Safety, Quality & Environment Management Manual
SQEMM
16-00 Maintenance of Ship & Equipment 		Doc No.: SQEM-16-00
Revision: 01
Date: 15 Oct 2024
Issued by: DPA
Approved by: MD

16. VESSEL MAINTENANCE POLICY


16.1. PURPOSE

The purpose of this provision is to ensure that the Company shall establish and maintain documented procedures for maintenance of managed vessels in conformity with the provisions of relevant rules and regulations, ship owner’s requirements and with any additional requirements, which may be established by the Company.


16.2. SCOPE

This regulation shall apply to all managed fleet vessels and be also applicable to the activities of shore staff performing work related to the SQEMS. It shall also relate to the preservation and care of customer’s property under the control of Company.


16.3. RESPONSIBILITY AND AUTHORITY

The DPA has the overall responsibilities for the conduct of this maintenance regulation.

The Tech Director shall be responsible for effecting and monitoring proper implementation of maintenance procedures from Company office.

The Captain has overall responsibilities for proper implementation of maintenance program on board managed vessels with full assistance of Chief Engineer and Chief Officer.


16.4. VESSEL MAINTENANCE POLICY

  1. The Company shall utilize a formal maintenance plan which shall be computer-based (PMS). It shall cover vital on-board equipment and machinery (FOM 9.0 DSM).
  2. The Company Policy is to maintain the vessels to a standard which:
    1. Ensures that operation is conducted per the ISM code at economic cost and that the vessel complies with all national and international rules and regulations;
    2. Ensures that all safety equipment (LSA & FFA) and critical equipment is checked and maintained per SOLAS and Flag state requirements;
    3. Explores the possibility, and effect of using equipment, material, cleaning chemicals, dispersants, and paints that contribute towards the protection of the environment;
    4. Enables effective shipboard operations, with minimum delays and stoppage.
  3. The Company recognizes that this policy can be consistently applied throughout the fleet only if experienced and well qualified personnel are available to closely monitor performance and provide comprehensive technical support services.
  4. In turn, it is recognized that such personnel shall have access to a continuously updated, extensive library of technical data and reference material, including maintenance records, inspection reports, etc., for each individual vessel in the fleet.

16.5. VESSEL SPARE PARTS POLICY

As a policy, the company complies with Class requirements for minimum Spare Parts on board always. Each vessel shall have a checklist of minimum ROB of Essential Spare parts on board to be found in FOM 4.7 Spare Parts.


16.6. VESSEL INSPECTION POLICY

  1. It is also Company Policy to ensure that all vessels, on a regular basis, are visited by personnel with the appropriate technical background to conduct inspections and audit maintenance plans. (COM 3.10 / FOM 1.5)
  2. In meeting the above requirements, the Company shall ensure that:
    1. Inspections are held twice a year, ship schedule permitting and/or whenever required;
    2. Maintenance, repair and survey work is carried out in a timely manner;
    3. Any non-conformity is reported, with its possible cause, if known;
    4. Appropriate corrective action is taken; and
    5. Records of such activities, maintenance records & reports are maintained and updated.
  3. The Company shall utilize a defect-reporting and close-out system for notification and monitoring of vessel inspections.

16.7. TECHNICAL SUPPORT SERVICES

  1. It is Company Policy to provide adequate technical support services to managed vessels. Such services are provided by technical personnel who can offer wide-ranging experience and knowledge in numerous technical fields.
  2. The Company recognizes that such personnel shall:
    • Have access to comprehensive in-house technical data and reference material, including the ships' drawings;
    • Be in position to call specialist skills & expertise from external sources as necessary;
    • Maintain close and regular contact with each vessel to ensure sufficient feedback of technical information from shipboard personnel;
    • Make use of available resources to ensure that each vessel performs per required technical standards and to implement remedial actions as and when necessary, including effective assistance in the event of major damage sustained by a vessel.
  3. It is also Company Policy to assign specific technical staff to take responsibility for the technical performance of each separate vessel and to enable such personnel to achieve a high degree of familiarity with the vessel in their charge. In the temporary absence of key personnel from the office, designated back-up staff will assume responsibility.
  4. The Company subscribes to the "Emergency Response Service" (ERS) program provided by Classification Society in case of an emergency on board tank vessels.

16.8. VESSEL DOCKING POLICY

It is Company Policy to conduct periodic dry-docking of fleet vessels. The dry-docking shall be cost-effective and fulfill requirements of the classification society to ensure safe and efficient vessel operation. It is also Company Policy to ensure that all possible safety measures are established during the docking period. (FOM 4.9 / COM 3.3)

16.9. CRITICAL EQUIPMENT AND SYSTEMS

  1. The Company shall establish and maintain documented procedures to identify critical equipment, technical systems, and alarms; the sudden operational failure of which may result in hazardous situations.
  2. Planned maintenance procedures shall include specific measures aimed at promoting the reliability of such equipment or systems. These measures shall include recording performance data and regular testing of standby arrangements and equipment or technical systems that are not in continuous use.
  3. The inspections as well as the measures taken to promote the reliability of critical equipment and technical systems shall be integrated into the ship's operational maintenance routine.
  4. The Company shall establish clear reporting requirements when such equipment becomes defective or requires unplanned maintenance.
  5. Where inspection and test equipment are used to measure maintenance criteria, the equipment shall be controlled in accordance with FOM 10.17 Critical Equipment and FOM 10.18 Critical equipment matrix.

16.10. MANAGEMENT OF VESSEL CERTIFICATES

The Company shall maintain a system for monitoring vessel certificates, including a back-up system ashore. The designated person responsible for their maintenance shall hold and manage copies so that they can always be used effectively and remain within validity period.

ISM CODE- 10.1, 10.2, 10.3, 10.4, ISO 9K- 6.1, 7.1.5, 8.1, 8.2, 8.3, 8.5, 8.6, 8.7, 10.2 / ISO 14K- 7.1, 8.1, 10.2