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      1. TEAM HELP
      2. SALES TEAM

      Estimating and Tender Process

      For Technical and Specialist Quotations

      Estimated Duration for Tender Review and Return

      Project Complexity

      Time Frame

      Technical

      3 - 5 Business Days

      Specialist

      10 - 15 Business Days

      The above time frames are indicative only and depend on workload, accuracy and priorities. Please speak to the National Sales Manager if the time frame is not suitable and this can be escalated to senior management for review.

       

      Estimating Process – Overview

      The estimating process is for when a client manager or any member of staff in Viking need assistance with quoting a technical or specialist quote to a client, for basic quotes please speak to the sales team. Technical or specialist quotes is when a piece of equipment needs to be customised and manufactured, or if an in depth site works costings and scope is required.

      Projects team have an estimating division to be able to assist with these types of quotes, see below process for detailed step by step guide.

       

      1. Initiate Tender Request:
        1. Sales Team member/Client Manager receives enquiry from customer, Hubspot deal is generated, and this enquiry should also be logged internally within the sales team (speak to National National Sales Manager for more information)
        2. Sales Team to forward any commercial documents for review to commercial@vikingindustrial.com.au along with any pre-qualification documents.
        3. Download and Upload documents to Google Drive if too large, otherwise this can be attached to the email. Please review the documents prior to the next step, ensure that you understand the scope and all information is there (i.e. Generator kVA size etc, otherwise this will lead to a delay once it reaches the estimator)
        4. Send email to estimating@vikingindustrial.com.au with the above information along with the below:
          1. Project Details:
            • Project Name
            • Project Location (Site Address)
            • Hubspot Link
          2. Project Status
            • Has the client won the job, or are they tendering? Is the project already awarded?
          3. Relevant Dates
            • Tender Due Date
            • Expected Award Date
          4. Document Attachments:
            • Relevant Project Documents: Attach all relevant documents received from the client. If the file size is too large, upload to the Google Drive and include the link in the email.
          5. Special Instructions or Notes
            • Any additional instructions, concerns, or notes that the Estimating Team should be aware of.
      2. Communication & Information Gathering:
        1. Automated notification to the Estimating Team upon submission by email.
        2. Estimating Team reviews and acknowledges the request within 24 hours letting the sales representative know when the initial review can be done.

      3. Tender Review & Risk Assessment:

      Estimating Team conducts initial review and decision-making matrix and updates the sales representative with final date for the tender.

      1. Determine the timeline based on project complexity (technical, specialist).
      2. Engage Projects Team for site visits if required.
      4. Quote Preparation & Handover:
          1. Estimating Team prepares the quote within the determined timeline. Documents such as Bill of Materials, Scope of Works etc are generated and uploaded to Google Drive.
          2. Formal tender meeting provided to the Sales Team for specialist quotes.
            1. Meeting to be held up to 24 hours before tender due date.
          3. Sales Team populates the quotation and submits the quote to the client, equipped with all necessary details.
      5. Post-Tender Follow-Up:
        1. Continuous improvement process for refining tender submissions based on client feedback and outcomes.