Procurement agent and 4PL services provider, the Partnership for Supply Chain Management (PFSCM), in collaboration with logistics partner Scan Global Logistics, has completed its first joint Delivered-at-Place (DAP) shipment of medical imaging equipment to Sri Lanka.
PFSCM Logistics Specialist Fudianto Wijaya says that the logistics process went smoothly for the most part. Still, PFSCM and partners had to adapt and respond rapidly to late logistics plan changes, and a delay caused by a unique importation procedure.
“We are adept at delivering a wide range of health products, including large or fragile equipment, globally, but despite meticulous planning, in the world of health supply chains, one can always expect some complexities along the way.”
Wijaya explains some of the challenges stakeholders had to overcome to deliver three stationary digital X-ray machines, one each to three health facilities in the country.
One of the challenges faced during the planning phase was a last-minute change in delivery requirements. Initially, the equipment was to be delivered to the ministry’s warehouse, but due to the size of the goods, the request was changed to deliver directly to the hospital sites.
“Together with our logistic partner, we remained flexible and extended our initial transportation plan to include in-country distribution and installation site inspections.
“This collaboration was a first of its kind for PFSCM and Scan Global Logistics, and we are pleased with the high level of commitment and coordination we were able to achieve between our teams.”
Further, the site readiness inspections added a layer of complexity to the logistics plan.
“The installation sites needed to be ready before the machines could be delivered. Everything from entryways to the electricity supply had to be checked to ensure the equipment can be properly offloaded, installed in a timely manner, and safely used for many years.”
He adds that PFSCM, the supplier and logistics services provider, worked closely to inspect each hospital site and made recommendations for improvements before delivery to mitigate as much risk as possible.
Meanwhile, another hurdle involved navigating a unique custom procedure.
Wijaya explains that typically, duties on health products procured and imported with donated funds are waived and waivers processed in advance, but in the case of this delivery, duty payments were required and first had to be processed before the cargo could receive the green light for shipping.
“This importation procedure proved quite complicated, and we collaborated with the supplier to hold the products at its warehouse in the Netherlands for a while longer while the duties were finalized.”
He notes that the accommodation from the supplier allowed stakeholders to ensure all necessary import permits and duty payments were addressed before the shipment arrived, avoiding potential delays and storage fees at the port.
Arriving at the Port of Colombo in Sri Lanka
In May, after a journey of more than 11,000 nautical miles, a 40-foot container arrived at Colombo Port in Sri Lanka from Rotterdam, the Netherlands.
The whole customs clearing and in-county delivery took less than two weeks, with installations taking place at Homagama, Wathupitiwal, and Nawalapitiya Hospitals in June.
The trucks used for the in-country logistics were equipped with forklifts and pump trucks to handle the offloading at each hospital, regardless of site conditions.
The procurement solution comprised installation, training services, and warranties, and the X-ray machines include software for the quick and accurate detection of tuberculosis (TB). Although Sri Lanka is considered a low-burden country, according to the World Health Organization, it still faces challenges with thousands of undetected TB cases per year.
In conclusion, this successful DAP shipment demonstrates PFSCM’s expertise in overcoming logistical challenges and delivering critical medical equipment to LMICs. Through close collaboration with suppliers, 3PL partners, and local recipients, PFSCM continues to strengthen healthcare systems and improve access to essential resources in underserved regions.
Photos courtesy of Scan Global Logistics: The logistics plan entailed moving three stationary digital X-ray machines in one 40-foot standard container from Rotterdam in the Netherlands to the Colombo Seaport in Sri Lanka. At the port, the equipment was diligently cleared and delivered by truck to three hospitals, Homagama, Wathupitiwala, and Nawalapitiya. The process began with meticulous planning, including labeling each crate at the supplier’s warehouse to ensure traceability and smooth coordination upon arrival in Sri Lanka.
Project-based procurement in a nutshell
PFSCM has been doing project-based procurement for large products like analyzers, biosafety cabinets, large freezers, radiography systems, CT scanners, autoclaves, and waste management systems for several years now, and is adept at navigating the various complexities involved in the procurement and shipping of these products.
In the procurement phase, PFSCM helps clients understand the equipment options, cost of ownership, human resources needed to run the equipment, training, installation, warranties, maintenance, and after-sales service options.
In the logistics phase, PFSCM and partners collaborate closely to ensure the installation sites and importation documents are ready and arrange any additional transport support, such as cranes, forklifts, and pump trucks. Installation sites are also inspected to ensure that products can be offloaded and installed without any barriers in terms of infrastructure (building and road entryways, electricity, water, etc.).
Project-management approach
PFSCM’s Projects Team conducts weekly calls with stakeholders involved in project-based procurements, ensuring the seamless execution of every project phase.
These calls serve as a central platform to confirm timely system pickups, align on delivery dates, and verify that site inspections were carried out as planned.
The team diligently tracks all deliverables, ensuring nothing is overlooked, and proactively schedules installations and training sessions to maintain momentum.
Each meeting concludes with a comprehensive weekly summary outlining key updates and assigning appropriate follow-up actions to keep all parties informed and accountable. This structured and collaborative approach is instrumental in driving project success and maintaining alignment across all stakeholders.