Apollo professional resources · specification workflow
Use these clauses, schedules and request templates before a tender, substitution or technical review becomes difficult to control. The toolkit keeps product identity, technical evidence, responsibilities, revisions, logistics and unresolved project conditions visible without pretending a generic template is a final engineered specification.
Copyable early-stage clauses for current information, evidence, supply scope, substitutions, submittals, mock-ups, revision control, logistics, warranty and spares.
A structured comparison of specified requirements, proposed alternatives, technical evidence, lifecycle support and declared deviations.
A project-focused request schedule that ties each evidence request to the exact product, configuration, claim and standard being checked.
A controlled return schedule for manufacturer technical data, drawings, calculations, tests, manuals, warranty and final project records.
A responsibility and evidence schedule that exposes verified, project-dependent and unresolved requirements before tender comparison.
01 · Generic specification clauses
These clauses are deliberately generic. They are useful for early specifications, tender notes and procurement schedules where evidence and responsibilities need to remain visible.
Product selection and specification shall be based on the current Apollo product owner page, current project quotation and current technical documents issued for the selected system. Superseded saved files are not controlling where they conflict with current project information.
Any stated performance, certification or test requirement shall be supported by evidence applicable to the exact product and configuration offered. Results shall not be assumed to extend to untested sizes, materials, fixings or assemblies.
Apollo's quoted scope is product supply and specifically stated supporting information. Site measurement, local engineering, foundations, civil or electrical works, installation and statutory approvals remain with the purchaser's appointed project team unless expressly included in writing.
Any proposed alternative shall demonstrate equivalent project suitability against the specified application, dimensions and interfaces, material and finish, verified technical evidence, warranty and spares, maintenance requirements and destination conditions. Price or visual similarity alone does not establish equivalence.
Technical submittals shall identify the exact product, model, material, finish and configuration offered and shall include the current project-relevant drawings, data sheets, test evidence, certificates and other documents requested by the project team. Documents for a different model, configuration or factory shall be clearly identified and shall not be treated as equivalent evidence without review.
Where samples or mock-ups are required, the approved sample or mock-up shall establish the agreed visual, material or assembly reference for the project within its stated scope. Approval of appearance does not by itself establish structural, fire, weather, code or other performance compliance.
Drawings, schedules and technical documents shall carry a revision or issue date. Any change to dimensions, materials, finishes, loads, interfaces, accessories or other project-critical information after approval shall be identified and reviewed before manufacture or procurement continues.
The supplier shall confirm the agreed packaging method, crate or bundle identification, shipping dimensions and project handover point. Import clearance, onward transport, unloading, storage and site movement responsibilities shall remain with the party identified in the written project scope.
The supplied warranty, exclusions, maintenance conditions, claim pathway and responsible legal entity shall be identified before order. Where lifecycle support is material to the project, spare parts, replacement components and expected replacement lead times shall be confirmed separately.
These clauses are coordination tools, not legal advice. Final wording should be reviewed against the project contract, jurisdiction, specification structure and appointed professional responsibilities.
02 · Substitution review
Use this when a proposed alternative is offered against a named or previously reviewed product. The comparison should test project suitability and evidence, not simply price or visual similarity.
| Review area | Specified requirement | Proposed alternative | Evidence / reference | Status | Reviewer comments |
|---|---|---|---|---|---|
| Product identity | Open | ||||
| Application / intended use | Open | ||||
| Dimensions / geometry / interfaces | Open | ||||
| Material and finish | Open | ||||
| Structural / performance criteria | Open | ||||
| Test reports / certification | Open | ||||
| Fixing / substrate / service interfaces | Open | ||||
| Maintenance and cleaning | Open | ||||
| Warranty and exclusions | Open | ||||
| Spare parts / replacement pathway | Open | ||||
| Lead time and manufacturing capacity | Open | ||||
| Packaging / freight / receiving | Open | ||||
| Local engineering / statutory review | Open | ||||
| Declared deviations from the original requirement | Open |
Equivalent-looking products are not automatically equivalent project substitutions. The appointed project team remains responsible for accepting or rejecting alternatives against the actual specification and local requirements.
03 · Product evidence request
Use this when requesting proof for a particular product claim. It forces the request to identify the exact product, configuration and evidence required instead of asking for a generic certificate folder.
| Evidence request | Exact product / configuration | Standard / claim being checked | Required document | Supplier response / file | Applicability review | Status |
|---|---|---|---|---|---|---|
| Product specification | Current datasheet | Requested | ||||
| Material / substrate | Material evidence | Requested | ||||
| Finish / coating | Finish data / certification | Requested | ||||
| Structural performance | Calculation / test report | Requested | ||||
| Wind / load performance | Calculation / test report | Requested | ||||
| Fire performance | Test report / certification | Requested | ||||
| Slip / impact / sports performance | Test report | Requested | ||||
| Electrical / controls | Technical / conformity document | Requested | ||||
| Environmental / corrosion exposure | Material / finish evidence | Requested | ||||
| Warranty | Current warranty document | Requested | ||||
| Installation requirements | Current installation manual | Requested | ||||
| Maintenance requirements | Current care / maintenance guide | Requested |
Only request evidence that matters to the project. Applicability must be checked against the actual model, size, material, factory, standard and configuration before the evidence is relied upon.
04 · Manufacturer technical submittal
Use this as the return schedule when a manufacturer needs to provide a controlled technical package for consultant, contractor or procurement review.
| Submittal item | Required level | Project / product applicability | Supplier file / revision | Supplier comments | Review status |
|---|---|---|---|---|---|
| Company / legal manufacturing entity | Required | Requested | |||
| Product datasheet / specification | Required | Requested | |||
| Project / shop drawings | Project dependent | Requested | |||
| Material and finish schedule | Project dependent | Requested | |||
| Structural calculations | Project dependent | Requested | |||
| Independent test reports | Project dependent | Requested | |||
| Certificates / listings | Project dependent | Requested | |||
| Material certificates | Project dependent | Requested | |||
| Quality / inspection plan | Project dependent | Requested | |||
| Sample / mock-up submission | Project dependent | Requested | |||
| Installation manual | Required | Requested | |||
| Electrical / controls information | Project dependent | Requested | |||
| Maintenance / care manual | Required | Requested | |||
| Warranty and exclusions | Required | Requested | |||
| Spare-parts / replacement schedule | Project dependent | Requested | |||
| Packaging / crate / bundle schedule | Required before shipment | Requested | |||
| Final as-supplied document register | Required at handover | Requested |
The required submittal level should match project risk. A supplier document is not accepted merely because it exists; relevance, revision and configuration applicability still need review.
05 · Pre-tender compliance schedule
Use this before tender issue or supplier comparison to identify what is already verified, what remains project-dependent and who owns each unresolved requirement.
| Requirement | Project requirement / reference | Apollo / supplier evidence | Local project-team input | Status | Tender note / action |
|---|---|---|---|---|---|
| Product / system identity | Open | ||||
| Dimensions / configuration | Open | ||||
| Material / finish | Open | ||||
| Design loads / structural criteria | Open | ||||
| Wind / seismic / weather exposure | Open | ||||
| Fire requirements | Open | ||||
| Electrical / controls requirements | Open | ||||
| Accessibility / circulation interfaces | Open | ||||
| Foundation / substrate / fixing interface | Open | ||||
| Drainage / services interface | Open | ||||
| Technical evidence / certificates | Open | ||||
| Samples / mock-ups | Open | ||||
| Installation responsibility | Open | ||||
| Local engineering / statutory approvals | Open | ||||
| Freight / delivery handover | Open | ||||
| Unloading / storage / site movement | Open | ||||
| Warranty / maintenance / spares | Open | ||||
| Programme / lead time | Open | ||||
| Commercial exclusions / qualifications | Open | ||||
| Final tender return requirements | Open |
The schedule is designed to expose unresolved items before tender comparison. It does not certify compliance and does not replace review by the project's appointed professionals.
Recommended project workflow
Start with the project brief, current drawings and the actual performance or procurement question.
Ask for documents that apply to the quoted model and configuration rather than a generic certificate folder.
Record deviations, applicability and unresolved local-project responsibilities before acceptance.
Use the compliance schedule to expose what is verified, what is project-dependent and who owns the next action.
Continue the professional workflow