor determines a piece of equipment to be obsolete, the
Maintenance Contractor must be able to provide evidence to the City from the manufacturer
that they cannot obtain the part.
k) The Maintenance Contractor shall maintain a logbook for the maintenance, repair and
callbacks located at the controller for each elevating device at the site. Quarterly
maintenance checklists are to be submitted to the City representative within 10 business
days of the inspection.
 The City shall report any unsafe conditions immediately to the Maintenance Contractor
and verify the elevating device is not operating prior to placing a call for service to
eliminate billable running on arrival calls. If necessary, the City shall remove a unit from
service.
 The Maintenance Contractor shall provide two (2) weeks’ notice to the City for any
repairs that will take more than one (1) full day to complete. An exception is to be made if
an issue occurs that removes the elevator from service, in which case the work may be
performed as soon as the City is notified.
 Periodic upgrades may be performed to the equipment outside the scope of this work.
The City reserves the right to obtain competitive pricing on any such work and their right
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 to award this work to any qualified contractor of their choice. Should work to upgrade,
modernize, or alter any equipment covered by this scope of work be awarded to another
contractor, the City reserves the right to suspend the maintenance of the equipment for
the period while the work is being performed and for any subsequent warranty
maintenance period, which may extend to the term on this contract.
 The Maintenance Contractor should have a stock on site of spare parts to be able to take
care of routine maintenance repairs and shall be able to obtain parts within 24 hours of a
shut down for most boards or other parts that are not practical to have stocked on hand.
 The Maintenance Contractor shall record any changes made to the equipment on the
schematics and maintain a duplicate set of prints in a central location.
 The Maintenance Contractor shall retain on site specialty tools required to provide
diagnostics and resets of equipment that is shut down.
 The Maintenance Contractor shall provide a designated customer service representative.
This representative will visit the site at least annually, review the logbooks, and check in
with the City representative. The customer service representative will be responsible for
preparing and presenting the annual reports required in these specifications.
 The Maintenance Contractor shall correct any deficiencies within 30 days of receipt of
notice of any deficiencies. The City reserves the right to hire another qualified elevator
contractor to correct outstanding deficiencies and charge back the Maintenance
Contractor for this work.

6.0 HEALTH & SAFETY

The Proponent must submit a copy of a company WorkSafe BC compliant COVID-19 Exposure
Control Plan that is directly related to the work outlined in this RFQ with their submission.

The successful Contractor shall be designated the Prime Contractor in the immediate work area
and will be required to sign and submit the attached Prime Contractor Designation form.

The Proponent must submit a copy of the company Safety Manual that is directly related to the
work outlined in this RFQ with their submission.

7.0 NON-MANDATORY MEETING

A non-mandatory site tour is scheduled for Tuesday, December 8, 2020 at 10:00am in order to
review the sites, access, storage and existing elevator equipment.

Due to the continuing COVID-19 restrictions, the non-mandatory site tour will be held on a
ZOOM meeting, rather than in person. All recipients who RSVP to [email protected]
will receive a ZOOM meeting invite.

8.0 SUBMISSION FORMAT

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8.1 Title Page
Showing RFQ title and number, closing date, company name of the Proponent, address, contact
name, email address and phone number.

8.2 Company Profile

This section to include, but not limited to, the following:
 Legal business name and names of any national or international affiliations;
 Company’s history;
 Number of staff employed;
 Other goods or services provided by your company;
 Current contracts of similar scope;
 Provide a statement confirming the company doesn’t have any foreseable financial
difficulties that could potentially inhibit the company from providing the obligations of
the contract.

8.3 Qualifications & Experience

Proponents shall have a minimum 5 years experience in providing goods and/or services of
similar scope and nature. Include a detailed description of the experience of the Proponent and
the proposed project team that will be assigned to this project, demonstrating their experience
to undertake the work outlined in this RFQ. Include a list of at least 3 relevant completed projects
with client references and telephone number/email contact information for each project. By
submitting a Quote the Proponent consents to the City contacting these references at its
discretion, and consents to the City also contacting any other organizations for the purposes of
evaluating the Quote.

The proponent must have the following full-time personnel and provide proof:
 Highly trained and qualified field adjuster(s).
 Dedicated service and repair crew(s) and/or technicians.
 Direct and General Supervision as defined in TSBC Information Bulletin Reference number
IB-ED 2019-02
 Adequate number of mechanics to complete the maintenance, provide coverage for
vacations and absences, and have adequate service crews to complete the maintenance
as required.

The proponent must have the following personnel on staff, or have easy access to provide
technical support to the local personnel with respect to duties required under this scope of work:
 Professional engineer(s) registered in the province of British Columbia with experience to
the scope of work of these specifications.
 Field engineer(s).

8.4 Pricing
Schedule C – Schedule of Rates must be completed.

8.5 Response Times

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 Provide normal response times for:
 Service calls for regular hours and after hours.
 Critical shutdowns for regular hours and after hours.

8.6 Environmental & Social Initiatives

Include any Environmental or Social Procurement initiatives being used. Examples include:

 Environmental
o Reduction of paper, cardboard and plastic use
o Vehicle non-idling policy
o Recycle programs
o Use of Green Energy
o Measurement of Goals

 Social
o Hires person with barriers to employment for on-call, casual or permanent paid
employment
o Utilizes new entrepreneurs/start-up businesses to support their business
o Locally owned and operated business

8.7 Schedule A – Form of Submission

The Schedule A – Form of Submission must be submitted with the Proponent’s Quote. The Form
of Submission must be signed by an authorized representative of the company.

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9.0 INSTRUCTIONS TO PROPONENTS

9.1 An electronic submission of the quote in .pdf format must be submitted to:
“[email protected]” no later than 2:00pm PST, Friday, December 18, 2020, the RFQ
closing date. The email subject line shall read “Q20-08 Elevator Inspection & Maintenance
Services”.

It is the sole responsibility of the Proponent to ensure that their quote is received by the City within
the proper time allocation. Late responses will be rejected by the City of Courtenay. All quotes,
including Form of Submission, must be signed by an authorized Proponent representative.

Submission of a quote indicates acceptance by the Proponent of the conditions contained in this
RFQ, unless clearly and specifically noted in the quote submitted.

9.2 Questions are to be submitted in writing up to 2 business days prior to the RFQ Closing Date
quoting the RFQ name, number and contact person below, and sent to email
[email protected].

Graham Peterson
Procurement Specialist, City of Courtenay
[email protected]

Any verbal communications will be considered unofficial and non-binding to the City. Proponents
should rely only on written statements issued by the contact person listed above.

9.3 Notwithstanding any custom or trade practice to the contrary, the City reserves the right to, at its
sole discretion and according to its own judgement of its best interest to waive any technical or
formal defect in a quote and accept that quote.

9.4 Bid Protest Mechanism

The Bid Protest Mechanism (BPM) is an administrative review process that provides proponents
submitting bids with a process to avoid disputes and resolve complaints that a specific
procurement by a City division was not conducted in compliance with the rules of an applicable
trade agreement or the City’s Purchasing Policy. Contact the City’s Purchasing Division at 250-338-
1525 for further information.

10.0 EVALUATION CRITERIA

10.1 General
An evaluation committee made up of City staff will be reviewing quotation submissions. The City
reserves the right to accept any or none of the quotations submitted and will evaluate quotations
based on best value and not necessarily the lowest cost.

10.2 Evaluation Criteria & Weighting

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 The City reserves the right to accept any or none of the quotes submitted and will evaluate quote
submissions based on “best value” using the following criteria:

Quote Evaluation Criteria Description Criteria Weight

Financial Cost to the City
40 points
 Schedule of Rates
References and Related Experience
 References
35 points
 Staff Credentials
 Related Experience
Response Times
 Service Calls 15 points
 Criticial Shut Downs
Sustainability – Social and Environmental Initiatives
 Environmental
o Reduction of paper, cardboard and plastic use
o Vehicle non-idling policy
o Recycle programs
o Use of Green Energy
o Measurement of Goals
10 points
 Social
o Hires person with barriers to employment for on-call, casual
or permanent paid employment
o Utilizes new entrepreneurs/start-up businesses to support
their business
o Locally owned and operated business

11.0 GENERAL TERMS & CONDITIONS

11.1 Not a Tender Call

This RFQ is not a tender call, and the submission of any response to this RFQ does not create a
tender process. This RFQ is not an invitation for an offer to contract, and it is not an offer to
contract made by the City. Quotes will not be opened in public.

11.2 No Obligation to Proceed

a) Though the City fully intends at this time to proceed through the RFQ process in order to select
the goods or services, the City is under no obligation to proceed to the purchase, or any other
stage. The receipt by the City of any information (including any submissions, ideas, plans,
drawings, models or other materials communicated or exhibited by any intended Proponent,
or on its behalf) shall not impose any obligations on the City. There is no guarantee by the City,
its officers, employees or agents, that the process initiated by the issuance of this RFQ will
11
 continue, or that this RFQ process or any RFQ process will result in a contract with the City for
the purchase of the product, service or project.
b) The City reserves the right to accept or reject all or part of the quote, however the City is not
precluded from negotiating with the successful Proponent to modify its quote to best suit the
needs of the City.
c) The City reserves the right to reject, at the City’s sole discretion, any or all quotes if the quote
is either incomplete, obscure, irregular or unrealistic.
d) Further, a quote may be rejected on the basis of the Proponents past performance, financial
capabilities, completion schedule and non-compliance with federal, provincial and municipal
legislation.
e) The City reserves the right to accept or reject a quote where only one quote is received.
f) Notwithstanding any custom or trade practice to the contrary, the City reserves the right to, at
its sole discretion and according to its own judgement of its best interest to waive any technical
or formal defect in a quote and accept that quote.
g) The City reserves the right to award the contract to other than the lowest cost Proponent.
h) Award of any contract resulting from this RFQ may be subject to City of Courtenay Council
approval, and budget considerations.
i) The City reserves the right to cancel this RFQ at any time.

11.3 Cost of Preparation

Any cost incurred by the Proponent in the preparation of the quote will be solely at the expense
of the Proponent.

11.4 Confidentiality and Freedom of Information and Protection of Privacy Act

The quote should clearly identify any information that is considered to be confidential or
proprietary information (the “Confidential Information”). However, the City is subject to the
Freedom of Information and Protection of Privacy Act. As a result, while the Act offers some
protection for third party business interests, the City can’t guarantee that any Confidential
Information provided to the City can be held in confidence if a request for access is made under
the Freedom of Information and Protection of Privacy Act.

11.5 Irrevocability of Quotes

By submission of a written request, the Proponent may amend or withdraw its quote prior to the
closing date and time. Upon closing time, all quotes become irrevocable and are valid for a
minimum of 60 days. By submission of a quote the Proponent agrees should the quote be
successful, the Proponent will enter into a contract with the City. Prices will be firm for the entire
contract period, unless otherwise agreed to by both parties.

11.6 Pricing

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 Prices are to be quoted in Canadian funds with the Goods and Services Tax (GST) shown as a
separate line item, if requested. Prices must be quoted inclusive of all shipping, duty and other
applicable costs F.O.B. the location indicated in the RFQ.

11.7 Sub-Contracting
Under no circumstances may the provision of goods or services, or any part thereof be sub-
contracted, transferred, or assigned to another company, person, or other without the prior
written approval of the City of Courtenay.

11.8 Accuracy of Information

The City makes no representation or warranty, either express or implied, with respect to the
accuracy or completeness of any information contained or referred to in this RFQ.

11.9 Default
a) The City may, by notice of default to the Contractor, terminate the whole or any part of this
Contract if the Contractor fails to make delivery of the Services within the time specified, or to
perform any other provisions of this Contract.
b) In the event the City terminates this Contract in whole or in part as provided in clause 11.9(a),
the City may procure goods or services similar to those so terminated, and the Contractor shall
be liable to the City for any excess costs for such similar goods or services.
c) The Contractor shall not be liable for any excess costs under clause 11.9(a) or 11.9(b) if failure
to perform the Contract arises by reason of Force Majeure or acts of the City.

11.10 Misrepresentation or Solicitation

If any director, officer or employee or agent of a Proponent makes any representation or
solicitation to any Councillor, officer, employee or agent of the City of Courtenay with respect to
the RFQ, whether before or after the submission of the quote, the City shall be entitled to reject
or not accept the quote.

11.11 Applicable Laws and Agreements

a) The laws of the Province of B.C. shall govern this request for quote and any subsequent
Contract resulting.
b) This RFQ is subject to the terms and conditions of the Canadian Free Trade Agreement and
the New West Partnership Agreement.

11.12 Ownership of Materials and Copyright

a) Any drawings, audio-visual materials, plans, models, designs, specifications, software, reports
and other similar documents or products produced by the Contractor for the benefit of the City
as a result of the provision of the Services (the “Material”) may be used by the City as part of
its operations associated with the Materials provided.
b) All Material shall be transferred and delivered by the Contractor to the City following the
expiration or sooner termination of this Agreement, provided that the City may, at any time or
13
 times prior to the expiration or sooner termination of this Agreement, give written notice to
the Contractor requesting delivery by the Contractor to the City of all or any part of the
Material in which event the Contractor shall forthwith comply with such request. All materials
created electronically must be provided in electronic format, in a format and in a medium
acceptable to the City.
c) The Contractor agrees that the City will own all of the Material and the Contractor irrevocably
assigns to the City all of the Contractor’s title in the Material. The Contractor retains ownership
of the “Embedded IP”. The Material does not include intellectual property or confidential
information that is proprietary to the Contractor and (a) used by the Contractor to prepare,
produce or supply the Material, or (b) that is otherwise embedded within the Material
(“Embedded IP”).
d) The Contractor hereby represents and warrants that any portion of the Material produced by
the Contractor will not infringe any patent or copyright or any other industrial or intellectual
property rights including trade secrets.

11.13 Corporate Climate Action Strategy Requirements

Vehicle Idling
In the interest of reducing negative impacts on the environment, all Contractors and Consultants
working directly or indirectly for the City on City owned property must ensure that when vehicles
or equipment are not required to be running for operational purposes every effort is made to
reduce or eliminate engine idling.

11.14 Payment Terms

The successful Proponent shall invoice the City in an acceptable format and will be paid as per the
City’s standard payment terms, net 30 days from date of invoice. The City of Courtenay shall not
pre-pay for any goods, or services for any period, unless agreed to in writing by the City.
All invoices must be emailed to [email protected], please do not mail invoices in addition to
emailing.

11.15 Business License and Permits

Contractors are required to acquire and maintain a City of Courtenay Business License or a Central
Vancouver Island Inter-municipal Business License prior to the commencement of the work and
for the term of the Contract.

11.16 Insurance
As a minimum, the successful Proponent shall procure and maintain through the term of the
contract, at its own expense and cost, the following insurance policies:
a) Commercial General Liability Insurance in an inclusive amount of not less than $2,000,000 per
occurrence. Minimum coverage must include Personal Injury, Contractual Liability, Non-
Owned Automobile Liability, Products/Completed Operations, Contingent Employers Liability,
Cross Liability and Severability of Interest, and a 30 day written notice of insurance cancellation
clause.
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 b) Motor Vehicle Insurance ICBC APV47 form - Bodily Injury and Property damage in an amount
no less than $2,000,000 per accident per licensed motor vehicle used to carry out the Work
c) The successful Proponent shall be responsible for WorkSafe BC assessments relating to its
work on behalf of the City and the work of its sub-contractors. It shall remain in good standing
with WorkSafe BC and comply with all Workers’ Compensation Board legislation in the province
of British Columbia.

11.17 Agreement
The successful Proponent will be required to enter into a formal agreement with the City prior to
the Contract commencement, template attached for reference.

12.0 ATTACHMENTS
a) Schedule A - Form of Submission
b) Schedule B – Elevator / Lift Maintenance Specifications
c) Schedule C – Schedule of Rates
b) Schedule D - Standard Contractor Agreement
c) Schedule E – Prime Contractor Designation Form

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 SCHEDULE A
FORM OF SUBMISSION

The Proponent offers to supply to the City of Courtenay the goods and services for the prices not including
GST as follows:

1. Schedule of Rates Included Yes or No

2. References & Related Experience Included Yes or No

3. Staff Credentials Included Yes or No

4. Response Times Included Yes or No

5. Safety Manual Included Yes or No

6. Company WorkSafe BC compliant COVID-19 Exposure Control Plan Yes or No

The above prices include and cover all duties, handling and transportation charges, and all other charges
incidental to and forming part of this quote.

Acknowledgement is hereby made of receipt and inclusion of the following addenda to the documents:

Addendum(s) No. _________ Dated: _____________________ No. Of Pages: _____________

Legal Name: _____________________________________________________________

Address: _____________________________________________________________

Phone: _____________________ Email: _____________________

I/We the undersigned duly authorized representatives of the Proponent, having received and carefully
reviewed the RFQ, submit this quote in response to the RFQ. This quote is offered by the Proponent this
__________ day of ________________, 20____.

______________________________ _______________________________
Signature of Authorized Signatory Print Name and Position of Signatory

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 Schedule B
CITY OF COURTENAY

Elevator / Lift Maintenance Specifications

1. Fire Hall - 650 Cumberland Road, Courtenay, BC
2. Florence Filberg Centre - 411 Anderton Ave, Courtenay, BC
3. Courtenay Museum & Palaeontology Centre - 207 4th Street, Courtenay BC
4. Comox Art Gallery - 580 Duncan Avenue, Courtenay, BC
5. Sid Williams 1 - 442 Cliffe Avenue, Courtenay, BC
6. Sid Williams 2 - 442 Cliffe Avenue, Courtenay, BC
7. Lewis Centre - 489 Old Island Hwy, Courtenay, BC

Revision Description Date

0 Draft for Review October 30th, 2020

Date: October 30, 2020

City of Courtenay Section 14 20 00
Elevator / Lift Maintenance Specifications Page i

Table of Contents

1. SCOPE ............................................................................................................................................... 1
2. DEFINITIONS ..................................................................................................................................... 1
3. CONTRACTOR QUALIFICATIONS ....................................................................................................... 2
4. SAFETY CODE COMPLIANCE .............................................................................................................. 3
5. CONTRACTORS DUTIES AND SCHEDULES – ELEVATORS .................................................................... 3
6. CONTRACTORS DUTIES AND SCHEDULES – VERTICAL PLATFORM LIFTS ............................................ 6
7. OWNERS DUTIES AND SCHEDULES – VERTICAL PLATFORM LIFTS ..................................................... 9
8. OBSOLESCENCE ................................................................................................................................ 9
9. EXCLUSIONS ................................................................................................................................... 10
10. CALL BACK, PHONE MONITORING, AND ELEVATOR SHUTDOWNS .............................................. 10
11. OVERTIME PREMIUM, EXTRA CHARGES ..................................................................................... 10
12. PERSONNEL AND WORKING HOURS ........................................................................................... 11
13. PERFORMANCE, RELIABILITY, AND QUALITY ............................................................................... 11
14. REPORTING ................................................................................................................................. 12
15. THE CITY OF COURTENAY’S RESPONSIBILITIES ............................................................................ 12
16. REPAIRS ...................................................................................................................................... 12
17. VANDALISM AND MISUSE........................................................................................................... 13
18. EQUIPMENT IMPROVEMENTS .................................................................................................... 13
19. SPARE PARTS, WIRING SCHEMATICS........................................................................................... 13
20. SPECIAL TOOLS ........................................................................................................................... 14
21. CUSTOMER SERVICE ................................................................................................................... 14
22. QUALITY CONTROL AND NON-PERFORMANCE ........................................................................... 14
23. APPENDIX A – ELEVATOR DETAILS .............................................................................................. 14

City of Courtenay
830 Cliffe Avenue
Courtenay BC V9N 2J7
City of Courtenay Section 14 20 00
Elevator / Lift Maintenance Specifications Page 1

1. Scope

These specifications cover the complete maintenance of the seven (7) elevators/lifts
located in the City of Courtenay, BC facilities as summarized below.
1. Fire Hall - 650 Cumberland Road, Courtenay, BC
2. Florence Filberg Centre - 411 Anderton Ave, Courtenay, BC
3. Courtenay Museum & Palaeontology Centre - 207 4th Street, Courtenay, BC
4. Comox Art Gallery - 580 Duncan Avenue, Courtenay, BC
5. Sid Williams 1 - 442 Cliffe Avenue, Courtenay, BC
6. Sid Williams 2 - 442 Cliffe Avenue, Courtenay, BC
7. Lewis Centre - 489 Old Island Hwy, Courtenay, BC

The Maintenance shall be performed in compliance with the requirements of Section 8.6
of the ASME A17.1 – 16/CSA B44 – 16 Safety Code for Elevators and Escalators, CSA B355-
09 Code, Appendix B. and in compliance with TSBC Information Bulletin Reference
number IB-ED 2019-02 including the requirements of having a Maintenance Control
Program in place and approved by TSBC for these units on or before the commencement
of this agreement.

2. Definitions

Where the term “Elevator/Lift” is used herein this shall refer to the “Elevator / Lift”
equipment covered by this scope of work and as described in Appendix “A” - Equipment
Details.

Where the term “Owner” is used herein, this shall be read as “The City of Courtenay”.

Where the term “Maintenance” is used herein this shall refer to the requirements of
section 8. 6 of the ASME A17.1 – 16/CSA B44 – 16 Safety Code for Elevators and Escalators.

Maintenance and testing of lifts for persons with physical disabilities must comply with
the requirement of the CSA B355-09 Code, Appendix B.

Where the term “MCP” is used herein, this shall refer to the Maintenance Control
Program in compliance with the latest requirements and approval of Technical Safety BC
(TSBC)

Where the term “AHJ” is used herein this shall refer to the Authority having Jurisdiction
with Technical Safety BC (TSBC)

Where the term “Maintenance Contractor” is used herein, this shall be read as the
person(s) or company contracted by The City of Courtenay to furnish materials and labour
as required by these specifications and contract documents.

City of Courtenay
830 Cliffe Avenue
Courtenay BC V9N 2J7
City of Courtenay Section 14 20 00
Elevator / Lift Maintenance Specifications Page 2

Where the term “Site” is used herein, this means the elevator /lift equipment covered by
this agreement and located at the locations as identified in Appendix “A“ - Elevator
Details.

3. Contractor Qualifications

Maintenance Contractors providing services shall have the following qualifications as a

minimum to be considered for the work:

The Maintenance Contractor shall have a demonstrated track record in maintaining

similar equipment to that included in this scope of work.

The Maintenance Contractor must have the following full-time personnel:

.1 Highly trained and qualified field adjuster(s).
.2 Dedicated service and repair crew(s) and/or technicians.
.3 Direct and General Supervision as defined in TSBC Information Bulletin
Reference number IB-ED 2019-02
.4 Adequate number of mechanics to complete the maintenance, provide
coverage for vacations and absences, and have adequate service crews
to complete the maintenance as required.

The Maintenance Contractor must have the following personnel on staff, or have easy
access to provide technical support to the local personnel with respect to duties required
under this scope of work:
.1 Professional engineer(s) registered in the province of British Columbia
with experience to the scope of work of these specifications.
.2 Field engineer(s).

The Maintenance Contractor should have a local warehouse and supply inventory which
stocks common components, cleaning supplies, tools, materials, and other items required
for performance of the work.

The Maintenance Contractor shall have a 24-hour answering service and dispatching
network for accepting trouble calls and dispatching technicians in response to problems
reported. In addition, a trouble call logging and tracking system shall be in place to record
calls by location and unit number, the cause of the reported problems, and corrective
action taken.

City of Courtenay
830 Cliffe Avenue
Courtenay BC V9N 2J7
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Elevator / Lift Maintenance Specifications Page 3

4. Safety Code Compliance

The maintenance shall be completed in conformance with the Elevating Devices Safety
Regulation and Adoption of ASME A17.1 – 16/CSA B44 – 16 Safety Code for Elevators and
Escalators including compliance with TSBC Information Bulletin Reference # IB-ED 2019-
02

Category tests shall be conducted in the intervals as required in section 8. 6 of the ASME
A17.1 – 16/CSA B44 – 16 Safety Code for Elevators and Escalators and in compliance TSBC
formation Bulletin Reference number IB-ED 2019-02

Maintenance and testing of lifts for persons with physical disabilities must comply with
the requirement of the CSA B355-09 Code, Appendix B.

The completion of these tests and any results shall be recorded in accordance with the
on-site logbook.

5. Contractors Duties and Schedules – Elevators

Each installation shall be maintained in accordance with the requirements of this

specification and the original manufacturer's recommendations. The maintenance
shall include as a minimum:

CAR - Maintenance Tasks

8.6.4.13.1 (c): Door reopening devices.

8.6.4.13.1 (d): Vision panels and grilles (where required).
8.6.4.13.1 (g): Astragals and resilient members, door space guards, and sight guards
(where required).
8.6.4.13.1 (i): Clutches, engaging vanes, retiring cams, and engaging rollers.
8.6.4.13.2: Kinetic Energy and Closing Force conforms to 2.13.4 & 2.13.5 (as
applicable).
8.6.4.15: Car Emergency System (Lighting).
8.6.4.15: Car Emergency System (Ventilation).
8.6.4.15: Car Emergency System (Communication).
8.6.4.15: Car Emergency System (Emergency Operation Signalling Devices).
8.6.4.16: Stopping Accuracy.

MACHINE ROOM - Maintenance Tasks

8.6.1.6.3: Controllers Wiring – cleaning, fuses, and jumpers.

8.6.4.8: Cleaning and condition of machine/control Rooms.
8.6.4.12: Governors – rope grip jaws and switches are free of oil.
8.6.4.21: Drive sheaves with non-metallic groove surfaces and steel wire ropes
(tighten loose bolts as required).

City of Courtenay
830 Cliffe Avenue
Courtenay BC V9N 2J7
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Elevator / Lift Maintenance Specifications Page 4

8.6.4.2X*: Maintenance of Seismic Devices

8.6.5.4: Tank level. (ON - Oil Loss Monitoring Program)
8.6.5.7: Record of Oil Usage.
8.6.5.9: Relief valve setting.
8.6.5.12: Anti-creep and Low Oil Protection.

CAR TOP - Maintenance Tasks

8.6.4.1: Suspension and Compensating Wire Ropes – rouging, breaks, etc.

8.6.4.2: Governor Wire Ropes – clean, condition (do not lubricate).
8.6.4.3: Lubrication of Guide Rails – as per OEM safety recommendations.
8.6.4.7: Cleaning of Hoistways: hoistways and pits shall be kept free of dirt,
rubbish and shall not be used for storage purposes of any nature.
8.6.4.9: Cleaning of Top of Cars.
8.6.4.13.1 (a): Hoistway door interlocks or mechanical locks.
8.6.4.13.1 (b): Car door electric contacts or car door interlocks (where required).
8.6.4.13.1 (f): Hangers, tracks, door rollers, up-thrusts, and door safety retainers
(where required).
8.6.4.13.1 (h): Sills and bottom guides, fastenings, condition and engagement.
8.6.4.13.1 (j): Interconnecting means.
8.6.4.13.1 (k): Door closers (where required).
8.6.4.13.1 (l): Door restrictors (where required).

OUTSIDE HOISTWAY - Maintenance Tasks

8.6.4.13.1 (e): Hoistway door unlocking devices and escutcheons.

8.6.4.14: Hoistway access switches.

PIT - Maintenance Tasks

8.6.4.5: Safety mechanisms shall be kept lubricated and free of rust, corrosion
and dust that may interfere with safe operation.
8.6.4.7: Cleaning of Pits.
8.6.4.11: Runby
8.6.4.18: Compensation Sheaves and Switches.
8.6.5.5: Gland Packing and Seals.
8.6. 5.6: Flexible Hose and Fittings.
8.6. 5.11: Cylinder Corrosion Protection and Monitoring.
8.6. 5.13: Overspeed Valve Setting.

SPECIAL PROVISIONS- Maintenance Tasks

8.6.11.1: Firefighter’s Emergency Operation.

8.6.11.2: Two-Way Communication Means.

City of Courtenay
830 Cliffe Avenue
Courtenay BC V9N 2J7
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Elevator / Lift Maintenance Specifications Page 5

8.6.11.3: Access Keys.

8.6.11.4: Cleaning of a Car and Hoistway Transparent Enclosure.
8.6.11.5: Emergency Evacuation Procedures for Elevators.
8.6.11.8: Egress and Re-entry Procedure from Working Areas.
8.6.11.9: Operating Instructions for Retractable Platforms.

8.6.1.6.7: Signs and Data Plates

8.6.11.11: Examination after Safety Application.
8.6.11.12: Examination after Shutdown - broken suspension member
8.6.5.6: Flexible Hose and Fittings

CAT 1 Test Requirements Electric and Hydraulic

8.6.4.19.1 Oil Buffers.

8.6.4.19.2 Safeties, 8.6.4.5 Safety Mechanisms.
8.6.4.19.3 Governors.
8.6.4.19.4 Slack-Rope Devices on Winding Drum Machines.
8.6.4.19.3 Normal and Final Terminal Stopping Devices. Terminal Speed Limiting
8.6.4.19.6 Firefighters’ Emergency Operation.
8.6.4.19.7 Standby or Emergency Power or Emergency Lowering Operation.
8.6.4.19.8 Power Operation of Door System.
8.6.4.19.9 Broken Rope, Tape, or Chain Switch.
8.6.4.19.10 Checkout procedure all E/E/PES electrical protective devices.
8.6.4.19.11 Ascending Car Overspeed Protection and Unintended Car Movement.
8.6.4.19.12 Traction-Loss Detection Means.
8.6.4.19.13 Broken-Suspension-Member and Residual-Strength Detection Means.
8.6.4.19.X* Emergency Communications
8.6.4.19.Y* Means to Restrict Hoistway or Car Door Opening
8.6.4.19.25 Driving Machine Brake Test. (ON)

CAT 1 Test Requirements - Hydraulic ONLY

8.6.5.14.1 Relief Valve Verification of Setting and System Pressure Test

8.6.5.14.2 Hydraulic Cylinders and Pressure Piping
8.6.5.14.3 Auxiliary Lowering – TSSA CAD
8.6.5.14.3 Low Oil Protection Operation
8.6.5.14.4 Flexible Hose and Fitting Assemblies
8.6.5.14.5 Pressure Switch
8.6.5.14.6 Power Operation of Door System
8.6.5.14.7 Slack-Rope Device
8.6.5.14.X Plunger Gripper

CAT 3 Test Requirements - Electric and Hydraulic

City of Courtenay
830 Cliffe Avenue
Courtenay BC V9N 2J7
City of Courtenay Section 14 20 00
Elevator / Lift Maintenance Specifications Page 6

8.6.5.15.1 Unexposed Portions of Pistons.

8.6.5.15.2 Pressure Vessels.

CAT 5 Test Requirements - Electric and Hydraulic

8.6.4.20.1 Car and Counterweight Safeties (Rated Load in the Car).

8.6.4.20.2 Governors.
8.6.4.20.3 Oil Buffers.
8.6.4.20.4 Braking System.
8.6.4.20.6 Emergency Terminal Stopping and Speed-Limiting Devices.
8.6.4.20.7 Power Opening of Doors.
8.6.4.20.8 Levelling Zone and Levelling Speed.
8.6.4.20.9 Inner Landing Zone.
8.6.4.20.10 Braking System, Traction, Traction Limits
8.6.4.20.11 Emergency Brake.

CAT 5 Test Requirements - Hydraulic ONLY

8.6.5.16.1 Governors, Safeties, Oil Buffers

8.6.5.16.2 Coated Rope Mag Flux Test
8.6.5.16.3 Wire Rope Fastening
8.6.5.16.4 Plunger Grippers
8.6.5.16.5 Overspeed Valves
8.6.5.16.6 Class C2 Freight Elevator Loaded Levelling Test

6. Contractors Duties and Schedules – Vertical Platform Lifts

Clause B2 - Scope of Maintenance Required:

Each installation shall be maintained in accordance with the requirements of this

specification and the original manufacturer's recommendations. The maintenance
shall include:

(a) Inspections, examinations, and tests at required or scheduled intervals

of all parts and functions of an installation in order to ensure up to a
reasonable extent that the installation is in a safe operating condition;

(b) Cleaning, lubricating, and adjusting applicable components at regular

intervals, and repairing or replacing all worn or defective components
where necessary, to prevent the device from becoming unsafe for
operation; and

(c) Repairing or replacing damaged or broken parts affecting the safe

operation.

City of Courtenay
830 Cliffe Avenue
Courtenay BC V9N 2J7
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Elevator / Lift Maintenance Specifications Page 7

Note: In the case of discrepancy between the requirements of this specification and
the manufacturer’s recommendations, the more stringent requirement
applies.

Clause B2.2 – Minimum Maintenance Intervals:

Unless otherwise specified in this specification, the maintenance required shall be

carried out at intervals no longer than 6 months. However, it may be possible that
based on the age and inherent quality of the equipment, the frequency and method of
usage, as well as the original manufacturer’s recommendations, the maintenance
methods may be amended or altered and required intervals may be reduced.

Required Interval
B355 Clause Description of Maintenance Task (Months)
B3 General Maintenance
B3.2 Runways, Pit Area, Machine Area and Tops of 6
Carriages
B3.3 Lubrication as required

B3.4.1 Hydraulic Components

(a) Valves and Cylinder Packing Glands 6
(b) Oil Leakage Collect from Cylinder 6
(c) Oil Levels in the Reservoirs 6
B3.4.2 Relief Valve Test 12
B3.4.3 Cylinder Inspection and Leakage Test 12
B3.4.3 Exposed Cylinder Inspection Only 12

B3.5 Controller Contactors and Relays 6

B4 Examination and Test

B4.1 All parts and functions examined and tested 12
B4.2 Examination and Testing of the Safeties 12

B4.3 Other Tests

B4.3.1 Failure Protection 12
B4.3.2 Governor Tripping Speed 12

B4.4 Wire Ropes

B4.4.1 All Wire Ropes (except governor rope) 12
B4.4.1 Governor Rope 6
B4.4.2.3 Chain Suspension 12

City of Courtenay
830 Cliffe Avenue
Courtenay BC V9N 2J7
City of Courtenay Section 14 20 00
Elevator / Lift Maintenance Specifications Page 8

B4.5 Landing and Carriage Doors or Gates

(a) Interlocks, Locks, and Contacts 6
(b) Unlocking Devices 6
(c) Vision panel 6
(d) Self-Closing Device 6
(e) Opening Force Test 6

B4.6 Drive Machine Brakes

B4.6.1 Examination and Test of Brakes 12
B4.6.2 Unscheduled Brake Test when required
B4.7 Carriage Emergency Lighting Test 6

B5 Other Devices
(a) Audiovisual warning signal 6
(b) Emergency Battery Backup System 6
(c) Power-Assisted Swing Doors or Gates 6
(d) Emergency Moving of Carriage 6
(e) Levelling Tolerances 6
(f) Pressure Switch 12
(g) Speed Limiting Devices 12
(h) Sensitive Edges and Surfaces 6
(i) Chair Carriage Rotation, Foldable Seat 6
(j) Automatic Levelling 6
(k) Alarm and Warning Signal 6
(l) Operating Devices 6

B7 Maintenance of Screw and Nut Drives

B7.1.1 General Maintenance of Screw and Nut Drive 12
B7.1.2 Backup Safety Nut 12
B7.2 Acme Thread Drive Screws 12

B8 Rack and Pinion Drive

B8.1 Racks
(a) Lubricate if necessary 6
(b) Verify Attachment Points 6
(c) Examine the Rack for Wear 6
B8.2 Examine Wear on the Pinions 6

B9 Chain and Chain Sprocket Drive

(a) Examine Chain for Wear 6
(b) Chain Tension Adjusted 6
(c) Check for Alignment, and Wear on Sprockets 6

City of Courtenay
830 Cliffe Avenue
Courtenay BC V9N 2J7
City of Courtenay Section 14 20 00
Elevator / Lift Maintenance Specifications Page 9

B10 Rope Chain and Rope Sprocket Drive

(a) Examine Rope Chain for Wear 12
(b) Rope Tension 6
(c) Check for Alignment, and Wear on Sprockets 6
(d) Lubricated, and examined 12

7. Owners Duties and Schedules – Vertical Platform Lifts

Verification by Owner - Every 2 months

.1 For units with an interlock, the lift should not move if any door is not
closed and locked.
.2 For units with a GAL lock, the lift should not move if any door is not
closed.
.3 The lift should not move beyond the door zone (usually less than four
inches away from the landing in either direction) if the door is not locked

Verify the under-pan is working. (Be sure to insert the shoring pins).

Verify correct operation of the phone (where applicable).

Confirm doors or gates are all self-closing.

8. Obsolescence

For the purpose of this contract, obsolete equipment or obsolescence shall be defined as
equipment that is no longer available from the Original Equipment Manufacturer (OEM)
or other sources, regardless of cost. Non-stock equipment is not considered obsolete
provided it can be made available. Where equipment has become unavailable due to
obsolescence, it is the responsibility of the Maintenance Contractor to obtain or devise
suitable substitute equipment.

Material purchase costs which exceed $1,500.00 (before taxes) shall be The City of
Courtenay’s responsibility. All engineering, labour, and travel to make the repairs is the
responsibility of the Maintenance Contractor and shall be included as part of this
maintenance contract.

If the Maintenance Contractor determines a piece of equipment to be obsolete, the

Maintenance Contractor must be able to provide evidence to The City of Courtenay that
they cannot obtain the part. Along with their invoice for repairs, the Maintenance
Contractor must provide The City of Courtenay copies of the original invoices from the
equipment suppliers. Failure to do so will result in payment being withheld until all
documentation is received.

City of Courtenay
830 Cliffe Avenue
Courtenay BC V9N 2J7
City of Courtenay Section 14 20 00
Elevator / Lift Maintenance Specifications Page 10

9. Exclusions

The contract shall include all portions of the Elevator equipment at the Site except as
itemized herein. The contract does not cover the following, including all damage caused
by others.
.1 Mainline and auxiliary electrical power supply disconnect switches, fuses,
and feeders to control equipment.
.2 Related building items, such as machine room enclosures, entry doors &
closers, smoke and heat detectors, and card access control equipment.
.3 Car interior finishes, car door panels, handrails, and floor covering.
.4 Cab lamps such as bulbs or tubes that can be accessed easily by Site staff
from inside the Elevator cab.
.5 Hoistway enclosure.

10. Call Back, Phone Monitoring, and Elevator Shutdowns

The Maintenance Contractor shall include call back coverage 24 hours a day, 7 days a
week.

The Maintenance Contractor shall respond to critical shutdowns on the same day they are
reported and 48 hours for regular service calls

11. Overtime Premium, Extra Charges

The cost of overtime for preventative maintenance or call backs shall be included where
indicated for the specific equipment included in the scope of work.

No additional charges shall be invoiced other than the hourly rates as listed in the
agreement and any materials excluded from this agreement. No additional surcharges for
fuel or other disbursements shall be invoiced.

Where work normally covered by the maintenance agreement is performed in overtime

as requested by The City of Courtenay’s Representative and the overtime work is not
included in the scope of work, The City of Courtenay or Co-Op’s Representative shall pay
for the overtime premium portion of the labour and the Maintenance Contractor shall
pay for the regular time portion of the labour and all material costs.

City of Courtenay
830 Cliffe Avenue
Courtenay BC V9N 2J7
City of Courtenay Section 14 20 00
Elevator / Lift Maintenance Specifications Page 11

Extra charges for work outside the scope of the agreement shall be submitted by the
Maintenance Contractor to The City of Courtenay for approval prior to commencement
of any such work. The City of Courtenay or The City of Courtenay’s Representative
reserves the right to obtain competitive proposals for any work outside the scope of the
agreement. Should the City of Courtenay exercise their right and award extra work to
another contractor, this will have no effect on the terms and conditions or the
responsibilities of the parties of this agreement, subject to an inspection by the
Maintenance Contractor.

12. Personnel and Working Hours

The Maintenance Contractor personnel shall wear appropriate attire, including but not
limited to uniforms and identification tags, as necessary, in accordance with the
requirements of The City of Courtenay.

The Maintenance Contractor personnel shall be trained in and work in accordance with
industry standard best practices, as well as WorkSafe BC and Technical Safety BC
requirements for public safety.

The Maintenance Contractor personnel shall have training and be experienced with all
the vertical transportation equipment installed at the Site.

The Maintenance Contractor personnel shall have a designated supervisor assigned to the
Site, and the supervisor shall be named and known to The City of Courtenay’s
Representative.

The Maintenance Contractor shall provide service personnel as necessary, that can work
on a flexible work schedule that can start at 8:00 am to 5:00 pm.

13. Performance, Reliability, and Quality

The Maintenance Contractor shall maintain the equipment in accordance with the
“maintenance duties and schedule” in accordance with these specifications. This includes
levelling accuracy, speed, and acceleration of the equipment.

The Maintenance Contractor shall design and execute the maintenance program to
maintain the Elevator reliability within those limits set out in these specifications.

Where equipment reliability does not meet these requirements, the Maintenance
Contractor shall implement a call back reduction program to carefully track trouble calls
and to implement corrective action to eliminate repetitive calls and to identify
troublesome components which can be replaced or repaired to improve reliability.

City of Courtenay
830 Cliffe Avenue
Courtenay BC V9N 2J7
City of Courtenay Section 14 20 00
Elevator / Lift Maintenance Specifications Page 12

The Maintenance Contractor shall maintain the equipment to provide good quality
operation, including smooth ride quality (including acceleration, vibration, noise, and
deceleration) and smooth door operation.

14. Reporting

The Maintenance Contractor shall maintain a logbook for the maintenance, repair and call
backs located at the controller for each elevating device at the Site. These logbooks shall
be in conformance with the Elevating Devices Safety Regulation and Adoption of ASME
A17.1 – 16/CSA B44 – 16 Safety Code for Elevators and Escalators, the CSA B355-09 Code,
Appendix B and TSBC Information Bulletin Reference number IB-ED 2019-02

MCP records shall be viewable on-site by elevator personnel in both hard copy and
electronic format, in a format acceptable to a provincial safety manager, made available
to that authority or the owner on request of the authority or owner.

A periodic test record for all periodic tests shall be kept as part of the MCP record both in
a logbook and electronically, to be available according to the requirements of 8.6.1.4.1
(a) (3)

15. The City of Courtenay’s Responsibilities

The City of Courtenay shall report any unsafe conditions immediately to the Maintenance
Contractor and verify the elevating device is not operating prior to placing a call for service
to eliminate billable running on arrival calls. If necessary, The City of Courtenay shall
remove a unit from service.

The City of Courtenay shall ensure the Elevators are licensed to operate with Technical
Safety BC.

The City of Courtenay shall keep the access to the lift area clear of obstacles.

The City of Courtenay shall keep a central logbook to provide feedback to the
Maintenance Contractor and shall also acknowledge any issues provided by the
Maintenance Contractor.

16. Repairs

The Maintenance Contractor shall perform all repairs necessary on the Elevator
equipment.

The Maintenance Contractor shall provide two (2) weeks’ notice to The City of Courtenay
for any repairs that will take more than one (1) full day to complete. An exception is to be
made if an issue occurs that removes the elevator from service, in which case the work
may be performed as soon as The City of Courtenay is notified.

City of Courtenay
830 Cliffe Avenue
Courtenay BC V9N 2J7
City of Courtenay Section 14 20 00
Elevator / Lift Maintenance Specifications Page 13

17. Vandalism and Misuse

The Maintenance Contractor shall make any repairs necessary to restore operation up to
two (2) hours at the applicable billing rates on verbal notification with email follow up
from The City of Courtenay’s representative.

The Maintenance Contractor shall provide a quotation for any major repair required due
to vandalism or misuse before the repairs are undertaken.

It is understood that repairs will not be unduly withheld while waiting for an approved
quotation.

18. Equipment Improvements

Periodic upgrades may be performed to the equipment outside the scope of this work.
The City of Courtenay reserves the right to obtain competitive pricing on any such work
and their right to award this work to any qualified contractor of their choice.

Should work to upgrade, modernize, or alter any equipment covered by this scope of work
be awarded to another contractor, The City of Courtenay reserves the right to suspend
the maintenance of the equipment for the period while the work is being performed and
for any subsequent warranty maintenance period, which may extend to the term on this
contract.

All new equipment added during upgrading the Elevators shall be covered under this
maintenance agreement (except for items listed under “exclusions” elsewhere in this
agreement). The Maintenance Contractor shall maintain any additional equipment
provided by other contractors on the same basis. The incumbent Maintenance Contractor
shall be given the opportunity to inspect such work upon completion prior to assuming
responsibility under maintenance.

Where the changes are major in nature and involve the installation of operational or
motion control equipment, The City of Courtenay’s representative may terminate the
equipment affected from the agreement by giving thirty (30) days written notice once
such a major alteration of the equipment is contracted out.

The City of Courtenay reserves the right to renegotiate the quarterly rate of an Elevator
that has undergone a major alteration to a lower rate due to improvements to the system
reliability. This pricing should be agreed upon in advance of any upgrade work.

19. Spare Parts, Wiring Schematics

The Maintenance Contractor shall have a stock of spare parts at this Site to be able to take
care of routine maintenance repairs.

City of Courtenay
830 Cliffe Avenue
Courtenay BC V9N 2J7
City of Courtenay Section 14 20 00
Elevator / Lift Maintenance Specifications Page 14

The Maintenance Contractor shall be able to obtain parts within 24 hours of a shut down
for most boards or other parts that are not practical to have stocked on hand.

The Maintenance Contractor shall ensure that all the wiring schematics are available and
advise The City of Courtenay if any such schematics are missing.

The Maintenance Contractor shall record any changes made to the equipment on the
schematics and maintain a duplicate set of prints in a central location.

Wiring schematics shall be laminated and stored in a safe, tidy manner to avoid creases
or other damage to the schematics.

20. Special Tools

The Maintenance Contractor shall retain on Site specialty tools required to provide
diagnostics and resets of equipment that is shut down.

21. Customer Service

The Maintenance Contractor shall provide a designated customer service representative.

This representative will visit the Site at least annually, review the logbooks, and check in
with The City of Courtenay’s representative.

The customer service representative will be responsible for preparing and presenting the
annual reports required in these specifications.

22. Quality Control and Non-Performance

The Maintenance Contractor shall correct any deficiencies within 30 days of receipt of
notice of any deficiencies.

The City of Courtenay reserves the right to hire another qualified elevator contractor to
correct outstanding deficiencies and charge back the Maintenance Contractor for this
work.

The Maintenance Contractor shall aid with any follow up inspections that may be
required.

The Maintenance Contractor shall complete any directives listed by the Authority Having
Jurisdiction, provided they are the responsibility of the Maintenance Contractor, within
30 days.

23. Appendix A – Elevator Details

Description of Equipment

City of Courtenay
830 Cliffe Avenue
Courtenay BC V9N 2J7
City of Courtenay Section 14 20 00
Elevator / Lift Maintenance Specifications Page 15

Building Qty Type Landings TSBC ID

Fire Hall 1 Direct Acting Hydraulic - Two (2) 19158
2000 lbs. @100 fpm
Florence Filberg 1 Direct Acting Hydraulic - Two (2) 11273
Centre 2000 lbs. @125 fpm
Courtenay Museum 1 Direct Acting Hydraulic - Two (2) 7599
& Palaeontology 8000 lbs. @ 100 fpm front, One
Centre (1) rear
Comox Art Gallery 1 Direct Acting Hydraulic - Three (3) 22144
2500 lbs. @125 fpm
Sid Williams 1 1 Vertical Platform Lift – Two (2) 19136
1000 lbs. @ 50 fpm.
Sid Williams 2 1 Stage (Scissor) Lift – 4000 Two (2) 7120
lbs. @ 10 fpm
Lewis Centre 1 Vertical Platform Lift – Two (2) 28367
750 lbs. @ 30 fpm

Regular and Overtime Coverage

 Regular Time Hours are 8:00AM to 5:00PM, Monday to Friday, excluding holidays.

Elevator # Maintenance Repairs Call Backs

All R R R

R = Regular Time Only Included

O = Overtime included in the base contact

City of Courtenay
830 Cliffe Avenue
Courtenay BC V9N 2J7
 Schedule C ‐ Schedule of Rates 
  Hourly Rate
Labor Unit Year 1 Year 2 Year 3
Regular Time ‐   
Mechanic 
Regular Time ‐ Helper   

Overtime Premium ‐   
Mechanic 
Overtime Premium ‐   
TEAM 
 

Quarterly Maintenance Prices
Location  Year 1 Year 2 Year 3

Fire Hall   

Florence Filberg Centre   

Courtenay Museum & 
 
Palaeontology Centre 

Comox Art Gallery   

Sid Williams 1     

Sid Williams 2   

Lewis Centre   

Total Quarterly
Maintenance Price
 

Mark‐Up % On Parts – valid for term of   
contract 

 
 “TITLE OF” AGREEMENT

THIS AGREEMENT made the XX day of XX, 2020.

BETWEEN

THE CORPORATION OF THE CITY OF COURTENAY

830 Cliffe Avenue
Courtenay, B.C.
V9N 2J7
(hereinafter the “City”)
OF THE FIRST PART

AND

CONTRACTOR
(hereinafter the “Contractor”)

OF THE SECOND PART

WHEREAS:

The City wishes to hire the Contractor for the Work as described herein, and desires to
engage the Contractor to perform said Work.

The Contractor has agreed to perform the said Work in accordance with the terms and
conditions of this Agreement.

NOW THEREFORE THIS AGREEMENT WITNESSES THAT in consideration of the terms,

covenants and conditions herein contained, the parties hereto, hereby covenant and
agree as follows:
City of Courtenay
Title of Agreement Page 2 of 8

1. CONTRACTOR’S SERVICES TO THE CITY

1.1 The Contractor shall provide and be fully responsible for the following services,
description of work or services, (hereinafter called the “Work”):
1.2 The Contractor must provide and is responsible for the Work outlined in their proposal
dated XX, (attached hereto as Schedule A) submitted to the City by the Contractor in
response to the City’s bid opportunity XX + Addendums (attached hereto as Schedule B),
forming an integral part of this Agreement.
1.3 The Contractor shall perform the Work:
a) With the degree of care, skill and diligence normally applied in the performance of
Work of a similar nature;
b) In accordance with current professional practices;
c) In conformance with the latest industry standards and regulations applicable at the
time of the Work to be undertaken.
1.4 The Contractor must furnish all personnel required to perform the Work and personnel
must be competent and qualified to perform the Work.
1.5 Where specific personnel have been proposed by the Contractor for the performance of
the Work, and have been accepted by the City, the personnel may not be replaced without
the prior written consent of the City.
1.6 The Contractor must commence the Work in a timely manner and carry out the Work in
accordance with the completion dates set out in the work plan and stated on the Bid
Form.

2. TERM OF CONTRACT & PERFORMANCE EVALUATION

2.1 The Work shall be completed on or before the date agreed to by the Contractor and the
City, subject to inspection and approval by the City’s project representative.
2.2 All contracts and any applicable extensions, are subject to a performance evaluation to
be conducted by the City either at the end of the project or annually, whichever is earliest.

3. PAYMENT

3.1 In consideration of the Work performed by the Contractor to the satisfaction of the City,
the City shall pay to the Contractor the unit prices as prescribed in Schedule A attached
hereto and forming an integral part of this Agreement. Any addition to Schedule A or price
increase requested by the Contractor must be approved in writing by the City.
3.2 The Contractor shall submit detailed invoices each month. Each invoice will show the
purchase order number XX, the percentage of the Services that are complete, and the
amount of the GST applicable. The City shall pay the invoice net 30 days of receipt.
Invoices are to be submitted (email preferred) to:

City of Courtenay
Accounts Payable

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City of Courtenay
Title of Agreement Page 3 of 8
830 Cliffe Avenue,
Courtenay, B.C. V9J 2N7
[email protected]
3.3 No prepayment of goods or services shall occur unless agreed to in writing by the City.
3.4 The contract price or schedule of rates included in Schedule A shall be the entire
compensation owing to the Contractor for the Work and this compensation shall cover all
profit and all costs of supervision, labour, material, equipment, overhead, financing,
warranty work, and all other costs and expenses whatsoever incurred in completing the
Work.
3.5 The Contractor shall keep proper accounts and records of all costs and expenditures
forming the basis of the billing to the City, including but not limited to hours worked,
details of disbursements and percentage amounts of work completed. The City shall be
entitled to verify the accuracy and validity of all billings and payments as shall be
reasonably necessary or advisable.

4. CHANGES TO SCOPE OF WORK

4.1 The City may at any time vary the scope of work to be provided by the Contractor as part
of the Work. In that case and where this Agreement contains a limit or limits in Section 3
as to the maximum fees and disbursements to be paid to the Contractor for all or any part
of the Work, such limit or limits shall be adjusted as agreed to by both parties in writing
and failing agreement, as reasonably determined by the City. Should the Contractor
consider that any request or instruction from the City constitutes a change in the scope
of the Work, the Contractor shall so advise the City within five (5) days in writing. Without
said written advice within the time period specified, the City shall not be obligated to
make any payments of additional fees to the Contractor.

5. UNDERTAKING OF RELEASE AND INDEMNIFICATION

5.1 The Contractor hereby indemnifies and releases the City, its officers, employees and
agents from all costs, losses, damages and disbursements including those caused by
personal injury, death, property damage, loss and economic loss arising out of, suffered
or experienced by the Contractor, its officers, servants and agents, and sub-contractors in
connection with their performance of the Work under this Agreement except where such
loss arises solely out of negligence on the part of the City, its officers, servants and agents.
5.2 This release and covenant of indemnification above set forth shall survive termination of
the term of this Agreement.

6. INSURANCE

6.1 The Contractor agrees to obtain at its own expense and submit to the City prior to
commencing the Work under this Agreement:
a) Comprehensive General Liability Insurance (CGL) policy with coverage of not less than
$2,000,000 per claim and aggregate per year (hereinafter the CGL policy). The CGL
policy shall include liability for Bodily Injury, Property Damage, and Non-Owned

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City of Courtenay
Title of Agreement Page 4 of 8
Vehicles, including Broad Form products and completed operations, shall name the
City as an additional insured and contain a Cross Liability clause. The CGL policy shall
remain in full force and effect at all times during the term of this Agreement;
b) Motor Vehicle Insurance, including bodily injury and property damage in an amount
not less than $2,000,000 per occurrence covering all owned, non-owned, leased,
rented or temporary vehicles;
c) The Contractor is responsible for any deductible amounts under the policies. The cost
of all insurance required by this Agreement shall be included in the Contractor’s fees.
d) The insurance policies shall be on terms satisfactory to the City. Insurance policies must
be signed by an authorized representative of the insurance brokerage firm. Proof of
the insurance policies, to the satisfaction of the City, and shall be delivered to the City
prior to commencement of the Work. Such proof shall confirm that coverage is in
effect, identify the City as an additional insured under the CGL policy, describe the type
and amount of insurance, list major exclusions and agree to provide the City 30 days’
prior written notice of cancellation of any insurance policy.
6.2 Should the Contractor hire a sub-contractor (pre-approved by the City) to perform any
work related to the Work, the Contractor shall in turn, ensure the sub-contractor has
obtained insurance on the same terms as outlined in 7.1 above. Such insurance shall
include the City as an additional insured and shall include coverage for all operations
required for the sub-contractor’s work under this Agreement.
6.3 The foregoing insurance requirements shall not in any way reduce the Contractor’s
obligations to release and indemnify the City as outlined in Section 5 “Undertaking
Release and Indemnification”.

7. LICENSES AND PERMITS

7.1 a) A City of Courtenay Business License or Mid-Island Inter-municipal Business License

valid for the term of the work to carry out and complete the Works; and
b) All other permits and licenses necessary to carry out and complete the Works.

8. HEALTH & SAFETY

8.1 During the term of this Agreement the Contractor shall ensure that all work performed is
in compliance with all applicable health & safety regulations and guidelines, including
without limitation the Workers Compensation Act and Regulation of B.C.
8.2 The Contractor shall provide a copy of the Contractor’s Health & Safety Program and/or
Safe Work procedure to the City prior to the commencement of the Work.
8.3 The Contractor shall be responsible for WorkSafe BC assessments relating to its work
under this Agreement and the work of its sub-contractors. It shall remain in good standing
with WorkSafe BC for the term of the Agreement.
8.4 If the Contractor fails to comply with any clause 8.1, 8.2 and 8.3 of this Agreement, the
City may terminate this Agreement for cause.
8.5 The Contractor may be designated the Prime Contractor by the City for the immediate

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City of Courtenay
Title of Agreement Page 5 of 8
and/or designated Work area. The Contractor shall complete, authorize and forward a
Prime Contractor Designation form to the City prior to the commencement of the Work.
8.6 If designated Prime Contractor, the Contractor shall coordinate a work site risk
assessment with the City’s project representative prior to commencement of any Work.

9. FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT

9.1 The City is subject to the Province of British Columbia’s “Freedom of Information and
Protection of Privacy Act”. All documents will be received and held, to the extent
reasonable, in confidence by the City and the information will not be disclosed except to
the degree necessary for carrying out the City’s purposes or as required by law.

10. CITY APPROVALS

10.1 No reviews, approvals or inspections carried out or information supplied by the City
derogate from the duties and obligations of the Contractor, with respect to the Work and
all responsibility for the Work is the Contractor’s.

11. DEFAULT AND TERMINATION

11.1 The City reserves the right, at its sole discretion, to terminate the Agreement for any
reason, including in the event the Contractor is in default due to an insolvency event or
the Contractor fails to perform any of the Contractor’s obligations under this Agreement
or any representation or warranty made by the Contractor in this Agreement is untrue
or incorrect, upon providing ten (10) days written notice to the Contractor.

11.2 At the time of a default event, or at any time thereafter, the City may at its option elect
to do any one or more of the following:
a) By written notice to the Contractor, require that the event of default be remedied
within a time period specified in the notice;
b) Pursue any remedy or take any other action available to it at law or in equity; or
c) By written notice to the Contractor, terminate this Agreement with immediate effect
or on a future date specified in the notice, subject to the expiration of any time
period specified under Section 11.2.a.

11.3 No failure or delay on the part of the City to exercise its rights in relation to an event of
default will constitute a waiver by the City of such rights.

11.4 If the City terminates this Agreement the City must, within 30 days of such termination,
pay to the Contractor any unpaid portion of the fees and expenses described in
Schedule A which corresponds with the portion of the Services that was completed to
the City’s satisfaction before termination of the Agreement. The Contractor must, within
30 days of such termination, repay to the City any paid portion of the fees and expenses
described in Schedule A which corresponds with the portion of the Services that the City
has notified the Contractor in writing was not completed to the City’s satisfaction before
termination of this Agreement.

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City of Courtenay
Title of Agreement Page 6 of 8
11.5 The payment by the City of the amount described in Section 11.4 discharges the City
from all liability to make payments to the Contractor under this Agreement.

12. NON-DISCLOSURE

12.1 The Contractor acknowledges that in performing the Work required under this
Agreement, it will acquire information about certain matters which is confidential to the
City, and the information is the exclusive property of the City.
12.2 The Contractor undertakes to treat as confidential all information received by reason of
its position as Contractor and agrees not to disclose it to any third party either during
performance of the Work or after the Work have been rendered under this Agreement.

13. CONFLICT OF INTEREST

13.1 The Contractor agrees it will not provide any Work or Services to any person in
circumstances that, in the City’s reasonable opinion, could give rise to a conflict of interest
between the Contractor’s duties to that person and the Contractor’s duties to the City
under this Agreement.
13.2 The Contractor declares and confirms that it has no pecuniary or other interest in the
business of any third party that would cause a conflict of interest or be seen to cause a
conflict of interest in performing the Work.
13.3 If any such conflict of interest occurs during the term of this Agreement, then the
Contractor shall immediately declare it in writing to the City and, at the direction of the
City, the Contractor shall promptly and diligently take steps to the satisfaction of the City
to resolve the conflict.

14. WARRANTIES

14.1 The Contractor shall supply a minimum warranty for the Work which shall survive the date
of completion of the Work as agreed to by the Contractor and the City.
14.2 The minimum warranty for labour shall be one (1) year and the materials warranty shall
be as per the manufacturer’s or Contractor’s warranty, whichever is greater.

15. COMPLIANCE WITH LAWS AND RESOLUTION OF DISPUTES

15.1 This Agreement shall be governed, interpreted and construed according to the laws of
British Columbia.
15.2 This Agreement and all disputes arising out of or in connection with this Agreement or in
respect of any defined legal relationship associated with it or derived from it shall be
governed by the laws of the Province of British Columbia.

16. ENVIRONMENTAL IMPACT REDUCTION REQUIREMENTS

16.1 The City requires the management of its assets in an environmentally sound manner and
integrates environmental factors into planning and decision making. The intent is to

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City of Courtenay
Title of Agreement Page 7 of 8
conserve natural resources and to minimize negative impacts on the environment, while
retaining optimal product or service performance. The City encourages the Contractor
and sub-contractors to minimize impacts on the environment including recycling, re-use
of materials where applicable and reduction of landfill waste.
16.2 Non-idling of Vehicles
In the interest of reducing negative impacts on human health, all Contractors working
directly or indirectly for the City or on City owned property must ensure that when
vehicles or equipment are not required to be running for operational purposes every
effort is made to reduce engine idling.
Idling time shall be permitted to provide safe and efficient engine warm up time, 3 to 5
minutes for heavy duty vehicles and equipment, and up to 1 minute for light duty
vehicles and equipment. During field operation, the same criteria shall apply.
These time periods have been calculated by Natural Resources Canada to account for all
incremental weather wear on batteries and starters as well as the incremental usage
associated with re-starting the engine. The anti-idling criteria do not apply to any
situation where the safety of the operator, passengers or other person shall be
compromised by turning off the engine.

17. FORCE MAJEURE

17.1 Definitions relating to force majeure;

a) “Event of Force Majeure” means one of the following events:

i) a natural disaster, fire, flood, storm, epidemic or power failure;
ii) a war (declared and undeclared), insurrection or act of terrorism or piracy;
iii) a strike (including illegal) work stoppage or slowdown) or lockout, or
iv) a freight embargo.
If the event prevents a party from performing the party’s obligations in accordance
with this Agreement and is beyond the reasonable control of that party; and
b) “Affected Party” means a party prevented from performing the party’s obligations in
accordance with this Agreement by an Event of Force Majeure.

17.2 Consequences of Force Majeure

An Affected Party is not liable to the other party for any failure or delay in the
performance of the Affected Party’s obligations under this Agreement resulting from an
Event of Force Majeure and any time periods for the performance of such obligations are
automatically extended for the duration of the Event of Force Majeure provided that the
Affected Party complies with the requirements of Section 17.3.

17.3 Duties of Affected Party

An Affected Party must promptly notify the other party in writing upon the occurrence of
the Event of Force Majeure and make all reasonable efforts to prevent, control or limit

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Title of Agreement Page 8 of 8
the effect of the Event of Force Majeure so as to resume compliance with the Affected
Party’s obligations under this Agreement as soon as possible.

IN WITNESS WHEREOF, the parties shall execute this Agreement with effect as of the date first
forth above.

THE CORPORATION OF THE CITY OF COURTENAY

By: ________________________
Signature

Name: ________________________

Title: ________________________

Date: ________________________

CONTRACTOR

By: ________________________
Signature

Name:

Title:

Date: ________________________

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 SCHEDULE E

“PRIME CONTRACTOR DESIGNATION”

PROJECT TITLE: Q20-08 Elevator Inspection and Maintenance Services
WORK DESCRIPTION: Elevator Inspections, Maintenance and Service Calls
LOCATION: Courtenay, B.C.
OWNER: City of Courtenay

This declaration is a WorkSafe BC requirement for work on City-owned properties, projects, and developments.

As per the requirements of the Workers’ Compensation Act Part 3, Division 3, Section 118 (1-3) which states:

Coordination of multiple-employer workplaces

118 (1) In this section:
“multiple-employer Workplace” means a Workplace where workers of 2 or more employers are working
at the same time;
“prime contractor” means, in relation to a multiple-employer workplace,
(a) the directing contractor, employer or other person who enters into a written agreement with the owner
of that Workplace to be the prime contractor for the purposes of this Part, or;
(b) if there is no agreement referred to in paragraph (a), the owner of the Workplace.
(2) The prime contractor of a multiple-employer Workplace must:
(a) ensure that the activities of employers, workers and other persons at the workplace relating to
occupational health and safety are coordinated, and;
(b) do everything that is reasonably practicable to establish and maintain a system or process that will
ensure compliance with this Part and the regulation in respect to the workplace.
(3) Each employer of workers at a multiple-employer workplace must give to the prime contractor the name
of the person the employer has designated to supervise the employer’s workers at that Workplace.

By signing this Agreement, the Contractor accepts all responsibilities of a prime contractor as outlined in the Workers
Compensation Act and WorksafeBC OH&S Regulation.
As a Contractor signing this Prime Contractor Designation form with the City of Courtenay (the “Owner”), you are
agreeing that your company, management staff, supervisory staff and workers will comply with the Workers
Compensation Board Occupational Health and Safety Regulation and the Workers’ Compensation Act.
Any WorksafeBC OH&S violation by the prime contractor may be considered a breach of contract resulting in possible
termination or suspension of the agreement and/or any other actions deemed appropriate at the discretion of the City.
Any penalties, sanctions or additional costs levied against the City, as a result of the actions of the prime contractor
are the responsibility of the prime contractor.
The Contractor acknowledges having read and understood the information above.
By signing this Prime Contractor designation form, the Contractor agrees as a representative of the firm noted below,
to accept all responsibilities of the prime contractor for this project.

I fully understand and accept the responsibilities of the Prime Contractor designation in accordance with the Workers’
Compensation Act for all work on City-owned property; as described above, and will abide by all WorkSafe BC
Regulation requirements.

WorkSafe BC Notice of ProjectNo. (if applicable): ___________________________________

Company: ____________________________________________________________________________________

Signed: ___________________________________ Date: ______________________________________

(Authorized Signatory)