Company Operational Manual(COM) Technical 3.3 Routine Dry Docking	Doc No.: COM 3.3 Revision: 1 Date: 15 Oct 2024 Issued by: DPA Approved by: MD

3.3 ROUTINE DRY-DOCKING / MAJOR REPAIRS

3.3.1 PURPOSE

This procedure is to be adhered to for all dry-dockings and major repairs and it defines the way in which such work is to be specified, awarded, conducted, and reported on.

They form a critical part of the Company’s overall maintenance policy affecting safety, and require detailed planning, preparation, and stringent project cost control by competent persons. This planning is required in order to fulfil the requirements of Owners and Classification Societies and to ensure a safe, reliable and efficient vessel operation.

3.3.2 APPLICABILITY

This procedure is to be used by the technical department in each of the regional offices.

3.3.3 RESPONSIBILITIES

The persons responsible for carrying out various actions required by the procedure are named within the procedure.

The TSI shall discuss with the SMT and organise with the yard the following:

• The liaison with the repairers in the provision of the safety support services of power, water, fire services as appropriate.
• The availability of the repair facility and emergency services normal and after-hours telephone numbers.
• The provision of telephone and/or mobile telephones for easy contact with the emergency services.
• The provision of a 24-hour fire watch repair facility.
• The posting of Gas Free Notices as appropriate subject to the appropriate Certificates being passed by the Chief Officer and signed by the Master.
• The provision of gangway or shore watchmen as appropriate.
• The provision of wash and toilet facilities as appropriate.
• Alternative accommodation in the event of health hazards.
• Disposal of scrap, or contaminated materials in accordance with local regulations and in a safe manner.
• All work is properly co-ordinated, controlled and the appropriate safety measures enforced.
• Any significant change of plan is approved by all parties concerned (repair facility, ship, contractors etc.) to ensure that the implications for safety are properly addressed.
• Adequate fire-fighting capability is maintained throughout the repair period, both in general and specifically near Hotwork.
• Enclosed spaces are maintained in a safe condition for people to enter.
• Adequate lighting and the integrity of lighting and electrical supply systems is maintained.
• Scaffolding and staging is safe to use.
• Lifting operations are carried out safely.
• Openings in decks, platforms and other structures are properly indicated and fenced.
• Emergency exit/access from/to the ship is maintained throughout.
• The ship is safely moored throughout.
• Transfers of ballast, fuel, and lubricating/hydraulic oils are properly co-ordinated with other repair activities.
• Testing of machinery and systems is properly co-ordinated with other repair activities.
• Electrical circuits supplying equipment under maintenance or equipment which must not be started for any reason, are properly de-energised and locked or tagged out.
• Both repair facility and ship-employed sub-contractors comply with designated safety procedures.
• Hazardous materials (asbestos, chemicals, radioactive materials etc.) are handled in a safe manner.
• High standards of housekeeping and cleanliness are maintained and that all parties wear the correct safety clothing and equipment at all times while on board.

Reference must be made to the hotwork procedures at repair facilities contained within.

3.3.4 PLANNING AND PRE-AWARD PHASE

a) Drydock Planning
Dry-docking and major repairs budgets are agreed with the owners, either when a ship enters into management or as part of a planned running estimate during the course of management. The Dry Dock KPI spreadsheet is to be completed by the Technical Heads and sent quarterly to the TD.

b) Preparations for Future Docking
Pre-planning for the next drydocking starts on the first day after leaving the yard. Relevant items not completed during the repair period are transferred to the new Defect List along with any new items as arising. The detailed specification must be prepared according to best industry practice including reference to enclosed drawings, sketches or photographs. Details such as number, size, specs, dimension, material, colour and access/location must be provided.

It is the ship’s staff responsibility to provide this information by completing and forwarding the Defect Report forms to the office. If necessary, the responsible TSI shall visit the vessel well in advance of the intended dry-docking / major repairs for verification of all repair works and clarify any additional work which has emerged in order to finalise the specification. The TSI should take into account cost benefit analysis of repair or replacement as applicable during this process.

c) Drydock Specification
The TSI shall draw up the specification based on the standard the Company format taking account of:

• Classification survey requirements
• Specific technical / commercial / owners requirements
• Vessel condition & intended trading pattern
• Damage/s or sale/purchase contract terms
• Dry Dock Work Lists from the Master/Chief Engineer
• Other available reports and recommendations

The Dry Dock specification must be an accurate description of the work contemplated. It must be appreciated that Dry Dock facilities pitch their prices working from a revenue-per-day basis. For this reason, it is counter-productive to include jobs that we intend to cancel or to incompletely describe work to be carried out. The TM or TD is to review and approve the Specification. (Form- DD03)

The Dry Dock Estimator maintains a database of approved shipyards and will supply the database feedback from previous quality assessment and yard status information to assist the TSI with yard selection. The TSI will present the approved Specification and list of nominated shipyards to the owner for acceptance. A copy of the specification is to be passed to the ship and the owner.

d) Invitation to Tender
The TSI is to send the approved Specification to Dry Dock Co-ordinator. Owners should place the stem and negotiate the invoice themselves and the Company’s involvement will be limited to such activity (quote comparison, supervision in the yard, comment upon work done listing) as the owner may specifically request.

The Invitation to Tender and the Specification contain the Company standard terms and conditions for the tendering process. Should the owner nominate a yard with a below average rating according to the Company evaluation scheme they are to be advised of the Company’s reservations in writing...

e) Quotations
Quotations are to be sought from at least two repair facilities in the vessels trading area. If a repair facility is being used for the first time, a reference or information on past performance must be obtained to ensure that the yard is capable of performing the work in a safe and competent manner.

The shipyard shall quote directly to the Dry Dock Estimator and regional office. The Dry Dock Estimator or TSI is responsible for conducting a comparative review of the Shipyard tenders using the Company's ‘Repair Comparison’ spreadsheet. The TM/TD must ensure that comparative review is accurate and the resulting cost estimate is comprehensive.

The following items must be taken into account:

• Agents, Pilot and Tugs
• Gas freeing, cleaning and/or slop disposal
• Paint supply
• Survey costs
• Spares for D/D
• Service Engineers / sub-contractors
• Freight and transport
• Deviation costs and time, off-hire time, Penalty Clause
• Actual jobs & additional jobs to be done from the specification

Any queries on the tender shall be discussed and clarified directly with the respective yard by the TSI, the Dry Dock Estimator being consulted as appropriate and copied in on all correspondence. Yard location, tendered price & time, reputation, contract terms and climate must be taken into consideration.

f) Tender Analysis
The TM/TD is to furnish the owners with a Drydock Review giving a summary of the tender analysis and a recommendation as to which yard should be awarded the contract. This review shall include all direct/indirect costs, time required, payment terms, penalties and any deviations from the standard terms and conditions or special conditions required by the owner.

Where a favourable negotiation climate exists or can be established, price negotiations are to be continued for as long as possible to obtain the best proposal for the owners.

g) Ship Repair Agreement
Upon receipt of the owner’s written approval to stem the recommended repair facility, or their alternative choice, the selection shall be confirmed in writing by the TSI to the Dry Dock Estimator, who is to formally place the award with the selected Repairer.

This ship repair agreement, which includes the agreed payment terms, liquidated damage and the time needed to complete all necessary works, is confirmed in writing on behalf of the Ship Owning Co. & the Ship.

Should the owner require that the contract be placed direct with the yard by the regional office, this will be done by the TSI who must ensure that all the above conditions are met, with a copy to the Dry Dock Estimator and Marine Operations Technical.

The Dry Dock Estimator is responsible for the notification of all the unsuccessful yards except where the contract is placed via the regional office; in such cases notification will be the responsibility of the TSI unless agreed otherwise with the Drydock Estimator.

h) Owner’s Specification

If the specification is made/developed by the owners, it must meet at least the minimum criteria of the Company policies, particularly in respect of technical, safety, legal, risk, insurance cover and the responsibilities thereof.

If a repair facility is nominated by the owner, and/or the contract is negotiated directly between the owner and the repair facility, attendance of the TSI must be closely regulated by the TD/Manager.

Responsibilities for placing the order, supervision, dispute procedures, insurance cover, preparations and budgets must comply with the Company policies and in case of any deviations, the Group Director – Technical must be consulted. The ship repair agreement should be signed as ‘The Company as Managers and Agents only, for and on behalf of the Ship Owning Company and the Ship.’

i) Owner’s Representative

The owner may decide to send a representative to attend the drydock/repairs. The terms of reference of the owner's representative are to be clarified beforehand with respect to the TSI & the repair facility responsibilities, to the satisfaction of the MD/TD.

j) Dry Dock Services

The TSI is to ensure that all required supplies, service engineers, classification, flag and insurance surveyors, paint suppliers, sub-contractors and Agents for the dry-docking are arranged via the Purchasing Manager / Technical Controller, and shall keep them fully updated on the vessels schedule. The Master and owners shall be kept fully informed of the arrangements.

k) Sea Going Maintenance Teams

In the interests of time/cost economy, sea-going maintenance teams are employed by the Company in certain circumstances in order to undertake work either before, during, or after the scheduled dry-docking, with owner's permission.

As a general rule, repair items that can be possibly repaired in service are not to be included in the drydock specification – however exceptions are possible.

l) The Environment

Careful consideration must be given to environmental issues during periods of drydocking. Such considerations shall include but are not limited to the following:

• Fall out from dust due to grit blasting
• Noise pollution
• Potential environmental impact on the use of paints especially antifouling paints containing TBT compounds
• The co-operation of the yard to effectively remove waste from the site with a view to eliminating any potential environmental risk.

3.3.5 DRY-DOCKING / MAJOR REPAIRS PROGRESS

a) General

After the repairer has been appointed the TSI shall take over direct contact with the selected repair facility and also notify the following:

• The Master - providing details of the selected yard and requiring the draft, trim and stability for dry-dock entry. Also provide details of any pre-docking work such as cleaning and gas freeing to be performed by the crew, sea-going maintenance team or sub-contractors. The cleaning plan submitted to the office should include as a minimum:
• Cargo lines washing and Tank Cleaning operations
• Ballasting operations
• IG purging and gas freeing operations
• Trim/stress/stability at each stage
• Any chemical and freshwater requirements to be supplied by the management office.
• The Purchasing Manager and Technical Controller who are to follow up on the logistics of all supplies, service engineers, classification, flag and insurance surveyors, paint suppliers and sub-contractors as required for the repair period.
• The Port Agent, including any special arrangements needed.
• The Crew Manager, in order to assist in the pre-planning of crew relief TSI. Where possible, engine room staff should remain onboard throughout the dry-docking.

b) Project Meeting

Where possible the TSI is to arrive at the yard prior to the vessel’s arrival and meet the Yard Manager to plan the details of the work, clarify problem areas in the specification, agree work programme with bar time chart and establish points of contact.

A minuted daily work planning meeting shall be held with the yard personnel to assess the progress and any issues outstanding, change orders and to discuss risk, safety, quality, security and commercial issues.

c) Project Management

During the repair period the TSI is the owner's Project Manager and is to utilise the crew, yard and sub-contractors efficiently, delegating responsibility for supervisory roles as appropriate. When technical problems or major change orders occur during the repairs, the TSI is to immediately initiate a meeting with Yard Project Manager and shipboard management team to clear the problems and evaluate possible consequences.

Change orders/additional work from the original specification will occur, and it is imperative for project control that the TSI receives quotes for these items from the yard or sub-contractor within 24 hours after order.

Additional work / change orders are to be presented to the yard in writing, marked as 'Proceed with work quoted but price to be reviewed at settlement of invoice' if the quote is unreasonable and conveyed to the regional office.

d) Safety

No hot-work or risk-related works by crew or owners employed sea going maintenance team or sub contractors shall be permitted without a specific yard written approval during the repair period, and all company rules will also apply.

On the vessel’s arrival, the TSI is to arrange a safety meeting with the Repair Facility’s Safety Officer and vessel’s senior officers.

The meeting is to follow a minuted agenda that includes:

• The repairer's safety regulations and requirements
• The repairer’s procedures for enclosed space entry/hot work.
• Procedures if ship’s staff/sub-contractors to undertake hot work.
• Communications, Contacts in the event of an emergency.
• Schedule for regular safety meetings throughout repair period.

Agreement must be obtained between the repair facility and Owners regarding safe working procedures to be adopted.

e) General Administration

The TSI must secure and maintain good communications with his office and forward written Project Reports and updated Repair Cost Sheet at agreed intervals during the entire repair period. The Office will inform owners unless otherwise agreed.

Any deviation from the specified work which affects the quoted quality, time or cost must be reported to TM who must notify the owner to obtain the necessary approval and funding.

In case the TSI is being relieved during the repairs, the TD should arrange a suitable hand-over period with hand-over notes.

At least once a week during the repairs the TSI is to initiate a meeting with the Yard Project Manager and Accountant to evaluate the financial status of the repair. The yard’s bank details should be obtained in advance and passed to office for arranging the agreed portion of the final estimate as first payment at the time agreed.

f) Departure from Drydock / Repair Facility

The TSI is to be in attendance throughout the repair period to ensure that all works are completed to the satisfaction of the classification society, owner, and the Company.

It is important that the TSI keeps the TM, Owners, Master and Dry Dock Co-ordinator up-to-date on the estimated departure date and expected yard invoice.

A suitable checklist is to be compiled in order to ensure that all critical equipment, such as key navigational, propulsion, steering, cargo, ballast, fire and gas detection systems are tested prior to departure from the dry dock / repair facility. Particular attention is to be paid to the replacement of bottom plugs, anodes, sea chest valves correctly set and ensuring echo sounder and Doppler transducers are cleared. Master under the supervision of the TSI after completing repairs, before and during flooding, and prior to departure from the repair facility.

A further checklist on testing of safety automation and protection devices is to be completed. These completed checklists are to be sent to the management office in advance of sailing.

All ship staff are to be adequately rested before departure in full compliance with Onboard Crew Management procedures.

g) Effectiveness of the Repair

After repairs, the vessels performance is to be closely monitored and where improvements in performance are noted the owners are to be advised.

h) Dry-dock or Ship Repair Facility

Dry-dock facilities are usually dependent on market conditions and offer seasonal price adjustments and it is recommended that the regional offices make use of the Dry-dock Estimator’s knowledge and expertise to select the yards individually on a case-by-case basis. The Dry-dock Estimator attends where possible the major yards to assess their facilities, resources, solvency and technical capabilities and updates his database accordingly.

3.3.6 POST DRY-DOCKING

a) Confirmation of Work Completed

On completion of all necessary work to his satisfaction, the TSI shall inform the TM/TD. Depending on the payment terms agreed, the TSI is to advise the TM/TD, who shall request relevant funds from the owner, via the accounts department, to cover payment. The contractors Work Done Reports or Performance Draft Invoice are to be checked and any relevant comments added. These are to be signed 'for work done only', as agents for and on behalf of the vessel and the ship owning company (unless otherwise authorised by the TD and owner).

In cases where the owner requires the owner's representative or the TSI to settle the invoice on completion of works, this is acceptable subject to agreement by the TD.

There must be close co-ordination between the TSI, TM/TD and owners in the negotiations. The final negotiated figures must be presented to the owner for approval before closing the negotiations with the contractor.

The owner’s written confirmation of approval to close must be obtained. In such cases copies of the agreement correspondence will be sent to the Dry Dock Estimator, Marine Operations Technical and Group Director – Technical.

Funding for payment of invoices and any matters arising from the repair shall be handled by the responsible TSI/Technical Controller in association with the TM/TD. Original invoices shall be checked and approved by TSI/TM. - Form DD07 to refer.

b) Drydock Reporting

On return to the office the TSI is to submit a report to the TM/TD of the repairs, including, but not limited to, details of repairs, data collected, notes for next repairs and photographic evidence of repairs carried out. A copy of this report shall also be sent to the owner and the Master of the vessel. Any guarantee letter (e.g. paint) is to be included with the report.

It is the responsibility of the TSI and his assistants to ensure that the principles and procedures of the “management of change” process are applied to all onboard systems either modified or installed during Dry dock periods in order that all appropriate drawings, plans, procedures or any other technical documents are updated. Such documentation must be maintained both in the company’s offices and onboard the vessels.

The TSI is also to provide the final Repair Cost Sheet and Work Done Report with comments to the Dry Dock Estimator for use during invoice negotiations that shall be carried out by the Dry Dock Estimator, unless the invoice has been already negotiated directly on the instructions of the Owner/TD. If further clarification is required during the negotiation, then the Dry Dock Estimator is to discuss this with TSI/TM. Insurance matters are to be referred to Insurance Manager.

The TSI shall complete a Shipyard Evaluation to provide feedback on the quality of service provided by the shipyard and after agreement with the TM forward it to the Dry Dock Estimator.