Purchase Order Mechanic in Uganda Kampala –Free Word Template Download with AI
Mechanic Services & Automotive Maintenance – Uganda Kampala
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Purchase Order No.: PO-UG-KLA-2025-04782 Date of Issue: 14 June 2025 Valid Until: 14 July 2025 Payment Terms: Net 30 Days |
Issued By: Kampala Fleet Management Ltd. Plot 14, Industrial Area, Ntinda Kampala, Uganda Tel: +256-414-255-890 Email: [email protected] |
Kampala Auto Mechanic & Engineering Services
Attn: Mr. David Okello, Lead Mechanic & Operations Manager
Plot 7, Bweyogerere Industrial Zone
Kampala, Uganda
Tel: +256-772-334-118
Email: [email protected]
TIN: UG-TIN-2019-448271 1. PURPOSE OF THIS PURCHASE ORDER
This Purchase Order is issued by Kampala Fleet Management Ltd. to formally engage the services of a qualified Mechanic and associated automotive engineering personnel for the maintenance, repair, and overhaul of the company's commercial vehicle fleet operating within Uganda Kampala and its surrounding districts. This Purchase Order constitutes a binding agreement between the Buyer and the Supplier for the scope of work, deliverables, pricing, and conditions outlined herein. The Mechanic engaged under this Purchase Order shall be responsible for ensuring all vehicles remain in optimal operational condition in compliance with the Uganda National Roads Authority (UNRA) regulations and the Uganda Transport Act, 1999.
2. SCOPE OF MECHANIC SERVICESThe Mechanic and his team shall provide comprehensive automotive services as detailed in the itemised schedule below. All work shall be performed at the Supplier's workshop located in Bweyogerere, Kampala, or at the Buyer's premises in Ntinda, Kampala, as mutually agreed upon for each specific job. The Mechanic shall use only genuine or OEM-equivalent parts and shall provide a written diagnostic report prior to commencing any major repair work. All services rendered under this Purchase Order shall be carried out in accordance with the manufacturer's recommended maintenance schedules and applicable Uganda Kampala municipal by-laws regarding vehicle emissions and roadworthiness.
3. ITEMISED SCHEDULE OF WORK AND PARTS| Ref | Description of Service / Item | Qty | Unit (UGX) | Amount (UGX) | Remarks |
|---|---|---|---|---|---|
| 01 | Complete engine overhaul – Toyota Dyna 300 (Chassis No. UG-2019-4482) | 1 | 4,500,000 | 4,500,000 | Includes gasket set, piston rings, and labour by senior Mechanic |
| 02 | Hydraulic brake system replacement – Isuzu FTR 900 (Chassis No. UG-2020-1156) | 1 | 2,800,000 | 2,800,000 | Master cylinder, calipers, brake lines, and fluid |
| 03 | Transmission rebuild – Mitsubishi Fuso Canter (Chassis No. UG-2018-7734) | 1 | 3,200,000 | 3,200,000 | Clutch kit, synchroniser rings, and gearbox oil |
| 04 | Scheduled 40,000 km service – Fleet of 12 Toyota HiAce minibuses | 12 | 450,000 | 5,400,000 | Oil, filters, spark plugs, and general inspection by Mechanic team |
| 05 | Suspension and steering alignment – All 8 delivery trucks | 8 | 350,000 | 2,800,000 | Shocks, bushings, tie rods, and computerised alignment |
| 06 | Electrical system diagnostics and repair – Fleet-wide | 1 | 1,500,000 | 1,500,000 | Alternators, starters, wiring harness inspection by specialist Mechanic |
| 07 | AC compressor replacement – 6 passenger vehicles | 6 | 600,000 | 3,600,000 | Genuine compressor units, refrigerant recharge, and labour |
| 08 | Annual roadworthiness certification preparation – 25 vehicles | 25 | 120,000 | 3,000,000 | Pre-inspection, minor corrections, and UNRA compliance check |
| SUBTOTAL (UGX) | 26,800,000 | ||||
| VAT @ 18% (UGX) | 4,824,000 | ||||
| GRAND TOTAL (UGX) | 31,624,000 | ||||
- Acceptance: This Purchase Order shall become effective upon written acceptance by the Mechanic / Supplier. The Supplier shall return a signed copy of this Purchase Order to the Buyer within five (5) business days of receipt.
- Delivery / Completion Timeline: All services and parts listed in Section 3 shall be completed within forty-five (45) calendar days from the date of acceptance, unless otherwise agreed in writing. The Mechanic shall provide a weekly progress report to the Buyer's Fleet Operations Manager.
- Quality Assurance: The Mechanic warrants that all work performed under this Purchase Order shall be free from defects in workmanship and materials for a period of six (6) months or 20,000 kilometres, whichever occurs first. Any defects arising within this warranty period shall be rectified at no additional cost to the Buyer.
- Payment: Payment shall be made within thirty (30) days of receipt of a valid tax invoice from the Supplier, subject to satisfactory completion and inspection of all work. Payment shall be made via bank transfer to the Supplier's designated account in Uganda Kampala. The Buyer reserves the right to withhold payment for any work found to be substandard.
- Parts and Materials: All replacement parts and materials used by the Mechanic shall be new, genuine OEM or approved equivalent. The Supplier shall provide part numbers, manufacturer details, and warranty documentation for all components installed.
- Compliance: The Mechanic and all personnel engaged under this Purchase Order shall comply with all applicable laws of the Republic of Uganda, including the Uganda Labour Act, 2003, the Uganda Environmental Management Act, 1995, and all Uganda Kampala City Council regulations pertaining to workshop operations, waste disposal, and noise control.
- Insurance: The Supplier shall maintain comprehensive motor vehicle insurance, public liability insurance (minimum UGX 500,000,000), and professional indemnity insurance throughout the duration of this Purchase Order. Certificates of insurance shall be provided upon request.
- Confidentiality: The Mechanic and all associated personnel shall treat all information regarding the Buyer's fleet, routes, cargo, and operations as strictly confidential. No information shall be disclosed to third parties without prior written consent from the Buyer.
- Dispute Resolution: Any dispute arising from or in connection with this Purchase Order shall first be attempted to be resolved through amicable negotiation. Failing resolution within fourteen (14) days, the dispute shall be referred to arbitration in Kampala, Uganda, in accordance with the Arbitration Act, 2000 of Uganda. The language of arbitration shall be English.
- Governing Law: This Purchase Order shall be governed by and construed in accordance with the laws of the Republic of Uganda. The courts of Kampala, Uganda shall have exclusive jurisdiction over any matters not referred to arbitration.
- Termination: Either party may terminate this Purchase Order by providing thirty (30) days' written notice. In the event of termination, the Buyer shall pay for all services satisfactorily completed and parts delivered up to the date of termination.
- Force Majeure: Neither party shall be liable for failure to perform obligations under this Purchase Order due to events beyond reasonable control, including but not limited to natural disasters, civil unrest, government-imposed restrictions, or pandemics affecting operations in Uganda Kampala.
Kampala Fleet Management Ltd.
Name: ______________________________
Title: Procurement Director
Signature: __________________________
Date: ______________________________
Company Stamp: For and on behalf of the Supplier:
Kampala Auto Mechanic & Engineering Services
Name: ______________________________
Title: Lead Mechanic / Operations Manager
Signature: __________________________
Date: ______________________________
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