Special Procurement

Repairs to Motor Vehicles and

Equipments

Eng. A.Abiraj - Mechanical Engineer

[PgD.MM (UoC), B.Sc.Eng (UoR), Dip in ICT, Dip in Eng, AMIE(SL)]
Engineering Division, Provincial Department of Health Services,
Northern Province

11/19/19
Content
1. Introduction to Procurement
2. Basics of Special Procurement
3. Repairs to Motor Vehicles and Equipments
4. Motor Vehicle Repair – Under Shopping Method
5. Motor Vehicle Repair – Direct Purchasing Method
6. Internal & External Repairs of Vehicles
7. Discussions
1. Introduction to Public Procurement
 Public procurement Definition:
• Is the process
• By which the PEs purchase the inputs
• For vital public-sector investments.

 Those investments lay foundations for national development.

• Physical infrastructure
• Strengthened institutional and human capacities,

 In procurement terms, those inputs are generally grouped into

three categories
Three categories of Inputs:

 Works - for example, bridges and buildings, harbors and

highways;

 Goods - typically equipment, materiel and supplies,

commodities, textbooks, medical supplies; and

 Services - expert advice and training, conventionally labeled

Technical Assistance, as well as such things as building
maintenance, computer programming, etc.
Special Procurements can be categorized as follows:
1. Procurement of Commodities
2. Procurement of Spare parts
3. Repairs to Motor Vehicles and Equipment
4. Periodicals and Publications
5. Purchasing of Fuel
6. Procurement of Pharmaceuticals and Medical Equipments
7. Information Systems
8. E-Procurement
3. Repairs to Motor Vehicles and Equipment

(a) Repairs to motor vehicles and other equipment may be

carried out through the local accredited agents of the
manufacturer,

Provided that the PE is satisfied that the quotation is

reasonable,

Having taken into account the economy of the repair cost, the
age and condition of the vehicles.
(b) Head of Department may delegate the authority as given in
the Procurement Manual.

However, the approval of the Secretary to the Line Ministry

should be obtained for repairs exceeding the cost of SLR 100,
000/- (Sri Lanka Rupees One Hundred Thousand)
4. Motor Vehicle Repair – Under Shopping Method
(Provincial Finance Circular: PF/06/2015-i)

For Supply and Service Contract quotation may be invited from:

 Suppliers listed in the SLT Rainbow pages etc. if sufficient
numbers of vendors are listed
 Suppliers registered with the Northern Provincial
Council / Procuring entity / District Secretariat, if
Applicable

For each procurement under shopping procedure, prior approval

has to be obtained from the authorities as detailed below for the
short listed contractors or suppliers from whom quotation are
 Details of Level of Authority

Authority Granting
approval for the short
Level of Procurement Authority listed suppliers for
shopping

Provincial Ministry Procurement Committee -

1 Chief Secretary
Major

Department Procurement Committee - Major

2 Ministry Secretary
Project Procurement Committee – Major

3 Regional Procurement Committee

Head of the Department
4 Divisional Procurement Committee
Vehicle Repairs’ Requirements

 Repairs exceeding Rs. 50,000, Mechanical Engineer’s

Recommendation has to be obtained prior to the repair & after
the repair, before making the payment

 Repairs exceeding 0.1 Million in addition to the ME’s

Recommendation, Ministry Secretaries personal Approval is
required

 Repairs exceeding 0.2 Million in addition to the ME’s

Recommendation, Chief Secretaries personal Approval is
required
5. Motor Vehicle Repair – Direct Purchasing Method
(Provincial Finance Circular: PF/06/2015-i)

 Applicable when it is uneconomical to follow competitive

bidding process
 Repairs exceeding Rs.30,000 Ministry Secretary / Deputy Chief
Secretary’s personal Approval is required
 Repairs exceeding Rs. 50,000, Mechanical Engineer’s
Recommendation has to be obtained
 Repairs exceeding Rs. 50,000, in addition to the Mechanical
Engineer’s Recommendation, Chief Secretary’s personal
Approval is required
 Repairs exceeding Rs. 100,000, other appropriate procurement
methods shall be adopted.
Motor Vehicle Repair – Direct Purchasing Method Cont…

 The above requirement are applicable for:

• Chief Secretary Procurement Committee - Minor
• Provincial Ministry Procurement Committee - Minor
• Department Procurement Committee - Minor
• Project Procurement Committee - Minor
 For Regional Heads,
• Maximum of Rs. 20,000 per event and Maximum of Rs.
40,000 for month for RPC
• Maximum of Rs. 10,000 per event and Maximum of Rs.
10,000 for month for Div.PC
6. Internal & External Repairs of Vehicles
(Public Administration Circular : 30/2016)

Delay for Repair

One of the main reasons why repairs of vehicles get delayed for
months and years without limit is that Heads of Departments and
officers in charge of vehicles tend to take the easy way out by
giving the vehicles over to the agents.

The agents are generally more interested in repairing private

vehicles, as private sector owners tend to give some cash
incentive to the workers which Government Departments are
unable to do with regard to Government vehicles.
Therefore, the procedure laid down below should be followed
with regard to repairs.

Procedure:

 Repairs can be categorized as

 External repairs
 Internal repairs.
 External repairs are those such as tinkering, painting etc.

 Internal repairs are those where the engine and/or other parts
of the car that has to be dismantled in order to repair the
vehicle.
 It is quite obvious that while tenders or quotations should be
called for external repairs, it will not be possible to do so in the
case of internal repairs.

 Once the car is taken to a garage and dismantled, there is no

possibility of it being put together and taken to another garage
for another quotation.

 Therefore, while the quotation given by the garage at which the

vehicle is dismantled will have to be accepted.

 For that, the report of a Qualified Mechanical Engineer from the

Government Sector Department, Corporation or Board should
be obtained to justify the price quoted.
 In regard to vehicles stationed in Colombo, quotations should be
called from garages situated in the Municipal areas of Colombo,
Dehiwala-Mt. Lavinia and the Kotte Urban Council area, and those
garages which are capable of repairing vehicles competently
should be selected and tenders should be called from them.

 Internal repairs may be given to any one of those garages.

 Please understand that this does not exclude your giving the
vehicle to the agents where you feel that a speedy job will be done
honestly.

 In regard to Provinces, garages operated in the main city of the

Province should be similarly selected for repairs.
Thank you