BV issues Approval of Service Suppliers

Classification society Bureau Veritas has issued the document entitled Approval of Service Suppliers.

This Rule Note was published on February 1st, 2023.

The objective of this Rule Note is to set requirements for approval and certification of service suppliers and is applicable to both initial and renewal audits.

Service supplier - definition

“Service supplier” (a service supplier or a category of service supplier may be referred to hereafter simply as “supplier”) means a person or a company not employed by the Society (Bureau Veritas Marine & Offshore SAS) who, at the request of an equipment manufacturer, a shipyard, a Shipowner or another client, acts in connection with inspection work and provides services for a ship or a mobile offshore unit such as measurements, tests or maintenance of safety systems and equipment, the results of which are used by surveyors, taking decisions affecting classification or statutory certifications and services.

Procedure for Approval

1 Application

1.1 Class and statutory services

1.1.1 Service suppliers involved in class and/or statutory services

• service suppliers engaged in thickness measurements on ships or mobile offshore units, except non-ESP ships of less than 500 gross tonnage and all fishing vessels

• service suppliers carrying out an in-water survey on ships and mobile offshore units by diver or remotely operated vehicle (ROV)

• service suppliers engaged in inspections and maintenance of fire-extinguishing equipment and systems

• service suppliers engaged in measurements of noise level on board ships

• service suppliers engaged in the examination of bow, stern, side and inner doors of Ro-Ro ships

• service suppliers engaged in tightness testing of primary and secondary barriers of gas carriers with membrane cargo containment systems for ships in service

• service suppliers engaged in survey using remote inspection techniques (RIT) as an alternative means for close-up survey of the structure of ships and mobile offshore units

• service suppliers engaged in visual and/or sampling checks and preparation of Inventory of Hazardous Materials (IHM)

• service suppliers engaged in noise and vibrations measurements within the scope of COMF class notation

• service suppliers engaged in underwater radiated noise measurements related to URN class notation

• service supplier engaged in watertight Cable Transit Seal Systems inspection on ships and Mobile Offshore Units

• service supplier engaged in condition monitoring and condition based maintenance.

1.1.2 Service suppliers involved in statutory services

• service suppliers engaged in servicing on inflatable life-rafts, inflatable lifejackets, hydrostatic release units, marine evacuation systems

• service suppliers engaged in the inspections and testing of radio communication equipment

• service suppliers engaged in inspections and maintenance of self-contained breathing apparatus

• service suppliers engaged in annual performance testing of Voyage Data Recorders (VDR) and simplified Voyage Data Recorders (S-VDR)

• service suppliers engaged in sound pressure level measurements of public address and general alarm systems

• service suppliers engaged in inspections of low-location lighting systems using photo luminescent materials and evacuation guidance systems used as an alternative to low-location lighting systems

• service suppliers engaged in maintenance, thorough examination, operational testing, overhaul and repair of lifeboats and rescue boats, launching appliances and release gear

• service suppliers engaged in inspection, performance testing and maintenance of Automatic Identification Systems (AIS).

• service suppliers engaged in commissioning testing of Ballast Water Management System (BWMS).

Note 1: National and/or international requirements may give requirements supplementing the procedure given in Article [2].

1.1.3 Where the Society accepts work of a third party (e.g. a service supplier) approved by itself, the Society is to verify the performance of such services. For statutory service, the flag State may increase the scope of verification to be applied to these services.

The process is to be defined within the Society’s quality management system. For the purpose of accountability to the flag State, the work performed by the third party (e.g. service supplier) constitutes the work of the Society and is to be subject to the requirements incumbent upon the Society under the RO Code IMO MSC.349(92) and MEPC.237(65).

1.1.4 Where the results of the following service suppliers are used by a Surveyor in making decisions affecting classification services, then these service suppliers are to be approved and verified by the Society:

• service suppliers engaged in thickness measurements on ships or mobile offshore units, except: - non-ESP ships of less than 500 gross tonnage, and - all fishing vessels.

• service suppliers carrying out an in-water survey on ships and mobile offshore units by diver or remotely operated vehicle (ROV)

• service suppliers engaged in survey using remote inspection techniques (RIT) as an alternative means for close-up survey of the structure of ships and mobile offshore units

• service suppliers engaged in noise and vibrations measurements within the scope of COMF class notation

• service suppliers engaged in underwater radiated noise measurements related to URN class notation

• service suppliers engaged in condition monitoring and condition based maintenance.

1.1.5 Where such services are used by Surveyors in making decisions affecting statutory certification and service, the service suppliers are subject to approval and verification by the Society, where the Society is so authorized by the relevant flag Administration (i.e. the flag of the ship on which the servicing is to be done or the service equipment is to be used).

For such services, the Society may accept approvals done by:

• the flag Administration itself

• duly authorized organizations acting on behalf of the flag Administration, or

• other organizations recognized by the flag Administration (e.g. other governments, etc.).

1.1.6 Use of approved service suppliers is not mandatory for the following services, unless otherwise instructed by the flag Administration with respect to the statutory certification:

• service suppliers engaged in inspections of low-location lighting systems using photo luminescent materials and evacuation guidance systems used as an alternative to low-location lighting systems

• service suppliers engaged in sound pressure level measurements of public address and general alarm systems on board ships

• service suppliers engaged in measurements of noise level on board ships

• service suppliers engaged in the examination of bow, stern, side and inner doors of Ro-Ro ships.

2 Procedure

2.1 Documents to be submitted

2.1.1 Application file

The following documents are to be submitted to the Society for review:

a) outline of the company, e.g. organization and management structure, including subsidiaries to be included in the approval/ certification

b) list of the nominated agents, subsidiaries and subcontractors

c) experience of the company in the specific service area

d) for categories of service suppliers that require certification from manufacturers: manufacturer's documentary evidence that the service supplier has been certified or licensed to service the particular makes and models of equipment for which approval is sought is to be provided

e) list of documenting training and experience of operators/technicians/inspectors within the relevant service area, and qualifications according to recognized national, international or industry standards, as relevant

f) description of equipment used for the particular service for which approval is sought

g) a guide for operators of such equipment

h) training programmes for operators/technicians/inspectors

i) check lists and record formats for recording results of the services referred to in Article [1]

j) quality manual and/or documented procedures covering requirements in [2.2]

k) documented procedures for communication with the crew prior to commencing work, so that it is safe to decommission the equipment being maintained, and to provide a safe system of work in place

l) evidence of approval/acceptance by other bodies, if any

m) information on the other activities which may present a conflict of interest

n) record of customer claims and of corrective actions requested by certification bodies

o) operators/technicians/inspectors documentation they have acknowledged the code of conduct.

Requirements concerning service suppliers are given in:

• [2.3] for general requirements

• App 1 for specific requirements, where necessary.

2.2 Quality system

2.2.1 Documented system

The service supplier shall have a documented system covering at least the following:

• code of conduct for the relevant activity

• maintenance and calibration of equipment

• training programmes for operators/technicians/inspectors

• supervision and verification to ensure compliance with operational procedures

• recording and reporting of information

• quality management of subsidiaries, agents and subcontractors

• job preparation

• periodic review of work process procedures, complaints, corrective actions, and issuance, maintenance and control of documents.

2.2.2 A documented quality system complying with the most current version of ISO 9000 series or equivalent and including the above items, would be considered acceptable.

2.2.3 If a manufacturer of equipment (and/or its service supplier) applies to the Society for inclusion of its nominated agents and/ or subsidiaries (excluding any subcontractor), in the approval, then it must have implemented a quality system certified in accordance with the most current version of ISO 9000 series.

The quality system must contain effective controls of the manufacturer's (and/or service supplier's) agents and/or subsidiaries.

The nominated agents and/or subsidiaries must also have in place an equally effective quality system complying with the most current version of ISO 9000 series.

Such approvals shall be based upon an evaluation of the quality system implemented by the parent company against the most current version of ISO 9000 series.

The Society may require follow-up audits on such agents and/or subsidiaries against the most current version of ISO 9000 series to confirm adherence to this quality system.

2.3 General requirements

2.3.1 Extent of approval

The service supplier is to demonstrate, as required by [2.3.2] to [2.3.13], that it has the competence and control needed to perform the services for which the approval is sought.

2.3.2 Training of personnel

The service supplier is responsible for the qualification and training of its personnel to a recognized national, international or industry standard, as applicable.

Where such standards do not exist, the service supplier is to define standards for the training and qualification of its personnel relevant to the functions each is authorized to perform.

The personnel is also to have an adequate experience and be familiar with the operation of any necessary equipment. Operators/technicians/inspectors are to have had a minimum of one year tutored on-the-job training.

Where it is not possible to perform internal training, a program of external training may be considered as acceptable.

2.3.3 Supervision

The service supplier is to provide supervision for all services provided. The responsible supervisor is to have had a minimum of two years of experience as operator/technician/ inspector within the activity for which the service supplier is approved.

For a service supplier consisting of one person, that person is to meet the requirements of a supervisor.

2.3.4 Personnel records

The service supplier is to keep records of the approved operators/technicians/inspectors. The record is to contain information on age, formal education, training and experience for the services for which they are approved.

2.3.5 Subcontractors

The service supplier is to give information of agreements and arrangements if any parts of the provided services are subcontracted. Particular emphasis is to be given to quality management by the service supplier in following-up of such subcontracts.

Subcontractors providing the services of the approved service supplier are also to meet the requirements of Article [2].

2.3.6 Equipment and facilities

The service supplier is to have the necessary equipment and facilities for the service to be supplied. A record of the equipment used is to be kept and available. The record is to contain information on maintenance and results of calibration and verifications.

The Society is to assess and record the validity of previous measuring results when the equipment is found not to conform to requirements. The Society is to take appropriate action on the equipment affected.

2.3.7 Control of data

When computers are used for the acquisition, processing, recording, reporting, storage, measurement assessment and monitoring of data, the ability of computer software to satisfy the intended application is to be documented and confirmed by the service supplier. This is to be undertaken prior to initial use and reconfirmed as necessary.

Note 1: Commercial off-the-shelf software (e.g. wordprocessing, database and statistical programmes) in general used within their designed application range may be considered to be sufficiently validated and do not require any subsequent confirmation.

2.3.8 Where several servicing stations are owned by a given company, each station is to be assessed and approved except as specified in [2.2.3].

2.3.9 Procedures and instructions

The service supplier is to have documented work procedures and instructions covering all the services supplied.

2.3.10 Documented procedures and instructions should be available for the recording of damages and defects found during inspection, servicing and repair work. This documentation is to be made available upon request.

2.3.11 Verification

The service supplier shall verify that the services provided are carried out in accordance with approved procedures.

2.3.12 Reporting

The report shall be prepared in a form acceptable to the Society. The report should detail the results of inspections, measurements, tests, maintenance and/or repairs carried out.

Special guidelines may be given in App 1. The report shall include a copy of the Certificate of Approval. The report shall be made available to the Surveyor.

2.3.13 Documentation

The service supplier is responsible for ensuring the provision and updating of:

• reporting forms in use

• other documents such as user equipment manuals, Rules or Guidance Notes.

2.4 Auditing of the service supplier

2.4.1 Upon reviewing the submitted documents with satisfactory result, the service supplier is audited in order to ascertain that he is duly organized and managed in accordance with the submitted documents, and that he is considered capable of conducting the services for which approval or certification is sought. 2.5 Witnessing

2.5.1 Certification is conditional on a practical demonstration of the performance of the specific service as well as satisfactory reporting being carried out.

At initial audits, when the service supplier is already certified by other QSCS certified Society, this may be verified through documentary review that a practical demonstration has already been carried out.

At renewal audits, verification by documentary review of jobs undertaken since the previous audit and that have been accepted by a QSCS certified Society is acceptable and is sufficient to satisfy this requirement.

2.6 Service supplier’s relations with the equipment manufacturer

2.6.1 Service suppliers working as a service station

A service supplier working as a service station for manufacturer(s) of equipment (and as a service supplier in this field), shall be assessed by the manufacturer(s) and nominated as his (their) agent.

The manufacturer shall ensure that appropriate instruction manuals, material etc. are available for the agent as well as of proper training of the agent's technicians.

Such service suppliers shall be approved, either on a case-by-case basis or in accordance with [2.2.3].

3 Alteration to the certified service operating system

3.1 Notification

3.1.1 Where any alteration to the certified service operating system of the service supplier is made, such alteration is to be immediately notified to the Society. Re-audit may be required when deemed necessary by the Society.

Certification

1 General process

1.1 Issuance of the Certificate of Approval

1.1.1 Upon satisfactory review of the application file and the completion of both the audit of the service supplier and the demonstration test, as applicable, the Society may issue a Certificate of Approval stating that the service supplier's service operation system has been found to be satisfactory and that the results of services performed in accordance with that system may be accepted and utilised by the Surveyors taking decisions affecting classification or statutory certification, as relevant.

The Certificate shall clearly state the type and scope of services and any limitations or restrictions imposed, including type of equipment and/or names of manufacturers of equipment where this is a limiting restraint.

The service supplier may also be included in the Society's records of approved service suppliers.

1.2 Renewal of the Certificate of Approval

1.2.1 Renewal or endorsement of the Certificate is to be made at intervals not exceeding three years by verification through audits that approved conditions are maintained or, where applicable, on expiry of the supplier's approval received from an equipment manufacturer, whichever comes first.

In the latter case, the Society is to be informed in due course by the service supplier. Intermediate audits may be requested, if deemed necessary by the Society. It is the responsibility of the service supplier to request the renewal of its agreement.

2 Cancellation of approval

2.1 Condition for cancellation

2.1.1 The Society reserves the right to cancel the approval and to inform the IACS Members accordingly (for service suppliers engaged in thickness measurements, refer to IACS PR23).

2.1.2 Approval may be cancelled in the following cases:

• where the service was improperly carried out or the results were improperly reported

• where a Surveyor finds deficiencies in the approved service operating system of the service supplier and appropriate corrective actions are not taken

• where alterations have been made to the company's quality system relevant to the service supplier certificates, without written notification to the Society

• where the intermediate audit, if prescribed, has not been carried out

• were willful acts or omissions or grossly negligent act or omission are ascertained

• where any deliberate misrepresentation has been made by the service supplier.

2.1.3 Expiration or cancellation of the supplier's parent company approval automatically invalidates approval of all agents and subsidiaries if these ones are certified according to Sec 2, [2.2.3].

2.1.4 Re-approval A service supplier whose approval has been cancelled may apply for re-approval, provided it has corrected the non-conformities which resulted in cancellation, and the Society is able to confirm it has effectively implemented the corrective action.

Specific Requirements can be found in Appendix 1 of this Rule Note.