Drum Quote Management CS3120 People and Technology Creating a Better Environment July 2009

Objectives and Expectations Objectives: To provide sales and service personnel with the training and tools required to manage drum disposal pricing needs for customer. Expectations New disposal pricing for customers managed through Drum Quote application. New labor, equipment, and materials pricing managed through Drum Quote application Edits to existing profile based pricing managed through Drum Quote application. Drum Transportation and demurrage pricing managed through Drum Quote application. All appropriate pricing managers are involved in determining specialty pricing. Drum Quotes approved internally prior to presenting pricing to customers. All quotes are delivered to the customer for review and acceptance. Follow-up with a phone call to the customer to review conditions of the quote and specialty pricing situations. Signed quote documents scanned and attached to the WIN ID in Beacon.

Getting Started All Quote applications start with the same process and can be initiated through Beacon or directly in Win Web. 1) Choose the appropriate Customer and Generator Code combination. 2) Click on the Quote Type. 3) From the popup menu pick the Job Type being quoted. 4) Please note that all Direct Ship and Trans Only Quotes are to be managed centrally by the Direct Ship Group.

Choose a Quote Format The quote format labels are rollover fields. When the cursor is placed over the label, the definition appears. Unit Price: volume information not required and will not print on the quote document. Estimated Qty: volume information is required and job estimate prints on the quote document. To access old quote information click cancel then view details for the needed quote. Note: If a drum quote is already started, the system will automatically display all quotes, including the one in progress. Just select the in progress quote and edit as needed. Contact Tech Services if a quote needs to be deleted

Profiles Page Choose the profiles to quote. All new profiles are pre-selected automatically. Waste Class Code Pricing added on the next page. If changing transportation rates, all profiles must be selected.

Disposal Page 1 3 1 2 Additional profiles and waste class codes can be added to the quote using the available drop downs and Add button. Note also the ability to quote different units of measure. Each line displays important information about the price. Costs are calculated using the least cost model running in the drum order system. The detail behind the cost is available for viewing by clicking on the cost number directly. Use the Edit, Delete, and Copy hyperlinks to customize your pricing. Note that pricing below SRP will force quote approval. See following slides for additional details.

Disposal Pricing Pricing Calculator is a tool to be used to establish and adjust pricing. See next slide for additional information. Adjust the quantity and price then click update. Any quote with pricing below SRP will require workbench approval. Note: upon “Acceptance by the Customer” new pricing information will be pushed to the pricing table(STND Contract) for the quoted customer. If no active STND Contract is in place a new contract will be created.

Pricing Calculator Pricing Calculator provides SRP pricing information at the users fingertips. Customer size and Stream size allow for high volumes to be priced competitively with ease. Helpful reminders appear based on your price compared to SRP. Use the Check Approval button to refresh the hint. A warning will appear when pricing goes below floor rates. When the Calculator is accessed directly from a pricing line item, clicking OK will update the price on the original line item. Check Approval Button

Rate Source Rate source identifies the original source of the price. In the example, the price was modified and thus the Rate Source indicates a Change in price will be pushed to the contract for that profile. Existing Waste Class Code pricing cannot be changed through this application. Work directly with Contract Pricing to change any WCC based pricing. New WCC’s added can be edited.

Surcharges Click on the select box to add a surcharge to the quote. Before and after screen shots displayed. Potential surcharges based on waste class code are automatically displayed. Always click view/edit to review the pricing and structure. Review Pricing Handbook rules for drum surcharges. Include surcharges for WCC’s as outlined in the Drum Surcharge Matrix.

Surcharge Table Current surcharges are listed in the Pricing Handbook in the Transportation and Disposal Pricing section.

Drum Trans Pricing Rules Every drum generator location must be quoted through the Drum Quote. This cannot be managed at the customer level or through Contract Pricing The Transportation Screen provides several options to structure transportation pricing. Based on your selection, there will be different requirements and fields to complete. The three options are: Charge Transportation (trans provided by Clean Harbors) Bundle Transportation (trans provided by Clean Harbors and price included in disposal price) Do not Charge Transportation (trans provided by customer) Transportation Pricing authority resides locally with GM. A Pricing Manager may also approve special pricing. Demurrage rates are listed in the Pricing Handbook. Deviation from standard demurrage rates require management approval. Refer to General Pricing Rules to view the rules applied to the Budgeted Hours calculation. When Drum Trans Rates change, all profiles must be quoted with the new transportation pricing. Drum Trans rates can only be set up based on the 55 gallon drum. Rates for other sizes, if different, cannot be managed through the drum trans system. The Current section displays the rates that are to be billed to the customer today. Proposed pricing defaults to current as the base for the user to modify/update. If no current pricing exists then SRP for the milkrun will display.

Drum Transportation Pricing Structure Selections to define the overall pricing strategy for the customer. Dispatch Location closest to generator. Proposed Trans Pricing has three components: Pricing Type Rate information Demurrage table Comments Box: This field is not to be used. Specialty trans pricing that does not fit in to the system structure must be emailed to Contract Pricing for entry into the Contract Instructions. Note: Any change to the Drum Trans Pricing will require all profiles to be quoted to the customer.

Charge Trans Rates can be structure in 3 ways: Per Drum: A price per container with a minimum charge is the preferred pricing structure. A Maximum Charge per shipment is also available. Flat: One price regardless of quantity shipped. Stepped: multiple flat rate prices base on quantity shipped. Note: The layout of the screen will change base on the Pricing Type chosen.

Bundle Trans Bundle Trans requires disposal rates be increased to include transportation charges. Automated Local Trans allocation of 25% applied. Demurrage must still be quoted.

Assessorial Resources Choose the appropriate resources category tab. Click the Add column for item(s) to be quoted. Use keyword search or item subcategory to find an item not shown in the default pick list. Selection here will push the item to the Detail page to follow. Labor and Equipment, and Materials (LEM) are not typically itemized for T&D work. Make sure the quote being managed is appropriate for the job type. Caution: The quote approval process pushes rates to the STND contract.

Assessorial Detail Screen Click on the + button to open the search item option. Choose the correct category of item. Type any text from the potential item code then search. Choose select from the search results. Adjust Sell Price as needed. If Sell Price is from an existing contract, rate changes must be managed with support from Contract Pricing Group.

Quote Instructions Because drum quotes are not linked specifically to orders, Quote Level Instructions reside only on the quote and are visible through quote details. Always summarize any specialty approvals obtained for special disposal and transportation rates. Work directly with Contract Pricing team to modify Contract Level BILL instructions as needed. Quoted pricing should never conflict with Contract or Company Level Instructions. Any specialty information to be included on the quote document to the customer must be added to the General Conditions section of the Quote Document in addition to Quote Level Instructions.

Quote Document Rules Choose the template appropriate to the situation. Edit all required areas of the document. Do NOT edit Recovery Fee text of the General Conditions section of the quote document. If Recovery Fee data is incorrect, validate that account setup is correct then refresh the conditions by switching templates. In rare cases, a special Recovery Fee may be negotiated for a specific project or waste stream. Add a condition outlining the special deal but leave the standard Recovery Fee condition so the customer is aware of the difference. Deliver all quotes to customers for review and signature. Signed quotes returned should be scanned and attached to the appropriate WIN ID in Beacon. Upon receipt of signed quote from customer notify Tech Services to accept quote in system. Quoted pricing is not pushed to the STND Contract until the quote is Accepted by Customer (a.k.a. WIN) status. The final entry step required is to properly prepare the Quote Document. On every quote the document must be managed as if it is going to be delivered to the customer. ***Review the bullets***

Quote Document Select the proper Template for the quote and make modifications to the document as needed. Not all text can be edited. Use the default information as much as possible. New Business Quote – Waste we are establishing new pricing for Confirming Business Quote – A reminder to the customer what the rates are so there are no questions when they receive the invoice. Increasing Price Quote – Informs the customer that we are raising the current established prices certain items. Drum Re-Quote letter- Indicates new pricing for all streams managed for the customer. Canadian French and English Quote Templates available.

Doc Always click on Preview Document button to see what the hard copy document will look like. Prints waste class code detail for profiles on quote document. This address will print under the CH logo in the header. It should be the address of the Service Center. Customer address and contact information pulls from Beacon. If data is incorrect edit account information in Beacon. Enter customer's contact name, same as above These paragraphs can be modified/customized if needed. Field entry and formatting are limited so you should try to stay within the paragraph format. Account owner linked to the customer in Beacon will pull unless quote owner was changed. Can be modified if needed. Additional contact information should be added (i.e., title, phone #, Fax #, etc.). General conditions should NOT be modified, unless there are specific contractual requirements that need to applied (e.g., payment terms) or conditions that will not apply (Customer providing trans, customer is sales tax exempt, etc). Use this space to also note any additional charges that were placed in BILL, QDIS, QSPR or QTRA comments that the customer needs to see with their quote. Resets document to original language

Preview Draft Document By clicking on the “Preview Draft Document” button on the previous page, you are able to preview what the actual quote letter will look like to the customer. The “Estimate Only” watermark will not appear when the quote has been approved. Note: This is a required part of the quote process. This document should reflect any and all applicable charges, so there are no surprises on the invoice. Make sure there are no typos on the document!

Summary Page Define reason for quote. This communicates to the approver why the quote was generated Submit button is available when quote contains all necessary disposal. Changes to transportation pricing requires all profiles to be quoted Recovery fee cannot be changed on a T&D quote. Contact the Recovery and Haz Waste Fee distribution if changes are needed.

Summary Page (cont.) Quote details display on the summary page. Carefully review to ensure that all pricing is accurate before submitting

Conclusion All drum disposal opportunities should be quoted in the Drum Quote Application. All quotes should be delivered to the customer for acceptance. The approval process is a two step process; internal approval then customer acceptance. Pricing is not pushed to the Contract Tables until the quote is marked as Accepted by Customer (a.k.a. Win Status). When pricing has been previously agreed upon by customer use QSPR instruction to request simultaneous Approval and Acceptance. Drum Quote application used as vehicle to edit existing profile based disposal pricing, new code based or LEM pricing and Transportation Pricing. Existing Waste Class Code Disposal and LEM pricing cannot be managed in the drum quote system.