PROCEDURE DRY DOCKING

To describe the system which ensures that dry-docking work is carried out in an efficient, planned, controlled and effective manner, with adequate records maintained.

This procedure describes the activities and control responsibilities, from the point of identification of work required, through to completion of work and record filing.

RESPONSIBILITIES

1. The Technical Manager is responsible to the Ship Management General Manager/Dep. General Manager to ensure this procedure is complied with.
2. The Technical Superintendents are responsible to the Technical Manager for the day to day work carried out during the dry-docking period of the tankers they are responsible for.

PROCEDURE OF DRY DOCKING

Dry docking and major refits are carried our in accordance with:

1. Company Policy, which is approximately every 2.5 years.
2. Operational requirements.
3. Technical requirements.
4. Requirements of the vessel's Classification Society and or Flag State.

Dry docking and major refit specifications are compiled using company's standard dry dock specification with reference made to the repair requirement from vessel’s Form G-11. At least 3 months prior to commencing dry docking and repair, a detailed dry docking specification is to be compiled by the superintendent for sending to the various yards for tender quotations. Repair specifications are also to include the under noted requirements: 

1. Classification / Flag requirements.
2. GBLT's requirements.
3. Technical and Marine Superintendent's ship visit reports.
4. Master's / Chief Engineer's / Chief Mate's defect reports.
5. Specific Owner or Charterer requirements.

The specification is a detailed description of the work required to be carried out together with safety requirements and is prepared by the Technical Superintendent.The final specification shall be reviewed by the Technical Manager.

The completed specification is to be submitted for tender to a number of approved shipyards (or repair sub-contractors) whenever practicable at least 1 month before the commencement of dry docking.

Returned quotes are compared with each other and thereafter, each yard is contacted in turn and negotiations continued in order to obtain the most cost-effective decision. The final choice of yard will be based upon: 

1. Price.
2. Quality / experience.
3. Location.
4. Timing / schedule.
5. Availability of dock space.
6. Previous History.

The Technical Manager together with the Ship Management General Manager/Dep. General Manager will review the final quotes from the respective yards and in consultation with the appropriate Superintendent select the yard to be used.

The selected yard will then be asked to confirm in writing the booking date.

The specification forms the main part of the contract with the yard but is worded in much a manner to permit changes as dictated by prevailing circumstances. The attending Superintendent keeps in daily contact with the Technical Manager and together they determine, in consultation with the yard, what may need adding or deleting from the original specification.

It is also expected that the technical superintendent to provide with close consultation with the yard production department a detailed scheduling of the all the jobs to be carried out. Critical jobs that can be affecting the repair schedule to be highlighted to the management / owners.  Daily work progress, critical works and the expected date of completion are to be updated to the Technical Manager and the General Manager/Dep. General Manager.

It is also expected that the technical superintendent provide and update the cost as quoted against the actual variance. The updated cost from the yard is also to be updated to the cost controller.

Any changes to the specification must be agreed between the attending Superintendent and yard in writing before any work is allowed to commence.

INSPECTION AND VERIFICATION OF DRY-DOCK WORK

1. During the dry-docking work, the attending Superintendent or together with the Master, Chief Engineer and Senior Officers will verify work carried out by the contractors meets the specification. Regular meetings take place between GBLT’s staff and the yard staff to ensure all activities is coordinated.
2. Records of all inspections, tests and measurement data such as clearance dimensions, working pressures, volumes etc. will be recorded in the appropriate log books and where applicable included in the vessel Dry Dock Folder. 
3. On completion of each vessel's dry docking (or refit etc.), the appropriate invoice payments will be made in accordance with the Company's policy subjected to the top management approval.

RECORDS

1. Master's, Chief Engineer's & Chief Officer's Reports.
2. Vessel Defective list
3. Incident Reports.
4. Superintendent's Inspection Reports.
5. Safety Officer's Safety Audit Reports.
6. Classification Society Records.
7. Dry Dock / Refit Specifications.
8. Docking Repair Service Request Item Specification (Form G-11)

DRY DOCK PROCEDURAL FLOW CHART