A mid-sized construction firm in Kenya needed to expand its fleet for a road project near Mombasa. With a budget that ruled out new equipment, the procurement team turned to used excavators from Chinese yards. They required a 20-30 ton machine with documented service history and verifiable condition. This case journey outlines how they navigated requirement definition, sourcing, inspection, documentation, and delivery—using real data and industry practices.
Requirement
The buyer needed a 20-30 ton excavator for general construction and roadwork. Based on the medium excavator class, which covers 20-30 tons operating weight, they specified a machine with undercarriage above 60% and engine hours under 8,000. They prioritized reliability and parts availability, shortlisting Komatsu PC200-8 and Hitachi ZX210K. Because the project site was near Mombasa, they also considered Chinese brands like Sany SY215 and XCMG XE215 for lower acquisition cost and newer machine years. The buyer required a Grade B or better machine, meaning normal used condition with moderate wear. They also needed a full export document pack including commercial invoice, packing list, bill of lading, certificate of origin, China customs export declaration, inspection report, serial-number photos, and insurance document if CIF. The budget was set at USD 45,000–55,000 FOB Shanghai, with a spare parts plan for the first year.
Sourcing
The buyer contacted ExcaYard, which operates a network of yards across China. They reviewed inventory listings and shortlisted three units: a 2016 Komatsu PC200-8 with 7,200 hours, a 2017 Hitachi ZX210K with 6,800 hours, and a 2018 Sany SY215 with 5,900 hours. Each was assigned a preliminary grade based on the 150-point inspection scale: Grade A for clean condition with low visible wear; Grade B for normal used condition with moderate wear; Grade C for working machine needing visible repair. The Komatsu and Hitachi were Grade B, while the Sany was Grade A. The buyer requested third-party verification from SGS, Bureau Veritas, or Intertek to independently confirm condition before payment. ExcaYard coordinated with a local SGS inspector to perform a visual inspection, operational test, component measurement, photo report, and serial-number confirmation. The buyer also requested undercarriage percentage and hydraulic pump pressure readings, which are key checks for medium excavators.
Sample
Before committing, the buyer requested a detailed sample report for the Sany SY215. ExcaYard provided a 150-point inspection report covering serial number, engine, hydraulics, undercarriage, boom and arm, bucket, cab, electrical system, fluid leaks, and test operation. Deliverables included a photo set, video walkaround, condition grade, repair notes, and loading readiness assessment. The report showed undercarriage at 75%, engine hours at 5,900, and no major hydraulic leaks. The SGS inspector confirmed the serial number matched the documentation and noted minor wear on the bucket teeth. The buyer also received a video walkaround showing the machine operating under load. Satisfied with the transparency, the buyer proceeded to negotiate a price of USD 48,000 FOB Shanghai, which included a spare parts kit and a 12-month warranty on major components. The sample report gave the buyer confidence to move forward without an in-person visit.
Production
Production in this context refers to pre-shipment preparation. ExcaYard arranged for the machine to be cleaned, serviced, and prepared for loading. The service included changing engine oil, hydraulic filters, and fuel filters, as well as greasing all pivot points. The undercarriage was inspected again, and worn track pads were replaced where necessary. The machine was then loaded onto a flat rack at the yard and transported to Shanghai port. The export document pack was finalized: commercial invoice, packing list, bill of lading, certificate of origin, China customs export declaration, inspection report, serial-number photos, and insurance document under CIF terms. The buyer opted for CIF Mombasa to simplify shipping, though they reviewed insurance scope and destination charges. ExcaYard ensured all documents complied with China Customs export regulations and World Customs Organization tariff codes. The buyer's clearing agent in Kenya reviewed the documents for KEBS/PVoC compliance and Mombasa clearance requirements.
Delivery
The machine was shipped from Shanghai to Mombasa on a breakbulk vessel. Transit time was approximately 28 days. ExcaYard provided the buyer with regular updates and tracking information. The bill of lading was issued, and the buyer used it to clear the machine at Mombasa port. The clearing process required the certificate of origin, commercial invoice, and inspection report. The buyer's clearing agent handled KEBS/PVoC review and paid applicable duties. Upon arrival, the machine was offloaded and transported to the project site. The buyer conducted a final inspection and confirmed the machine matched the pre-shipment report. The undercarriage was still at 75%, and the engine hours were 5,905, reflecting only test operation since the inspection. The machine was immediately put to work on the road project. No unexpected repairs were needed in the first month.
Outcome
The buyer successfully integrated the Sany SY215 into their fleet. The total landed cost was approximately USD 56,000, including machine price, shipping, insurance, and duties. This was significantly lower than a new equivalent, which would have cost over USD 100,000. The machine performed well on roadwork and general construction, with no major breakdowns in the first six months. The buyer appreciated the detailed inspection report and the transparency of the process. They have since ordered two more machines from ExcaYard: a Komatsu PC200-8 and a Hitachi ZX240, both Grade B. The buyer's project manager noted that the 150-point inspection and third-party verification were critical in building trust. For future purchases, they plan to use FOB terms to control freight costs and negotiate better rates. This case demonstrates that sourcing used excavators directly from Chinese yards can be a reliable and cost-effective strategy when proper inspection and documentation protocols are followed.