Build Project BriefClimate & Global Projects · Procurement authority guide
International sourcing becomes risky when a supplier is selected before the project brief is controlled. Start with the requirement, separate product claims from verified evidence, qualify the legal manufacturer and project capability, then build the quotation and delivery scope around the actual destination.
Record the destination, intended use, dimensions, quantities, performance criteria, drawings, programme, climate, freight route and local-project responsibilities before supplier comparison begins. A weak brief makes low-quality quotations look more comparable than they really are.
Where the client brief is incomplete, mark assumptions explicitly rather than allowing each supplier to quote a different interpretation.
Identify the legal manufacturing entity, factory location, export entity where different, years operating, core product families and whether the quoted goods are manufactured directly, subcontracted or resold. Marketplace profiles and trading-company listings can be useful leads, but they are not proof of manufacturing capability.
For critical systems, ask who owns engineering, production, quality control, packing and warranty responsibility.
A supplier may be credible while still being wrong for a particular project. Compare demonstrated experience against the same material, scale, geometry, use, climate and technical requirement being quoted rather than relying on broad claims such as stadium, resort or government-project experience.
Where a supplier cites landmark references, request enough evidence to establish what they actually supplied and whether the project is comparable.
List the exact documents the project needs: drawings, data sheets, test reports, material certificates, welding or quality documentation, fire or load evidence, installation information, maintenance guidance and any jurisdiction-specific submittals requested by the consultant.
Evidence must be current and applicable to the quoted configuration. A certificate for another model, size, factory, material or standard should not be treated as proof for the proposed system without a justified link.
Compare payment structure, lead time, warranty, exclusions, tooling, samples, engineering charges, packaging, spare parts, replacement lead times and after-sales support alongside the quoted product price.
A lower unit price can create a more expensive project when documentation, packaging, spares or engineering support are weak.
For higher-value orders, clarify production stages, hold points, sample or mock-up approval, inspection responsibility, production records, packing checks and how non-conforming goods are handled. The level of control should match the value and technical risk of the project.
Where third-party inspection is required, define the scope before production rather than adding inspection after goods are complete.
Packaging, crate dimensions, container loading, moisture protection, labels, spare components, packing lists and unloading method should be agreed before the order is frozen. Large structures, façade panels, glass, seating and remote-island projects can fail operationally even when the manufactured product is correct.
The quotation should state the agreed handover point and which party owns customs, onward freight, unloading, storage and local site movement.
Apollo coordinates the agreed commercial and supply relationship. Local engineering, foundations, electrical work, civil works, installation, commissioning where not expressly included, code review and statutory approvals remain with the appointed destination professionals or specialists.
Manufacturer engineering or site guidance can be included when verified and written into the project scope; it should never be implied from a general supplier capability claim.
Comparison reference
Use this matrix before a supplier is relied upon for a significant project. The required depth should increase with structural, safety, technical, programme and commercial risk.
| Planning criterion | Identity & capability | Technical evidence | Commercial & quality | Logistics & project support |
|---|---|---|---|---|
| Minimum evidence | Legal entity, factory location, product scope and named contact. | Current product data and configuration-specific documents relevant to the brief. | Formal quotation, payment terms, warranty, lead time and quality process. | Packing method, freight dimensions, handover point and support contact. |
| Higher-risk project evidence | Comparable project references, engineering ownership and manufacturing-process detail. | Project drawings, calculations where relevant, applicable test reports, materials and documented submittal register. | Inspection plan, sample / mock-up approval, production controls, non-conformance process and spare-parts plan. | Container / break-bulk plan, labelled packing, unloading assumptions, erection or installation guidance and replacement pathway. |
| Common warning sign | Unclear legal entity, changing factory story or product range far broader than credible manufacturing depth. | Certificates that do not identify the quoted system, outdated evidence or documents from another product without explanation. | Very low price with undefined scope, vague warranty, no documented QC or changing payment terms. | No packaging dimensions, unrealistic freight assumptions or unclear responsibility after shipment. |
| Apollo decision question | Is this the right legal and technical counterparty for the project? | Can the exact quoted configuration be supported by the evidence the project actually requires? | Can the supplier deliver consistently, commercially and on programme? | Can the product reach the destination, be handed over clearly and be supported after delivery? |
This matrix is a procurement-control framework, not a supplier scorecard or certification scheme. The evidence required should follow the actual project risk and destination requirements.
Reference this resource
Link to the live page rather than a saved copy so readers reach the current Apollo planning resource and its latest controlled product links.
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