Company Operational Manual(COM) Technical 3.6 Equipment Servicing	Doc No.: COM 3.6 Revision: 1 Date: 15 Oct 2024 Issued by: DPA Approved by: MD

3.6 EQUIPMENT SERVICING, REPAIR, CLASS REQUISITIONS

Equipment servicing, class, or repair and/or maintenance of specialist equipment requisitions should at the outset be handled by the technical department. The technical department is responsible for the initial vetting of such requisitions, or the raising of an office order where required.

PROCESSING OF REQUISITION FORMS AND REQUESTS FOR QUOTATION BY THE TECHNICAL DEPARTMENT

The below identifies the process undertaken by the technical controller, where a superintendent or assistant/junior superintendent performs this duty they will require the purchasing department to send and enter the quotations prior authorisation.

Please refer to the Responsibility and authorisation level as per the Purchasing – Technical Users Matrix.

• Identify from the Supplier Database those vendor(s) to be invited to tender, but must include any contracted suppliers or group company, where applicable a maximum of 3 suppliers will be requested to tender. A single vendor may be nominated when an emergency situation occurs or when a fleet contract is in place, or where an owner has indicated a preference for OEM spares with only a single source availability.
• Invitation to tender must be sent to the vendor(s) in the form of Request for Quotation (RFQ). Email enquiries can be used in case of an emergency, major repairs/supplies where an exchange of documents/specifications are required, purchasing system must be updated at the earliest opportunity with the minimum data being the identity of the suppliers asked to quote, plus a summary of pricing and a note that quotation details are held locally.
• On receipt of tenders, the Shipsure purchasing system shall be updated to reflect price and delivery conditions, or in the case where a registered B2B supplier is sent the RFQ price and delivery will be entered directly via our website.
• The trading area of the vessel should always be considered when nominating vendors and placing orders.

APPROVAL PROCESS

The TSI shall, in agreement with all aspects of the requisition form:

• Confirm the account code
• Confirm comments/notes section are accurate and valid for this order.
• Confirm currency and quotation are correct
• Enter justification for any over expenditure, where necessary.

The TSI shall acquire the Tech Manager’s or Tech Director’s authorisation for any purchase over the value of $10,000USD (Ten Thousand United States Dollars) with the exception of fleet contract requisitions where costs have already been agreed. This figure may vary dependent on local agreement or Owner’s requirements.

The Purchasing Officer shall acquire the Purchasing Manager’s authorisation prior to the purchase of any order over the value of $10,000USD (Ten Thousand United States Dollars) with the exception of fleet contract requisitions where costs have already been agreed. It is the responsibility of the Purchasing Officer to ensure that both authorisations are in place.