A Guide to the Vetting Process 9th Edition 2011 All rights reserved. No part of this publication may be reproduced in any material form (including photocopying or storing it in any medium by electronic means and whether or not transiently or incidentally to some other use of this publication) without the written permission of the copyright owner. Applications for the copyright owner’s written permission to reproduce any part of this publication should be addressed to the publisher. © INTERTANKO 2011 Whilst every effort has been made to ensure that the information contained in this publication is correct, neither the authors nor INTERTANKO can accept any responsibility for any errors or omissions or any consequences resulting there from. No reliance should be placed on the information contained in this publication without independent verification. 2INTERTANKO Guide to the Vetting Process 9th Edition, 2011 CONTENTS Introduction: The Vetting Process5 PORT STATE CONTROL AND REGIONAL MOUs7 Members & Observers of Regional MOUs8 Port State Control Inspections11 Port State Control Inspection in Australia12 Port State Control Inspection in the Caribbean14 Port State Control Inspection in India 15 Port State Control Inspection in the Mediterranean19 Port State Control Inspection in Asia Pacific (Tokyo MOU) 27 Port State Control Inspection in the United Kingdom33 Port State Control Inspection in the USA 52 Generic Appeal Letter for USCG Interventions59 Guide to Masters for USCG Visits60 Indian Ocean Independent Detention Review Panel61 Mediterranean MOU Review Panel/Appeal Procedure 65 The Paris MOU and Detention Appeals & Review Procedures67 Tokyo MOU Detention Review Panel Procedures73 List of PSC Codes for Detention/ Deficiencies75 GUIDE TO VETTING INSPECTIONS76 A Guide to Vetting Inspections (Including Vetting Committee Officer Matrix Guidance note)77 OCIMF92 Ship Inspection Report Programme (SIRE)93 Sire Documents94 Sire Technical Guidance95 Chemical Distribution Institute (CDI)96 VETTING COMPANY REQUIREMENTS99 ADNOC Ship Vetting Policy100 Atlantic Technical Management104 BHP Billiton Petroleum105 BP Shipping’s Third Party Vessel Approval107 CEPSA112 Chevron Shipping Company LLC117 CITGO122 ConocoPhillips126 Emirates National Oil Company Ltd (ENOC)127 ExxonMobil137 Idemitsu Ship Vetting Service144 INEOS146 3INTERTANKO Guide to the Vetting Process 9th Edition, 2011 Koch Shipping Inc149 Kuwait Petroleum Corporation151 LUKOIL154 Marintel159 Motor Oil (Hellas) Corinth Refineries SA161 Neste Oil163 Nustar172 OMV180 OTEKO185 Petrobras – Petroleo Brasileiro SA188 Petronas Maritime Services Sdn Bhd192 P.M.I. Trading Ltd197 Preem AB202 Primorsk Oil Terminal213 Qatar International Petroleum Marketing Company Limited (Tasweeq) Q.J.S.C.217 Repsol219 Rightship245 SARAS247 SGS Nederland BV Marine & Ship Vetting Services249 Shell International Trading & Shipping Company (STASCO)250 Shipvet252 Sunoco Logistics Partners254 Tanker Vetting Service255 Tesoro Vetting Process257 Total SA262 Turkish Petroleum Refineries Corporation (TUPRAS)267 Vela International Marine Ltd271 RELATED VETTING AND PORT STATE CONTROL INFORMATION275 Multiplicity of Acceptability of Ship Inspections276 EQUASIS, INTERTANKO, Q88.COM (Access to CAS information)278 Q88.Com279 CARP288 The Revised Questionnaire 88 (Version 3)290 Newbuilding Vetting 299 Newbuilding Table300 TMSA2304 INTERTANKO Benchmarking Database307 INTERTANKO Model Vetting Clause 2009310 ILO 180 MSC 2006 Guidance Book Hours of Work & Rest311 OCIMF-SIRE Inspection Request Form Requirement, Singapore312 Age, CAP & Officer Matrix Summary316 INTERTANKO Vetting & PSC Vetting Inspection Feedback Systems (VIFF & PSCIFF)344 Terminal Vetting Database349 Tanker Officer Training Standards (TOTS)352 ACKNOWLEDGEMENTS In the compilation of this book INTERTANKO is grateful to the following; All the contributing Oil Companies, The Oil Companies International Marine Forum (OCIMF), The Chemical Distribution Institute (CDI)and those bodies responsible for the Port State Controlinspections. A special thank you to Alan Johnson, (Tsakos Columbia Shipmanagement), Senior Vice-Chairman of the Vetting Committeeand Chairman of the Vetting Publication Working Groupwhich handled this publication and for reading the draft material and providing valuable contributions. The Vetting Committee Chairman Capt Michael Wilson, Capt Howard Snaith, Marine Director INTERTANKO (Secretary to the Vetting Committee) Miss Adele Garnett, Assistant Manager, Marine, INTERTANKOfor her valuable assistance in publishing the book and collating the information. The INTERTANKO Vetting Committee. INTERTANKO Guide to the Vetting Process 9th Edition, 2011 5 INTRODUCTION: THE VETTING PROCESS The INTERTANKO Secretariat receives many enquiries for up-to-date information on the different vetting requirements by oil and chemical companies, insurers, underwriters and other bodies along with information pertaining to the various port state control requirements. The actual physical inspection of the vessel’s condition is but a part of the whole screening and risk management process, which includes not only all statutory requirements from Flag and Class, but also assesses inter aliaadequate insurance cover, safety management, ISM, maintenance record, communications, the standing of the owner, office location, close-out and response to incidents, reports in the media, detention records and PSC deficiencies crew training and experience, quite apart from whether the vessel can be safely accommodated alongside the berth. INTERTANKO’s Vetting Committee, formed in 1991, has contributed to a)assisting Members to understand and respond to the increasing abundance of vetting requirements, both regulatory and commercial and b)enhancing the relationship between tanker owners and the oil and chemical charterers’ vetting departments. c)Cooperating with port state control authorities around the world to ensure focussed efforts on sub-standard shipping and reward systems for good quality tonnage. During consultations with OCIMF and CDI, it has stressed the importance of using a common industry inspection standard and supports both the CDI and SIRE Vessel Inspection Questionnaire (VIQ)and in particular the CDI/SIRE Harmonised Vessel Particulars Questionnaire (HVPQ). The aim of this publication is primarily to assist our Members by collating into one publication the structure of, and information on, many of these evaluation systems, as supplied by the individual charterers, port state authorities and organisations. It also contains additional information produced by INTERTANKO and the Vetting Committee, which we feel will be of help to all those involved in this process. It is hoped that this will assist tanker crews and onshore personnel, as well as providing valuable general information on the work of the vetting process. INTERTANKO published the first edition of this booklet in 1995 to give a brief, but comprehensive description of some vetting systems. However, due to its popularity INTERTANKO provides updates on a biennial basis in an ever expanding and comprehensive format of this ninth edition, increasing the number of vetting contacts as well as Port State Control contacts. The text has been verified as correct by the vetting departments of the various charterers and the Port State Control authorities mentioned within. Members of INTERTANKO are strongly recommended to lodge their HVPQ for their vessels with either SIRE or CDI as appropriate, in e-mail format. I would also encourage the use of INTERTANKO’s Vetting and Port State Control Inspection Feed Back e-systems, (respectively now revised and based upon formal systems regarding codes of conduct, in connection with every inspection made on your ships, as well as the use of INTERTANKO’s Terminal Vetting Database, which continues to receive world-wide support and is a very useful tool, both for enhancing safety 6INTERTANKO Guide to the Vetting Process 9th Edition, 2011 at port terminals and also as an operating tool for the owner. The Vetting Committee continues to be a very proactive committee producing many tools to assist Members along with various benchmarking databases, the details of which are available in this edition. The work of the Vetting Committee on many aspects of ship inspections continues on behalf of its members, with the primary aim of reducing and simplifying inspections. Since the 5th edition of this guide, we have seen the introduction of OCIMF’s TMSA (Tanker Management Safety Assessment) and subsequently TMSA2. INTERTANKO supports this bold initiative that both enhances and promotes quality within the shipping industry. I believe that the TMSA system reflects a level of recognition of the existing high quality standards that currently exist within the tanker sector and indicates an encouraging level of trust in the quality tanker owner. Since INTERTANKO launched its Tanker Officer Training Standards (TOTS) initiative in 2008, TOTS has continued to become accepted as an industry standard, is now referenced in the 7th edition of the CDI ship inspection report and won the 2009 Seatrade award for the “investment in people” category. We would like to stress that this book is for information only, aimed at assisting tanker crews and shore-based personnel to better understand and prepare for different inspections and vetting requirements. It does not attempt to comment on or analyse the different vetting systems, nor is it in any way intended for chartering purposes. INTERTANKO would be grateful for any information readers can give on any changes made since the publication was compiled. I would like to thank the members of the INTERTANKO Vetting Committee, and in particular, Mr Alan Johnson of Tsakos, Chairman of the Vetting Publications Working Group, for the considerable amount of hard work and man hours which went into the preparation of this publication. Captain Michael Wilson Chairman, Vetting Committee