I think we can chalk this one up to a communication error. There was not a sense of urgency from the phone call, meaning no mention of a rental, etc. Typically if we know something like that is going on we'll make an extra effort to keep up with the info. A guy building a motor and just ordering transfer case mounts just so he has them has different needs than a guy waiting on this part so his daily can get back on the road. The only way to make it all work is good communication up front. I'm not going to get into what was actually said, the fact that we didn't know it was urgent demonstrates that the idea was not conveyed and confirmed.
Everyone has good points here that we are paying attention to:
-It's true, we can't call everyone about every delay, it's hard enough keeping up with it all anyway. This is why big mail order companies tell you it's going to take 2-3 weeks for you to get anything when you know they're one shipping day away and will send it the day after your order. We try to go the extra step and give a more realistic shipping estimate and sometimes it bites us. We're still hesitant about online ordering since even our most common parts are out of stock sometimes and we can't inform the customer of the problems if we don't ever talk about the order.
-We are small and that typically translates into more knowledgable, personal help. Unfortunately it also translates into a lot of details to keep up with and a small staff to do it. It can also cause problems with stocking all the parts available. We're always out of something. Usually only for short periods of time but we never have everything and sometimes that bites us too. In this case a normally reliable supply of parts broke down for a few days at exactly the wrong time.
-We are working on better ways to keep the customer informed of the availability situation. We do have some limited ability to email tracking #'s and we're working from there but we're obviously not there yet.
As a consumer, make sure that the vendor has a clear idea of your needs when you start out. That way they can make the appropriate moves to make all the details work out. This is where a small company shines, we have the motivation and ability to get this stuff done as long as we know it's that critical.
Basically we didn't make the deadline, didn't know it was critical and didn't pass it on. I'm sorry for the consequences.
That's all I have to say about this.
Thanks for the support.