Start Project BriefClimate & Global Projects · Procurement planning guide
International projects are stronger when the product scope, documentation, commercial terms, logistics and local responsibilities are clear before an order is placed. Start with the project requirement and 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 the supply package is finalised. Clear inputs reduce scope gaps and avoid comparing products against different assumptions.
Where the client brief is incomplete, mark assumptions explicitly so they can be resolved before manufacture or shipment.
Compare the proposed material, scale, geometry, use, climate and technical requirements with the actual project. A product that works well in one application may need a different configuration, finish or support package in another.
Project references and product information can help establish suitability, but the final quoted configuration should always be reviewed against the current brief.
Identify the drawings, data sheets, test reports, material information, installation guidance, maintenance information and any jurisdiction-specific submittals requested by the consultant or project team.
Documents should relate to the quoted model and configuration. Where evidence is configuration-specific, the project team should confirm that the supplied information matches what is actually being ordered.
Review payment structure, lead time, warranty, exclusions, samples, engineering charges where applicable, 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, freight or support are weak.
Higher-value or technically sensitive projects may require samples, mock-ups, drawing approval, inspection or production checks before shipment. These steps should be defined early enough to fit the programme.
The level of review should match the project value, technical risk and client or consultant requirements rather than being added after manufacture is 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.
Where manufacturer engineering or site guidance forms part of the quoted package, it should be stated clearly in the project scope.
Comparison reference
Use this table to check that the main product, documentation, commercial and logistics questions are visible before the order is finalised. The required detail should increase with structural, safety, technical, programme and commercial risk.
| Planning criterion | Product & scope | Technical information | Commercial terms | Logistics & project support |
|---|---|---|---|---|
| Before quotation | Confirm product family, dimensions, quantities, finishes and intended application. | Identify the current data sheets, drawings and any project-specific documents required. | Confirm quotation scope, payment terms, warranty and lead time. | Confirm packing method, freight assumptions, handover point and receiving contact. |
| Higher-risk projects | Check comparable application, configuration limits and any engineering interfaces. | Request project drawings, calculations where relevant, applicable reports and material information. | Define samples or mock-ups, inspection requirements, spare parts and replacement expectations. | Plan container or break-bulk movement, labelled packing, unloading and any installation guidance included in the supply package. |
| Questions to resolve | Does the quoted product match the actual use, size, climate and project brief? | Do the documents relate to the exact configuration being supplied? | Are scope, exclusions, warranty, programme and after-sales support clear? | Can the product reach the destination, be received safely and be supported after delivery? |
This table is a project-planning reference, not a certification scheme. The information required should follow the actual project risk, destination and consultant 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 product and planning links.
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