Detailed Question: Scenario

SMT and one other, much larger, company were asked by IBM to bid on 80 more units of a particular computer product. The RFQ (request for quote) asked that the overall bid be broken down to show the hourly rate, the parts and materials component in the price, and any charges for subcontracted services. SMT quoted $1.62 million and supplied the cost breakdown as requested. The second company submitted only one total figure, $5 million, with no cost breakdown.

The decision was made to negotiate with SMT. The IBM negotiating team included two purchasing managers and two cost engineers. One cost engineer had developed manufacturing cost estimates for every component, working from engineering drawings and cost-data books that he had built up from previous experience and that contained time factors, both setup and run times, for a large variety of operations. He estimated costs of materials by working both from data supplied by the IBM corporate purchasing staff and from purchasing journals.

He visited SMT facilities to see the tooling available so that he would know what processes were being used. He assumed that there would be perfect conditions and trained operators, and he developed cost estimates for the 158th unit (previous orders were for 25, 15, and 38 units). He added 5% for scrap-and-flow loss; 2% for the use of temporary tools, jigs, and fixtures; 5% for quality control; and 9% for purchasing burden. Then, using an 85% learning curve, he backed up his costs to get an estimate for the first unit. He next checked the data on hours and materials for the 25, 15, and 38 units already made and found that his estimate for the first unit was within 4% of actual cost. His check, however, had indicated a 90% learning curve effect on hours per unit.

In the negotiations, SMT was represented by one of the two owners of the business, two engineers, and one cost estimator. The sessions opened with a discussion of learning curves. The IBM cost estimator demonstrated that SMT had in fact been operating on a 90% learning curve. But, he argued, it should be possible to move to an 85% curve given the longer runs, reduced setup time, and increased continuity of workers on the job that would be possible with an order for 80 units. The owner agreed with this analysis and was willing to reduce his price by 4%.

However, as each operation in the manufacturing process was discussed, it became clear that some IBM cost estimates were too low because certain crating and shipping expenses had been overlooked. These oversights were minor, however, and in the following discussions, the two parties arrived at a common understanding of specifications and reached agreements on the costs of each manufacturing operation.

At this point, SMT representatives expressed great concern about the possibility of inflation in material costs. The IBM negotiators volunteered to include a form of price escalation in the contract, as previously agreed upon among themselves. IBM representatives suggested that if overall material costs changed by more than 10%, the price could be adjusted accordingly. However, if one party took the initiative to have the price revised, the other could require an analysis of all parts and materials invoices in arriving at the new price.

Another concern of the SMT representatives was that a large amount of overtime and subcontracting would be required to meet IBM's specified delivery schedule. IBM negotiators thought that a relaxation in the delivery schedule might be possible if a price concession could be obtained. In response, the SMT team offered a 5% discount, and this was accepted. As a result of these negotiations, the SMT price was reduced almost 20% below its original bid price.

In a subsequent meeting called to negotiate the prices of certain pipes to be used in the system, it became apparent to an IBM cost estimator that SMT representatives had seriously underestimated their costs. He pointed out this apparent error because he could not understand why SMT had quoted such a low figure. He wanted to be sure that SMT was using the correct manufacturing process. In any case, if SMT estimators had made a mistake, it should be noted. It was IBM's policy to seek a fair price both for itself and for its suppliers.

IBM procurement managers believed that if a vendor was losing money on a job, there would be a tendency to cut corners. In addition, the IBM negotiator felt that by pointing out the error, he generated some goodwill that would help in future sessions.

Discussion Questions:

1. What are the advantages and disadvantages to IBM and SMT from this approach?

2. How does SMT's proposed learning rate compare with that of other companies?

3. What are the limitations of the learning curve in this case?

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