Company Operational Manual(COM) Technical 3.9 Technical Support to Vessel	Doc No.: COM 3.9 Revision: 1 Date: 15 Oct 2024 Issued by: DPA Approved by: MD

3.9 TECHNICAL SUPPORT TO VESSEL

3.9.1 PURPOSE

This procedure defines the technical department's role in supporting the shipboard management team and ensuring that adequate resources are available to initiate prompt corrective action on defects reported by the Team or other matters related to the safe operation of the vessel.

3.9.2 APPLICABILITY

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

3.9.3 RESPONSIBILITIES

a) MD

The MD of the regional office is responsible for assigning vessels entering management to a fleet cell and for ensuring that sufficient resources are available to allow the group to work effectively. Should there be a requirement for additional resources, or any resource problems, they should contact owners.

It is a requirement of Ship Management that TSI and MSI may occasionally be required to advise vessels outside of office hours. We have grown accustomed to the idea that the Managing Director and Technical head of Office will always be contactable by their staff, even with the most ideal mobile phone and email technology, this is a dangerous assumption.

The MD will make available to staff an escalation list of Technical and Marine Operations Compliance contacts in order that no eventuality deprives our ship facing people or a source of professional advice.

b) Tech Manager

The Tech Manager is responsible for allocating sufficient resources within the fleet to ensure that vessels are operated in a safe and efficient manner, and for reporting any difficulties in the provision of such support that may require additional resources to the Tech Director.

In cases where a superintendent is planned to be absent from the office for an extended period (e.g., one week or more), then a handover is to take place to ensure continuity of responsibilities. This handover is to be documented (e.g., email or memo).

The Tech Manager shall maintain oversight of the Certification, Budget, and Funding situation of the vessels under his control and take the necessary actions to advise the Tech Director of any serious concerns in these matters.

c) TSI

The TSI is responsible for ensuring that corrective actions are initiated in order to rectify deficiencies reported by the Master, and where necessary, brought to the attention of the appropriate administrative authority and/or classification society.

The TSI shall monitor corrective action by way of regular vessel inspections and verifying vessel reports, and shall also ensure that any unrecorded deficiencies that he may note during inspection are dealt with in the appropriate manner.

The TSI is to ensure that all information and messages sent by the vessel are monitored, in order that no message is overlooked. In the event that the TSI is absent from the office, this function is to be provided by his alternate TSI, or member of the cell as nominated by the Fleet Manager.

d) Technical Assist

The Technical Assist, working under the direction of the relevant Tech Manager, are responsible for carrying out the specific duties necessary to provide effective day-to-day technical and operational support to the fleet.

e) MSI

The MSI Superintendents are responsible for monitoring safety and environmental protection measures and for reporting any deficiencies to the relevant TSI, Tech Manager, Tech Director, and Managing Director as appropriate.

They are also responsible for advising the TSIs/Masters of any changes in existing or any new legislation which may have a bearing on the safe and efficient operation of vessels in the managed fleet, including any certification matters.

3.9.4 THE FLEET

Day-to-day technical support to each vessel in the managed fleet is provided by a specific TSI within a fleet.

• Taking when/where necessary appropriate and timely actions, in particular on matters that may affect safety, environment, and ship's ability to trade.
• Planning for short and long-term assistance, repairs, and maintenance actions as detailed in this chapter.
• Analysing performance data as collated under Section 1 Reporting/Performance Monitoring - and informing the Master in order to initiate corrective actions if any sub-standard performance is detected.
• Arranging for appropriate emergency assistance, if required, in accordance with the contingency chapter of this manual.

The fleet cell is to collate information necessary to safely operate the vessel including, but not limited to:

• Change of rules of any authority/regulatory body involved in the trade and operation of the vessel.
• Technical information from machinery and equipment makers.
• Basic information about the budget position of the vessel.

As and when necessary, additional resources are to be provided to the fleet cell in the form of external assistance or specialist advisory services. The Fleet Manager is to inform the Fleet Director of any special needs. Personnel newly assigned to a fleet support group are to be thoroughly briefed on relevant aspects of a vessel's past and present technical condition, and operational performance. Internal resources are to be used wherever provided.

3.9.5 CERTIFICATION

a) Statutory & Classification Authority Certificates

It is the Master's responsibility to ensure that all statutory certificates are valid and available for review at all times. The Certificates status E28 module is to be completed by the Master and sent ashore as per COPM. It is the TSI's responsibility to monitor this database to ensure that the applications for renewals of all certificates are made promptly.

Notwithstanding the Master’s responsibility to keep E28 up to date, the TSI is required to ensure that the information received is accurate and valid. This can be done either through the database or via the various Classification Societies on-line information sources.

b) Statutory & Classification Authority Surveys

It is the Master's responsibility to ensure that any surveys are carried out in due time and that he informs the office accordingly. The TSI and Technical Assist shall monitor the due dates for the vessels under their supervision.

When requested by the Master or Chief Engineer, the TSI is to arrange for the appropriate certificate renewal survey to be held, this may be done via the Technical Assist who must keep the vessel informed of arrangements.

The TSI, where he considers it appropriate, shall, in advance of the 'Survey Due Date', request the Master to advise the readiness of the vessel for that survey.

c) Other Surveys and Inspections

In addition to classification requirements, surveys conducted by other regulatory bodies are co-ordinated, where possible, by the TSI to ensure that the Master has time to undertake any necessary preparation. The TSI ensures that all recommendations resulting from such surveys are followed-up; records of these surveys are to be kept by the appropriate MSI.

3.9.6 FUEL SPECIFICATION, ANALYSIS AND INFERIOR QUALITY BUNKER SUPPLY

a) Specification & Analysis

Orders for bunkers are to be placed in accordance with procedure and to the fuel specification supplied by the TSI which is to be in accordance with ISO 8217.

b) Off-Spec Fuel

Action to be taken in case of bad fuel is explained in detail in the Fleet Operations Section.

3.9.7 DOCUMENTATION

a) Engine Room Log Book

The completion and accuracy of log entries is the responsibility of the Chief Engineer who must sign the original log pages daily.