Start Project BriefDevelopment & Humanitarian Infrastructure · Free procurement checklist
Use this checklist before issuing an RFQ, comparing modular-building suppliers or releasing a funded infrastructure order. It is designed to expose missing information early and can be shared with consultants, procurement teams and delivery partners.
Identify the funding organisation, buyer, contracting entity, procurement method, tender rules, evaluation method, required forms, ethical requirements and submission dates before contacting suppliers.
Do not assume one donor or agency's procurement rules apply to another programme. Use the current official tender and procurement documents for the specific project.
Provide the same core brief to each supplier: drawings or room schedules, quantities, destination, performance requirements, services, finishes, documentation, packing and delivery scope.
If suppliers quote different assumptions, normalise those differences before comparing price. A low price based on missing foundations, services, fixtures, documentation or freight is not directly comparable with a more complete package.
Ask for current drawings, material specifications, structural information where relevant, fire and thermal evidence, quality-control information, installation guidance, project references and legal manufacturing entity details.
Treat maximum marketing claims and one-off landmark projects separately from normal repeatable production capability.
Large programmes need more than a good sample unit. Confirm realistic monthly output, production lines, quality-control checkpoints, engineering resources, raw-material capacity, inspection access, packing capacity and how the supplier would phase 100, 500, 1,000 or more units.
Confirm Incoterm or handover point, packing method, container loading, labels, packing lists, receiving port, inland movement, unloading, storage, installation instructions, spare parts, warranty documentation and the final responsibility matrix before manufacture begins.
Comparison reference
| Planning criterion | Question to verify | Evidence to request | Common warning sign |
|---|---|---|---|
| Legal supplier identity | Who manufactures and contracts? | Business registration, factory identity, contract entity | Trading name and factory identity remain unclear |
| Technical capability | Can the exact project configuration be engineered? | Drawings, calculations where relevant, tested system evidence | Generic brochure claims without configuration-specific support |
| Quality control | How is production inspected and recorded? | QA process, inspection records, production checkpoints | Quality described only as 'high quality' |
| Capacity | Can the programme be produced on the required schedule? | Monthly capacity, line allocation, phased production plan | Headline annual capacity with no project allocation |
| Logistics | Can the package reach and be received at the destination? | Packing plan, loading quantity, dimensions, weights | Freight considered only after final design |
| Handover | What does the buyer receive after shipment? | Manuals, drawings, spares, warranty, packing records | No clear document or support package |
A procurement checklist helps structure due diligence; it does not certify or approve a supplier.
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