HOW TO PREPARE A CONTRACT FOR QMS CERTIFICATION SERVICE FOR PMSC
General
Application
This procedures rules the commercial process to be followed by the CSOMs or DCSOMs of the CD of the PMSC
CONTRACT
Client’s basic information
Once the CSOM/DCSOM has been contacted for this service, he/she shall create the new company in the Company database and upload it on the Lotus Notes database named “CTD Add Services᾿ and keep it updated after each step (Commercial Actions, Services Offered/Delivered and Attached Documents and Comments, if applicable).
In order to be able to prepare a proposal for a certification of Quality Management System of a Private Maritime Security Company the Recognised Organisation (RO) CSOM/DCSOM shall request to the PMSC to fill in the Application Form (see ANNEX 1) and return to Recognised Organisation (RO).
In addition to the basic data of the company like name, address, contact, etc the PMSC shall inform whether branch offices exist and the distribution of the staff amongst the main and the branch offies.
Quotation
After receiving the basic information the Recognised Organisation (RO) CSOM/DCSOM shall draft one quotation, by using the Form I first part “Quotation for Certification᾿ (see ANNEX 2) and send to Recognised Organisation (RO) Head Office (DNS_CTD) who shall review and validate together with our partner SYD.
To prepare this quotation the following shall be considered:
Summary of Services
:
| INITIAL CERTIFICATION | ||
|---|---|---|
| Certification Process | Observations | |
| MSM Review | Recognised Organisation (RO) and SYD | Mandatory before the intial audit |
| Company’s initial audit | ||
| Audit report | ||
| Branch Offices’ intial audit | All B.Os. to be audited | |
| Audit report | ||
| CERTIFICATION MAINTENANCE | ||
|---|---|---|
| Certification Process | Observations | |
| MSM review | Recognised Organisation (RO) and SYD | if required |
| Company’s annual audit | ||
| Initial Audit Report | ||
| Branch Offices’ annual audit | According with the plan agreed by Recognised Organisation (RO)/SYD and PMSC | |
| Annual Audit Report (s) | ||
Plan for auditing the Main Office and Branch Offices
This will allow to define the prices for the intial audit (s) and each annual audit (s)
Quotation
According with the information above the quotation may be prepared, considering:
| INITIAL CERTIFICATION | ||||
|---|---|---|---|---|
| STAFF (involved in the QMS) | ||||
| < 50 | >49 | |||
| Recognised Organisation (RO) | SYD | Recognised Organisation (RO) | SYD | |
| MSM Review | 1 | 1 | 1 | 1 |
| Initial Audit | 2 | 2 | 2,5 | 2,5 |
| Report | 0,5 | 0,5 | 0,5 | 0,5 |
| Certification db Management | 1,0 | 0,0 | 1,0 | |
| TOTAL (MD) | 8 | 9 | ||
| CERTIFICATION MAINTENANCE | ||||
|---|---|---|---|---|
| STAFF (involved in the QMS) | ||||
| < 50 | >49 | |||
| Recognised Organisation (RO) | SYD | Recognised Organisation (RO) | SYD | |
| MSM Review | N/A (see note 3) | |||
| Annual Audit | 1,5 | 1,5 | 2 | 2 |
| Report | 0,5 | 0,5 | 0,5 | 0,5 |
| Certification db Management | 1,0 | 0,0 | 1,0 | |
| TOTAL (MD) | 5 | 6 | ||
NOTES:
1 - The Manday (MD) minimum value shall be considered as 1,600 € / MD
2 - The above conditions are applicable to Coampny’s main office and branch offices. Special discount can be considered for Branch Offices certification depending in the number and locations of those (to be discussed with Recognised Organisation (RO) HO - CTD)
3 - If a MSM Review is required to be performed before an annual audit (due to important amendments in the system)it shall be invoiced in the same basis as for the intial certification process
4 - Additional audits when required shall be invoiced as per time spent + expenses at cost
5 - Expenses in all situations will be invoiced at cost (air tickets, train tickets, hotels, meals, etc)
IMPORTANT: The above detailed conditions shall NOT be opened to the PMSC who shall receive only the lumpsum values for the services (initial and annual). For this end a specific table was created in the Form I named “QUOTATION᾿.
Acceptance
The quotation (Form I - see ANNEX 2) shall be sent by the CSOM/DCSOM together with the last version of the “Recognised Organisation (RO) Marine General Conditions᾿to the PMSC.
One cover letter shall be added in the Form I to clarify Recognised Organisation (RO)/SYD position related to the ISO Standard suggested by IMO (see model attached).
If the client accepts the quotation he/she shall fill in and sign the dedicated area of the Form I (last page) and also sign each page of the᾿Recognised Organisation (RO) Marine General Conditions᾿ and return both documents to the Recognised Organisation (RO) CD of the CSOM/DCSOM.
The CD shall send it to HO (CTD) for Recognised Organisation (RO) signature (in agreement with SYD) on the last page of the Form I and return one final eletronic copy to the PMSC.
Invoice
For each assessment (initial and annuals) the CSOM/DCSOM shall send the report to HO (CTD) who will address to the Recognised Organisation (RO) / SYD Committee for review.
Once approved, Recognised Organisation (RO) HO will issue the Attestation of Compliance using the System Certificate Editor and the invoice using the SM2 and inform the CSOM/DCSOM to be able to send the report + Attestation + invoice to the PMSC.
The CD will issue an internal invoice to Recognised Organisation (RO) HO (Recognised Organisation (RO) MDs + expenses).
The SYD will issue one invoice to Recognised Organisation (RO) HO (SYD MDs + expenses)