MKT -03-03

Date of issue: 18/7/2016

MEKONGTRANS JOINT STOCK COMPANY
Revision: 02
MEKONGTRANS JSC
Date of rev: 04/01/2017
Page: 1 / 5

PROCEDURE FOR SELECTION AND MANAGEMENT OF SUPPLIERS

1. PURPOSE
This procedure defines the Director and the Technical & Supply Department Manager'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’s requirements, quality, reliability, cost competitiveness, availability and
environmental impact.

2. SCOPE

The Director and Technical & Supply Department Manager is responsible for the
implementation of this procedure.

3. REFERENCES

 ISM Code,
 MLC 2006.
 Procedure for Recruitment and Training, MKT-06-02,
 Procedure for Management Review of SLMS, MKT-12-02,
 Procedure for Shipboard Maintenance, MKT-10-01,
 Procedure for Management of Spare parts and Supply, MKT-10-02.
4. PROCEDURE

4.1 LIST OF SUPPLIERS

The “List of Approved Suppliers”, MKT-03-03-02, is maintained by the Technical &

Supply Department Manager and distributed to the managed vessels.

Suppliers

The list of suppliers is for use in the office and in the fleet to select suppliers of spares,
stores and technical services. This list also includes ship repair facility, floating docks or
dry-docks.

SLMS Manual - MEKONGTRANS Safety & MLM Manual

 MKT -03-03
Date of issue: 18/7/2016
MEKONGTRANS JOINT STOCK COMPANY
Revision: 02
MEKONGTRANS JSC
Date of rev: 04/01/2017
Page: 2 / 5

PROCEDURE FOR SELECTION AND MANAGEMENT OF SUPPLIERS

The database is maintained by the Technical & Supply Department Manager and the list of
companies added/deleted on the authority of the Director.

Companies Registered with the following organizations are considered to be designated

approved suppliers:

 International Ship Supplier Register (ISSA),

 International Marine Fleet Association (IMPA),
 International Ships Electric Services Register (ISES).
Approved Agency List

This list is used by the Shipping Department or the Master, in emergency only, to select
port agents. This list is maintained by the Operating Department Manager.

Manning Agents List

Admin. & Personnel Department updates list of manning agents and provides to Technical
& Supply Department for incoporation into the “List of Approved Suppliers”, MKT-03-02.

SLMS Manual - MEKONGTRANS Safety & MLM Manual

 MKT -03-03
Date of issue: 18/7/2016
MEKONGTRANS JOINT STOCK COMPANY
Revision: 02
MEKONGTRANS JSC
Date of rev: 04/01/2017
Page: 3 / 5

PROCEDURE FOR SELECTION AND MANAGEMENT OF SUPPLIERS

4.2 INITIAL ASSESSMENT

4.2.1 Initial inclusion into the company’s 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.
 The following information is required from the Supplier:
a) Company name.

b) Address, including town/city

c) Area of Business (Manufacturer, Licensee, Agent, etc)

d) Telephone Number

f) Fax Number

g) Email address

h) ISO Certified (or Other)

i) Bank Details

j) Invoice Currency

k) Reason for inclusion

The above information must be forwarded to the Technical & Supply Department
Manager before any supplier will be added to the database.

4.2.2 Manning agents shall meet the following criteria:

 Licensed by a Competent Authority according to MLC 2006,

 Periodically audited by a Competent Authority with successful result,
 Certificated in compliance with ISO 9001 and MLC 2006, Standard A1.4.

SLMS Manual - MEKONGTRANS Safety & MLM Manual

 MKT -03-03
Date of issue: 18/7/2016
MEKONGTRANS JOINT STOCK COMPANY
Revision: 02
MEKONGTRANS JSC
Date of rev: 04/01/2017
Page: 4 / 5

PROCEDURE FOR SELECTION AND MANAGEMENT OF SUPPLIERS

Admin. & Personnel Department shall require manning agents to provide documented
proof of compliance to the above requirements.

4.2.3 If suppliers has provided service to the Company in the past, they need to have a proven
track record of supply to the Company.

4.3 PERFORMANCE EVALUATION

Evaluation of suppliers is used to assess their performance, “Suppliers Performance

Record”, MKT-03-03-03.

The supplier performance evaluation is based upon 3 areas: response times, delivery times,
and quality. Every year, the Technical & Supply Department Manager carries out the
evaluation of suppliers performance, form “Supplier Evaluation Report”, MKT-03-03-01.

The performance rating is based on the following criteria:

A. Provides a good quality product and service, meets delivery dates

B. Provides a reasonable quality product and service, with only infrequent delays

C. Provides an average quality product and service with frequent delays

D. Poor and unacceptable

When the performance rating is ‘D’ and the supplier is considered unsuitable for further
supplies and the Director must inform the supplier.

In such cases where a Company considers a supplier unsuitable for use, staff in the
company office has a duty to copy all correspondence with the supplier to the Director
whilst maintaining a Supplier Complaints File to record any problems or disputes with
suppliers.

Before any supplier is removed from the supplier database they must have the opportunity
to answer all complaints, only after all explanations have been explored can the Company
request a supplier to be removed.

SLMS Manual - MEKONGTRANS Safety & MLM Manual

 MKT -03-03
Date of issue: 18/7/2016
MEKONGTRANS JOINT STOCK COMPANY
Revision: 02
MEKONGTRANS JSC
Date of rev: 04/01/2017
Page: 5 / 5

PROCEDURE FOR SELECTION AND MANAGEMENT OF SUPPLIERS

The Technical & Supply Department Manager endeavors to visit some of the major
suppliers from time to time to make an assessment on their capabilities and resources in
order to keep his database updated.

4.4 NON-APPROVED SUPPLIERS

Should a supplier or sub-contractor who is not listed on the company’s database be used as
a result of an emergency supply or repair situation or the agent’s local knowledge in
absence of an approved supplier, then that supplier/Sub-contractor’s details must be
provided as in 4.2 and passed through the procedure described in 4.1.

4.5 SUPPLIER COMPLAINTS PROCEDURE

All complaints whether written or verbal are to be documented by the recipient detailing
the supplier name, vessel/personnel involved and the nature of the complaint.

All complaints are to be logged and filed in the customer complaints file held within the
Company and to be maintained by the Director.

If the Company considers a supplier unsuitable for future use, the Technical & Supply
Department Manager must provide the Director with a written request stating reasons for
removal.

When a supplier is removed, they will be informed by the Director.

5. FORMS/ RECORDS

 “Supplier Evaluation Report”, MKT-03-03-01;

 “List of Approved Suppliers”, MKT-03-03-02;
- “Supplier Performance Record”, MKT-03-03-03.

SLMS Manual - MEKONGTRANS Safety & MLM Manual