LUNDQVIST REDERIERNAGuide To Vetting Inspections
Foreword It is important to distinguish between “inspection” and “vetting”. Inspections of vessels are carried out by accredited inspectors who make factual observations regarding the condition of a ship, certification and documentation, crew management, management, etc. Vetting is the process by which all the i nformation, including inspection reports, is assessed and a decision made regarding the suitability of a ship. Types of Inspections SIRE Inspection: One of the most significant safety initiatives to be introduced by OCIMF, OCIMF, the SIRE Programme is a unique tanker risk assessment too of vaue to charterers, shi! o!erators, termina o!erators and government bodies concerned "ith shi! safety# $he !rimary ob%ectives of OCIMF are the !romotion of safety and !revention of !oution from tankers and at oi terminas# SIRE Ins!ections are conducted by individua oi com!anies, and the re!orts are then submitted into the common OCIMF SIRE database# SIRE access is avaiabe, at a nomina cost, to OCIMF members, buk oi termina o!erators, !ort authorities, cana authorities, oi, !o"er, industria or oi trader com!anies "hich charter tankers&barges as a norma !art of their business# It is aso avaiabe, avaiabe, free of charge, to 'overnmenta bodies "hich su!ervise safety and&or !oution !revention in res!ect of oi tankers&barges (e#g# !ort state contro authorities, MO)s, etc*# PSC Inspections: Port State Contro (PSC* is the ins!ection of foreign shi!s in nationa !orts to verify that the condition of the shi! and its equi!ment com!y "ith the requirements of internationa reguations and that the shi! is manned and o!erated in com!iance "ith these rues# Many of IMO+s most im!ortant technica conventions contain !rovisions for shi!s to be ins!ected "hen they visit foreign !orts to ensure that they meet IMO I MO requirements# $hese ins!ections ins!ections "ere originay intended intended to be a back u! to fag State im!ementation im!ementation,, but e!erience has sho"n that they can be etremey effective, es!eciay if organi-ed on a regiona basis (hence the grou!ings into regiona Mo)s*# Type Type of of Insp Inspec ecti tion on
Insp Inspec ecti tion on Con Condu duct cted ed by by
Norm Normal al Frequency
Planned by Vettin !epartment
"sual notice i#en
SIRE Ins!ection
Oi Com!anies
Si.monthy
/es (uness in certain circumstances discussed ater*
0 month
$ermina Safety Ins!ection
Individua $erminas & Oi com!any that o!erates the termina Individua Port State
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1one
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Port State Contro Ins!ection
$ow is t%is uide structured& C%ec'list ( ) Panning the Ins!ection C%ec'list * ) Pre!aring for the Ins!ection C%ec'list + ) $he First Im!ressions C%ec'list , ) $he O!ening Meeting C%ec'list - ) $he Ins!ection C%ec'list . ) $he Cose.out Meeting C%ec'list / ) Foo"ing Foo"ing the Ins!ection 0ppendi1 0 ) 2ocumentation 2ocumentation Requirements for each ins!ection 0ppendi1 2 ) 3ist of additiona tests & checks carried out during ins!ection
LUNDQVIST REDERIERNAGuide To Vetting Inspections
C%ec'list ( ) Plannin t%e Inspection Plan your own inspections, be prepared and regulate your own standards. •
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SIRE Ins!ections are !anned at roughy si monthy intervas# $ermina Safety Ins!ection and Port State Contro Ins!ections are not !anned# $o imit the "orkoad on shi!+s staff, no more than one SIRE ins!ection "i take !ace at the same time# 4s far as !racticabe SIRE ins!ections "i not be combined "ith any Statutory Cass or Fag State Ins!ections# 5aving said this, it may in some circumstances occur that a PSC Ins!ection gets combined "ith a SIREIns!ection# If there are S$RO1' reasons for POS$PO1I1' the ins!ection, then the Safety 2e!artment M)S$ be !ro.activey informed in good time# (4n eam!e coud be a serious situation on board "here breakdo"n of equi!ment etc may cause an un"anted resut in customer ins!ections# 4nother eam!e coud be an u!coming dry.docking in "hich case the ins!ection coud be !ost!oned ti after the docking#* $horoughy revie" the 56P7# Ensure that contact detais, certification, survey detais, cargo 8 mooring detais are ke!t u!dated# 9ee! the Safety 2e!artment fuy a"are of the vesse:s schedue coser to the Ins!ection 2ate# If the vesse has muti!e discharge !orts, advise "hich one "oud be most suitabe in order to arrange for the vetting ins!ection#
Circumstances under "hich a one month notice may not be given !rior to a 6etting Ins!ection (ist not ehaustive* 0#
$here are certain oi com!anies "ho need to ins!ect the vesse themseves !rior to acce!ting the vesse on charter&or at their termina# In such cases, the request for ins!ection comes in very cose to the ins!ection date and it is infeibe to the etent that there are geogra!hica restrictions for "here these ins!ections may be carried out#
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LUNDQVIST REDERIERNAGuide To Vetting Inspections
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In case of a ne" buiding vesse, "here immediate a!!rovas are a requirement from charterers# $here are certain termina ins!ections that foo" the SIRE checkist during termina ins!ection# )nfortunatey, "e get itte notice if at a, !rior to such $ermina Ins!ections# Our recommendation is that vesse kee!s an overvie" of such !orts and !re!ares accordingy#
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C%ec'list * ) Preparin for t%e Inspection The onboard inspection can only be successful, if your vessel is prepared for the inspection. $he ins!ector "i generay contact the agency ho"ever it is aso !rudent for the Master to co. ordinate "ith the agents so that ins!ector is a"are of the vesse:s E$4 and ike"ise vesse is a"are of ins!ector:s detais and intentions# 4 officers !artici!ating in the vetting ins!ection to revie" the vetting checkist and sef.ins!ect based on their area of res!onsibiity# $he ins!ection "i take a!!roimatey @ hours (minimum A hours*, athough this shoud be taken as ony a very rough guide# $he !referred sequence of the ins!ection is as foo"sB O!ening meeting Certification and documentation $he bridge and navigation Eterna areas incuding main deck and !um!.room&com!ressor room Cargo o!erations in the cargo contro room Engine room Interna accommodation 2iscuss and agree the findings •
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Pease remember to inform Safety 2e!artment in case ins!ection is com!eted in ess than A hours time# 2esignated senior Officer(s* shoud be a!!ointed to escort the ins!ector & auditor during the ins!ection#
LUNDQVIST REDERIERNAGuide To Vetting Inspections
C%ec'list + ) T%e First Impressions irst Impressions !"#$T %. &nd influence the outcome of rest of the inspection''' •
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$he ins!ector "ho is to carry out the ins!ection "i start to coect im!ressions from even before the time he takes his first ste! onto the gang"ay and "i continue to do so unti he takes the ast ste! off the gang"ay# $he first thing he sees is the 30N3405# 0# 5o" is the gang"ay safety net ;# Is the gang"ay ad%usted to the !ier =# Is the gang"ay raiing intact ># Is there any "ire hanging across the gang"ay ?# Is the raiing dirty & greasy Every human ikes to be ackno"edged for his %ob, !osition and res!onsibiity# It is recommended that the designated senior officer meet the ins!ector&auditor at the gang"ay if !ossibe# Of course, there may be constraints ike other !ort & termina !ersonne on board the vesse at the time "hen ins!ector boards# In such a case, the duty officer must escort the ins!ector & auditor to the Master:s office# It is a good idea to be dressed a!!ro!riatey i#e# "ear a cean boier suit and safety gear# If Master and officers are busy then the ins!ector shoud be made to fee C67F6RT028E and e!ained that somebody can ony tend to him once free# 4 designated room shoud !referaby be offered to the ins!ector&auditor if !ossibe# $he atmos!here during the ins!ection can be s!iced.u!G "ith refreshments offered to the ins!ector&auditor#
SEC"RIT5 9ISPS; ISPS reated checks M)S$ be carried out at the gang"ay# $he notice boards at the gang"ay and "ithin the accommodation give the ins!ector a good feeing of the 0TTIT"!E on board to"ards safety, etc# Ensure !ro!er and current !oicies¬ices&ne"s are !osted# • •
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S0FET5; On arriva, the ins!ector&auditor must be famiiarised "ith the vesse:s emergency !rocedures and signas, e#g# in case of fire# $his information coud be on the 6isitor Card but must be e!ressy stated# Ensure that the ins!ector&auditor has a the safety equi!ment required for the ins!ection# If not, offer him the missing equi!ment# $he Master is requested to inform the 6etting Ins!ector regarding the cargo ha-ards (e#g# quantity of 5;S, toicity or other ha-ards* and any s!ecia measures to be taken during the vesse round# •
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LUNDQVIST REDERIERNAGuide To Vetting Inspections
$he foo"ing items are aso of VIT08 im!ortance in !roviding an overa im!ression of the vesseB 4 vesse & cre" certification in order Safety and !oution notices Evidence of reguar checks as !er Shi!ShoreSafetyCheck 3ist# Scu!!ers in good condition "ith safety, fire fighting and s!i equi!ment in good order# Reevant cargo information avaiabe and understanding of same by officers 1avigationB 2emonstration of com!iance "ith !rocedures# Emergency Equi!ment condition and o!eration# MooringsB In good order and as !er OCIMF recommendations# 4ccommodationB 4 doors cosed, good hose kee!ing# Engine roomB good house kee!ing, !rocedures for critica equi!ment# Eectrica or eectronic equi!ment of non.a!!roved ty!e, "hether mains or battery !o"ered,shoud not be active, s"itched on or used "ithin gas.ha-ardous areas# $his incudes torches,radios, mobie tee!hones, radio !agers, cacuators, com!uters, !hotogra!hic equi!ment and any other !ortabe equi!ment that is eectricay !o"ered but not a!!roved for o!eration in a gas.ha-ardous area# 3ighters are 1O$ ao"ed on board the vesse# Safety matches are !rovided in the designated smoking rooms# 4 visitors & auditors & contractors must be advised of this !rior to boarding the vesse# $his coud be done by !acing a board at the bottom of the gang"ay# • • • • • • • • • • •
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C%ec'list , ) T%e 6penin 7eetin The purpose of the opening meeting is to establish a common understanding of the inspection(audit as a tool for improvement and to create a secure and confident atmosphere. •
$he Ins!ection shoud be !anned and carried out in a manner "hich "i not confict "ith the safe o!eration of the shi!#
Suested 6penin 7eetin aenda: Introduction# Confirm !ur!ose and sco!e of ins!ection# Revie" the sco!e of the ins!ection, the intervie" schedue and agenda# 2iscuss summary of ins!ection !rocedures as stated in SIRE&C2I 6I7# 4gree tentative time for cosing meeting# • • • • •
T%e 7aster s%ould: Make the ins!ector fee "ecome on board# Communicate that vesse management fuy understands !ur!ose of his visit and that coo!eration "i be afforded to him (as f ar as reasonabe#* Introduce onesef and other !artici!ating members in the o!ening meeting (e#g# C&E, C&Off as a!!icabe* Sho" the ins!ector that you understand SIRE 6I7 requirements# 4dvise the ins!ector of the vesse:s !an in !ort and about s!ecific constraints & imitations in carrying out the ins!ection, if any# • •
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LUNDQVIST REDERIERNAGuide To Vetting Inspections
T%e Inspector < 0uditor s%ould: Present onesef 2etermine the !ur!ose of the ins!ection (schedued, unschedued, foo".u!, etc#*# 2etermine the sco!e of the ins!ection# Identify requirements for the ins!ection# Present his !reiminary !an# • • • • •
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)ness authorised by the OCIMF Ins!ecting Member and agreed by the vesse:s o!erator, ins!ections shoud not take !ace at night# Ins!ectors must take into account statutory requirements reating to hours of rest at a times# Pro!er !anning at the O!ening Meeting "i enabe the ins!ection to be carried out efficienty and "ith the minimum of disru!tion to the norma "orking of the shi!#
C%ec'list - ) T%e Inspection )emember the inspector !&$$"T Pass or ail the vessel in an Inspection % The decision !&$ only be made later by the oil company vetting department%''' •
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It shoud be recognised that the overa ob%ective of the ins!ection is to !rovide the user of a SIRE Re!ort "ith a factua record of the vesse:s condition and standard of o!eration at the time of the ins!ection and, in turn, ao" an assessment of the risk t hat use of the vesse might !ose# It is im!ortant that any Observations that the ins!ector intends to record in the 6I7 are !ointed out and discussed Hon site: at the time "ith the master or the officer assigned to accom!any the ins!ector# $his ensures that the nature of the Observations is fuy understood and can aso avoid etended discussion at the end of the ins!ection#
LUNDQVIST REDERIERNAGuide To Vetting Inspections
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If it takes too much time on site to discuss an observation by the ins!ector, eave it for the cosing meeting# $ank entry shoud ony be undertaken if a suitabe safe o!!ortunity eists, it is a!!roved by the Ins!ecting Member and !ort reguations ao"#
4t a times the most stringent safety !rocedures shoud be foo"ed and an entry !ermit shoud be issued by an a!!ro!riate shi!:s officer# $he tests and !recautions contained in IS'O$$ shoud be observed and an entry into an encosed s!ace shoud not be made "ithout the fu kno"edge and consent of the master# $he ins!ector may request that equi!ment be run and tested to confirm that it is in o!erationa order and that officers and cre" are f amiiar "ith its o!eration, but it must be ensured that such requests do not cause deay or interfere "ith the safety and norma o!eration of the vesse#
C%ec'list . ) T%e Close = 6ut 7eetin *now your rights' +ake sure you all agree -et it )ight at This tage )/+/+0/) T1I I T1/ 2&T "PP")T#$IT3 ") T1/ V//2' •
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$he cose.out meeting shoud be carefuy !anned#
LUNDQVIST REDERIERNAGuide To Vetting Inspections
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It is "orth remembering that there is no reason or benefit of going into any un!easant discussions & fights "ith the ins!ector# 4t the same time, it is not "orth acce!ting invaid observations# $here is a deicate baance and this situation must be handed as !er the unique circumstances#
C%ec'list / ) Followin t%e Inspection The inspection process is now complete %. The V/TTI$- process now begins%''' T1/ V//2 I "#T " T1/ PI!T#)/ &$4 I$ !"+/ T1/ &/T3 4/P&)T+/$T' •
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Remember, the Safety 2e!artment "as not !resent on board during the time of ins!ection# 5ence, it is u! to the vesse to define the circumstances under "hich an observation "as given in order to give a com!ete !icture to the vetting de!artment# Su!!orting evidence (records, !hotogra!hs, etc* a"ays he! in constructing the com!ete !icture# $he Root Cause and the Corrective 4ction need to be ceary defined in order to set the risk eve, res!onsibiity and cause of the observation# 1EE23ESS $O S4/, safety de!artment "i be forced to mark observations at a higher risk if a the correct information is not avaiabe# $he O!erator:s Comments usuay need to be submitted "ithin 0> days after the ins!ection# Ideay, by this time most of the issues must be cosed out or be in the !rocess of cosing out# $his gives a very good im!ression to the Charterers "ho are vetting a !articuar vesse# Some observations cannot be immediatey cosed out# It is equay im!ortant for vesse to cose out these observations even if at a atter date#
Oi com!anies can come back for information as od as 0; months# 4cce!tabiity of a vesse for business de!ends on many factors that incude (ist not ehaustive*B Ins!ection Resut aong "ith O!erator:s Comments 4ge of the vesse O"ner & O!erating Rating Cassification Records Previous e!erience "ith the same vesse (or sister vesses or vesses under same o!erator*
LUNDQVIST REDERIERNAGuide To Vetting Inspections
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Previous incident history of the vesse 5u $y!e $MS4 Rating of O!erator Cre" E!erience Matri 'enera 4!!earance 2ry.dock & Fatigue 4naysis and C4P Rating for oder shi!s $ermina Re!orts PSC records
0ppendi1 0 !ocumentation Requirements for Eac% Inspection The following documents need to be checked and prepared before the inspection begins. $o faciitate this ins!ection, "e request the Master to have the foo"ing documentation readiy avaiabe for the ins!ectorB •
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In case of SIRE Ins!ection, OCIMF 6esse Ins!ection 7uestionnaire, Pease ensure a officers on board are famiiar "ith contents of 6I7 ># $he corres!onding 6esse Particuars 7uestionnaire (6P7* is necessary for oi com!anies to evauate the vesse# 4 vaid Cre" 3ist Minimum Safe Manning Certificate Most recent Officers+ Matri from the OCIMF 6esse Ins!ection 7uestionnaire# Summary of officers& engineers &cre" certificates of com!etencies, !roficiencies and 2CE "ith evidence of 4dministration acce!tance Summary of officers& engineers training certificatesJ K$M, 'M2SS, Security, Safety, etc# $he Certificate of Registry $he vesse+s $rading Certificates, (co!ies to be sighted if the originas are ashore* e#g# Safety Equi!ment, 3oadine, Safety Radio, IOPP, Safety Construction, Internationa $onnage, ISM and 2oC, Certificate of Fitness & 1oious 3iquids Certificate etc# Certificate of Civi 3iabiity for Oi Poution 4n 4!!roved SOPEP, and OP4 @L Manua if a!!icabe $he )S4 Certificate of Financia Res!onsibiity, and the ast $6E3 if a!!icabe $he ast Port State Ins!ection Certificate (maintain for ; years* Oi Record Kooks Parts 0 and ;, Cargo Record Kook if a!!icabe $he Cass Certificate, the Enhanced Survey Fie "ith $hickness Measurement Re!ort, Condition 4ssessment, if a!!icabe, and a Cass Status Re!ort, not oder than = months 4!!roved ManuasB Stabiity, 2amage Stabiity, Inert 'as, CO<, O2MEJ 3oadstar. cass endorsement# 3ast Eecutive 5u Summary Re!orts of audits by com!any and by cass re!resentatives . finding and cose out re!ortJ Fie containing 4ccidents, near misses and safety committee minutes "ith evidence of shore management res!onse# SO34S $raining Manua, SO34S Maintenance Manua, 3S4 and FF4 maintenance records
LUNDQVIST REDERIERNAGuide To Vetting Inspections
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Panning Summary and record of dris 8 emergency eercises . dates and frequencies# $he Cargo 'ear RegisterJ Records of the test and thorough eamination of ifting equi!mentJ $he Manager+s O!erating InstructionsJ $he Com!any 2rug and 4coho Poicy and im!ementation documentation (records of unannounced testing*J 'arbage dis!osa record and Management PanJ Cass a!!roved Kaast "ater management !ansJ
Mooring 3og Kook "ith records of the testing of mooring "inch brakes, mooring ro!e & "ire manufacturers certificates, Synthetic tais test certificates, Manda (or $onsberg* shacke certificates bo" sto!!er certificate (one certificate !er !iece*J 5ot
0ppendi1 2 8ist 6f 0dditional Tests < C%ec's Carried 6ut !urin Inspection The following documents need to be checked and prepared before the inspection begins. (;
$he ins!ector may require checking the condition of the baast tanks# 4s this may require tank entry he "i require that the fore!eak and one additiona baast tank are !re!ared for tank entry on arriva at the ins!ection !ort# Pease foo" this demand ony S)KEC$ $O termina requirements and ensuring the safety of a on board# Such !ractice in a busy environment is an unnecessary risk therefore unsatisfactory#
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2uring the ins!ection !rocess the ins!ector might request the foo"ing equi!ment to be tested & o!erated (Pease foo" this demand ony S)KEC$ $O termina requirements and vesse:s safe o!erations*B
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3ifeboat engine Emergency generator Emergency fire !um! Emergency steering Oiy "ater se!arator O2ME
LUNDQVIST REDERIERNAGuide To Vetting Inspections
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Oi mist detector P&6 vaves Engine room & !um!room bige aarm Kreathing a!!aratus Fire fighting system Inert 'as System 4arms Steering 'ear Engine Room ventiation shutdo"ns Fue Oi cut.off vaves
Ke !re!ared to caibrate and&or demonstrate the !ro!er o!eration ofB • • • •
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Combustibe gas detectors or fied gas detection system Oygen anayser $oic gas detector Overboard discharge monitor (O2ME*
Ke !re!ared to demonstrate the !ro!er o!eration ofB • • • •
Cargo !um! Emergency shutdo"n and bearing aarms 5igh eve aarms Overfi aarms 7uick cosing vaves
!isclaimer: $he above information is ony a guidance as to ho" to dea "ith ins!ections to achieve the desired resuts# 1ot."ithstanding any information contained above, the vesse must a"ays be in com!iance "ith rues and reguations#
