Company Operational Manual(COM) Technical 3.5 Defects and Damages	Doc No.: COM 3.5 Revision: 1 Date: 15 Oct 2024 Issued by: DPA Approved by: MD

3.5 DEFECTS AND DAMAGES

3.5.1 General

Defects and damages are notified by the shipboard management team to their regional office using the Shipboard Form, email, or by facsimile/telex. The procedure employed to rectify defects, damages and deficiencies is the same, irrespective of the reporting method.

When notified of deficiencies, damages or defects the TSI is to identify:

• Full details and nature
• If the ship's staff can undertake the corrective actions, within any necessary time limitations or some offhire time required, but never at the expense of safety
• The criticality & the urgency of the matter
• If outside contractors' assistance is required
• What spare parts, equipment or materials are required
• If this is a budgeted or unbudgeted expense
• If this may result in a claim against insurance, refer to the insurance procedures in the Company Operating Manual

The TSI is to inform relevant parties, arrange spare parts and/or specialist contractors services in accordance with IMS procedures. The TSI must ensure that the vessel is kept informed of details relating to the arrival of specialist contractors, surveyors and/or delivery/uplift of spare parts, equipment, etc.

The TSI is to monitor the progress of the corrective actions, keeping the Manager informed.

Should any deficiency, damage or defect be of the magnitude that the safety or commercial operation of the ship will be affected, the vessel’s Owners must be informed and a plan agreed to rectify the problem. The Director must notify the Owner and secure prior approval in case of any unbudgeted expenditure.

The Master has the overriding authority to call in a local repairer as deemed necessary by the nature of the deficiency.

The Master shall render all assistance to the classification society surveyors for expediting their survey and thus reflect the favourable standing of the ship’s assistance in the surveyor’s reports.

3.5.2 Statutory Defects and Reporting

Where the nature of the damage, defect, or equipment failure could invalidate the conditions for which Class has been assigned, this must be reported to Class. For vessels with Continuous Machinery Survey (CSM) notation, the CSM List must be consulted for identifying machinery to which Class has been assigned.

If the defect is /or is likely to invalidate any of the vessel’s statutory certificates then flag state authority must be consulted and an appropriate exemption obtained. In most cases of mechanical failure, the flag state will defer this to class, but class cannot issue any exemptions on statutory certificates without the permission of the flag state authority.

In addition, prior to entry into port, advance notice must be given to the port authority/harbour master of any defect affecting statutory certification even if repairs have been arranged in that port.

The co-ordination of the reporting to Flag/Class/Port should be carried out by the TSI with the assistance of the vessel control group.

Where classification or port state has imposed a 'Condition' or indicated in its survey report that corrective actions must be validated; the TSI must instruct the ship's staff to notify him immediately of any deterioration and arrange for the rectification of the defect. The TSI must organise the surveyor's visit and keep the vessel informed of the arrangements and any special requirements of the surveyor. The TSI must monitor and report on the condition of the item during the regular Fleet Meetings and the next routine inspection of the ship.

3.5.3 Guarantee Defects

In order to control, maintain an accurate record and form a reasoned estimate of settlement value of claims on guarantee defects, the vessel shall complete form E 64 for each defect. Form E64 should be used if the yard does not require use of their own format.

The fleet cell will maintain a file and a spreadsheet referenced from the numbering of these sheets.

Where spares, working hours, off-hire time etc has been utilised in the resolution of these defects, copies of the relevant paperwork (e.g. invoices, off-hire statement, Master’s statement) are to be filed with the defect and a value inserted in the spreadsheet.

With regards to Critical or Safety related items, form E64 has specific areas in which this should be highlighted.