Trinity Operating Procedures - TOPs

TOP-QUOTE

Rev: 6/09/2020

Scope: This procedure covers the quoting process, wherein Trinity Forge reviews a customer's requirements against its own capabilities and costs, then either provides a quotation of prices for tooling and/or parts or provides a "no-quote" response.

Procedure:

STEP	WHO	WHEN	INFO TO USE	WHAT TO DO
1	Sales Associate* or other party	Upon receiving a (prospective) customer's request for quotation (RFQ)	RFQ including any supporting information (prints, specifications, etc.)	Specify customer requirements, working with customer to resolve unclear points as needed and Engineering to determine feasibility. If a No-Quote, skip to Step 4. If quoting, verify customer information in Quote Spreadsheet is up to date and enter RFQ into ZOHO and MicroEstimating; forward RFQ and all supporting information to Estimator.
2	Estimator	Upon receiving RFQ	RFQ including supporting information	Review the RFQ and supporting information; assess risk involved, discussing with VP-Sales and Marketing, Sales Representative, (prospective) customer or others to resolve any questions. -If no-quote, complete step 3 -If quoting, continue to step 5
3	Estimator	Upon deciding to no-quote	RFQ including supporting information	Inform Sales Associate* assigned to customer of decision to no-quote; include quote number if one has been issued and reason for deciding to no-quote; update ZOHO and MicroEstimating.
4	Sales Associate* or other party	When informed of a decision to no-quote	RFQ including supporting information	Communicate a no-quote to the customer by email, fax, letter or other means as deemed appropriate with a copy to the President. Update ZOHO.
5	Estimator	Upon deciding to pursue quote	RFQ including supporting information	Enter RFQ into Quoting program and assign tasks. Send request(s) to sub-contractor(s) and/or testing provider(s), including any edited need-to-know support information.
6	Anyone contributing to a quotation (typically a Forging Engineer or Buyer)	Upon request from Estimator to contribute cost estimates to a quoting exercise assign tasks in MicroEstimating to helper.	RFQ including supporting information	Review the RFQ and supporting information; discuss any questions with appropriate parties (Sales Representative, Forging Engineer, Manufacturing Engineer, etc); if the RFQ does not fall within Trinity Forge's capabilities, notify the Estimator, otherwise work up cost estimate and forward original email request back to Estimator indicating completion. Estimator to update MicroEstimating.
7	Estimator	Upon notification supporting estimates are complete	RFQ including supporting information, supporting estimates, own expertise, cross department expertise, records and tools	Verify that cost estimates are complete and appear reasonable (if it is determined that the part is not feasible, return to step 3); work with President, VP-Quality and Engineering, Inside and Outside Sales Associate* or other parties to produce Quote. Any estimate created under a 30% margin rate but above 25% margin rate MUST have the Presidents signature before moving foward from Estimating to Approval. Estimates at 25% margin or below will be Lonestar Investments approved. Updated ZOHO and MicroEstimating.
8	President, Estimating Mgr, Inside Sales Mgr or VP Quality and Engineering	Upon determining Estimate is ready for approval	Own knowledge Item History for like parts and the Estimate Workup.	Verify the key components of the estimate for accuracy and any anomalies. Validate a 30% margin or greater or a signature from the President for a lower margin approval. Approve the estimate and move the tab in ZOHO, or if Disapproving go back to Step 7.
9	Sales Associate or Customer Service Representative	Upon receipt of Quote	Quote, original RFQ and supporting	Send Quote to customer and update ZOHO.

*Sales associates can be VP-Sales and Marketing or Sales Representative.

Revision history: