Marvel SolutionzMarine & energy consultancy

Ship Chandling & Port-Call Technical Stores Requisition Guide for Masters and Chief Engineers

Practical ship chandling and port-call requisition checklist for vessel owners, Masters and Chief Engineers: IMPA/ISSA specs, critical spares and berth delivery.

← All technical guides · Category: Ship Chandling · Updated: · 9 min read

Key Takeaways (TL;DR)

  • Fast, accurate ship chandling depends on unambiguous item specifications (maker part number, IMPA/ISSA code, material grade, pressure rating, and unit of measure) submitted ahead of the vessel's port-call window.
  • Separating requisitions into Engine-Room Machinery Stores, Statutory Deck/LSA/FFA Safety Equipment, and Galley/Cabin Stores allows parallel quoting and prevents statutory certification gaps.
  • Coordinating berth security clearance, TWIC/port access, crane availability, and substitution sign-off before the delivery truck dispatches eliminates quayside delays on tight turnarounds.

Vessel Requisition Categories, Specification Essentials & Inspection Impact

Requisition CategorySpecification Details to IncludeCertification / Material Proof RequiredPort-State & Vetting Link
Engine-Room & Machinery Technical StoresEquipment serial/type, part number, dimensions (OD/ID/pitch), thread standard (Metric/BSP/NPT), pressure/temperature rating, and elastomer material (Viton/PTFE/NBR)Maker's conformity note or material certificate for pressure-boundary fasteners, jointing, gauges and fuel/gas system consumablesSupports ISM Code 10.3 (critical equipment and systems) planning and helps avoid machinery leakage findings
Deck, Mooring & Statutory Safety (LSA/FFA) StoresIMPA / ISSA code, approval standard (SOLAS, EU MED or USCG as applicable), shelf-life requirement and exact dimensionsType-approval evidence (for example the EU MED wheel mark or USCG approval) for pyrotechnics, EEBD/SCBA spares, pilot ladders, fire hoses, nozzles and IMO safety signsChecked during Paris MoU, Tokyo MOU and USCG port State control inspections and in SIRE 2.0 and RightShip inspections
Electrical & Instrumentation ConsumablesVoltage/current rating, IP ingress protection rating (e.g. IP56/IP66 for deck, Ex-rated ATEX/IECEx for gas-dangerous zones), lamp base and cable gland sizeATEX / IECEx explosion-proof certification for any luminaire, sensor or junction box fitted in IGF/IGC/tanker hazardous zonesUncertified electrical equipment in hazardous areas can be recorded as a PSC deficiency and, if serious, as a ground for detention (recorded as Action Code 30 in the Tokyo and Indian Ocean MOUs or via the detention tick box in the Paris MoU)
Cabin, Galley & General ProvisionsItem description, pack size, unit of measure (kg, litre, case, piece), storage temperature (dry/chilled/frozen), and acceptable brand alternativesHygienic packaging, clear expiry / best-before dates, and food and drinking water that meet MLC 2006 Regulation 3.2Checked against the MLC 2006 food and catering requirements (Regulation 3.2 and Standard A3.2)

1. How to Structure a Vessel Requisition That Prevents Wrong-Part Deliveries

Nothing frustrates an onboard engineering or deck team more than opening a crate after departure and finding that a critical valve, flange gasket or electrical fitting has the wrong bolt-circle diameter, thread pitch or hazardous-area rating. Most supply mismatches happen when a requisition gives only a generic description without the IMPA code, equipment nameplate details or substitution policy.

At Marvel Solutionz, we review requisitions with a seagoing engineering perspective—flagging ambiguous dimensions, verifying whether an alternative specification is acceptable, and confirming price, availability, and delivery terms before you place an order.

  • Group your requisition into separate sheets or sections for Deck, Engine, Electrical/Instrumentation, Safety (LSA/FFA), and Steward/Cabin stores.
  • State the exact Unit of Measure (piece, pair, set of 10, metre, roll, litre, or 25 kg drum) rather than ambiguous terms like '1 box' or '1 pack'.
  • For any item destined for an LNG carrier, dual-fuel gas room, or chemical/oil tanker deck, explicitly mark 'EX-RATED / INTRINSICALLY SAFE REQUIRED' or 'CRYOGENIC / STAINLESS 316L REQUIRED'.
  • Indicate alongside each line item whether an equivalent industrial substitute is acceptable and who (Chief Engineer, Chief Officer, or Technical Superintendent) can approve substitutions before dispatch.

2. Coordinating Berth Access, Port Security & Turnaround Timing

Modern container terminals, LNG terminals, and bulk berths enforce strict ISPS gate security, slot bookings, and simultaneous-operations (SIMOPS) restrictions during cargo transfer or bunkering. Early coordination between the ship chandler, port agent, Master, and terminal security ensures stores are cleared and loaded safely within the working window.

  • Provide the vessel's ETA, ETD, port, terminal/berth name, and local port agent contact details as soon as the port call is fixed, and update us if the schedule shifts.
  • Confirm whether delivery will be by quayside truck using the ship's provision crane or by launch/supply boat at anchorage, including maximum pallet weight for the vessel's crane SWL.
  • Ensure any statutory safety equipment or calibrated gauge includes its paper and PDF certificate in the delivery pouch so the Chief Officer or Chief Engineer can file it in SeaReady immediately.
  • Send your supply list and port call details through our Ship Chandling page (/ship-chandling/) or Contact form (/contact/#enquiry) for a prompt quotation.

3. Cold-Chain Provisions, Religious & Cultural Food Needs & Drinking Water (MLC 2006 Reg. 3.2)

MLC 2006 Regulation 3.2 and Standard A3.2 require food and drinking water of suitable quality, nutritional value and quantity, taking account of the crew’s religious requirements and cultural practices, and the Master (or an officer acting for the Master) must carry out frequent documented inspections of food and water supplies, storerooms and catering spaces (Standard A3.2.7). A reefer truck that arrives warm at the quayside can spoil frozen stock before the voyage begins.

Marvel Solutionz can coordinate provisions alongside engine-room and instrumentation stores, so the delivery documents reach the Master, Chief Engineer and Chief Steward at the gangway. Ports, suppliers and delivery arrangements are confirmed directly for each port call.

  • Check frozen goods on arrival (−18 deg C or colder) and ask for the delivery vehicle’s temperature record.
  • Keep ethylene-producing fruit (such as apples, bananas and tomatoes) apart from ethylene-sensitive leafy greens in the chilled stores, and keep dry stores cool and dry.
  • Where the crew needs halal or other religious or cultural food, ask suppliers for the relevant certificates and file them with the catering records the Master inspects.
  • Test drinking water at the frequency and for the parameters set by your flag State and company procedures (the WHO Guide to Ship Sanitation is a common reference), and keep test kits and results ready for inspection.

Frequently Asked Questions

What information should I include when requesting a ship chandling quotation from Marvel Solutionz?

Include your vessel name, port and berth (if known), expected arrival and sailing dates, the itemised supply list with quantities, units of measure and technical specifications (or IMPA/part numbers), and your contact details. We confirm coverage, availability, pricing and delivery arrangements before you commit.

Can Marvel Solutionz source technical engine-room stores as well as general vessel supplies?

Yes. Because Marvel Solutionz is led by experienced marine and power-plant engineers, we handle both general deck/cabin stores and technical engine-room, electrical and instrumentation requisitions where accurate specification matching matters.

How should crew log newly delivered safety and critical spares for upcoming inspections?

Upon boarding stores, check physical quantities and expiry dates against the delivery note, file type-approval and calibration certificates in the ship's statutory folders, update the PMS critical spares inventory, and log dated photo evidence in SeaReady (seaready.net).

Regulatory & Technical Sources

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