Match technical information to the current product, configuration, document and revision where applicable.
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, technical information, logistics and local responsibilities easier to organise before quotation or procurement.
01 · Procurement checklist
International Project Procurement Checklist
Use this before comparing project quotations. It keeps scope, technical information, commercial terms, logistics and destination responsibilities visible so the whole project package can be reviewed consistently.
| 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 current product information. | Open | |
| Technical documents | Required datasheets, drawings, reports, certificates and calculations are listed. | Open | |
| Technical documents | Documents are checked against the exact quoted configuration where relevant. | 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 and any agreed inspection requirements 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 · Technical submittal register
Technical Submittal Register Template
Use this to track what has been requested, received and reviewed for the exact project configuration. It is structured around applicability and revision rather than the size of the document set.
| Document / submittal | Required? | 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 / quality 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.
03 · International RFP checklist
International Project RFP Checklist
Use this when sending Apollo a larger international project. It gives enough context to review products, scope and destination requirements from a clear project brief rather than 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-specific technical information.
Mark unresolved items as open, unknown or project-dependent rather than allowing assumptions to disappear into the quotation.
Name who owns the next action: Apollo, consultant, importer, contractor, installer or client-side project team.
Continue the professional workflow