The instructions of the "Registering employees" describe how access to the premises of NEPTUN WERFT GmbH & Co. KG is guaranteed. Here you will find all relevant information from the receipt of the short-term pass or permanent pass to the return.

The "All information about accessing the shipyard" describes the steps to be taken when applying and how to handle the shipyard pass. If detailed information, including data entry within the form, is required, we would ask you to select the instructions for a short-term or permanent ID card directly.

More information are in the area access to the shipyard.

As a general rule, photography and filming with smartphones, cameras, etc. is prohibited throughout the shipyard and especially on our newbuildings. The same applies to the distribution of corresponding photos taken at the shipyard and on ships under construction.

Exceptions to the taking of photos/videos must be applied for by the respective supervisor of the MEYER Group and confirmed by MEYER PORT4.

The basic requirement for applying for a photography permit is possession of a shipyard ID card.

The photography permit can only be issued as a ticket by a corresponding manager or site manager of the MEYER Group via the shipyard's service portal. All photography permits issued before June 2024 lose their validity. The digital photography permit can be applied for a maximum of two years.

Please ensure that the form is completed in full, including confirmation of the data protection guidelines. Only correctly completed forms can be accepted and authorised.

By applying digitally via the MEYServicePortal, it will no longer be necessary in future to carry a printed photo permit.

Employees with a paper card can only obtain a day permit with an exemption authorisation using a corresponding form (download here). The completed form must be sent to security@meyer-port4.de.

As part of the MEYER Group's data protection measures, the photographs must be protected against unauthorised or unlawful processing by third parties and may only be passed on to those persons who are entrusted with the performance of the relevant services.

The photos may only be used for operational purposes. Any further publication is not permitted.
The MEYER Group has the right to have the photos deleted at any time, provided there is no statutory retention period to the contrary.

Smoking, alcohol and drug consumption is generally prohibited on the entire shipyard premises (including in vehicles). Individual sub-areas may be exempted from the general smoking ban; these areas are marked accordingly. It is prohibited to bring alcoholic beverages, drugs and other addictive substances to the site or to consume them there. It is prohibited to enter the yard in an intoxicated state. Exceptions require the prior written approval of the management.

All imports must be indicated by appropriate accompanying documents, e.g. delivery bill for goods, material/machine/tool list for machines, tools and other work equipment. The plant security is authorized to carry out appropriate checks. In the case of import of private property, prior notification to the plant security is required. Provided that a form, such as "Material-, Machine-, Tool-, Vehicle Inventory List" has been filled in at the time of import, the export of the declared items is still possible upon presentation of the form.

The export of material requires the written approval of an authorized person of the respective department of NEPTUN WERFT or of the outside company or shipyard supplier. Should there be any discrepancies between the information in the export application and the actual items to be exported, NEPTUN WERFT will consider this as attempted theft and will sanction this accordingly.

Special transports such as heavy transports, bulky goods and equipment must be coordinated with the responsible departments in good time.

For each new construction project, a person responsible for safety-order-cleanliness is to be appointed by the partner company. The name and telephone number of this person will be publicly posted on the “clock control boards” for each area.

Ship & yard

• Escape and rescue routes are clear, restricted areas are observed
• Tripping hazards are eliminated
• Fall protection devices are installed by the yard in accordance with the regulations
• Employees wear their appropriate personal protection equipment
• During welding work, the employees use the extraction equipment
• All areas of the shipyard and ships under construction are tidy and clearly structured

Ship

• The materials brought on board should be kept to a minimum and should generally only cover the daily requirements
• Fire doors can be closed – and are closed
• Only minimal fireloads are present on board, unavoidable fire loads are covered with fire protection cloth
• Waste is taken off board at breaks and at the end of the shift by the originating trades/partners

In case of non-compliance, the respective areas will be cleaned and materials as well as fire loads will have to be removed/covered at the expense of the partner company causing the fire. For this purpose, a one-time prior warning of the shipyard and the exceeding of the set deadline for the production of a safe and tidy condition (usually 24 hours) is sufficient. The warning shall be in written form.

Employees of suppliers may use the canteen of NEPTUN WERFT, the use of all social rooms requires the express consent of the client. A daily flat rate per person will be charged for this. Registration for social rooms and lockers shall be made minimum 24 hours before start of work with the NEPTUN LOGISTICS (registrations for Mondays shall be made latest Fridays 12.00). The administration can be reached at the following e-mail address: Anfrage-Rahmenbedingungen@neptungwerft.de.

The supplier must provide the necessary and suitable personal protective equipment for its workers. In addition, the work clothing must meet the requirements according to the supplier's own hazard analysis of the workplace and must be provided in sufficient quantity for the contractually advertised activity.

Contaminated clothing must be changed immediately and sent for appropriate cleaning or professional disposal.

Helmets and protective eyewear are mandatory in/on all production areas/objects, as well as the use of safety shoes and appropriate protective clothing.

If you have any questions, please contact the NEPTUN WERFT safety department.

Welding requirements

The work on cruise ships is complex and, in the special process of welding, dependent on many sets of rules, with regard to the components.

The supplier undertakes to check which welding requirements apply to the respective order before the start of the order and also to have all the necessary qualifications and experience in dealing with welding components and structures and to carry out the welding work professionally

General welding inspection and approval

The supplier agrees to report to the NEPTUN WERFT welding supervisor to clarify the welding requirements.

The welding supervisor of the client checks the prerequisite of the supplier and issues a release for the respective welding activities to be performed based on management systems, such as DIN EN ISO 3834, or manufacturer qualification, such as DIN EN 1090, Welding Workshop Approval of the classification society.

After approval, each employee of the supplier, who performs welding activities on the premises, receives a permit card, which is issued according to his welding qualification.

The permit card must be applied for from the NEPTUN WERFT welding supervisor prior to the start of the welding activities and must be permanently carried by the employee and presented upon request. Furthermore, the card retains its validity across orders.

Should the supplier subcontract the commissioned service or parts thereof in whole or in part to a third party, all welding requirements shall also apply to this third party. Further subcontracting by the sub-supplier to another sub-supplier (sub-subcontracting) is prohibited.

Pre-welding process

Supplier employees who perform welding activities on certain components at the shipyard must pass an additional manual skills test at the shipyard. The sample size of the manual skills tests is selected by the client's welding supervisor based on existing qualifications.

The testing of manual skills by means of work samples, the so-called pre-welding, is carried out on the premises of NEPTUN WERFT.

These work samples are then assessed by the NEPTUN WERFT welding supervisors. In case of failure, they may be repeated twice. If an employee fails the test three times, consultation between the welding supervisor of the contractor and the supplier is required.

Audit

The NEPTUN WERFT welding supervisor reserves the right to conduct a basic and detailed examination of the supplier in the form of an audit, prior to awarding the contract. The results and identified deviations will be recorded in the form of an audit report and communicated accordingly.

A period of time in which the deviations are to be remedied will also be indicated.

Suppliers may only employ sufficiently qualified personnel in compliance with relevant legal and other regulations. In particular, suppliers shall comply with the legal provisions against illegal employment when fulfilling their contractual obligations. Young people who have not yet reached the age of 18 may only enter the shipyard for the purpose of apprenticeship, all other cases only with the prior approval of the management.

At the request of the client, appropriate qualification certificates for the personnel deployed must be submitted. Safety officers, first aiders and employees who have been instructed in the handling of hand-held fire extinguishers must be on site in sufficient numbers.

Basically, the personnel responsibility of his/her employees remains with the supplier!

Depending on the hazard potential of the services to be rendered, different safety, health and environmental protection (SHE)-certificates must be provided. The determination of the required certificates, related to the trades to be performed, can be requested from NEPTUN WERFT and will be determined during the tendering process. Any sub-suppliers used must also be able to provide evidence of the certificates required for their trade. The respective rules and guidelines of NEPTUN WERFT are also mandatory for sub-suppliers to the full extent. The supplier is obligated to instruct his sub-suppliers in writing regarding compliance prior to use. Sub-suppliers are not contractual partners of the client!

The client reserves the right to object to the use of the sub-supplier at any time if there are objective reasons and in order to protect legitimate interests.

Claims that you wish to file against NEPTUN WERFT (incoming claims) must be reported within three working days. It is mandatory that you use the claim notification form for this purpose. Send the fully completed claim notification form by e-mail to the technical responsible person AND to ClaimManagement@NeptunWerft.de.

Please note that failure to comply with these formal and deadline requirements will generally result in the claim being rejected.

A planned delivery by suppliers of e.g. materials shall be made informally in advance to the NEPTUN WERFT receiving department. All deliveries must be notified at least 48 hours in advance at the e-mail address zentrallager@neptunwerft.de. In order to be prepared for special circumstances, e.g. to register a necessary crane for unloading and to receive the actual unloading address in advance, please use the notification form. For this purpose, an e-mail with all the necessary information for delivery should also be sent to the above e-mail address.

For customs goods, an e-mail with all necessary delivery information must be sent to the following e-mail address: nico.golz@neptunwerft.de

At NEPTUN WERFT we accept goods from Monday to Thursday between 06:15 and 13:30. On Friday the delivery closes at 11.45. Other times apply on holidays, weekends and during company vacations. If you want to deliver outside the regular opening hours, you can contact the following e-mail address to discuss further details: zentrallager@neptunwerft.de.

Modern shipbuilding is all about teamwork, which means our success also depends on our suppliers. We like to get to know our partners beforehand to make sure our cooperation can get off to a flying start. That’s why our Supplier Management department will ask you to firstly provide general information about your company. You will also have to attach the relevant certificates and documents for your line of work. If everything is approved, you will then have to go through a qualification test process with all your future contacts at NEPTUN WERFT. This initial exchange of information can be quite time-consuming, but our partners are generally rewarded with long-term cooperation perspectives.

We request that you send us your invoices by email.

Please note the following points when issuing invoices:

• Each document used to bill for a delivery or other service must meet the requirements of §14 UStG (German VAT Act)
• The specified delivery/service date or service period must be given as a calendar day (not calendar weeks)
• If the service date is after the handover of a delivered seagoing vessel to the shipping company, the calculation must be made by stating the seagoing vessel paragraph (tax-free in accordance with § 4 No. 2 in conjunction with § 8 Para. 1 UStG).
• It is imperative that the correct order number is given.
• Please only charge as ordered (quantity and price must match the order).
• Please always state our order items and designations.
• Please attach the work or performance records that we have confirmed to the invoice. It is essential that the documents are combined into a single PDF file.
• No advance payments may be made unless this was agreed in the order.
• Completed deliveries must be invoiced at 100%, including partial payment steps with retention, e.g. payment after delivery or guarantee retention.
• For deliveries, a delivery note number must be indicated on the delivery note and on the invoice.
• A final invoice must be issued when all services have been provided 100%. 12. Please always state the current total order value on final invoices.
• Please note down payments already made on the final invoices (see example below).
• Please settle negative order items in a separate credit note.
• When sending the invoices, please make sure to use the correct email address for incoming invoices of the respective recipient. The background to this is that these are legally independent companies.
• Always send us your invoices in PDF or X-Rechnung format. The corresponding attachments must result in a common PDF or X-Rechnung file with the invoice.
• Your email to our incoming invoice email address can only be accepted if it does not include a distribution list to multiple recipients.

Please understand that we have to immediately return to you for our discharge any invoices that do not meet the above requirements.

Please send only invoices and credit notes to our invoice receipt email address, which has been communicated to you. Other correspondence will not be processed there and will be deleted.

Please send your reminders to our general email address paymentreminder@meyerwerft.de.