1. Bulk Quote Management CS3115
People and Technology Creating a Better Environment
Welcome to the Clean Harbors Bulk Quote Management Training. This course is coded CS3115 and is set up as a one time training or refresher course as needed.

2. Objective and Expectations
Provide user with the necessary skills and knowledge to properly quote and manage Bulk Waste Disposal Opportunities.
Expectations:
All Bulk Quotes to be produced in the system and approved internally prior to delivery to the customer.
All aspects of Bulk Services are considered on every quote.
All appropriate pricing managers are involved in determining specialty pricing.
Our objective today is to provide the user with the necessary skills and knowledge to properly support our customer who have bulk disposal needs.
The expectations of you the user are:
1) Follow the proper approval protocol – use the system and obtain internal approvals as needed prior to presenting pricing to the customer.
2) Complete and consider all aspects of Bulk Services on every quote.
3) Involve the appropriate pricing managers when competitive and specialty pricing situations arise.
4) Deliver all quotes using the system generated quote letter to the customer for review and acceptance.
5) Follow-up with a phone call to the customer to review the conditions of the quote and any specialty pricing situations.
Now lets take a look at how to initiate a quote in the system.
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.

3. Getting Started
All Quote applications start with the same process and can be initiated through Beacon Quote Tab or directly in Win Web.
Choose the appropriate Customer and Generator Code combination.
Click on the Quote Type
From the pop up menu select the job type
Please note that all Direct Ship and Trans Only Quotes are to be managed centrally by the Direct Ship Group.

4. Functionality Overview
Filter:
Allows you to view just Current Quotes and Profiles separately from expired Quotes and Profiles. The filter default is to show current information with the option to view the entire quote history using the All Quotes and Profiles filter.
Ballpark Quoting:
allows quoting by waste class code prior to profile creation/approval. Use the drop down to find the appropriate Waste Class Code then Select.
Select Link:
Initiates a new quote for either Ballpark Waste Class Codes or an approved Bulk Profile.
Select Link for existing quotes
Using the select link for any in progress, submitted or denied quotes will launch the selected quote and allow you to edit the information before re-submitting.
Using the select link for any quotes that are approved or accepted by customer will initiate a new quote. You are in effect building from the prior quotes information.
Do NOT select any profiles or quotes in PUSH status. PUSH status denotes that there is an active effort to increase pricing on the waste stream. Contact the Price Increase Team with any questions.
Caution: Only use the select link to manage quote data. To review existing quote information use the view Details Link.
Before we look at the bulk quote screens lets review some the key functionality available when managing bulk quotes.
-A filter has been added to the quote listing to minimize the amount of data visible on this screen. The filter default is to show only quotes that are active and new approved profiles that can be selected. The history of how quotes have been managed for this generator can be reviewed using the All Quotes and Profiles filter selection.
-Ballpark Quote gives the user to quote without a profile. The appropriate Waste Class Code is used to initiate the quote rather than an approved profile. This allows sales and service providers to respond quickly to any opportunity.
-The Select Link is used to initiate new quotes for Ballparks and Profiles or can be used to build a new quote from a previous quote. Please note that when building from existing quotes the select link may either launch the original quote for editing or initiate a new quote if the original quote has been approved and/or accepted.
-Do NOT use the Select Link to simply review information. Use the View Details Link to see a summary of the quote data.

5. Functionality Overview
Convert Link:
Allows an approved bulk profile to be applied to a Ballpark Quote. The profile waste class code and destination facility must match the ballpark information. The system will search for a match and provide a list of profiles to pick from.
View Details Link:
Allows all users to view the pricing details entered on the quote and provides a link to the quote document.
Another important feature of the application of the Bulk Ballpark Quote process is the Convert Link. This link enables you to convert any Ballpark Quote to a regular quote including the approved profile. This eliminates the need to requote a Ballpark from scratch after the profile has been approved. The key is making sure the waste class code and approved facility matches between the Ballpark and the profile.
As noted previously the correct process to simply review quote information or access the final quote document is through the View Details Link. A quote summary page displaying all data in the quote in a single page view.
Now lets take a look at a screen shot with the functional links identified.

6. Functionality Overview
Ballpark Drop Down to select a Waste Class Code
Filter Drop Down
Again I would like to remind you of the Ballpark capabilities of the system and note the drop down allowing you to initiate a quote for the appropriate waste class code to the opportunity. Please also remember that the destination facility will be required and must match that of the approved profile in order to Convert.
Please also note the missing links for profile CH quote was started and is in progress but the profile has expired. All bulk profiles must be approved in order to be quoted. This ensures that proper waste class code and destination are applied to the final quote.
To quote a profile it must be approved with a bulk profile type and not expired. In this example the profile has expired

7. Structure and Rules Sections of the Bulk Quote Rules for Bulk Quoting
Disposal:
Surcharges:
Transportation:
Accessorial:
Instructions:
Quote Document:
Rules for Bulk Quoting
Complete all sections that allow for entry and update any information that may be inaccurate or missing (e.g., shipment frequency, etc.).
Use the correct UOM for the type of waste you are quoting. Make sure to use the corresponding UOMs for surcharges as well.
All bulk loads must have minimums. If transportation pricing is wrapped specific minimums are required.
Every Quote Document must be managed to provide an accurate representation of the pricing, terms and conditions, and specifications for delivery to the customer.
Customer acceptance of pricing should be documented by receiving a return copy of customer signed quote document.
What we have discussed thus far are the preliminary phases of the Bulk Quote process. Lets look now at the structure of the Bulk Quote system and some of the basic rules that need to be followed when managing Bulk Business Opportunities.
The Bulk Quote application is divided into multiple sections or pages. Each page covers a separate aspect of the Bulk Quote Business needs. Each section must be carefully addressed to ensure that proper pricing is established which will be both competitive and profitable. Essentially, we are making sure that all costs are accounted for and revenue generating opportunities are address. The sections are Disposal, Surcharges, Transportation, Accessorial, Instructions, and Quote Document.
Here are the basic rules that must be followed.
Complete all sections that allow for entry and update any information that may be inaccurate or missing (e.g., shipment frequency, etc.).
Use the correct UOM for the type of waste you are quoting.
All bulk loads must have minimums.
Every Quote Document must be managed to provide an accurate representation of the pricing, terms and conditions, and specifications for delivery to the customer.
Customer acceptance of pricing should be documented by receiving a return copy of customer signed quote document.
Now lets move on to look at each section of the quote in detail.

8. Disposal Pricing
UOM defaults to GAL(U.S.) or L(Canada). Update as needed based on pricing structure. Important Note: Make sure Average Vol., No. of Loads, and Load Frequency are also updated. They will be used for forecasting purposes. Do NOT use OTHER as a Load Frequency.
Note: For profiles, the approved plant will automatically populate. If the approved facility does not meet your expectation, work with CPG to adjust the approved facility on the profile as needed.
For ballpark quotes, you will need to choose the facility. When converting a ballpark quote to a profile quote, pay special attention to the Approved Plant. The approve facility on the ballpark must match the approved facility of the profile you are converting to.

9. Surcharges
Click here to view or edit surcharge parameters. All surcharges should be reviewed and updated as needed.
Check the box for surcharges that should apply and they will move to the top of the screen.
Surcharge UOM should match disposal price UOM.

10. Editing Surcharges Edit each set of surcharges individually then save.
When ranges overlap, the system gives a warning to correct the overlap. If disposal rate varies based on a surcharge result, set the surcharge rates at zero. Add a BLBK instruction to explain the pricing. Surcharge items which will require customer notification should be removed from surcharge section and outlined in BLBK instructions. This should be rare and must be approved by a pricing manager in advance. Contact a Pricing Manager for assistance in setting up surcharges.

11. Transportation Pricing Rules
The Transportation Screen provides several options to structure bulk 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.
Now that we have review the disposal related aspects of the quote lets take a look at the transportation related rules.
***Review Bullets Individually***
The following 3 slides review each Transportation Pricing structure individually.
Transportation Rate field is designed to be a flat rate per load but can be used as an estimated total when the price is per Hour or per Ton. When pricing is not a flat rate, enter detailed pricing requirements in the quote billing instructions and in the General Conditions of the Quote Document.
Each waste stream should have one active quote. Do Not create individual quotes per subcontracted hauler.
Multiple active quotes can exist only when the transportation may be supplied by Clean Harbors or the Customer.

12. Charge Transportation
The customer will be invoiced an itemized Transportation charge.
The work is executed with either Clean Harbors Driver/Equipment or a Clean Harbors hired subcontractor.
Choose dispatch location based on mileage to minimize total round trip expense.
Vehicle type drives cost number and must be chosen based on material type and compatibility. Contact local coordinator to ensure that proper vehicle type chosen.
Select Hauler based on expected execution. If unknown at time of quoting choose Clean Harbors. Only those vendors with Peoplesoft items already set up will show up as options.
Input Price. Default is SRP which is based on 20% margin over cost.
If transportation price is below 10% margin, the responsible local GM must be consulted and approve the price.
Mileage calculation drives budgeted hours and cost based on dispatch location, generator location and destination facility.
Budgeted hours can be adjusted up to accommodate roadway or traffic issues but cannot be adjusted down.
Demurrage rate and hours allowed are required on every quote with Clean Harbors providing Trans.

13. Bundle Transportation
The customer will NOT be invoiced an itemized Transportation charge.
The work is executed with either Clean Harbors Driver/Equipment or a Clean Harbors hired subcontractor.
All fields managed as noted from the previous Charge Transportation summary with the exception of Price.
Price will automatically be defaulted to $0.00 and cannot be changed.
Overall job margin must be review carefully to ensure reasonable profitability.
If Bundled structure, then a field allocation is required to properly distribute funds between the receiving facility and field branch.
Quote minimum must be set at base rate x volume to cover the transportation allocation
Field Allocation determined by GM or Pricing Manager.

14. Charge No Transportation
Transportation provided by customer or subcontractor hired directly by the customer.
Transportation pricing, demurrage rates and hauler are removed from view.
The only field required for entry is the Vehicle Type Selection.
Use the drop down to designate the correct equipment requirement then continue.

15. Rail Transportation
Rail Transportation can consist of 3 legs of transportation.
Front End Drayage: Applies when direct rail loading is NOT available on the generator site.
Rail Movements: Supported by National Trans Group.
Back End Drayage: Applies when direct rail unloading is NOT available at the destination facility.
Link the Rail Vendor to the Transportation Item for the waste stream and select the rail vendor as the hauler.
Add accessorial item Drayage to the quote with the appropriate quantity to cover Front and Back End Drayage as applicable.
Simplify Rail trans Pricing by selling Trans inclusive of all transportation legs.
We have review transportation needs by truck. Now lets talk briefly about Rail Transportation. Since Rail is used in limited situations we will not spend a lot of time on this topic. When dealing with rail opportunities always work closely with a pricing manager and your local GM to ensure that all costs are properly accounted for and priced in the quote.
The key to effective rail pricing is understanding how rail is executed. Rail transportation can include up to 3 legs of trans. 1) Front End Drayage which is when there is no rail loading capability on the customer site and trucking is required to move the material from the generator to a nearby rail location. 2) The rail movement itself which is managed by the Corp. National Trans Group, and 3) Back End Drayage which applies when do direct rail unloading capability at the destination facility and trucking is required to move the material from the rail location to the facility.

16. Accessorial Charges
Accessorial charges apply based on the vehicle type selected.
Required items by default are pre-selected for the user.
Additional items can be added by selected from a pick list or searching.
When re-quoting, accessorial charges will carry over from the original quote.
We want to capture Accessorial Charges on all bulk quotes to properly account for all potential job related costs.
If we are not charging for an accessorial fee, set the sell price at $ General Manager or Pricing Manager approval required for all zero sell accessorial items with the exception of Pump Time which must be approved by a Regional VP.
Include zero sell items on quote documents to highlight the added value service being provided.
Ensure all accessorial items have a quantity of at least 1
Delete any Accessorial Items that are NOT being provided by Clean Harbors.
If delete function not available for an item, de-select the “Print On Document” box to neaten up the quote document.
Now lets review Accessorial Charges. Accessorial charges are those supplemental items that are important cost and revenue generating items. Again our goal as an organization is to understand all aspects of the work, properly account for the costs and generate the necessary revenue to be profitable. When these items are excluded or overlooked we sacrifice profitability.
***Review Bullets***

17. Accessorial Screen Quantity must be at least 1
To add items not displayed click + to open a search window. For rail shipments, all legs of trans must be included in the quote.
Quantity must be at least 1
SRP rates default. Edit sell price as needed.
Required Items are pre-selected based on vehicle type.
Additional items to pick based on vehicle type. Click on Select Box to quote an item.

18. Pump Time Requirements
A charge designed to cover expenses related to operating Vacuum Equipment.
All Bulk quotes where Vacuum Equipment is required must include the Pump Time Accessorial Item.
Exceptions: Portal to Portal hourly Transportation is quoted.
Allowed Hours does not encompass Pump Time.
Demurrage is onsite time when the vacuum equipment is not in operation; Allowed Hours applies to demurrage NOT to Pump Time.
Only regional VP’s have authorization to waive or specially price Pump Time.
Don’t forget the Pump Time and Demurrage are independent of each other. A job may require both to be charged.
Since Pump Time has been a source of confusion lets spend a couple of minutes talking about the requirements and a few scenarios to make sure everyone understands.
***Review Slide Bullets***

19. Quote Instructions
A variety of instructions can be specified for a waste steam.
All instructions related to the application of rates to the invoice concerning bulk shipments must be entered as BLBK instructions.
BLAL: Clarify pricing variations for the biller concerning all services. Not typically used on bulk quotes.
BLBK: Clarify pricing variations for the biller concerning bulk shipments and print automatically on the Billers’ Edit Report.
PIT(E,I,P): Used exclusively by the Price Increase Team.
QSPR: Provide supporting information for aggressive pricing or unique pricing strategies.
SCHD: Identify any special scheduling requirements. These pull directly to the order pickup sheet for the driver.

20. 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 Pricing Manager to accept quote in system.
Orders cannot be placed until a 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***

21. 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 rate is so there are no questions when they receive the invoice. Use this form if this is a re-quote.
Increasing Price Quote – Informs the customer that we are raising the current established price for this waste stream. Choose the appropriate Increasing Price Template based on regulatory impact.
Canadian French and English Quote Templates available.

22. 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 BLBK or QSPR comments that the customer needs to see with their quote.
Resets document to original language

23. Document Review
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.

24. Margin Summary
The Margin Summary displays the different portions of the quote and provides an estimated margin based on the information entered into the quote.
If all information has been entered correctly, click on the submit button to send the quote to the workbench for review and approval.
If the Pricing Manager feels that we need to change pricing, they will either make the change and let you know or deny the quote and ask you to re-quote the profile. Always select the denied quote to make your adjustments then re-submit when complete.

25. Quick Tips, Notes and Reminders
When converting a ballpark quote to an actual quote, the waste class code and destination facility on the profile must match the waste class code and destination facility on the ballpark. The system will automatically search for a match.
If disposal pricing varies based on lab results for certain criteria (BTUs, % Water, % Halogens, etc.), the surcharges for the criteria should still be selected and the rates set at zero. Add a BLBK comment to explain the varying rates based on the criteria.
Remember to delete the item or unselect the “Print on Document” button for any service we are not providing.
If an accessorial charge is provided and is included in the price of disposal, you may want to leave it on the document to show the customer we will do it, but are not charging for it.
When quoting Transportation other than flat rate per load remember to add a BLBK instruction outlining the actual rate structure and add a General Condition to the Quote Document to clarify the pricing for the customer.
No quote should have a Recovery Fee Comment in it, unless it is an isolated case from the rest of the account (Example: A large bulk project where the fee was wrapped in, reduced, or waived, but the account normally gets charged the full Recovery Fee). Please add a QSPR Instruction documenting who approved the reduced/wrapped/waived Recovery Fee so that there will be no questions.
To conclude we have added some Tips/Notes/Reminders. Please reference this document at any time to review.

26. Quick Tips, Notes and Reminders
Take the time to make sure that the quote document is complete and accurate. This is the most important part of the quote!
Validate the return address on the quote document.
Validate Customer and CHES Contact Information is correct. Remember to add the Customer Contact’s title and the necessary contact information for the CHES contact (e.g. Title, Phone Number, Fax Number, Address, etc).
Modify the General Conditions to match the contractual requirements.
Clarify any pricing related information outlined in BLBK or QSPR comments that the customer needs to see in the General Conditions as well.
Remember to modify the Waste Class Specifications to match the quoted surcharges. NOTE: For A22, A22K, CCR and CCRK, the drum and bulk specifications will pull. It is okay to remove the drum specifications completely.
Review the margin. If negative, update the quote or work with a Pricing Manager before submitting.
If denied, look for a QSPR comment from the Pricing Manager as to what needs to be fixed on the quote. Select the original denied quote to make changes then resubmit. Do not create new quote.
Thank you for taking the time to join this session. Please continue to the exam.