Category: Office
Blue Cross Blue Shield Tower
Category: Multi-Family Residential/Hospitality
The Austonian
Category: New Construction
Lindsey- Flanigan Denver Courthouse &
1 Bank of America Center
Most Innovative Website for a Large Company
www.trainordesigncenters.com
Best Showroom
Trainor Glass Design Center
in Champaign, Illinois
Most Innovative Curtain Wall Project
Two Alliance Center in Atlanta, Georgia
Working with Trainor
Welcome Vendors
The success and growth of Trainor Glass is very much tied to the performance and quality of our Vendors. Here is where you can learn more about working with Trainor Glass Company.
- Example of a Trainor Glass Purchase Order
- Locations/Rosters
- Trainor Glass standard purchase order terms and conditions
- Purchases of Non-Project Goods and Services
- Vendor Notification Form
- Vendor Prequalification Form
Vendor Guide:
- Vendor Introduction
- Who makes or influences buying decisions
- What we look for in a supplier
- Purchase Order Control System
- Payment Terms
- Vendor Payment Process
- Trainor Glass Vendor Inquiry System
- Non-Project Goods and Services, Who buys What
- Minority, Small, and Women Enterprise Opportunities
- Environmental / Green
- Request for Proposals
- New Products / Innovations
- Packaging / Shipping
- Purchasing Specialist Role
- Standard Terms and Conditions
- Vendor Presentation Opportunities
- Ethics and reporting system of unethical behavior
- National Supplier Programs
- Warranties
- Supplier Waivers / Affidavits / Release of Lien
- Transparency
- Purchase Order Numbering System Explanation
- Retail Operations
- Vendor Relations
- Subcontractors to Trainor Glass (project specific)
- Revolving Purchase Orders
- Vendor Prequalification Form
We are a multi-faceted glazing contractor and purchase a wide array of materials and services. The bulk of our purchases are project specific. We submit quotations/proposals based on documents and information provided to us by our clients (typically architectural drawings and specifications). We work hard to earn our clients business by providing the highest levels of service, quality, integrity and job performance, all at competitive prices. Most of our customers are repeat customers. We are acutely aware of the construction industry adage of “what have you done for me lately” so we strive to meet the expectations and needs of our clients every day, every project, every interaction.
Our purchases equal approximately half of our revenues. The success and growth of Trainor Glass is very much tied to the performance and quality of our vendors. In many ways, Trainor Glass is a “reseller” of other people’s products. We look for vendors who understand us and allow us to meet the needs and expectations of our customers.
When it comes to our project specific purchases, we attempt to match up the right product and right vendor for the project. We recognize that each project is unique so we cannot limit what we buy (and thus sell). We do have in our arsenal our own framing systems suitable to some impact glazing projects and some custom unitized wall applications. We also purchase millions of dollars worth of framing systems from others including impact glazing systems and custom unitized systems. Our plants are set up to be flexible – we can fabricate, assemble, glaze, and unitize in any combination. We also have many projects that go directly from a vendor’s plant to the project site. We match up the right product and the right vendor for the project.
Trainor Glass has a decentralized organizational structure in many aspects. Most buying decisions are made at the local operating units. Local operating units (we call them “Divisions”) do work within a larger national structure but each Division is held accountable for their own performance so they make the majority of their own buying decisions.
Who makes or influences buying decisions
We are decentralized in our buying decisions – meaning most decisions are made at the Division level. Various people may influence the buying decision.
Here are some of the people involved:
Purchasing Specialist
They make some buying decisions and influence others depending on what is being purchased. They will have to deal with the vendor’s staff most frequently so they will push for vendors who perform consistently, are low maintenance and do what they say they are going to do.
Estimator
For project specific purchases, they influence the buying decisions. They play a key role in matching up the right product and the right vendor for the project. They will push for vendors who are responsive during the bid process.
Sales Person
For project specific purchases, they influence buying decisions. They play a key role in matching up the right product and right vendor for the project. They are involved in the project early, even before bidding. They will push for vendors who are responsive during the early design and budgeting stages and during the bid process.
Project Manager
For project specific purchases, they influence buying decisions. They run the project from point of sale to final completion. They will push for vendors who will be responsive from point of sale until final completion.
Division Manager
Influences and ultimately the buck stops here.
Regional Manager
May influence the buying decisions within their Region.
National Purchasing Director
Assists with sourcing and maintaining strong vendor relations. May make recommendations, but not typically the final decision maker. Sets up national supply agreements, which work within our decentralized structure. Makes sure we are acting fair and ethical in our procurement processes. The higher the risk, the more involvement. Assist to resolve any disputes. Disqualifies vendors from consideration if they are problematic.
National Purchasing Team
Assists National Purchasing Director. Also assists local Divisions as needed.
What we look for in a supplier
Trainor Glass prides itself on being the best and we expect the same from our suppliers. We use suppliers who have a good quality product, and who will stand behind what they sell. Our long term vendors are ones who provide great service and support as well as offer competitive pricing. It is important that our suppliers hit the project schedule. We are always looking for long term partnerships and welcome working together on ideas and concepts that reduce both field labor and overall costs.
- Trainor Glass issues Purchase Orders for everything (Do not perform work for which you are expecting compensation without a valid Purchase Order).
- Purchase Orders are the only legitimate method for Trainor Glass personnel to procure materials or services and are a vital Trainor Glass control mechanism. Our purchase order system has built in checks and balances that are necessary in an organization of our size and structure. You are not doing Trainor Glass any favors if you proceed without a valid purchase order. Your insistence on a valid purchase order will never be used as a negative against your company.
- Each purchase order should have a clearly defined price, scope and schedule. If the total price is unknown at the time of issuance of the purchase order, then the purchase order should define the method for calculating the total price.
- Reference our Purchase Order number for all written and verbal communication and correspondence - especially acknowledgements, packing slips, invoices and credit memos. This gives us immediate traceability within our system and saves both of us time.
- Changes to scope, price and schedule are done with Trainor Glass purchase orders. Do not do extra work for which you expect to be compensated without getting the authorization on a Trainor Glass purchase order first. If you overbill the purchase order amount, the amount exceeding the purchase order amount may not get paid. Get the purchase order amount adjusted prior to performing the work to avoid disputes and delays.
- In the case of unit cost type purchase orders, get the purchase order amount increased to cover your invoices prior to submitting the invoice to avoid confusion and delay. The best way to do this is to send a “draft” invoice to the person who issued the purchase order and have them approve and increase the amount of our purchase order BEFORE you send your formal invoice to Trainor Glass Accounting.
- All purchase orders will have a root number followed by a release number (.001, .002, etc.)
- Any changes, additions, resizes, etc. to the original purchase order issued will be authorized through a release.
- DO NOT do any changes, additions, resizes, etc. to an existing order by a verbal order or email. It MUST come as a Trainor Glass purchase order.
- Trainor Glass issues “Blanket Orders” which are booking orders. These orders clearly state not to proceed without being released. These orders typically authorize you to proceed with submittals (including shop drawings and engineering) but do not typically authorize you to procure raw materials. Make sure you do not go beyond what you are authorized to do as you may not be compensated.
- All Invoices submitted must reference a valid purchase order number.
- Any invoice that comes in to Trainor Glass Accounting Department without a valid purchase order on the invoice will be faxed back and not entered for payment.
- You must then resubmit your invoice with a valid Trainor Glass purchase order referenced.
- Please note – all resubmitted invoices will be dated and aged from the date when the new invoice is received referencing the valid P.O. number – not the original invoice date.
- IMPORTANT – all invoices are to go to:
vendorinvoice@trainorglass.com
Or Fax to: (708) 577-2697
In an effort to go green, we are encouraging our suppliers to submit their invoices electronically in lieu of mailing a physical copy.
[Do not send actual invoices to a Trainor Glass Division as we cannot guarantee when or if it will make it to our accounting department.]
Payment terms for job specific purchases are considered “job basis", as is typical in the construction industry. That means we pay vendors when we are funded by our client for that specific project. Special Payment terms can sometimes be arranged but this may limit your opportunities to supply products or services to Trainor Glass.
- Trainor Glass issues a written purchase order with clearly defined scope, price and schedule for all non-payroll expenditures.
- Upon delivery, Vendor sends invoices direct to Trainor Glass Accounting in Alsip, Illinois. The Account Department posts the invoice on Trainor Glass Company's AS400 system and it shows up for purchasing person’s approval on their AS400 approval screen.
- The person issuing the purchase order (after confirming the goods/and or services have been received) approves the invoice on their AS400 approval screen.
- Trainor Glass Accounting Department schedules for payment based on guidelines given to them by the CFO and President.
- If an invoice is received without a valid Trainor Glass Purchase Order number referenced on it, it is faxed back to the vendor and must be resubmitted.
- If the purchasing person has an issue with the invoice, they send out a Vendor Notification Form to alert the Vendor of the issue and that the invoice is put on hold.
- NO ONE besides the Accounting Department is allowed to give out any information in regards to funding or payment. The vendor must use the Trainor Glass Company inquiry system. This is a great system – everyone must follow it – it is not optional.
Trainor Glass Vendor Inquiry System
- The Accounts Payable Department only deals electronically with vendors via emails sent to vendorinquiries@trainorglass.com.
- Please reference our Trainor Glass purchase order number on all requests, this is mandatory.
- Everything is to be done electronically:
- We are a national company and process hundreds of invoices a day. The accounts payable department does not accept phone calls, all inquiries are handled per above.
- You will get a timely response from the accounts payable department, via email, regarding the status of your inquiry.
- All complaints can be directed to National Purchasing Director’s attention using the email address nationalpurchasing@trainorglass.com.
SOME TYPICAL RESPONSES AND WHAT THEY MEAN:
| The job is not funded |
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| Invoice is not in our system |
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| Invoice has not been approved for payment |
|
Non-Project Goods and Services, Who buys What
- Office Supplies (typically ordered at Division level)
- Plant Supplies (typically ordered at Division level)
- Building Maintenance (typically ordered at Division level)
- Trash Pick up
- Pest Control
- Electric and Gas
- Cleaning Crews
- Snow Plowing
- Lawn Care
- Alarms and Security (typically ordered at Division level)
- Plant Machinery & Equipment (typically ordered at Division level)
- Trucks (coordinated by National Purchasing)
- Plant Maintenance (typically order at Division level)
- Cleaning Crews
- Equipment Maintenance
- First Aid and Safety
- Towel Services
- IT & Phone Related (typically ordered by our National IT Department)
- Computer Hardware
- Computer Software
- Fax/Copy/Scanner Machines
- Telephones
- Data and phone services (not including wireless/cell phones)
- Wireless/Cell phones - (Employees are given an allowance)
- Automobiles - (No company automobiles)
- Insurance and related services (ordered by our National HR Department)
- Payroll and related services (ordered by our National HR Department)
- Bonding Services (ordered by our National Accounting Department)
- Marketing materials (ordered by our National Purchasing Department)
- Website and related services (ordered by our National Marketing Department)
- Scrap services (ordered by our National Accounting Department)
- Drafting and Engineering related (ordered by our National Drafting Department)
- Training Materials and services (ordered by our National Training Department)
- Accounting and professional related services (ordered by our National Accounting Department)
Note: Division level purchases are typically handled by the purchasing specialist for the respective division. For a complete roster of names and contact information, please send an email to nationalpurchasing@trainorglass.com.
Minority, Small, and Women Enterprise Opportunities
Packaging/shipping requirements are typically listed on our purchase orders but please keep in mind that open top trucks are required for safe off loading. No box trucks. We prefer returnable, reusable racks over wood crates.
Each of our Divisions has a Purchasing Specialist who not only issues the purchase orders but is our local point person regarding purchasing. The role a Purchasing Specialist plays in buying decisions is determined by our respective Division Manager as well as the specific item they may be buying. They are your main contact for any questions, issues, or concerns regarding a purchase order issued to you. They strive to issue purchase orders that have clearly defined price, scope and schedule. They then follow up to make sure you fulfill your end of this agreement.
Vendor Presentation Opportunities
Trainor Glass Company provides regular training to all employees. To achieve this, we encourage our vendors to present using our video conference system. There are 2 types of presentation opportunities:
Educational Seminars: General topics, not company or product line specific (although as a courtesy to the presenter we will allow up to 15 minutes of “commercial time” within these seminars).
Product or Vendor Specific Presentations: Present your specific products or company.
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Presentation time of 1 hour maximum is strictly enforced.
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Agendas for Educational Seminars must be submitted for approval along with any presentation material to be used.
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We reserve the right to record the presentation for future training purposes.
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If an Educational Seminar turns into a Product or Vendor Specific Presentation, the presenter will be asked to conclude immediately.
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Educational Seminars tend to have much higher attendance as training credit hours can be earned by attendees for the Educational Seminars but not typically for Product or Vendor Specific Presentations.
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Both types of presentations need to be scheduled in advance through our National Purchasing Department. Please send an email to nationalpurchasing@trainorglass.com for available dates and times.
- You can present from any of our offices and we have found the best results occur when a vendor has their local people at each of our offices during our presentation. We will send you a tip sheet on presenting effectively over our video conference system.
Ethics and reporting system of unethical behavior
Supplier Waivers / Affidavits / Release of Lien
Purchase Order Numbering System Explanation
Subcontractors to Trainor Glass (project specific)
Please share information on your company with us and we will post internally for all of our divisions to access! (Website links – contact lists – organizational charts). Please send your information to nationalpurchasing@trainorglass.com.
