Para-Cycling s Equipment Distribution Procedure

CYCLING CANADA 2015-2016 Para-Cycling s Equipment Distribution Procedure 1 P age

PARA-CYCLING EQUIPMENT DISTRIBUTION PROCEDURE Date of implementation: November 1 st 2014 1- Introduction: The following procedure has been developed to ensure that the distribution of Cycling Canada (CC) owned equipment to targeted National Team Athletes is adequately monitored. This document is NOT intended to limit the equipment distribution scope, but to make certain that athletes who most need and deserve the CC owned equipment have access to the CC s equipment assets. NEW!! All athletes who benefit from the CC equipment program is financially responsible for the equipment, would it not be returned to CC for any reasons. Those athletes are being asked to provide CC a copy of a proof of insurance for the CC equipment at purchased price (Please refer to Appendix 1 for the Equipment list) 2 Priorization: 1) Tier 1 Athletes Tier 1 athletes are fully supported and have access to CC s equipment, based on the National Team coaches recommendations. Demands should be made directly to the coaches and or the National Team Supervisor. Equipment is distributed for up to a Paralympic cycle (up to 4 years), unless the athlete retires or does not use the CC s equipment. Distribution of the equipment is under the CC s financial responsibility for the original shipment to the athlete and the return shipment to CC. Any repair or replacement of the CC s equipment for abnormal* use, is under the athlete s responsibility. Any CC equipment not being returned to CC, will be billed to the organisation or athlete at purchased value National Team coaches can terminate the contract if it is deemed that the equipment is not being taken care of or that it is not being used in a manner that the equipment was originally intended for. organisation/athlete responsibility, and also related shipping fees when applicable. * Abnormal use is described as: Lacking in assuring regular equipment maintenance (by professionals), lacking in packing correctly when travelling and shipping equipment resulting in damaging the equipment, lacking in using the equipment for other that its normal use and resulting in damaging it. NT coaches will determine if the equipment was neglect or properly used! *IMPORTANT: Proper torque has to be applied on the CC equipment by using a specific torque wrench. If not, it will be considered as an abnormal use and therefore charged to the organisation or athlete at purchased price. For some specific equipment, CC may ask for a financial contribution from the athlete for maintenance purposes (see Appendix 1). This maintenance flat fee will apply for any CC equipment use on non-national team projects (shipping and maintenance fee will be invoice to the organisation /athlete) 2 P age

2) Tier 2 Athletes: Tier 2 athletes are partially supported and have access to CC s equipment, based on the National Team coaches recommendations. Demands should be made directly to the coaches and or the National Team supervisor. Equipment is distributed for a season (1 year), unless the athlete retires or does not use the CC s equipment. Distribution of the equipment is under the athlete s financial responsibility. Any repair or replacement of the CC s equipment for abnormal use* is under the athlete s responsibility. Any CC equipment not being returned to CC will be billed to the organisation or athlete at purchased value National Team coaches can t erminate the contract if it is deemed that the equipment is not being taken care of or that it is not being used in a manner that the equipment was originally intended for. organisation/athlete financial responsibility and also related shipping fees when applicable. Abnormal use is described as: Lacking in assuring regular equipment maintenance (by professionals), lacking in packing correctly when travelling and shipping equipment resulting in damaging the equipment, lacking in using the equipment for other that its normal use and resulting in damaging it. NT coaches will determine if the equipment was neglect or properly used! *IMPORTANT: Proper torque has to be applied on the CC equipment by using a specific torque wrench. If not, it will be considered as an abnormal use and therefore charged to the organisation or athlete at purchased price. For some specific equipment, CC may ask for a financial contribution from the athlete for maintenance purposes (see Appendix 1). This maintenance flat fee will apply for any CC equipment use on non-national team projects (shipping and maintenance fee will be invoice to the organisation /athlete) 3) Tier 3 Athletes: Tier 3 athletes are partially supported and have access to CC s equipment, based on the National Team coaches recommendations. Demands should be made directly to the coaches and or the National Team supervisor. Equipment is distributed for a season (1 year), unless the athlete retires or does not use the CC s equipment. Distribution of the equipment is under the athlete s financial responsibility. A financial contribution is asked from the athlete for maintenance purposes (see Appendix 1). Any repair or replacement of the CC s equipment for abnormal use is under the athlete s responsibility. Any CC equipment not being returned to CC will be billed to the organisation or athlete at purchased value National Team coaches can terminate the contract if it is deemed that the equipment is not being taken care of or that it is not being used in a manner that the equipment was originally intended for. organisation/athlete financial responsibility, and also related shipping fees when applicable. 3 P age

Abnormal use is described as: Lacking in assuring regular equipment maintenance (by professionals), lacking in packing correctly when travelling and shipping equipment resulting in damaging the equipment, lacking in using the equipment for other that its normal use and resulting in damaging it. NT coaches will determine if the equipment was neglect or properly used! *IMPORTANT: Proper torque has to be applied on the CC equipment by using a specific torque wrench. If not, it will be considered as an abnormal use and therefore charged to the organisation or athlete at purchased price. For some specific equipment, CC may ask for a financial contribution to the athlete for maintenance purposes (see Appendix 1). This maintenance flat fee will apply for any CC equipment use on non-national team projects (shipping and maintenance fee will be invoice to the organisation /athlete) 4) Non-Tiered athletes (international racers to new comers) Non Tier (National team list) athletes can have access to the CC equipment based upon availability, and with a financial contribution. New athletes can have access to the CC s equipment under the recommendation of the National Team Coaches Equipment is distributed for up to one (1) year for international racers (non Tiered) and up to two (2) months for new comers Distribution of the equipment is under the athlete s financial responsibility A financial contribution is asked from Non-Tier athletes (**) Any repair or replacement of the CC s equipment for abnormal use is under the athlete s responsibility. Any CC equipment not being returned to CC will be billed to the organisation or athlete at purchased value National team coaches can terminate the contract would a Tier athlete have equipment needs, or if it is deemed that the equipment is not being taken care of or that it is not being used in a manner that the equipment was originally intended for. (**) The fee applies for any agreement during less than the maximum two (2) months. organisation/athlete financial responsibility and also related shipping fees when applicable. 3 - Security deposit / proof of insurance: a. Security Deposit: Athletes who have been allowed by the NT coaches to receive CC equipment will be asked to provide a security deposit to the value of 20% of the equipment purchased price. This security deposit can be issued to the CC by way of cheque, money order or credit card. The deposit will be returned to the athlete once the equipment is returned to the CC, in the package in which it was sent out, and is deemed to be in good condition*. In the case of a cheque, it must be date marked for the end of the loaning period. In the case where an athlete has renewed her/his right to keep the piece of equipment for another period, the athlete will be asked to renew the security deposit procedure. 4 P age

A piece of equipment is deemed to be in good condition if there are no signs of neglect. It will be up to the CC staff member to sign off and establish if the equipment has deteriorated due to normal usage or neglect. Unless the equipment is out of box new, a picture of the equipment will be taken before shipment to association. In addition, the association will have 10 days from receipt of the equipment to contact the CC about any equipment failure. If there is no communication with CC regarding potential equipment failure within these 10 days, the CC will record that the loaned out equipment is in proper working order. b. Proof of insurance: Organisations or athletes receiving CC equipment is requested to provide CC a copy of their proof of insurance based on the purchased value (Cf. Annexe 1). The proof of insurance is to be provided to the NT coaches or/and the para-cycling program supervisor within 10 days following reception of the aforementioned equipment. NB: The intent being to protect the organisation or athlete would the equipment they are responsible for is stolen, lost, else. CC will invoice at purchased value any equipment not returned to CC. 5 P age

Date: 201 (Y) --- (MM) --- (DD) EQUIPMENT: CYCLING CANADA S PARA-CYCLING EQUIPMENT DISTRIBUTION FORM Description (Brand) : Serial Number: Model: Colour: Size: Other: Organisation or Athlete s Name: Athlete s Surname: Status: Tier 1 Tier 2 Tier 3 Non Tiered Address (In full): City: Province: Postal Code: Email: / Phone: / Cell: Association s OR Athlete s signature: (By signing, the association or the athlete agrees to the aforementioned items in this procedure) Cycling Canada National Team representative (full name): CC staff Signature: Equipment allocated on 201---- (YYYY) / ----- (MM) / ----- (DD) Shipping method Tracking number Shipping amount: Return date anticipated on 201 (YYYY) / ----- (MM) / ----- (DD) Security deposit: (see Annexe 1) $. All deposit information should be sent either by email or by post, c/o Finance with the mention of the following information: For Credit cards: Full name of cardholder as imprinted on credit card Full address of cardholder Credit card number Credit card expiry date For Cheque or money order: Made out to Cycling Canada C/O finance Cycling Canada 203-2197 Riverside drive Ottawa Ontario K1H7X3 Date: end of the loaning period Deposit Method: (identified the preferred option) 6 P age CHEQUE CREDIT CARD MONEY ORDER

APPENDIX 1 CYCLING CANADA S PARA-CYCLING EQUIPMENT LIST Equipment Purchased Value Security Deposit (20% of full value) Maintenance Non-Tier athletes rental fee (**) HOME-TRAINER & POWERMETERS Computrainer 1.700$ 340$ 50$/year 100$ Lemond Trainer 600$ 120$ 50$ Lemond Handbike 500$ 100$ 50$ Adapter Lemond Head Unit 600$ 120$ 50$ Wahoo Kickr 1.500 $ 300$ n/a Power Tap wheel 1.500$ 300$ 50$/year 50$ SRM Wireless 2.900$ 580$ 50$/year n/a Garmin Pedals 1.800$ 360$ 50$/year n/a Quarq 1.500$ 300$ 50$/year 50$ FRAMES(*) Calfee Tandem 8.000$ 1.600$ 150$(*) 120$ Cyfac Tandem 9.000$ 1.800$ 150$(*) n/a Guru Tandem 4.500$ 900$ 150$(*) 120$ Cervelo Time Trial 2.500$ 500$ 100$(*) 120$ Cervelo Road 2.500$ 500$ 100$(*) 120$ Cervelo Track 2.800$ 560$ 60$(*) 120$ Look Time Trial 4.500$ 900$ 120$(*) 120$ Look road 3.500$ 700$ 120$(*) 120$ Look Track 4.900$ 980$ 120$(*) 120$ Marinoni Tricycle 4.000$ 800$ 120$(*) 120$ Longstaff or Trykit adaptors 2.600$ 520$ 75$ 200$ Top End Force RX (built) 5.700$ 1.140$ 120$(*) 150$ Top End Force KX 5.900$ 1.180$ 120$(*) 150$ (built) WHEELS Mavic disc 3.000$ 600$ 50$ 50$ Mavic IO 4.500$ 900$ 50$ n/a Mavic CXR80 1.700$ 340$ 50$ 50$ FFWD 90mm front wheel 1.500$ 300$ 50$ 50$ FFWD 5 spokes 2.000$ 400$ 50$ 50$ FFWD disc 1.800$ 360$ 50$ 50$ ENVE trike 2.500$ 500$ n/a n/a ENVE regular 2.300$ 460$ n/a n/a Aluminum Training wheel set (model to be specified) 800$ 160$ 50$ 50$ (*) A bike provided built will require a copy of a complete professional tune-up invoice, otherwise the maintenance fee will be applied and charged. (**)The flat fee applies to international competitors (non-tiered) for up to one (1) year. For new athletes the rental applies for a maximum of two (2) month. The same fee applies for any agreement during less than the two (2) months. 7 P age