login



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.

Vendor Guide:


Vendor Introduction

Trainor Glass Company has been in business since 1953 with over 700 employees, and is one of the largest glazing contractors in North America. We have offices and plants across the United States. A list of all locations and contact names can be found at www.trainorglass.com/company/contact including titles, direct dial phone numbers, direct dial fax numbers, and email addresses. Our website is a great source of information for prospective, new and long time vendors.

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.

back to top


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.

back to top


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.

back to top


Purchase Order Control System

  1. Trainor Glass issues Purchase Orders for everything (Do not perform work for which you are expecting compensation without a valid Purchase Order). 
  2. 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.
  3. 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.
  4. 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.
  5. 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.
  6. 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.
  7. All purchase orders will have a root number followed by a release number (.001, .002, etc.)
    1. Any changes, additions, resizes, etc. to the original purchase order issued will be authorized through a release.
    2. 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.
  8. 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.
  9. All Invoices submitted must reference a valid purchase order number.
    1. 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.
    2. You must then resubmit your invoice with a valid Trainor Glass purchase order referenced.
      1. 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.
    3. 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.]

back to top


Payment Terms 

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.

back to top


Vendor Payment Process

  1. Trainor Glass issues a written purchase order with clearly defined scope, price and schedule for all non-payroll expenditures.
  2. 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.
  3. The person issuing the purchase order (after confirming the goods/and or services have been received) approves the invoice on their AS400 approval screen.
  4. Trainor Glass Accounting Department schedules for payment based on guidelines given to them by the CFO and President.
  5. 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.
  6. 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.
  7. 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.

back to top


Trainor Glass Vendor Inquiry System

  1. The Accounts Payable Department only deals electronically with vendors via emails sent to vendorinquiries@trainorglass.com.
    1. Please reference our Trainor Glass purchase order number on all requests, this is mandatory.
  2. Everything is to be done electronically:
    1. 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.
  3. You will get a timely response from the accounts payable department, via email, regarding the status of your inquiry.
  4. 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


Trainor Glass Company pays our vendors when we get paid from our customer. If we have not received payment yet, that may delay our payment. 

Invoice is not
in our system


Trainor Glass only enters invoices that come in with a valid Trainor Glass P.O.#. If your invoice did not have a P.O. referenced on the invoice, then it was faxed back and never entered into our system. 

Invoice has not been approved for payment


Trainor Glass Company's purchasing person has not approved this invoice to be paid. Typically a Vendor Notification will be sent advising the vendor as to why this has not been approved. 

back to top


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.

back to top


Minority, Small, and Women Enterprise Opportunities

Trainor Glass is a socially responsible company and encourages the use of minority, small and women owned businesses. We have special programs in place to facilitate and assist these types of businesses. Please send an email to nationalpurchasing@trainorglass.com to inquire.

back to top


Environmental / Green

Trainor Glass is concerned with our environment. We are looking for vendors who share our concern. Many projects have LEED requirements. This may be a factor in our vendor selection process.

back to top


Request for Proposals

Coming soon, Trainor Glass Divisions will have opportunities to post their needs in the form of RFP’s to enable our vendors to download and submit proposals. Watch website for launch date.

back to top


New Products / Innovations

We are always interested in learning about new products and innovations. Please email nationalpurchasing@trainorglass.com so we may vet the new product/innovation and spread the word to all of our Divisions in the quickest manner.

back to top


Packaging / Shipping

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.

back to top


Purchasing Specialist Role

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.

back to top


Standard Terms and Conditions

Please reference our standard terms and conditions. This applies to every Purchase Order regardless if it is sent with the P.O.

back to top


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.

  • Presentation time of 1 hour maximum is strictly enforced.
  • Agendas for Educational Seminars must be submitted for approval along with any presentation material to be used.
  • We reserve the right to record the presentation for future training purposes.
  • If an Educational Seminar turns into a Product or Vendor Specific Presentation, the presenter will be asked to conclude immediately.
  • 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.
  • 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.

back to top


Ethics and reporting system of unethical behavior

Trainor Glass expects all of our employees and vendors to act in an ethical and professional manner. If you experience or suspect actions by our employees that does not meet these standards, please report them to our National Purchasing Director immediately (ed.trainor@trainorglass.com). Your name will be kept confidential. An investigation will take place and appropriate action will be taken as determined to correct any unethical or unprofessional behavior.

back to top


National Supplier Programs

Our National Purchasing Department works with vendors to set up national supplier programs. This is limited to vendors who are able to competitively service the needs of all our locations. Typically, the ultimate buying decision is still left to our local Division but we work with vendors from a national standpoint in order to secure national pricing, terms and conditions, and steam line our processes of working together. If you are interested in setting up a program with Trainor Glass please email nationalpurchasing@trainorglass.com.

back to top


Warranties

For project specific purchases, all supplier warranties must be per plans and specifications but shall be no less than one year from the project’s Date of Substantial Completion. We strongly suggest that all vendors submit a sample warranty along with your other submittals. We will forward them on to our client for approval as part of our submittal process. This prevents a delay in final payments at the end of the project that might be due to arguing about warranty language.

back to top


Supplier Waivers / Affidavits / Release of Lien

If you file a notice to owner on a job you are doing with Trainor Glass Company, you are required to send monthly waivers / affidavits / release of liens to Trainor Glass Company. Even though you may have not billed for the month, you are required to send a zero dollar/nominal waiver in some states. Our Contract Administrators are helpful in working with you in this area. All waivers, affidavits, and release of liens are expected to be returned to Trainor Glass Company promptly once they are requested, especially with final waivers. Please note: All payment requests are to be sent to vendorinquirires@trainorglass.com.

back to top


Transparency

Trainor Glass maintains a high level of transparency with our customers and thus has a similar need as it relates to our vendors. We expect our vendors to share all information necessary to successfully complete a project on time and on schedule.

back to top


Purchase Order Numbering System Explanation

Every Trainor Glass purchase order begins with a root number (number before the decimal) followed by a release number (.001, .002 etc.). We track all purchases by the root number. The release number (typically .002 and beyond) is a change or amendment to our purchase order’s scope, price or schedule or to indicate you are released for production. Each release should have a recap indicating the total value of the purchase order to date. For tracking purposes, unit cost Blanket purchase orders (booking orders) are released using a new unique purchase order number referencing the original Blanket purchase order for pricing, terms and conditions. Also see Purchase Order Control System.

back to top


Retail Operations

Trainor Glass now has retail stores. We are looking for good suppliers. To learn more about opportunities for our vendors as it relates to our retail operations, please email nationalpurchasing@trainorglass.com.

back to top


Vendor Relations

Our Vendors are very important to our success. We strive for excellence but realize that we are not perfect. Open and honest communication is a key to a good relationship. Please do not hesitate to express constructive feedback for our use. We will attempt to do the same.

back to top


Subcontractors to Trainor Glass (project specific)

Trainor Glass self performs a large share of field installation but we also use other specialty contractors such as erectors, caulkers, insulating, fire safing and more. Our contracts with our clients typically require all of our “sub-subcontractors” to be bound by the same agreement which Trainor Glass is bound. We will also require insurance to meet the contract requirements and Trainor Glass specific requirements. To process billing, typically we will require a “schedule of values”.

back to top


Revolving Purchase Orders

Trainor Glass issues “Revolving Purchase Orders” for goods and services with regular billing cycles such as lease agreements, cleaning services, etc. Referencing these purchase orders on your invoices will allow us to process your invoices more promptly.

back to top


Vendor Prequalification Form

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.

back to top