Operational Guide · Registers & Logbooks

# Managing Shipyard Repair Contracts

A generic repair specification and a rushed contract negotiation are among the most common causes of cost and time overruns in dry dock: contract planning should start 6-9 months before entry, not a few weeks.

repair contract shipyard BIMCO RepairCon shipyard

## Operational Explanation

The shipyard repair contract is a legally binding document defining the terms and conditions between owner and shipyard for the ship's repair or maintenance. Professional dry dock planning should start 6-9 months before entry: about 12 months before for the underwater survey and condition assessment, 9 months before for developing technical specifications, and 6-7 months before for the competitive tender and shipyard selection.

The BIMCO RepairCon contractual framework is commonly used as the basis for these agreements, with particular attention to clear allocation of responsibility for any damage caused to the ship during repair or maintenance work.

## Regulatory Reference

There is no specific IMO framework for repair contracts; industry practice relies on standard contractual frameworks such as BIMCO RepairCon, supplemented by specific clauses on scope of work, warranties, dispute resolution mechanisms, cancellation clauses, and applicable law/jurisdiction.

## Scope of Application

Every ship planning a dry dock entry, with the Superintendent/Company technical department responsible for conducting the contract negotiation and monitoring work execution according to agreed terms.

## Procedure / How to Complete It

1. Start the underwater survey and condition assessment about 12 months before the planned dry dock entry.
2. Develop the detailed repair specification (steel renewal plan, coating specifications, machinery work scope, spares list with lead times) about 9 months before.
3. Conduct the competitive tender and shipyard selection about 6-7 months before, negotiating every work item (price analysis review) to verify the quote covers the entire scope of work.
4. Explicitly negotiate realistic repair days (both in dock and at the repair berth) and payment terms (percentage before arrival, after departure, etc.).
5. Ensure the contract clearly allocates responsibility for damage caused to the ship during the work, with defined dispute resolution mechanisms.

## Practical Example

Example: 9 months before dry dock entry, the Superintendent finalizes the repair specification with a detailed steel renewal plan by zone, coating specifications by area, and a critical spares list with verified lead times; negotiation with candidate shipyards takes place 6 months before, with a line-by-line review of every cost item before signing.

## Real Cases

Delays and cost overruns in dry dock frequently stem from an overly generic repair specification, developed without the time needed for a detailed assessment of the ship's actual condition: when the shipyard discovers additional work not foreseen in the original specification during execution, negotiation takes place under unfavourable contractual leverage for the owner, with much narrower negotiating margins than during the competitive tender phase.

## Common Mistakes Mistake Library

Mistake | Consequence | How to avoid it
--- | --- | ---
Repair specification developed generically, without a detailed assessment of the ship's actual condition | Additional work discovered during execution, negotiated under unfavourable contractual conditions | Invest adequate time (about 9 months before) in developing a detailed and verified repair specification
Contract negotiation conducted close to dry dock entry due to lack of advance planning | Lower negotiating power and limited choice of available shipyards | Start dry dock planning 6-9 months in advance, according to the recommended professional timeline
Allocation of responsibility for damage during work not clearly defined in the contract | Complex and costly disputes in the event of damage to the ship during repair | Explicitly define in the contract the allocation of responsibility and dispute resolution mechanisms

## PSC Observations

Repair contract management is not typically subject to direct PSC verification, but the quality of work carried out in dock (coating, steel renewal, machinery) verified at subsequent inspections indirectly reflects the effectiveness of the contract specification and work supervision.

## Operational Tips

- Don't rush the repair specification development phase: an upfront investment of time drastically reduces contractual surprises during execution.
- Negotiate every cost item line by line (price analysis review), don't accept an aggregate quote without detailed verification.
- Always explicitly define in the contract the allocation of responsibility for damage caused during the work, before signing.

## Checklist

- Underwater survey and condition assessment started about 12 months before entry
- Detailed repair specification developed about 9 months before
- Competitive tender and shipyard selection conducted about 6-7 months before
- Every cost item negotiated and verified (price analysis review)
- Allocation of responsibility for damage and dispute resolution mechanisms defined in the contract

## FAQ

When should professional dry dock entry planning begin?
About 6-9 months before entry: 12 months before for the underwater survey and condition assessment, 9 months before for technical specifications, 6-7 months before for the competitive tender and shipyard selection.
What is BIMCO RepairCon?
A standard contractual framework commonly used as the basis for ship-shipyard repair agreements, structuring scope of work, warranties, payment terms and dispute resolution mechanisms.
Why is a detailed repair specification so important?
Because it reduces the risk of additional work being discovered during execution, which would otherwise be negotiated under contractual conditions unfavourable to the owner compared to the initial competitive tender phase.
🎬 Additional photos, videos and interactive diagrams for this topic will be available in a future version of the platform.

## Related Topics

Dry Dock Entry Planning Shipyard Waste Management during Dry Dock

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