6 Proven Ways to Slash Chandlery Costs by 5–20%

Business outcome

Standardizing high-volume SKUs with IMPA codes and approved alternates removes ambiguity, cuts mis-picks, and lets vendors compete on like-for-like items. Expect tighter unit pricing and fewer costly re-deliveries.

• 5–12% savings on standardized lines through volume leverage and fewer substitutions.
• Cleaner acceptance at the gangway with exact specs and packaging notes.

How to implement

• Identify your top 200–400 repeat SKUs by spend and frequency.
• Assign IMPA codes and define good / better / best brand options.
• Add pack size, unit of measure, and acceptance photos to each line.
• Make substitutions “by approval only” with pre-listed alternates.
• Publish the spec pack to vendors and require IMPA-coded RFQs and invoices.

Controls that protect savings

• No off-spec substitutions without written approval.
• Certificates of Conformity and delivery photos for safety-critical items.
• Price brackets by brand tier to stop silent up-speccing.

Savings estimator

Estimate annual savings from standardizing your core stores.

Illustrative only. Calibrate with your top SKUs and recent RFQs.

Why it saves

Susa aggregates member demand and pre-negotiates regional chandlery discounts. Pricing stays direct with vendors; your member rate is applied on confirmation. Typical outcomes: 5–20% depending on port, vendor, and basket.
Join Susa to access current rates.

• Members stack pre-negotiated, member-only discounts on top of direct vendor quotes, saving twice (no commissions + discount).
• 120+ ROI and cost-savings tools and 50+ pre-negotiated discounts from leading maritime vendors, growing weekly.
• Members can request custom tools and discounts tailored to routes, vendors, and needs, focused on measurable savings.

Annual savings calculator

Enter yearly chandlery spend to see potential savings at common member rates.

Illustrative only. Actual discounts vary by vendor, port, basket, and timing.

Why it saves

Most ports apply overtime or weekend surcharges when deliveries miss working hours. Fragmented drops also trigger extra launch or truck fees. Lock an early cut-off and enforce a single delivery window to avoid penalties and reduce last-mile trips.

• One drop means one set of pier access and launch costs instead of multiple runs.
• Early orders align to vendor working hours which avoids after-hours and weekend adders.
• Consolidation reduces mis-picks and handover delays at the gangway.

How to implement

• Publish port-specific order cut-offs and a single delivery window in RFQs and confirmations.
• Bundle stores across departments and avoid last-minute add-ons unless safety critical.
• Agree handling rules for refrigerated or hazardous lines so they ship in the same window.
• Set vessel handover times aligned to local working hours and tide windows.

Owner safeguards

• All-in delivered pricing unless written pre-approval for after-hours or weekend surcharges.
• Extra launch run only with dated approval and a quoted fee per run.
• Single-window default with a defined exception process for critical spares.

Penalty and last-mile savings calculator

Estimate savings per order and per year when you order early and enforce one delivery window.

Illustrative. Replace with your port fee schedule and actual launch rates.

What it delivers

Digital RFQs create clean, comparable quotes and faster cycle times. Suppliers see the same spec, you compare like for like, and you capture price history for the next round. Typical outcomes are 5–10 percent on price improvement plus admin time saved.

• Structured spec forms stop mismatches and reduce substitutions.
• Automatic vendor invites and reminders widen competition without extra emails.
• Audit trail and price history strengthen future negotiations.

How to implement

• Build templates for your top store categories with IMPA codes, pack sizes, and acceptance photos.
• Pre-load a vendor pool per region and set minimum invite counts for competitive coverage.
• Route approvals by value thresholds and risk categories for quick sign-off.

Controls that protect savings

• Side-by-side price comparison view with unit, pack, and delivery terms shown on one screen.
• Mandatory quote validity window and delivery window to reduce last-minute fees.
• No off-spec substitutions without written approval and photo proof.

Procurement savings calculator

Estimate annual savings from price improvement and time saved after digitizing RFQs.

Illustrative only. Adjust to your vendor pool and approval rules.

What it delivers

A vendor manages a small, locked stock at one or two ports you call often. You pay on withdrawal or on cycle count. Ships get fast access to routine consumables while avoiding emergency launches and after-hours premiums.

• Fewer stockouts for fast movers such as filters, tapes, PPE, lamps, cleaning agents.
• Lower last-minute costs by swapping emergency calls for same-day locker pickup.
• Cleaner usage data to set reorder points and trim onboard inventory.

How to implement

• Pick one home port and one secondary port with steady call frequency and vendor coverage.
• Define the locker catalog and min/max levels for 50–150 fast-moving SKUs.
• Set cycle counts and replenishment rules with barcode or QR tracking.

Owner safeguards

• Consignment billing only on withdrawal or monthly reconciliation with usage logs.
• Pre-approved alternates and no off-spec substitutions without written sign-off.
• Fixed delivery fee schedule for locker replenishment and urgent top-ups.

VMI savings calculator

Estimate yearly savings from fewer emergency deliveries and lower onboard inventory.

Illustrative. Set values from your port delivery logs and inventory reports.

What it delivers

A clear acceptance gate for life-saving and safety-critical stores. Vendors provide Certificates of Conformity and photo proof before handover. You prevent counterfeits, reduce re-deliveries, and protect warranties and insurance positions.

• Stops off-spec ropes, harnesses, extinguishers, medicals, and EEBDs at the gangway.
• Creates a photo ledger of labels, expiry dates, seals, and packing condition.
• Shortens resolution time when defects appear after sailing.

How to implement

• Tag safety-critical SKUs: LSA and FFE, medicals, mooring lines, fall arrest, gas detection, ladders, immersion suits.
• Require CoC per line with maker, model, batch or serial, standard met, and production date. Add expiry and storage notes where relevant.
• Ask for pre-delivery photos: box labels, tamper seals, CE/USCG marks, cable ties, and conformity plates.

Owner safeguards

• No payment release on safety-critical lines without CoC and dated photo proof.
• Reject rights at gangway for damaged packaging, missing seals, or mismatched batch numbers.
• Substitutions only from the approved alternates list with written sign-off.

Gangway acceptance checklist

Redelivery and risk savings estimator

Estimate avoided costs from re-deliveries and reduced defect risk.

Illustrative. Update with your port fees and historical defect rates.

Sample rider language

• Supplier shall provide a Certificate of Conformity per line item, identifying maker, model, batch or serial, and the standard satisfied.
• Delivery is subject to pre-delivery photos of labels, seals, and packaging condition. Absence of documentation permits rejection at gangway without cost to Buyer.
• Substitutions require prior written approval and must appear on the approved alternates list.

This sample is informational only. Adapt to your procurement policy and legal advice.