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 information, responsibilities, revisions, logistics and unresolved project conditions visible without treating a generic template as a final engineered specification.
Copyable early-stage clauses for current information, technical documents, supply scope, substitutions, submittals, mock-ups, revision control, logistics, warranty and spares.
A structured comparison of specified requirements, proposed alternatives, supporting technical information, lifecycle support and declared deviations.
A project-focused request schedule for the technical documents needed for the exact product and configuration.
A responsibility and project-information schedule that keeps confirmed, project-dependent and unresolved requirements visible before tender.
01 · Generic specification clauses
These clauses are deliberately generic. They are useful for early specifications, tender notes and procurement schedules where technical information and responsibilities need to remain visible.
Product selection and specification shall be based on the current Apollo product page, current project quotation and current technical documents issued for the selected system. Superseded saved files should not be used where they conflict with current project information.
Where a project requires stated performance, certification or testing, use current technical information applicable to the exact product and configuration offered. Different sizes, materials, fixings or assemblies may require separate review.
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, technical documentation, 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 reports, certificates and other documents requested by the project team. Documents for a different model or configuration should be clearly identified.
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 quoted supply scope shall identify 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 supporting information, not simply price or visual similarity.
| Review area | Specified requirement | Proposed alternative | Supporting information | 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 · Technical document request
Use this to list the project-relevant technical documents needed for a particular product and configuration.
| Document requirement | Exact product / configuration | Project requirement | Required document | File / reference | Review notes | Status |
|---|---|---|---|---|---|---|
| Product specification | Current datasheet | Requested | ||||
| Material / substrate | Material information | 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 information | Requested | ||||
| Warranty | Current warranty document | Requested | ||||
| Installation requirements | Current installation manual | Requested | ||||
| Maintenance requirements | Current care / maintenance guide | Requested |
Request the documents that matter to the project and match them to the actual model, size, material, standard and configuration.
04 · Pre-tender coordination schedule
Use this before tender issue to identify what is confirmed, what remains project-dependent and who owns each unresolved requirement.
| Requirement | Project requirement / reference | Available technical information | 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 documents / 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 keep unresolved items visible before tender. 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 coordination schedule to show what is confirmed, what is project-dependent and who owns the next action.
Continue the professional workflow