Link every technical claim to the current product, configuration, document and revision that actually supports it.
Apollo professional resources · reusable project tools
Procurement templates that keep the important project questions visible.
These templates are intentionally practical. Copy them into a project workspace, download them as CSV, or print the page for a working session. They are designed to make scope, evidence, supplier capability, logistics and local responsibilities easier to control before manual quotation or procurement.
01 · Procurement checklist
International Project Procurement Checklist
Use this before comparing supplier quotations. It keeps project scope, evidence, commercial terms, logistics and destination responsibilities visible so a low headline price does not hide a weak project package.
| Review area | Requirement / question | Status | Notes / owner |
|---|---|---|---|
| Project brief | Destination, site, intended use, dimensions, quantities and programme are recorded. | Open | |
| Project brief | Drawings, BOQ, schedules or marked-up project information are attached where available. | Open | |
| Product scope | Quoted model, material, finish, configuration, accessories and exclusions are explicit. | Open | |
| Product scope | Project-dependent requirements are separated from verified product data. | Open | |
| Technical evidence | Required datasheets, drawings, reports, certificates and calculations are listed. | Open | |
| Technical evidence | Evidence applicability to the exact quoted configuration has been checked. | Open | |
| Commercial | Lead time, quote validity, payment terms, warranty and spare-parts pathway are recorded. | Open | |
| Commercial | Samples, mock-ups, engineering, tooling or inspection charges are identified. | Open | |
| Quality | Sample / mock-up approval, inspection scope and production hold points are defined where needed. | Open | |
| Logistics | Packaging, crate / bundle dimensions and shipment method are confirmed. | Open | |
| Logistics | Handover point, importer, customs, onward freight, unloading and storage responsibilities are assigned. | Open | |
| Local project scope | Foundations, civil works, electrical work, local engineering, installation and approvals are assigned. | Open | |
| Handover | Packing records, manuals, warranty, spare-parts list and final project documents are included in handover. | Open |
This checklist is a project-control aid, not a substitute for the written contract, destination requirements or professional technical review.
02 · Supplier due diligence
Supplier Due-Diligence Checklist
Use this to structure the first serious review of a manufacturer or specialist supplier. The aim is to confirm identity, manufacturing ownership, technical capability, quality control, export readiness and lifecycle support — not to create a simplistic supplier score.
| Review area | Evidence to request | Status | Clarification / evidence reference |
|---|---|---|---|
| Legal identity | Legal company name, registration details, factory location and export entity if different. | Open | |
| Manufacturing relationship | Confirm whether the applicant manufactures, subcontracts, distributes or resells the quoted product. | Open | |
| Factory capability | Core processes, machinery, capacity, normal lead time and peak-season constraints. | Open | |
| Product ownership | Model ownership, OEM / ODM position, tooling ownership and authority to supply the product. | Open | |
| Comparable experience | Relevant projects matching the proposed material, scale, geometry, use or technical risk. | Open | |
| Engineering | Named engineering capability, drawing responsibility, calculations and project-support deliverables. | Open | |
| Technical evidence | Current specifications, test reports, certificates, materials and installation information. | Open | |
| Quality control | Incoming material control, in-process checks, final inspection, non-conformance handling and records. | Open | |
| Third-party inspection | Whether independent inspection can be supported and at which production stages. | Open | |
| Export readiness | Primary export ports, Incoterms, packaging, container / break-bulk capability and destination experience. | Open | |
| Warranty | Written warranty scope, exclusions, claim process, response pathway and responsible legal entity. | Open | |
| Spare parts | Availability period, replacement lead time, identification method and likely service components. | Open | |
| Installation support | Manuals, remote support, training, site supervision or approved installer network where genuinely available. | Open | |
| Commercial relationship | Payment terms, pricing basis, quote validity, exclusivity constraints and non-exclusive cooperation position. | Open | |
| Marketing permission | Permission for images, diagrams, project photos and technical information to be used where agreed. | Open |
A supplier can be credible while still being wrong for a specific project. Final selection should follow the actual project risk, required evidence and destination.
03 · Technical submittal register
Technical Submittal Register Template
Use this to control what has been requested, received, reviewed and approved for the exact project configuration. It is deliberately structured around applicability and revision control rather than the size of the supplier's document folder.
| Document / submittal | Required? | Supplier file / reference | Revision / date | Status | Applicability / review notes |
|---|---|---|---|---|---|
| Product datasheet / specification | Yes | Requested | |||
| Project / shop drawings | Project dependent | Requested | |||
| Material / finish schedule | Project dependent | Requested | |||
| Material certificates | Project dependent | Requested | |||
| Independent test reports | Project dependent | Requested | |||
| Certification / product listing | Project dependent | Requested | |||
| Structural calculations | Project dependent | Requested | |||
| Wind / load evidence | Project dependent | Requested | |||
| Fire-performance evidence | Project dependent | Requested | |||
| Electrical / controls documentation | Project dependent | Requested | |||
| Installation manual | Yes | Requested | |||
| Maintenance / care manual | Yes | Requested | |||
| Warranty document | Yes | Requested | |||
| Sample / finish approval | Project dependent | Requested | |||
| Mock-up approval record | Project dependent | Requested | |||
| Inspection / QC record | Project dependent | Requested | |||
| Packing list / crate register | Yes | Requested | |||
| Spare-parts schedule | Project dependent | Requested | |||
| Final as-supplied document set | Yes | Requested |
Required documents vary by product, destination, contract and project stage. A document should only support claims that fall inside its actual model, configuration, material, test and revision scope.
04 · International RFP checklist
International Project RFP Checklist
Use this when sending Apollo a larger international project. It gives enough context to qualify products and manufacturers around the actual destination instead of asking suppliers to quote from a vague product list.
| RFP section | Information to include | Status | Notes / attachment reference |
|---|---|---|---|
| Project identity | Project name, organisation, country, city / island, site and main contact. | Open | |
| Project stage | Concept, design development, tender, procurement, construction or replacement / upgrade. | Open | |
| Project type | Resort, sports facility, school, church, public realm, commercial, industrial or other. | Open | |
| Drawings / BOQ | Plans, elevations, sections, schedules, BOQ or marked-up product requirements. | Open | |
| Product scope | Required product families, quantities, dimensions and known configuration preferences. | Open | |
| Performance criteria | Known wind, seismic, fire, electrical, accessibility, acoustic or other criteria supplied by project professionals. | Open | |
| Climate / exposure | Heat, UV, coastal salt, rainfall, cyclone / hurricane, snow, dust or other material conditions. | Open | |
| Finish requirements | Colours, coatings, materials, samples, mock-ups and architectural finish expectations. | Open | |
| Technical submittals | List the evidence, drawings, calculations, certificates or BIM / CAD required for review. | Open | |
| Programme | Tender date, decision date, target order date, required delivery window and project opening / completion date. | Open | |
| Freight destination | Named port, depot or final delivery point where known. | Open | |
| Receiving route | Importer / receiver, onward transport, road / island access, unloading, crane and storage constraints. | Open | |
| Local project team | Architect, consultant, engineer, main contractor, installer or specialist roles where appointed. | Open | |
| Local works | Foundations, civil, services, electrical, installation and statutory responsibilities. | Open | |
| Commercial requirements | Quotation currency, validity, packaging, warranty, spare parts and any tender return format. | Open | |
| Attachments | Photographs, surveys, geotechnical information, existing-system data or other relevant project evidence. | Open |
You do not need every field resolved before sending an RFP. Unknown items should be marked unknown so they remain visible rather than being filled with assumptions.
How to use these resources
Templates organise the review. They do not replace project evidence.
Mark unresolved items as open, unknown or project-dependent rather than allowing supplier assumptions to disappear into the quotation.
Name who owns the next action: Apollo, manufacturer, consultant, importer, contractor, installer or client-side project team.
Continue the professional workflow