EGBA SPLIT-CLAMPS LIMITED

Sales/Marketing Procedure
6.3.4

Ref. No: ESCL-SOP-010

Rev. No: 00
Issue Date:12th Nov, 2012
Page 5 of 5

All the information and data required for a factual bid is obtained from the client.

Any

clarification requested is raised and obtained in writing to ensure that the clients requirements is
adequately defined and documented.
6.3.5

Relevant inputs are obtained from top management and other relevant internal sources
regarding specific requirements in order to ensure that the bid meets all technical, commercial
and contractual requirements.

6.3.6

Quotations for outsourced work when necessary, is obtained in writing from approved suppliers
(see document - Ref. No. ESCL-SOP-012).

6.3.7

The bid documentation (pre-qualification, technical or commercial) as prepared is reviewed(see

Form 123) and approved as appropriate before submission to the customer.

6.3.8

All the data and documentation relating to a bid is filed and maintained for the period of bid
validity including extensions thereof.

6.4

Receipt of Contracts /Service Delivery

6.4.1

On receipt of a contract or milestones thereof, the contract agreement draft is reviewed(see

Form 123) against the submitted tender to determine changes, if any, in the two documents. Any
difference in tender and contract is resolved with the client in writing. Records of the results of
such review are maintained (e.g. Minutes of contract/project kick-off meeting).

6.4.2

The product/service delivery is executed in line with requirements (ESCL, customer, statutory,
regulatory, any other). Records generated in each product/service delivery are filed and
maintained. Client is readily informed on every aspect of the work done in order to avoid wrong
perception. See the Procedure for Control of Workshop/Project Operations Ref. No. ESCLSOP-017 and other relevant procedures on ESCL product/service delivery for details.

6.5

Invoicing / Billing
Invoicing for delivered services is undertaken in accordance with contract terms and conditions.
Payment is monitored and payment advice is collected when due and maintained (see Accounts
Procedure - Ref. No. ESCL-SOP-007).

6.6

Customer Satisfaction
Top Management, Commercial Manager and Marketing/Sales Officer proactively collect
information on client perception of ESCL product/service delivery processes. Such information
is maintained as appropriate and forms an input in Management Review Meetings.

7.0

RECORDS

7.1

Enquiry / Quotation / Bid records

7.2

Business Development Records

7.3

Contract record

7.4

Client Satisfaction record.

7.5

Contract Review Record( Form 123)