EGBA SPLIT-CLAMPS LIMITED

Sales/Marketing Procedure

Ref. No: ESCL-SOP-010

Rev. No: 00
Issue Date:12th Nov, 2012
Page 1 of 5

SALES/MARKETING
PROCEDURE

APPROVAL AND REVISION STATUS

Rev. No.
00

Issue Date

Revision

Identification
12/11/2012
First Issue

Prepared
by
Commercial
Manager

Reviewed by

Approved

Management
Representative(MR)

by
Managing
Director

EGBA SPLIT-CLAMPS LIMITED

Ref. No: ESCL-SOP-010

Rev. No: 00

Sales/Marketing Procedure

Issue Date:12th Nov, 2012

Page 2 of 5

CHANGE (S)/AMENDMENT (S)

The change(s)/amendment(s) noted below have been made and approved by the
Managing Director for issue.

Change/Amendment No.

Date

Page

Description of Change/Amendment

EGBA SPLIT-CLAMPS LIMITED

Ref. No: ESCL-SOP-010

Sales/Marketing Procedure

1.0

Rev. No: 00
Issue Date:12th Nov, 2012
Page 3 of 5

PURPOSE
The purpose of this procedure is to outline the responsibility and authority for
sales/marketing processes in ESCL in order to ensure systematic approach to the
processes.

2.0

SCOPE
This procedure is applicable to business development, enquiries, quotation/tendering
and subsequent stages of service delivery activities within the scope of ESCL
operations.

3.0

REFERENCES
NIS ISO 9001: 2008, Quality Management Systems-Requirements.
NIS ISO 9000: 2005, Quality Management Systems-Fundamentals and

Vocabulary.

ESCL Quality Manual (ESCL-QM-001)

ESCL-SOP-012, Procurement Control Procedure
ESCL-SOP-017, Procedure for Control of Workshop/Project Operations
Form 123, Contract Review
4.0

TERMS AND DEFINITIONS

The following terms and definitions and the ones given in ESCL Quality Manual and
NIS ISO 9000: 2005 apply:

4.1

ESCL: Egba Split-Clamps Limited.

4.2

ISO: International Organization for standardization.

4.3

NIS: Nigerian Industrial Standard.

4.4

Tender: Offer made by an organization in response to an invitation to satisfy contract

award to provide product or service.

4.5

Contract: Agreed requirements between ESCL and a client to perform or provide

specified services respectively transmitted in writing.

4.6

Supplier: Organization or person that provides a product or service to ESCL.

4.7

Project: Unique process, consisting of a set of coordinated and controlled activities

with start and finish dates undertaken to achieve an objective conforming to specific
requirements including the constraints of time, cost and resources.

5.0
5.1

RESPONSIBILITIES AND AUTHORITY

Managing

Director, Commercial

Manager:

Undertakes appropriate

business

development activities in the company.

5.2

Marketing/Sales Officer: Day-to-day responsibility for business development activities

in the company including preparation of tenders as necessary.

EGBA SPLIT-CLAMPS LIMITED

Sales/Marketing Procedure
6.0

PROCEDURE

6.1

Business Development/Marketing:

Ref. No: ESCL-SOP-010

Rev. No: 00
Issue Date:12th Nov, 2012
Page 4 of 5

Top Management and the Marketing/sales Officer undertake business development

activities geared towards:

6.2

Identifying and acquiring of new markets for ESCL products/services;

Sustenance of existing markets;

Maintaining of harmonious ESCL Client relationship;

Projecting the image and the products/services of ESCL;

Generation of new product/service lines; and

Expediting of orders and enquiries to assure confidence with the client.

Enquiry/Quotation/Order

6.2.1 Any enquiry or request for quotation is processed after first ensuring:

ESCL has the capability of fulfilling the service requirements;

Relevant inputs are obtained from top management and relevant Department/Unit
heads;

Quotation for outsourced work is obtained from approved suppliers when applicable.

6.2.2 Quotation is issued to the client reflecting clients needs and meeting the costing policy
of ESCL.
6.2.3 The quotation is reviewed(see Form 123) as appropriate before issue to the client. If
quotation is successful, a Purchase Order (PO) is obtained from the client.
6.1.4 The client purchase order (job order, service request) is reviewed to ensure it is in line
with quotation and terms of the quotation.
6.1.5 Required product/service is delivered to the client as contained in the purchase order.
6.1.6 Records of all enquiries, quotation and client order are maintained as appropriate.
6.3

Invitation to Bid

6.3.1 Enquiry/Bid invitations are received by fax, e-mail, post, newspaper publication or verbal
as appropriate.
6.3.2 Upon the receipt of any invitation to bid, the requirements related to the product/service
delivery are determined in order to ascertain that ESCL has the ability to meet with the
requirements of the contract on receipt. If the required product/service cannot be
supplied, bids are abandoned and the customer is informed accordingly.
6.3.3 If the request to bid is accepted, the bid documentation is prepared taking into
consideration all technical, personnel and contractual requirements.

EGBA SPLIT-CLAMPS LIMITED

Sales/Marketing Procedure
6.3.4

Ref. No: ESCL-SOP-010

Rev. No: 00
Issue Date:12th Nov, 2012
Page 5 of 5

All the information and data required for a factual bid is obtained from the client.

Any

clarification requested is raised and obtained in writing to ensure that the clients requirements is
adequately defined and documented.
6.3.5

Relevant inputs are obtained from top management and other relevant internal sources
regarding specific requirements in order to ensure that the bid meets all technical, commercial
and contractual requirements.

6.3.6

Quotations for outsourced work when necessary, is obtained in writing from approved suppliers
(see document - Ref. No. ESCL-SOP-012).

6.3.7

The bid documentation (pre-qualification, technical or commercial) as prepared is reviewed(see

Form 123) and approved as appropriate before submission to the customer.

6.3.8

All the data and documentation relating to a bid is filed and maintained for the period of bid
validity including extensions thereof.

6.4

Receipt of Contracts /Service Delivery

6.4.1

On receipt of a contract or milestones thereof, the contract agreement draft is reviewed(see

Form 123) against the submitted tender to determine changes, if any, in the two documents. Any
difference in tender and contract is resolved with the client in writing. Records of the results of
such review are maintained (e.g. Minutes of contract/project kick-off meeting).

6.4.2

The product/service delivery is executed in line with requirements (ESCL, customer, statutory,
regulatory, any other). Records generated in each product/service delivery are filed and
maintained. Client is readily informed on every aspect of the work done in order to avoid wrong
perception. See the Procedure for Control of Workshop/Project Operations Ref. No. ESCLSOP-017 and other relevant procedures on ESCL product/service delivery for details.

6.5

Invoicing / Billing
Invoicing for delivered services is undertaken in accordance with contract terms and conditions.
Payment is monitored and payment advice is collected when due and maintained (see Accounts
Procedure - Ref. No. ESCL-SOP-007).

6.6

Customer Satisfaction
Top Management, Commercial Manager and Marketing/Sales Officer proactively collect
information on client perception of ESCL product/service delivery processes. Such information
is maintained as appropriate and forms an input in Management Review Meetings.

7.0

RECORDS

7.1

Enquiry / Quotation / Bid records

7.2

Business Development Records

7.3

Contract record

7.4

Client Satisfaction record.

7.5

Contract Review Record( Form 123)