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Maintance Policy

As a requirement of the Company Maintenance Policy, each of the company managed vessels will be visited by a Fleet Superintendent at least once a year. In addition to this, if possible, the Technical Manager and HSEQ Department Superintendents will also visit each company managed vessel at least once a year. Besides these, Fleet Superintendents’ and HSEQ Department Superintendents’ ship visit program to be issued at the beginning of the each year. Through these visits, controlling of the vessel’s training, safety, maintenance and SMS, SQ Management and SE Management System requirements to be provided by Fleet Superintendents and HSEQ Department Superintendents. This program should be posted in company office in order to be revised as monthly according to the performed visits.

Old schedules should be filed for future reference.

  • Company regulations as issued in the fleet SMS/SQ/SE Management System manuals, takes precedence over any other manual letter of instructions issued by, or on behalf of the company. All maintenance is subjected to company’s regulations, operating manual, safety manual and relevant statutory class regulations and port instructions.
  • All machinery maintenance, whether carried out by ship's staff or contractors is subject to the authority of the Chief Engineer who is responsible to the Master for the mechanical and electrical efficiency of the ship (other than the radio and navigational aids) and for the safety, instruction and technical supervision of all personnel maintaining or operating the various equipments and systems.

  • The Chief Officer is responsible to the Master for the proper maintenance of all hull structure and safety equipment throughout the ship and for keeping the Chief Engineer informed of any operation or faults of the machinery in deck controlled operations.

  • The Chief Engineer (with valid certificate verified by Class Societies) will, where eligible, carry out some machinery surveys under classification society’s rules for the continuous machinery survey of machinery. Chief Engineer will submit detailed reports to the Class Society Surveyors when visiting to ship with copies to the company office.

  • A standard planned check and maintenance system is adapted to each ship. The planned check and maintenance intervals and schedules be adhered to as being the most effective economical means of keeping structure and machinery adequately maintained. However compliance with the Planned Check and Maintenance requirements does not relieve any of Officer’s responsibilities for the safe and efficient maintenance and use of all material entrusted to his care.

  • Masters and Chief Engineers are also responsible for future maintenance programmes. This includes checking the availability of tools and spare parts.

Addition to this, each officer and engineer should bear in mind that they are same as responsible with Master and Chief Eng. while carrying out the requirements of Planned Check and Maintenance.

Addition to this, each officer and engineer should bear in mind that they are same as responsible with Master and Chief Eng. while carrying out the requirements of Planned Check and Maintenance.

Barbaros software  is issued to maintain the requirements of the Planned Maintenance Policy that is in use at fleet vessels.

While evaluating the “General Status of the Lines”, use the abbreviations (VG, G, FR, TMR) of the evaluations criterions that is found in “General View of the Deck” section.

A meeting will be arranged regarding PMS job planning on board the vessels for the next month on the end of the each month. The decisions of these meetings will be recorded in to form . If any decisions are taken that some items will not been maintained or any work permit will be required, these should be reported to the Company by the means of quickest way (e-mail, telex).

Issuing, Follow-up and corrective action of the Deficiency Reports

7) The Masters and Chief Engineers of managed vessels will use the Company Deficiency Report to report all the deficiencies / defects / insufficiencies noticed by the Master, Chief Engineer, Superintendents and Managers (during their visits on board) and this forms will be sent to the company together with the monthly documents.

Every issued Deficiency Report Form will be numbered and saved in a file on board. Number will be three digits and start with 001 on beginning of each year followed by present year’s last 2 digits. e.g.: 001 / 09

The Deficiency Report Form should be issued for below mentioned conditions for all equipments on board, such as equipments on deck, wheelhouse, engine, cargo systems, etc – but not limited with them ;

If any equipment is not fully operational and in good running condition. If there is an evidence or doubt that efficiency of any equipment is below it’s designed  figures,In such cases, where corrective action should not be taken because of the risk of loss of power or breakdown of the equipment – for example, changes in the noise which shows that some pieces of the equipment have been broken or bent inside of the equipment as it has been running - Company will be informed as soon as possible in case of rectification of the deficiency is not possible by ship, so that company – vessel discuss about solution of the matter. Even if the deficiency has been rectified either by ship or by the source out of the ship, Deficiency Report Form  will be prepared and sent to the company office with the monthly documents. Also all the deficiencies will be entered in Deficiency Report Form and sent to the company office (DPA). Deficiency Report number, brief detail of the deficiency, reporting date and closing date (if already closed) are to be entered in Form.

This form will be continued on the following month until the end of the year, indicating all deficiencies issued and closed. So that, last form of the year will be the total of the deficiencies found in that year and shows the details, reporting dates and closing dates (if closed) of all the deficiencies.

After the DPA read and inspect the deficiencies reported , he will inform the relevant departments for the solutions and following-up of the deficiencies. The DPA will always pay attention on the following-up of the unclosed deficiencies. After the DPA gets the records of the Deficiency Report Form, he will pass it to the Fleet Managers of relevant fleet for correction and follow-up of the matter by cooperating with Technical Manager.

The Fleet and Technical Managers will evaluate the deficiency according to its activity and than plan a solution for the matter. If solution will affect commercial or statutory obligations of the vessel, the Technical Manager will discuss the matter with higher management and plan accordingly. After each deficiency correction, relevant Deficiency Form and closing date will be informed to the DPA.

Visits to Vessels and Findings with their follow-up 

8) The Fleets, Technical and HSEQ departments will prepare a schedule for the visits and they will pay maximum effort to carry out the prepared schedule. Schedule will be revised for the unperformed visits.

Inspection Check List  will be filled for all the visits and 1 copy will be given to vessel. During the visit; Superintendent will arrange a closing meeting about deficiencies or observation found and plan solutions with Master and Chief Engineer. If it’s needed; Deficiency Report Form can be prepared by the attending superintendent.

Superintendent Visit Reports with the attached solution plans for the deficiencies mentioned in Superintendent Check List will be followed-up by the relevant departments in the company office. In the following vessel visits, superintendents will check the removed deficiencies, which were noted during the previous visit.

Additionally, HSEQ department will arrange vetting inspections by the independent inspectors on board one and/or some of the fleet managed vessel(s) which will be selected randomly. The audits should be conducted in same direction with OCIMF SIRE format.

Repairs and Stores

Repair programs are prepared 5 years in advance by considering vessel's special and intermediate surveys and other regulatory requirements. At the beginning of every year this program is rechecked, the year's program is reconfirmed and estimated budget is made. Approximately six months prior, records are checked, plate thicknesses are measured from possible locations. A Superintendent visits vessel for discussing the repairs with Master and Chief Engineer. Spares and stores requirements are set. When outline of repairs are known, repair specification is prepared and sent to repair yards for quotation.

A suitable shipyard is selected depending on position of vessel and further details are discussed.

  • Each department will prepare a list of all necessary repairs and survey items to be attended to at the dry-docking period. A fleet/technical superintendent will board the vessel prior to the repair/docking to discuss the work in question and arrange the necessary spares to be available.

  • On completion of repairs, the Chief Engineer and the Chief Officer will submit a written report to the company on the results of the repairs carried out during the repair/dry-docking period

  • When urgent repairs are required, the Company should be advised prior to entering port so that all the necessary arrangements can be made with the local repair firm (Class approved) who will attend on the vessels arrival.

  • The quality of all stores delivered is to be carefully examined, and the quantity checked and noted. Officers must not allow stores or spare gear to deteriorate through lack of care and attention.

  • All planned check and maintenance work is to be attended to in accordance with the planned maintenance instructions. (See the Planned Maintenance Manual for details).

  • The vessel should be normally attended by Superintendent(s) prior to drydocking to provide support during the intense preparatory works, which may include complex tank cleaning.

All tank cleaning operations should be carried out in accordance with the relevant provisions detailed in the “Cargo” section of this Manual. In this respect a detailed plan and schedule of the tank cleaning should be prepared and communicated to the Office for reviewing, as necessary