Bus & Minibus Spare Parts Sourcing Checklist for Design & Conversion Companies

Quick Checklist

• Vehicle details: make–model–year + version/VIN (if available)
• Part reference: item code or clear photos + dimensions/mounting
• Application note: where it installs and constraints
• Quality: material + surface + functional performance
• Lead time: stock/production/sourcing status + urgent plan for critical parts
• Logistics: packaging standard + labeling + shipping method
• Revision control: prevent “same code, different version”

1) Define the Scope

Sourcing priorities shift by project type. Conversions and refurbishments need extra fitment validation, while serial builds require continuity, documentation, and repeatable ordering.

• Vehicle type: bus / minibus
• Use case: city, tourism, shuttle, etc.
• Part group: interior, exterior, comfort, safety, mechanical, electrical

2) Fitment Data (Non-Negotiable)

A correct quote and correct part selection depend on fitment data. Without it, the process slows down—or risk increases.

• Existing code: OEM or current part code if known
• Photos: part + mounting points + connectors
• Dimensions: hole spacing, connector types, left/right orientation
• Application note: e.g., “for roof duct”, “with door system”

3) Item Codes & Documentation

Sustainable B2B supply starts with clear identification. A code standard reduces internal errors and speeds up reorders.

1. Unique item codes (separate similar items clearly)
2. Basic tech sheet (dimensions/material) where possible
3. Revision tracking (Rev-A/Rev-B or date-based)

4) Measurable Quality Criteria

Replace vague “high quality” statements with measurable requirements to avoid disputes and improve sample approval speed.

• Material: ABS, aluminum, steel, glass type, etc.
• Surface: UV resistance, scratch resistance, color consistency
• Function: durability, sealing, lifecycle for buttons/mechanisms
• Sample approval: approve before bulk ordering for new alternatives

5) Lead Time & Continuity

Lead time is more than days: stock status, production capacity, supplier chain, and logistics define the real timeline.

• Stock items: faster dispatch
• Production items: scheduled lead time + QC
• Critical parts: define an urgent replacement alternative
• Serial builds: share weekly/monthly forecasts

6) Logistics & Packaging

Packaging standards must be written for glass, mirrors, electronics, and sensitive mechanisms to reduce damage rate.

• Shipping method: road/air/sea
• Packaging: inner protection, fragile labeling, pallet rules
• Labeling: item code, qty, batch/lot, carton content

7) Commercial Terms

• Currency & payment: confirm up front
• Quote validity: set a clear validity window
• Damage/returns: photo + report + time rules
• After-sales: define support expectations

8) Communication Workflow

Keep one project in one thread with a clear ID. Attach short change logs to every revision and confirm “final spec” before PO.

• 1 project = 1 thread
• Revision notes: what changed, why, and impact
• Final confirmation: before purchase order

7 Common Mistakes

1. No photos/codes—only a generic item name
2. Ordering without mounting details
3. Skipping sample approval for new parts
4. Promising delivery before lead time confirmation
5. No packaging standard (glass/mirrors/electronics)
6. No revision control
7. No damage/returns workflow agreed in advance

Copy-Paste RFQ Template (EN)

Subject: RFQ – [Part/Category] – [Vehicle Model] – [Project Name]

Hello,

Please quote the items below for our bus/minibus project:
- Item: ...
- Code (if any): ...
- Qty: ...
- Vehicle: Make–Model–Year / Version (if any): ...
- Application note: ...
- Photos/drawings: attached

Target lead time: ...
Shipping: ...

Please include unit price, lead time, packaging, and payment terms.
Thank you.
    

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