Independent brokerage.Global perspective.

DEMO-SB-01 · SPECIMEN

01 / Requirement and decision frame

Purchase requirement for finished hydraulic lubricant, to be confirmed by the buyer’s technical and commercial decision-makers before supplier consultation.

Requirement

Finished hydraulic lubricant; viscosity grade ISO VG 46. The grade name does not replace the complete performance specification.

Intended use

Industrial hydraulic systems. The buyer must provide the equipment requirements, operating temperatures and any manufacturer approvals.

Trial quantity

72 sealed drums x 200 litres net = 14,400 litres. Proposed pallet plan: 18 pallets, four drums per pallet. Handling limits remain to be agreed.

Destination

Buyer warehouse, Rotterdam, Netherlands. Exact delivery address, access restrictions and unloading arrangements to be confirmed.

Target timing

Planning target: receipt by D+35 after order confirmation, subject to an agreed supplier schedule and logistics plan.

Requested comparison

Compare delivered-cost components to the same named destination and scope; disclose exclusions and assumptions.

What the mandate covers

Pelacord structures the requirement, approaches relevant counterparties, compares responses and records open questions. The buyer approves the final specification, budget and purchase terms. The supplier makes its own product and delivery commitments. The supply contract is concluded directly between buyer and supplier.

Decision gate 1

Do not circulate this as a firm RFQ until the buyer has approved the specification reference, the destination requirements and the scope of Pelacord’s involvement.

DEMO-SB-01 · SPECIMEN

02 / Technical evidence and import requirements

The review separates the requested specification, supplier declarations and conformity evidence. Product approval remains subject to the complete requirement and the importing market.

Product conformity principle

Products to be delivered must comply with the standards and regulatory requirements applicable in the importing country and the agreed contractual specifications. The importer and supplier define the applicable requirements and expected conformity documents for each transaction.

Unresolved in this demonstration

The final performance specification, equipment approval requirements, independent test scope and destination compliance file are intentionally not treated as approved.

DEMO-SB-01 · SPECIMEN

03 / Commercial response and next decisions

Supplier responses are reviewed against a common commercial and documentary basis. The following points must be resolved before a proposal is submitted for final approval.

Supplier and role

Legal contracting entity; capacity in the transaction; manufacturing source where relevant; authority of the commercial representative.

Offer basis

Currency, unit, net quantity, quotation validity, named delivery place, Incoterm where agreed, and inclusions or exclusions.

Logistics

Location of goods, preparation lead time, transport stages, dispatch and arrival windows, packaging, insurance responsibility and unloading.

Payment and credit

Proposed payment terms for discussion and any onboarding prerequisites. Payment terms remain subject to the parties’ onboarding and contractual approval.

Quality process

Document review, any agreed independent inspection or laboratory tests, discrepancy notification and the contractual acceptance process.

Expected output

A versioned brief, a common supplier-question list and a decision log. Open points remain visible; they are not converted into implied commitments.

DEMO-OC-01 · SPECIMEN

01 / Decision summary and comparable scope

Comparison basis: 14,400 litres of finished hydraulic lubricant, packaged in 200-litre drums and delivered to the same named destination. Three options are under review.

Recommendation

Request the missing evidence from A and B before choosing a preferred option. Do not rank C on its apparent price: its scope and logistics are incomplete. No option is cleared for a purchase decision at this stage.

The evidence register distinguishes documents reviewed, supplier declarations and matters still awaiting independent confirmation.

DEMO-OC-01 · SPECIMEN

02 / Evidence and comparability checks

The available evidence is reviewed on a common basis. A commercial quotation does not, by itself, establish product conformity or the supplier’s ability to perform.

What can change the comparison

Evidence discipline

Keep a dated record of which documents were received, who reviewed them and which points need independent confirmation. Do not turn a supplier declaration into a verified conclusion.

DEMO-OC-01 · SPECIMEN

03 / Illustrative delivered-cost bridge

The common basis is delivery to the nominated warehouse for 14,400 litres. Import charges, taxes and unloading are excluded from all options pending confirmation.

How to read these numbers

Option A: EUR 27,360 + 1,680 + 120 + 480 = EUR 29,640. Option B: EUR 29,520 on its declared common scope. The apparent difference is EUR 120 on this basis. This does not establish a preference for B: scope, evidence and contractual terms remain unresolved.

No price-only winner

A lowest invoice amount is not a lowest comparable delivered cost, and a lowest comparable cost is not proof of acceptable product or counterparty risk.

DEMO-OC-01 · SPECIMEN

04 / Evidence gaps and decision log

The decision log records unresolved points, responsible parties and the conditions to satisfy before supplier selection.

Decision record

Current status

Shortlist not approved. Options A and B remain under clarification; C is held outside the comparable set.

Decision reserved to

The buyer’s authorised decision-maker, following technical and commercial review.

Pelacord contribution

Keep proposals on a common basis, track unresolved matters and coordinate the next exchanges within the agreed mandate.

Recheck triggers

Changed specification, quantity, delivery place, freight, timing, validity or payment terms.

What this does not establish

Product availability, purchase approval, supplier certification, guaranteed performance or a binding price.

DEMO-SA-01 · SPECIMEN

01 / Scope and evidence register

Documentary review of Example Supplier A for an industrial-lubricant sourcing requirement. The scope covers identity, quality procedures, product documentation and an initial financial review.

Purpose

Identify information needed before a buyer decides whether to continue technical and commercial discussions.

Scope reviewed

Documentary review and management interview notes. Site inspection, independent product testing, bank verification and legal review are outside the completed scope.

Supplier label

Example Supplier A

Status terms

Reviewed: supplied item examined within scope. Pending: confirmation missing. Not assessed: outside the completed work. These are evidence statuses, not credit ratings.

DEMO-SA-01 · SPECIMEN

02 / Findings and their limits

Each finding is linked to an evidence reference. Supplier declarations, documents reviewed and independently confirmed facts are recorded separately.

Material distinction

“Document received”, “document reviewed” and “fact independently confirmed” are different statuses. These distinctions are retained in the evidence register.

DEMO-SA-01 · SPECIMEN

03 / Financial and specialist-work boundaries

An initial financial and technical document review does not replace a statutory audit, a credit decision or specialist testing. The conclusions remain limited to the evidence reviewed.

Questions to resolve before expanding reliance

Financial information

Confirm the reporting period, completeness and reliability of the statements. Identify what an initial review can and cannot establish.

Specialist testing

Agree the test scope, provider, sampling point, sample traceability, method and acceptance criteria before requesting any laboratory conclusion.

Site verification

Define the site, activities and records to inspect. A supplied procedure is not proof that it remains implemented.

Decision ownership

The client decides whether to commission further work and whether the residual uncertainty is acceptable for its transaction.

No implied assurance

Further financial assurance or specialist testing must be separately commissioned where the remaining uncertainty warrants it.

DEMO-SA-01 · SPECIMEN

04 / Action plan and conditional conclusion

The following actions must be completed before the relevant decision gates. The client retains responsibility for approving further work and any purchase commitment.

Conclusion

The reviewed file is sufficient to identify a structured clarification programme, but not to clear the supplier for a transaction. Continue only with the stated open points tracked and the responsibilities agreed. No certification, solvency guarantee or guarantee of future product performance is issued.

Deliverables

Written findings, an evidence register, a control grid and prioritised next steps.

Limitations to retain

Review date and scope; source of each statement; unverified documents; omitted site or specialist work; changes occurring after the review.

No authority conveyed

This sample confers no authority to represent Pelacord or any buyer, to collect funds, to quote a price or to commit a supply transaction.