Company Operational Manual(COM) Insurance 6.3 Supplier and Sub- Contractor Control	Doc No.: COM 6.3 Revision: 1 Date: 15 Oct 2024 Issued by: DPA Approved by: MD

6.3 Supplier and Sub-Contractor Control

This procedure defines the purchasing and technical department's role by which companies and individuals supplying products and/or services to managed vessels are selected on the basis of the conformance of the product and/or service to the Company and owners’ requirements, quality, reliability, cost competitiveness, availability, and environmental impact.

6.3.1 Responsibilities

The Technical Manager is responsible for the implementation of this procedure.

6.3.2 New Supplier Process

The database of suppliers is for use in the office by the SMO to identify and appropriate solutions to approach for tendering the supply of spares, stores, and technical services.
Any amendment to listed supplier details should be highlighted to the Procurement Officer.

6.3.3 Initial Assessment

Inclusion into the Company database will be granted to companies that can satisfy at least one of the following criteria:

• Original manufacturer, their licensee, or agent.
• Approval/membership of a recognized employers’ organization, trade body, or has quality assurance accreditation as referred to previously in this section.
• Has a proven track record of supply to the Ship management company.
• Has been recommended and has advised the required information for inclusion in the Company database.

The following information is required for inclusion:

• Supplier Details
• Address & Contact Details
• Bank Details
• Person in Charge & Contact Details
• Business Overview
• Financial & Operational Information
• Quality and Certificate Details
• Reason for Inclusion
• Details of Requestor

6.3.4 Performance Evaluation

Evaluation of suppliers is used to assess the performance of the companies on the Suppliers/Sub-contractors Database. The supplier performance evaluation is based upon response times, delivery times, and performance (quality).
The supplier is rated on their performance in three areas: response times, delivery times, and quality.

6.3.5 Use of Non-Listed Suppliers

Should a supplier or sub-contractor who is not listed on the Company database be used as a result of an emergency supply or repair situation or the agent’s local knowledge, then that supplier/sub-contractor’s details must be provided and passed through the new supplier process described earlier in this section.

6.3.6 Drydock or Ship Repair Facility

▶▶ See - COM Section 5.3 - Dry-Docking / Major Repairs