Release to Third Parties by Special Authorisation of Management only
Stores and Supplies
1.	Purpose
	In order to perform a safe voyage, it is necessary that the vessel will be supplied properly. The following points have to be considered.
	Voyage area
	Duration of voyage
	Availability of supplies during the voyage
2.	Application
	This Documented Procedure applies to the Shorebased Organisation and on all ships managed / operated by Schiffahrtskontor tom Wörden GmbH & Co. KG.
3.	Definitions and Abbreviations (refer to VA-001)
4.	Responsibilities
	The Master is responsible for sufficient supplies and stores of the vessel including fuel/lub provisions, spare-parts and provision. The Master will delegate individual tasks to crewmembers in charge.
	The shore base is responsible for providing the vessel with sufficient supplies in accordance with the requirement of the voyage. The working instructions of the superintendency regulate the stipulations for the shore base regarding supplying of the vessel.
5.	Description of Routines
5.1	Safety Equipment
	The vessel is to be equipped with the appropriate safety equipment in accordance with the areas the vessel will be navigating. It has to be ensured that all equipment meets the requirements of the vessel operation and is ready for use. If necessary, the safety equipment is to be renewed after its expiring date or after use.
5.2	Fuel
	Fuels (HFO) and (MDO) are to be ordered via the shore base representative of the Charterer. Timing and procedures of the bunkering operation are to be co-ordinated with the respective agencies and suppliers of bunker. In particular it has to be ensured that at all times during the voyage sufficient fuel will be on board. Further details are regulated by the shipboard operation “voyage planning” and “bunkering”.
5.3	Ordering Procedure on Board
	At regular intervals the vessel will be supplied with basic stores. For this reason a continuous order list will be kept in order to document and record all needs. Well in time prior to the actual delivery of the supplies, the department will order stores after co-operation with the Master in the requested form and will be transmitted to the shore base superintendent or directly to the supplier. The order should be compiled under economical aspects, however, it should include all necessary equipment. Supplies that require a long delivery time should be ordered in good time. In view of the quantity of the requisition, the stipulations of the shipboard operation “voyage planning” are to be followed.
	Preparation of Order The order prepared on board must be definite and clear and should be made up in the form as requested by the superintendent. If possible, the order should separate the different supplies. The requisition should contain at least: A heading regarding the commodities (for instance safety, paints etc.) The order should be numbered all the way through The amounts are to be clearly expressed (including the description such as piece, weight etc.) Precise description of the ordered equipment. This includes: - if available, the name of manufacturers if available, the specific item number in accordance with the information of the manufacturers precise technical description/name precise dimensions with exact measurements (for instance metric) description of the material the object is made of To specify the ordered items, reference should be made to the available documents (catalogues, spare part lists, etc.).
	Special orders Equipment, which is needed on short notice, has to be specially marked, in order that the urgency can be recognised, so they can be acquired and expedited to an appropriate port. Local supply Fresh provisions and important smaller supplies can, if necessary, be purchased or ordered by the ship's command at a reliable ship chandlers. Certificates If certain supplies require certificates in order to meet the requirements of authorities and other organisations, this should be specially requested when ordering.
5.4	Delivery on Board
	Upon delivery of the supplies a crewmember, by means of a delivery note, has to check whether quality and quantity of the received goods meet with the items noted on the delivery note. An authorised person should sign the delivery note and in case of wrong deliveries, specific deductions have to be made on the relevant delivery note. Further, a copy of said delivery note to be sent to the shore base (superintendent). Further, it has to be checked whether the delivered supplies meet the requisition and whether the quality of the supplies is acceptable. This also pertains to the expiring dates in respect of the consumption (best before….). Further it has to be scrutinized if the necessary documentation of the delivered equipment (for instance certificates, operating instructions etc.) is in order. In case of irregularities, they should be clarified with the supplier immediately. If aforementioned problems cannot be settled on site one should, if necessary, also involve the shore base to assist in clarifying the matter. During the delivery of the supplies, they should be handled with reasonable care in order to avoid damage.
5.5	Storage on Board
	All supplies have to be stored in the appropriate spaces/rooms. In particular for dangerous goods and dry provisions it has to be ensured that they are stored properly. All supplies have to be stored on board in a way that they cannot cause accidents during a forthcoming voyage. This means in particular to secure the supplies. If provisions have a validity date (best before …) it is essential to consume them in time. Aforementioned storage, rooms/spaces (especially for provisions), should be kept clean. During the actual storage period the supplies/stores should be checked repeatedly. Equipment, which cannot be used any more, must be disposed of and the item renewed.
5.6	Using on Board
	Prior to usage/consumption of the goods/equipment it should be checked again whether the quality still meets the requirements. In particular in this case of the validity date, which has to be checked. All supplies/spare parts have to be used and fitted in a professional manner and to be utilised in with the tasks.
5.7	Reporting Non-Confirmities for Delivery and Technical Services
	For the possibility of: wrong delivery incorrect amount of parts incorrect quality technical service for equipment has not shown up works not done properly a non-confirmity report has to be sent immediately formless by e-mail using fax-letter-form by Inmarsat Data Equipment onboard or by mobile fax or agents fax to owner. The non-conformity-report needs to content the following points: name of vessel master of vessel date time description of item non confirm next possible chance to adjust person of contact in charge (e-mail / phone / fax) description of non-confirmity report prepared by: Signature 2^nd Officer / Signature of Safety officer Signature of Master
6	References and Remarks
	Reference Documents
	SOLAS, here in particular Operating manuals and spare part lists of the individual equipment Catalogues etc. of the various manufacturers and suppliers Order files Deck Logbook Engine Logbook Written “Standing Orders” of the Master Night Order Book of the Master MARPOL
7	Documentation
	The provisions and delivery notes are to be filed in the appropriate files. After delivery basic supplies, a specific mark has to be entered into the Deck Logbook.
8	Revision of Documents
	Party responsible for the editorial revision of this procedure:
	Designated Person / Fleet Manager
9	Distribution
	All Safety Management Manuals
	Additional Copies:
	none
10	Attachments

Procedure

Schiffahrtskontor tom Wörden GmbH & Co. KG Wilhelm-Schröder-Str. 3 D-21726 Oldendorf

VA-027.1

Revision 2

06.02.03

Page 1 of 5

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