| Product Scope |
Define the exact material, grade, size, finish, performance level and intended application. |
The merchant should provide a complete technical specification and identify equivalent alternatives only with approval. |
100% of critical product fields completed before quotation; no unapproved substitutions. |
Technical datasheet, product drawings, installation instructions, safety information and sample where appropriate. |
High |
Reject quotations that use generic descriptions for safety-critical or specification-sensitive products. |
| Quantity Planning |
Calculate required quantities by phase, including a project-specific allowance for cutting, breakage and defects. |
Supplier can quote by the correct unit and clearly state pack size, coverage and conversion factors. |
Typical allowance: 5% for straightforward installation and up to 10% for complex cutting or patterned work, subject to the project design. |
Itemized bill of quantities, unit-of-measure confirmation, pack-size details and replenishment terms. |
High |
Compare suppliers only after converting all offers to the same usable quantity and unit. |
| Standards and Compliance |
Meet the building, fire, structural, electrical, environmental or health requirements applicable at the destination. |
Supplier provides traceable compliance documentation relevant to the product and destination market. |
Documents should state the applicable standard, test method, issue date, product reference and responsible testing body. |
Declaration of performance or conformity where applicable, test reports, safety data sheets and certification records. |
High |
Do not accept a certificate that cannot be matched to the quoted product, batch or manufacturing specification. |
| Quality Consistency |
Maintain consistent dimensions, color, strength, moisture content and finish across deliveries. |
Supplier uses documented quality-control procedures and can manage batch traceability. |
Pre-shipment inspection should cover quantity, packaging, visible defects, labeling and agreed technical tolerances. |
Inspection checklist, batch records, defect policy, retained-sample process and approved sample reference. |
High |
Require written acceptance criteria before production or dispatch for large or repeated orders. |
| Availability and Lead Time |
Coordinate material arrival with site activities and prevent work stoppages. |
Supplier distinguishes between stock items, made-to-order items and imported products. |
Request separate estimates for order processing, production, port handling, transit, customs clearance and final delivery. |
Current stock confirmation, production schedule, dispatch date, transit estimate and delay-notification procedure. |
High |
Use a supplier only when its documented lead-time range fits the project float and installation sequence. |
| Logistics and Delivery |
Deliver safely to the correct site, warehouse or consolidation point with suitable handling equipment. |
Supplier can quote the delivery term, transport mode, packing method and responsibility for risk at each stage. |
Compare total landed cost, not product price alone; include freight, insurance, duties, taxes, handling and local delivery. |
Formal quotation with Incoterms® rule and named place, packing dimensions, gross weight and delivery restrictions. |
High |
Do not compare offers using different delivery terms without normalizing the full landed cost. |
| Minimum Order and Flexibility |
Match order quantities to the construction schedule, storage capacity and available cash flow. |
Supplier states minimum order quantity, mixed-load policy, split-delivery options and reorder conditions. |
Prefer arrangements that allow phased delivery when site storage is limited or demand is uncertain. |
Written MOQ, pallet or container requirements, partial-shipment fees and cancellation or amendment terms. |
Medium |
Exclude suppliers whose minimum order creates excessive stock, storage cost or product obsolescence risk. |
| Commercial Transparency |
Obtain a comparable and predictable total cost throughout the procurement cycle. |
Quotation separates product price, packaging, freight, insurance, taxes, duties, payment charges and other fees. |
Quotation validity should be stated clearly, especially for commodities or products exposed to exchange-rate changes. |
Signed quotation, price-validity period, currency, tax treatment, surcharge schedule and revision conditions. |
High |
Prefer offers with itemized pricing and no undefined administrative, handling or destination charges. |
| Payment Security |
Control financial exposure while giving the supplier workable payment assurance. |
Supplier accepts a documented payment schedule linked to order confirmation, production, inspection and delivery milestones. |
Use a lower-risk payment structure for the first transaction; increase credit only after successful performance history. |
Banking details verified through an independent channel, pro forma invoice, payment milestones and refund conditions. |
High |
Do not transfer funds to changed banking details until the change is independently verified. |
| Supplier Verification |
Confirm that the merchant is an established, traceable business able to fulfill the contract. |
Supplier has a verifiable legal identity, operating address, relevant trading history and professional contact channels. |
Check registration, tax information, address, ownership details and consistency across documents and communications. |
Business registration extract, tax identification, warehouse or office details, trade references and recent customer references. |
High |
Pause approval when legal details, payment information or product documentation are inconsistent. |
| Communication Capability |
Resolve technical, delivery and quality issues quickly across languages and time zones. |
Supplier assigns a named contact and responds with clear, written answers supported by documents. |
Set a response expectation, such as one business day for routine queries and faster escalation for site-critical issues. |
Communication protocol, escalation contacts, meeting records and examples of completed technical clarifications. |
Medium |
Favor suppliers that confirm assumptions in writing instead of relying on informal verbal commitments. |
| Warranty and Claims |
Protect the project against defective, damaged, short-shipped or non-conforming materials. |
Supplier defines warranty scope, claim deadlines, inspection responsibilities, remedy options and return procedures. |
Damage should be recorded at receipt where possible; concealed defects require a separate notification period agreed in the contract. |
Warranty terms, claims form, photographic requirements, replacement policy, credit-note process and return-cost allocation. |
High |
Choose suppliers with a practical remedy that does not leave the project responsible for all replacement and transport costs. |
| Packaging and Storage |
Prevent moisture damage, contamination, breakage and unsafe handling before installation. |
Packaging is suitable for the transport mode and destination climate, with clear labels and handling instructions. |
Packaging should identify product reference, batch or lot, quantity, weight, country of origin where required and storage conditions. |
Packaging photographs, pallet dimensions, moisture protection details, stacking limits and storage instructions. |
Medium |
Require enhanced packaging or insurance when materials are fragile, moisture-sensitive or difficult to replace locally. |
| Sustainability and Traceability |
Meet project sustainability targets and document the origin and environmental characteristics of materials. |
Supplier can provide product-level environmental information without making unsupported claims. |
Evaluate transport distance, recycled content, responsible sourcing, packaging waste and disposal requirements together. |
Environmental product information, chain-of-custody records where relevant, recycled-content evidence and packaging policy. |
Medium |
Score sustainability evidence separately from marketing statements and accept only verifiable documentation. |
| Performance Scoring |
Select the best overall supplier rather than the lowest initial price. |
Use a weighted evaluation model agreed by procurement, technical and site teams. |
Example weighting: compliance 25%, quality 20%, landed cost 20%, delivery 15%, supplier verification 10%, service and claims 10%. |
Completed comparison sheet, evidence links, risk register, clarification log and approval record. |
High |
Set a minimum pass mark for compliance and verification; do not offset a failed critical criterion with a low price. |
