---
type: meeting
date: 2025-11-14
attendees:
  - "[[Sarah Chen]]"
  - "[[James Park]]"
  - "Tom Wilson (Acme Aerospace)"
  - "Jennifer Lee (Acme Aerospace)"
tags:
  - meeting
  - vendor
  - structures
  - supply-chain
---
# [[Vendor Meeting]] - [[Acme Aerospace]]

## [[Meeting Info]]

**[[Date]]**: [[November 14]], 2025
**Time**: 14:00-16:00
**[[Location]]**: Virtual (Zoom)
**Facilitator**: [[Sarah Chen]] ([[Chief Engineer]])

**Attendees**:
- [[Sarah Chen]] ([[Chief Engineer]]) - [[Artemis Program]]
- [[James Park]] ([[Structures Lead]]) - Artemis Program
- [[Tom Wilson]] ([[Sales Engineer]]) - [[Acme Aerospace]]
- [[Jennifer Lee]] ([[Program Manager]]) - [[Acme Aerospace]]

## Purpose

Quarterly business review with [[Acme Aerospace]], our primary structures supplier. Review [[Current]] orders, discuss schedule [[Alignment]], and plan future procurement for [[Structures System]] [[Components]].

## Agenda

1. [[Current Order Status Review]]
2. Quality and [[Delivery Performance]]
3. [[Future Orders Planning]]
4. [[Technical Support Discussion]]
5. Pricing and [[Terms Review]]

## Current Order [[Status]] Review

**Presenter**: Jennifer Lee ([[Acme Aerospace]])

### [[Active Purchase Orders]]

| [[PO Number]] | Component | Quantity | [[Order Date]] | [[Delivery Date]] | Status |
|-----------|-----------|----------|------------|---------------|--------|
| PO-2025-101 | [[Airframe Design\|Airframe sections]] | 4 | 2025-09-15 | 2025-12-01 | ✅ [[On Track]] |
| PO-2025-102 | [[Stage Separation]] mechanism | 1 | 2025-09-20 | 2025-12-15 | ✅ On [[Track]] |
| PO-2025-103 | [[Fairing Design\|Fairing halves]] | 2 | 2025-10-01 | 2026-01-15 | ✅ On Track |
| PO-2025-104 | [[Landing System\|Landing leg assemblies]] | 4 | 2025-10-10 | 2026-01-30 | ✅ On Track |
| PO-2025-105 | [[Thrust Structure]] | 1 | 2025-10-20 | 2026-02-15 | ⚠️ [[At Risk]] |

**[[Status Summary]]**:
- 4 of 5 orders on track for on-time delivery
- 1 order (PO-2025-105, [[Thrust structure]]) has material procurement delay

**Jennifer Lee**: "Overall we're in great shape. The thrust structure is the [[Only]] concern - our aluminum supplier had a quality issue with the forgings. We're [[Working]] with a [[Backup Supplier]] and expect only a 2-week slip maximum."

**[[James Park]]**: "[[Two]] [[Weeks]] we can absorb. The thrust structure isn't needed until March for [[Integration]]. As long as it arrives by [[Feb 28]], we're fine."

**[[Action Item]]**:
- [ ] Jennifer Lee: [[Provide]] weekly updates on thrust structure material procurement 📅 2025-11-21

## Quality and Delivery [[Performance]]

**Presenter**: Tom Wilson (Acme Aerospace)

### [[Delivered Components]] - [[Quality Metrics]]

| Component | Delivery Date | [[Acceptance Test]] | [[Issues Found]] | Resolution |
|-----------|---------------|-----------------|--------------|------------|
| [[Interstage Adapter]] | 2025-08-15 | ✅ Passed | 0 | N/A |
| Payload adapter | 2025-09-01 | ✅ Passed | 0 | N/A |
| Tank bulkheads (2×) | 2025-09-22 | ✅ Passed | 1 minor | [[Surface]] finish rework ([[Completed]]) |
| [[Engine]] mount structure | 2025-10-05 | ✅ Passed | 0 | N/A |

**[[Overall Metrics]]**:
- On-time delivery [[Rate]]: 100% (4/4 orders delivered [[On Schedule]])
- [[First]]-pass acceptance rate: 75% (3/4 passed without rework)
- Quality score: 98% ([[One]] minor non-conformance on tank bulkheads)

**Tom Wilson**: "The tank bulkhead surface finish issue was caught during receiving inspection and corrected within 24 [[Hours]]. No impact to your schedule. We've [[Updated]] our process to [[Prevent]] recurrence."

**[[James]] Park**: "We're very happy with the quality. Your structural analysis packages [[Have]] been [[Excellent]] - we've incorporated your FEA [[Results]] directly into our [[Design]] reviews."

### Delivery Performance vs Industry

**[[Acme Aerospace Benchmarks]]**:
- Aerospace industry average on-time delivery: 78%
- Acme Aerospace performance: 92% ([[All]] customers, 2025)
- Artemis Program performance: 100% ([[This]] program specifically)

**[[Sarah Chen]]**: "[[You]]'re exceeding industry [[Standards]], which is critical for our [[Aggressive]] [[Timeline]]. This partnership is a [[Key]] success factor for the program."

## Future Orders Planning

**Presenter**: James Park (Artemis Program)

### [[Upcoming Procurement Needs]] (2026)

**Q1 2026** (Jan-Mar):
- Flight-[[Grade]] airframe sections (4×) - Estimated value: $320K
- Flight-grade stage separation mechanism (1×) - $85K
- Propellant tank external structure (LOX, RP-1) - $120K

**Q2 2026** (Apr-Jun):
- Flight vehicle thrust structure (1×) - $95K
- Flight vehicle [[Landing Legs]] (4×) - $180K
- Payload fairing (flight-grade, 2× halves) - $140K

**Q3 2026** (Jul-Sep):
- Backup landing legs (contingency) - $180K
- Ground support equipment (GSE) structures - $60K

**[[Total Projected]] 2026 Spend**: ~$1.18M

**James Park**: "These are preliminary estimates based on current design. We'll finalize specifications after [[Critical Design Review|CDR]] in March. Can you support this volume?"

**Jennifer Lee**: "Absolutely. We've reserved capacity for Artemis through 2026. With your lead times (12-16 weeks typical), we can meet all these dates if orders are placed according to the timeline."

### Long-Lead Items Identified

**Critical Path Components**:
1. **Flight airframe sections** - 16-week lead time (material procurement + machining)
2. **Stage separation mechanism** - 14-week lead time (precision actuators)
3. **Landing leg assemblies** - 12-week lead time (custom hydraulics)

**Jennifer Lee**: "For flight hardware, we recommend placing orders at least 18 weeks before need-date. This provides buffer for any material or manufacturing issues."

**Action Items**:
- [ ] [[James Park]]: Finalize flight hardware specifications post-CDR 📅 2026-03-31
- [ ] [[James Park]]: Submit Q1 2026 purchase orders 📅 2025-12-01
- [ ] Jennifer Lee: Provide formal quotes for 2026 procurement 📅 2025-11-30

## Technical Support Discussion

**Presenter**: Tom Wilson (Acme Aerospace)

### Engineering Support Provided

**2025 Support Summary**:
- 12 design review meetings attended
- 45 hours of FEA consulting (stress analysis, vibration modes)
- 3 material selection studies (aluminum alloys, composites, titanium)
- 2 manufacturing process reviews (welding, machining tolerances)

**No Charge**: All engineering support provided at no cost as part of partnership

**James Park**: "Your FEA expertise has been invaluable. The composite fairing analysis you did saved us weeks of iteration. We'd like to continue this level of support through 2026."

**Tom Wilson**: "Happy to continue. We view this as an investment in the partnership. Once Artemis is operational, we expect future vehicle orders."

### Requested Additional Support

**James Park**: "We have two specific requests for Q1 2026:"

1. **Landing leg shock absorption analysis**
   - Need: Dynamic FEA for landing impact scenarios
   - Scope: 5 landing conditions (nominal + 4 off-nominal)
   - Timeline: Results needed by Feb 15 for CDR package

2. **Fairing separation dynamics**
   - Need: Validate separation spring forces don't damage payload
   - Scope: Multi-body dynamics simulation
   - Timeline: Results needed by Mar 1 for CDR

**Tom Wilson**: "Both are within our standard support scope. We can have preliminary results within 4 weeks of receiving specifications."

**Action Items**:
- [ ] [[James Park]]: Send landing leg impact requirements to Tom Wilson 📅 2025-11-20
- [ ] [[James Park]]: Send fairing separation specifications to Tom Wilson 📅 2025-11-25
- [ ] Tom Wilson: Deliver landing leg analysis results 📅 2026-01-15
- [ ] Tom Wilson: Deliver fairing separation analysis results 📅 2026-02-01

## Pricing and Terms Review

**Presenter**: Jennifer Lee (Acme Aerospace)

### Current Pricing Structure

**2025 Agreed Pricing** (per PO-2025-MASTER agreement):
- Airframe sections: $75K/section ([[Prototype]]), $80K/section (flight)
- Stage separation mechanism: $85K ([[Both]] prototype and flight)
- Fairing halves: $65K/half (prototype), $70K/half (flight)
- Landing legs: $42K/leg (prototype), $45K/leg (flight)
- Thrust structures: $90K (prototype), $95K (flight)

**Prototype vs [[Flight Pricing]]**:
- Flight [[Hardware]]: +5-7% [[Premium]] (additional inspection, [[Documentation]], traceability)
- Volume discount: 10% discount on orders of 4+ identical units

### 2026 [[Pricing Proposal]]

**Jennifer Lee**: "We're proposing to [[Hold 2025]] pricing through Q2 2026, then a 3% increase for Q3-Q4 2026 to [[Account]] for material cost inflation."

**[[Pricing Effective Dates]]**:
- [[Jan 1]] - [[Jun 30]], 2026: 2025 pricing held (no increase)
- [[Jul 1]] - [[Dec 31]], 2026: +3% across all components

**[[Example Impact]]** (landing legs):
- Current flight [[Price]]: $45K/leg
- Proposed Q3-Q4 2026 price: $46.35K/leg (~$1.35K increase)

**Sarah Chen**: "Given industry inflation rates are running 5-7%, holding pricing for 6 months then only 3% increase is very reasonable. We accept these terms."

### Payment Terms

**Current Terms**: Net 30 days from delivery acceptance

**Jennifer Lee**: "For 2026 orders over $100K, we'd like to propose progress payments:"
- 25% deposit on PO placement
- 50% on manufacturing completion ([[Ready]] to ship)
- 25% on delivery acceptance ([[Net 30]])

**Sarah Chen**: "This aligns with our cash flow planning. Approved, pending final [[Contract]] [[Language]] review by our finance [[Team]]."

**[[Action Items]]**:
- [ ] Jennifer Lee: Send updated 2026 pricing sheet and payment terms 📅 2025-11-20
- [ ] [[Sarah Chen]]: Review payment terms with finance team 📅 2025-11-27
- [ ] Both parties: [[Execute 2026]] [[Master Purchase Agreement]] 📅 2025-12-15

## [[Supply Chain]] and [[Risk Discussion]]

**Presenter**: Jennifer Lee (Acme Aerospace)

### [[Material Sourcing Strategy]]

**[[Critical Materials]] for Artemis**:
1. **Aluminum alloys** (7075-T6, 2024-T3)
   - [[Primary Supplier]]: Alcoa ([[North America]])
   - Backup supplier: Constellium (Europe)
   - [[Lead]] time: 8-10 weeks for forgings

2. **Composite materials** ([[Carbon]] [[Fiber]] prepreg for fairings)
   - Primary supplier: Hexcel
   - Backup supplier: Toray
   - Lead time: 6-8 weeks

3. **Titanium** (Ti-6Al-4V for [[High]]-stress fittings)
   - Primary supplier: VSMPO-AVISMA ([[Via]] US distributor)
   - Backup supplier: Domestic specialty supplier
   - Lead time: 12-14 weeks

**Jennifer Lee**: "We maintain dual [[Sources]] for all critical materials. The [[Recent]] thrust structure delay was unusual - our backup supplier resolved it within days."

### [[Identified Risks]]

**R-VENDOR-001: [[Aluminum Supply Chain Disruption]]**
- Probability: LOW (5%)
- Impact: HIGH (4-6 week delay)
- Mitigation: Dual sourcing, 2-week material buffer [[Stock]]
- Owner: Acme Aerospace

**R-VENDOR-002: [[Composite Material Export Restrictions]]**
- Probability: LOW (10%)
- Impact: MEDIUM (switch to domestic supplier, 2-week delay)
- Mitigation: Pre-qualify domestic backup supplier
- Owner: Acme Aerospace

**R-VENDOR-003: [[Manufacturing Capacity Conflict]]**
- Probability: MEDIUM (20%)
- Impact: MEDIUM (2-4 week delay if higher-[[Priority]] customer needs capacity)
- Mitigation: Reserved capacity agreement through 2026
- Owner: Both parties

**Sarah Chen**: "The reserved capacity agreement is critical. Can we formalize that in [[The 2026]] [[Master Agreement]]?"

**Jennifer Lee**: "[[Yes]], we'll include a capacity reservation clause. Artemis will have dedicated [[Production]] slots Jan-[[Sep 2026]]."

**[[Action]] Item**:
- [ ] Jennifer Lee: Include capacity reservation terms in 2026 Master Agreement 📅 2025-11-30

## [[Program Updates]] from [[Artemis Team]]

**Presenter**: Sarah Chen ([[Chief Engineer]])

### [[Recent Milestones]]

**Sarah Chen**: "I want to share our recent progress so you understand where the program stands."

**[[Accomplishments Since Last Meeting]]** ([[Aug 2025]]):
1. ✅ [[2025-12-18 PDR Review|Preliminary Design Review (PDR)]] - Approved with conditions ([[Dec 18]])
2. ✅ [[Engine Hot Fire Results|Hot fire test campaign]] - 3 successful tests (30s, 60s, 120s burns)
3. ✅ [[Avionics Integration Test|Avionics Hardware-in-Loop testing]] - 97% [[Success Rate]]
4. ✅ [[Turbopump]] delivery and acceptance - [[Delivered 3]] days early, passed all tests

**[[Current Status]]**:
- [[Overall Design Maturity]]: 85% (up from 68% at PDR)
- All subsystems on track for [[Critical Design Review|CDR]] in [[March 2026]]
- Budget: $8.8M spent of $14M (63%), healthy contingency remaining
- Schedule: [[All 2025]] [[Milestones]] met [[On Time]]

**[[Upcoming Milestones]]**:
- [[Jan 2026]]: [[Complete]] [[Hot Fire]] [[Test Campaign]] ([[Test 4]]: [[Restart Test]])
- [[Mar 2026]]: [[Critical Design Review]] (CDR)
- [[Jun 2026]]: First stage assembly begins
- [[Dec 2026]]: [[First Flight]]

**Jennifer Lee**: "Congratulations on PDR [[Approval]]! We're proud to support a program that's hitting its milestones. The structures you're [[Building]] with our components will make history."

### [[Structures Performance]] in [[Testing]]

**James Park**: "Quick update on how your components performed in testing."

**Thrust Structure** (delivered [[Oct 2025]]):
- Installed [[In Test]] 2 (60-[[Second Burn]])
- Experienced peak loads: 55 kN thrust + 12 kN side loads ([[TVC]] gimbal)
- Post-[[Test Inspection]]: [[Zero]] deformation, zero cracks, all welds intact
- Performance: Exceeded design [[Requirements]] by 15% margin

**Interstage Adapter** (delivered Aug 2025):
- Vibration tested to flight qualification levels
- [[Survived 14.1]] Grms (design requirement: 12 Grms)
- Zero resonances in critical [[Frequency]] bands (20-200 Hz)
- Performance: Exceeded design requirements, no issues

**Tom Wilson**: "This is excellent [[Validation]] [[Data]]. We'll [[Use]] [[These]] results to refine our analysis models for flight hardware. Thank you for sharing."

## [[Lessons Learned]] and [[Process Improvements]]

**Presenter**: James Park (Artemis Program)

### [[What]]'s [[Working Well]]

**James Park**: "[[Three]] things that [[Are]] working exceptionally well with Acme:"

1. **Design collaboration early in the process**
   - Acme's engineers participated in preliminary design reviews
   - Manufacturability feedback prevented costly redesigns
   - FEA support accelerated validation cycles

2. **Transparent [[Communication]] on [[Schedule Risks]]**
   - Early warning on thrust structure material delay
   - Proactive [[Solutions]] (backup supplier [[Engagement]])
   - No surprises - we always know the real status

3. **Quality documentation packages**
   - Material [[Certifications]] complete and traceable
   - Inspection reports detailed and clear
   - Acceptance [[Test]] procedures aligned with our requirements

**Sarah Chen**: "This partnership is a model for how vendor [[Relationships]] [[Should]] work. Open communication, [[Technical]] excellence, and shared commitment to the mission."

### Areas for Improvement

**Tom Wilson**: "From our side, two areas we'd like to [[Improve]]:"

1. **Specification clarity on first orders**
   - [[Some]] initial drawings had ambiguous tolerances
   - [[Required]] clarification calls ([[Added]] 1-2 days)
   - **Resolution**: James's team [[Now]] uses [[Standardized]] drawing templates - much clearer

2. **Receiving inspection [[Feedback Loop]]**
   - [[Sometimes 3]]-4 days before we hear acceptance [[Test Results]]
   - [[Would]] prefer same-day feedback if issues [[Found]]
   - **Resolution**: Artemis team will commit to same-day or [[Next]]-day inspection results

**Action Items**:
- [ ] [[James Park]]: Establish same-day inspection feedback [[Protocol]] 📅 2025-12-01
- [ ] [[James Park]]: Share updated drawing templates with Acme for 2026 orders 📅 2025-11-30

## [[Action Items Summary]]

| Owner | Task | [[Due Date]] | Status |
|-------|------|----------|--------|
| Jennifer Lee (Acme) | Provide weekly thrust structure material updates | 📅 2025-11-21 | ⏳ [[Planned]] |
| Jennifer Lee (Acme) | Provide formal quotes for 2026 procurement | 📅 2025-11-30 | ⏳ Planned |
| Jennifer Lee (Acme) | Send updated 2026 pricing sheet and payment terms | 📅 2025-11-20 | ⏳ Planned |
| Jennifer Lee (Acme) | Include capacity reservation in 2026 Master Agreement | 📅 2025-11-30 | ⏳ Planned |
| Tom Wilson (Acme) | Deliver landing leg analysis results | 📅 2026-01-15 | ⏳ Planned |
| Tom Wilson (Acme) | Deliver fairing [[Separation]] analysis results | 📅 2026-02-01 | ⏳ Planned |
| [[James Park]] | Finalize flight hardware specs post-CDR | 📅 2026-03-31 | ⏳ Planned |
| [[James Park]] | Submit Q1 2026 purchase orders | 📅 2025-12-01 | ⏳ Planned |
| [[James Park]] | Send landing leg impact requirements | 📅 2025-11-20 | ⏳ Planned |
| [[James Park]] | Send fairing separation specifications | 📅 2025-11-25 | ⏳ Planned |
| [[James Park]] | Establish same-day inspection feedback protocol | 📅 2025-12-01 | ⏳ Planned |
| [[James Park]] | Share updated drawing templates | 📅 2025-11-30 | ⏳ Planned |
| [[Sarah Chen]] | Review payment terms with finance team | 📅 2025-11-27 | ⏳ Planned |
| Both parties | Execute 2026 Master Purchase Agreement | 📅 2025-12-15 | ⏳ Planned |

## [[Decisions Made]]

1. ✅ **2026 Pricing approved**: Hold 2025 prices through Q2 2026, +3% for Q3-Q4 2026
2. ✅ **Progress payment terms approved**: 25% deposit, 50% at manufacturing completion, 25% on acceptance ([[Net]] 30)
3. ✅ **Capacity reservation**: Acme will reserve dedicated production slots for [[Artemis Jan]]-Sep 2026
4. ✅ **Technical support continuation**: [[Engineering]] support to continue at no charge through 2026
5. ✅ **Same-day inspection feedback**: Artemis will provide inspection results within 24 hours

## [[Next Steps]]

1. **[[Nov 20]]-30**: Exchange updated agreements and quotes
2. **[[Dec 1]]**: Submit Q1 2026 purchase orders
3. **[[Dec 15]]**: Execute 2026 Master Purchase Agreement
4. **Jan-[[Feb 2026]]**: Acme delivers landing leg and fairing analysis
5. **Mar 2026**: Post-CDR, finalize flight [[Hardware Specifications]]
6. **Next QBR**: [[February 2026]] ([[Quarterly]] business review)

**Sarah Chen**: "Thank you both for an excellent partnership. We're building [[Something]] special here, and you're a critical part of the team."

**Jennifer Lee**: "We're honored to support Artemis. Looking forward to watching your first flight in 2026!"

## [[Related Notes]]

**[[Vendor Management]]**:
- [[Acme Aerospace]] - Supplier profile
- [[Supplier Directory]] - All program suppliers

**[[Structures System]]**:
- [[Structures System]] - Subsystem [[Overview]]
- [[Airframe Design]] - [[Primary Structure]]
- [[Stage Separation]] - Separation mechanism
- [[Fairing Design]] - Payload fairing
- [[Landing System]] - Landing legs and shock absorption
- [[Material Selection]] - Materials and processes

**[[Project Management]]**:
- [[Project Roadmap]] - Master schedule
- [[Risk Register]] - R-VENDOR-001, R-VENDOR-002, R-VENDOR-003
- [[Budget Tracker]] - 2026 procurement budget
- [[Team Roster]] - [[James Park]] ([[Structures Lead]])

**[[Technical Reviews]]**:
- [[2025-12-18 PDR Review]] - PDR approval and conditions
- [[Critical Design Review]] - Upcoming CDR in March 2026

**Testing**:
- [[Engine Hot Fire Results]] - Thrust structure [[Performance Validation]]
- [[Test Campaign Overview]] - Overall test [[Strategy]]

---

*[[Meeting Notes]] by [[James Park]] - 2025-11-14*
*[[Next Quarterly Business Review]]: February 2026*
