Annex B — Documentation Requirements

1. This Annex B defines minimum requirements for technical, commercial and regulatory documentation for deliveries and services to DubbeDynamics. It applies insofar as it is incorporated into the order, contract, specification or AEB.

2. Documentation is part of the performance owed. A delivery or service is not deemed completely rendered without the required documentation, insofar as the documentation is required for testing, acceptance, operation, transfer, integration, CE conformity, maintenance or evidence.

3. Project- or customer-specific documentation matrices, document lists, data-sheet requirements, templates or release processes take precedence over this Annex insofar as they expressly deviate.

1. The Contractor must provide all documents completely, correctly, consistently, clearly attributable, legibly, in auditable form and in the current revision. Documents must contain the order number, item number, project reference, document number, revision status, date and author or responsible body, insofar as appropriate.

2. Documents must be created such that DubbeDynamics and its customers, operators, inspection organisations, authorities, insurers or other project participants can safely test, install, operate, maintain, repair, modify, document and verify the delivery.

3. Incorrect, incomplete, late, non-auditable or non-attributable documentation constitutes a defect and may prevent acceptance, payment and further use of the delivery.

1. Insofar as relevant to the delivery, the minimum documentation includes in particular data sheets, technical descriptions, dimensional drawings, assembly and installation instructions, operating and maintenance instructions, spare-parts lists, test reports, material evidence, declarations of conformity, safety data sheets and manufacturer information.

2. For spare parts, the manufacturer, type, serial number, article number, variant status, compatibility, special storage conditions and recommended replacement intervals must be stated, insofar as this information is required for safe use.

3. For safety-relevant or traceability-required parts, batch, serial or test numbers must be clearly linked to documents and marking.

1. For machines, apparatus, assemblies, electrical equipment, pressure equipment, control systems, safety-relevant components or CE-relevant deliveries, all required conformity, installation, test, risk and safety documents must additionally be provided.

2. These may include in particular EU declarations of conformity, declarations of incorporation, risk assessments, operating instructions, wiring diagrams, pneumatic and hydraulic diagrams, P&IDs, parts lists, spare-parts lists, test reports, pressure-test reports, material certificates, welding documentation, calculations and CE marking evidence.

3. The Contractor must ensure that the documentation matches the delivered design in content. Deviations between the delivered design and the documentation must be corrected without undue delay.

1. Documents must, unless otherwise agreed, be provided in German or English. For international projects, DubbeDynamics may require additional language versions, where agreed.

2. Standard formats are PDF for readable documents, XLSX for lists and tables, DWG/DXF or PDF for drawings, STEP or comparable neutral CAD formats for 3D data, and native CAD files only where expressly agreed.

3. All documents must be subject to traceable revision control. Changes must be marked; outdated, superseded or invalid documents may not be provided as current documentation.

4. Data must be provided via the transmission channels named by DubbeDynamics. The transmission may not contain impermissible protection mechanisms, passwords or usage restrictions that prevent contractual use.

1. The review or release of documents by DubbeDynamics means only that they may be used for the respective project status. It does not release the Contractor from responsibility, warranty or liability for correctness, completeness and suitability.

2. DubbeDynamics may use, reproduce and translate documentation within the scope of the purpose of the contract, pass it on to customers, operators, authorities, inspection organisations, insurers, consultants or project participants, and integrate it into overall documentation.

3. The Contractor warrants that the contractual use of the documentation by DubbeDynamics does not infringe any third-party rights.

1. Documentation must be submitted on the dates specified in the contract, the order or the document plan. In the absence of such a provision, the documentation must be provided completely at the latest upon delivery or — for services subject to acceptance — at the latest upon acceptance.

2. DubbeDynamics is entitled to withhold payments, refuse acceptances, not release deliveries, or arrange replacement procurement or subsequent documentation at the Contractor's cost if required documentation is missing or defective.

3. The Contractor bears all additional costs, delays and damages arising from missing, late or incorrect documentation.

Operating/assembly instructions: for deliveries if relevant, required for machines/apparatus. Language DE/EN per project.

Spare-parts list: for deliveries if relevant, required for machines/apparatus. Incl. manufacturer/type.

Material certificates: for quality-relevant parts; frequently required for machines/apparatus. EN 10204 3.1 if agreed.

CE/incorporation/conformity declaration: if applicable; required for machines/apparatus where CE-relevant. Check legal framework per project.

Test reports: for deliveries if agreed, required for machines/apparatus in case of FAT/SAT/testing. Define criteria in advance.