A ship repair request for quotation (RFQ) should describe the vessel’s condition and the work being requested. A shared work list helps the superintendent, technical team and procurement team distinguish confirmed items from questions that remain open.
Gisan Shipyard’s ship repair and maintenance scope includes hull, machinery and outfitting work. The preparation steps below help organize an initial enquiry for that scope.
Set the vessel and scheduling context
Start with a short vessel summary and the intended repair window. Include the information available and relevant to the enquiry:
- Vessel name, IMO number if available, and vessel type
- Preferred date range; port, ETA and voyage constraints where known
- Principal dimensions and technical particulars relevant to the requested work
- Any known docking requirement; clearly mark it if not yet established
- Available class or survey observations and relevant reports
- A technical contact who can follow up on scope questions
Separate preferred dates from confirmed operational commitments. If docking needs are still being assessed, say so rather than treating them as settled.
Build the enquiry around individual work items
Broad descriptions such as “piping repairs” or “engine maintenance” are easier to discuss when divided into referenced items. For each item, record:
- Location, circuit or equipment identity, including a tag/part reference if known
- Current condition, fault or maintenance need
- Requested intervention: inspection, maintenance, repair or renewal
- Known quantities, dimensions and material, with units
- Known access, removal and adjacent-work constraints
- Any owner-supplied parts or materials being proposed
Keep confirmed scope, optional requests and inspection-dependent items distinct. Mark missing quantities or dimensions as “to be confirmed” instead of inserting an assumed value. This makes the basis of the enquiry visible without turning it into a contractual specification.
Connect the evidence to the work list
Identify drawing numbers and revisions, report dates and the location shown in each photograph. Reference attachments against the relevant work item. Distinguish an overview image from a close-up of the finding rather than leaving the reader to infer the location.
Flag conflicting information in the available documents. A measurement or survey finding is useful input; it does not by itself establish a repair decision or class approval. State any requested inspection or handover documents separately.
Describe specialist items in their own terms
Steel and structural scope
For steel and structural works, connect the location and available measurement/inspection records to the requested intervention. Include known material and dimensions. An enquiry list does not set engineering renewal limits or establish welding/NDT authority.
Piping and valve scope
For piping systems, identify the circuit and pipe or valve item, known material, diameter and wall thickness, and current condition. List any testing request separately; pressure, method and approval responsibilities need clarification rather than assumption.
Machinery and mechanical scope
For machinery services, share equipment identity, make/model, fault or maintenance history and available reports. Distinguish propeller/shaft items, main/auxiliary machinery and pump/hydraulic/pneumatic items. A make or model alone does not establish OEM authorization or an accepted overhaul scope.
Identify a change of use or arrangement
Routine maintenance and repair aim to retain the existing function. If the enquiry instead concerns a change in vessel use, arrangement or technical configuration, describe the current and intended condition separately. Review conversion and retrofit in that context rather than treating every repair as a conversion.
Keep the first submission usable
A concise vessel/schedule summary, a referenced work list and supporting attachments can form the initial package. Keep priorities and missing information visible. Do not assume a mandatory file format or a contractual inspection and handover process.
When considering quotations, compare their scope and assumptions as well as the total figure. Note requested items, exclusions and unconfirmed elements so that differences can be discussed against the same work list.
Clear initial information supports the technical discussion. It does not guarantee vessel acceptance, availability, a quotation, price, a slot or booking, response time, turnaround or project duration.
Share the vessel particulars and work list
Share the available vessel particulars, preferred date range and current work list through Gisan Shipyard’s contact page. Identify items that remain open so the enquiry reflects the information you actually have.