Reducing the Port State Detention Factor

Pre-Port Arrival Quick Reference Guide

October 2012

Pre-Port Arrival Quick Reference Guide

his quick reference guide is based on data gathered from ABS vessels that have been involved in Port State interventions or detentions.

The guide should be used by the vessels crew prior to arrival into port. The categories and items identified in this guide are items that have been identified as top Port State detention items on board ABS classed vessels. This guide should be used in conjunction with the normal pre-port arrival and departure checks required by international regulations and in conjunction with onboard routine maintenance programs. If any of the items identified in this guide are not in good working condition, the crew should take appropriate steps to remedy the situation prior to arrival into port. The guide is organized accord-ing to major categories as well as items identified by Port State Control (PSC) as areas of concern. For each major category the top items have been identified for your easy reference.
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Top 10 Major Categories of PSC Detentions

ISM-related Deficiencies 4% Load Lines 6% Radio 4% Fire Safety Measures 16%

Ships Certificates and Documents 8%

Propulsion and Auxiliary Machinery 15%

Lifesaving Appliances 13%

MARPOL Annex I 8%

Safety of Navigation 13% Stability, Structure and Related Equipment 13%

Top Port State Control Detention Issues & Items On Board ABS Classed Vessels
Tokyo & Paris MOU Codes 07 13 11 10 02 141 011 03 15 05 Tokyo & Paris MOU Codes 13101 13107 11101 13102 10116 01315 14104 10109 07119 02105 IMO Code 0700 1400 0600 1500 0900 1700 0100 1200 2500 1600 IMO Code 1410 1499 0610 1430 1570 1710 1730 1550 0799 0936 Top PSC Categories Fire Safety Measures Propulsion and Auxiliary Machinery Lifesaving Appliances Safety of Navigation Stability, Structure and Related Equipment MARPOL Annex I Ships Certificates and Documents Load Lines ISM-related Deficiencies Radio Communications Top PSC Items Propulsion Main Engine Other (Machinery) Lifeboats Auxiliary Engine Nautical Publications Oil Record Book Oil Filtering Equipment Lights, Shapes and Sound Signals Other (Fire Safety) Steering Gear

Masters Office Certificates & Documentation

Port State Control officers typically begin inspections in the Masters office to confirm that the vessel and crew have all of the appropriate certificates and documents in accordance with applicable international and local requirements. The following items should be verified as a minimum prior to the vessel entering port: Certificates Vessel certificates and documents are on board and properly endorsed. The vessels Master should review the information to confirm that the agent has returned the original certificates. Servicing certificates for fire fighting and lifesaving equipment should be up-to-date and available. STCW The vessels crew members are adequately trained and have the appropriate training certification. Many flag Administrations may require certificates to be issued by the vessels flag State.

 ISM & ISPS Codes The vessels Master has a firm knowledge of the vessels Safety Management System as well as the International Ship and Port Facility Security (ISPS) Code. Proper onboard maintenance and drills are carried out and documented in the vessels log book as required by the ISM and ISPS Codes. Manuals The appropriate manuals and booklets are on board and up-to-date as applicable including training manuals, Trim and stability booklet, loading manual, cargo securing manual, survey planning document (including enhanced survey report files), shipboard oil pollution emergency plan (SOPEP), grain loading manual, damage control plan, loading instrument book, coating technical file, emergency towing procedure, oil record book and applicable maintenance manuals.

Safety of Navigation Bridge

Nautical Publications The latest publications are on board for ready reference such as IMO publications and flag Administration regulations. Charts Charts, including tide tables, are up-to-date. The Notice to Mariners is properly logged. Electronic charts should display the information systems. Lights, Shapes and Sound Signals The list of lights, international code of signals and illustrated table of lifesaving signals is legible and the signaling lamp is in good working condition. Magnetic Compass The magnetic compass is adjusted for proper working condition and the deviation card is calibrated. GMDSS, EPIRB & AIS Radio equipment is in good working order and tested by an approved radio technician. EPIRB is in proper working condition, programmed correctly and the battery expiration date is displayed within the window. The vessels automatic identification system (AIS) is properly programmed and operational. VDR annual performance test certificate is on board. Radar Transponder The radar transponder is located in the proper location, operationally tested and the expiration date of batteries is confirmed.
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Fire Safety Measures

Main & Emergency Fire Pumps The main and emergency fire pumps are to be in proper working condition gauges operational, priming pump functioning, remote starting is operational (if applicable) and pumps are capable of taking sea suction and maintaining the proper line pressure. Operating instructions are posted in plain view. Fire Dampers & Doors The fire dampers are in good working condition and recently examined internally and externally. Damper flaps are structurally sound with no edge wastage. The external ventilation trunk is marked to show damper flap position OPEN or CLOSE. The location of fire dampers can be found on the fire control plan.

 Firefighting Equipment The fire, smoke and heat detectors have been tested for proper operation. Fire stations have the appropriate equipment secured properly. Fire hoses are not leaking and have been checked for dry rot and usability. Fire main is in good condition and does not have patches or holes. Isolation and relief valves are working properly. Portable and fixed firefighting systems have been serviced as required and extinguishers are properly marked with date of servicing. Servicing documentation is with the vessels Master. Fire Control Plans Fire control plans are up-to-date with appropriate IMO markings. Emergency control stations are clean and equipped with applicable safety equipment. Remote and quick closing devices are in good operating order.

Lifesaving Appliances
Lifeboats The lifeboat structure (hull integrity, seats/thwarts, flooring, releasing hook connections to the boat, releasing gear, tiller/ gudgeons) has been checked for proper maintenance with no wastage or rot. The engine is in good working condition and has been operationally tested. The lifeboat equipment has been checked for proper quantity, expiration date and condition. Lifeboats have been recently lowered and released from hooks to confirm release mechanisms. Lifeboat & Liferaft Davits Davits are in good working condition and have been operationally tested. Davits should be checked for wastage, proper hoisting/lowering and braking function. Sheaves and loose gear are not worn. Wires have been serviced and changed out as necessary. Limit switches and winches have been tested. Launching instructions are clearly posted.

 Emergency Power The emergency generator has been operationally tested and is capable of coming online automatically within 45 seconds. Emergency lighting is operationally tested. A transitional source of power (as applicable) and emergency power batteries have been checked for proper operation. Liferafts Liferafts have been serviced by an approved servicing company. Proper servicing certificates are on board for reference by the Port State Control officer. Liferafts are properly secured. Launching arrangements are in good condition (as applicable) with no obstructions for float-free operation. Lifesaving Equipment The following equipment has been properly serviced and labeled as applicable: lifejackets with lights and whistles the correct number and location are clearly shown on the safety plan; lifebuoys the correct number is identified by type with line, light or smoke as applicable; the correct number and type and all pyrotechnics have been checked for expiration date.

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Deck & Accommodation Requirements

Decks Excessive corrosion, cracking, buckling if found should be reported to the local ABS office as soon as possible. Its for your safety. Hatch Covers & Weathertight Closing Appliances Hatch covers and weathertight closing appliances are in proper working condition and have been checked for missing or damaged gaskets, cleats, wedges and securing devices. Weathertight doors and hatches are tight and properly fitted. Air Pipes & Ventilators Air pipes and closure devices are checked for wastage. Closure devices have been opened and the flame screen checked. Air pipes have been hammer tested to confirm soundness of piping and attachment to the deck. Accommodations The condition of the crews accommodations quarters, heads, bathing facilities and galley are clean and operating properly. For instance, the galley should be clean, functional and free of insects and rodents. The range hoods should be clean, free of excessive grease and the fire extinguishing system functional.
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Machinery Spaces
Cleanliness Excess oil leaks from engines, bilges, containment areas and FO/LO processing areas have been cleaned. Tools and equipment are stored properly and emergency exits are clear. Repair damaged lighting and/or replace burned bulbs. Fire hydrants and hose stations are clean and in good working order. Main Propulsion Engine Components in the main propulsion engine are working correctly. The emergency control station and engine side station are operating correctly. Validate that emergency procedures can be carried out as applicable. MARPOL Annex VI technical file, EIAPP certificate and record book of engine parameters should be filled out by the Chief Engineer. Auxiliary Engines & Equipment Generators and attachments have been tested to see that gauges, emergency shut downs, automatic changeovers and quick closing valves are operating properly. MARPOL Annex VI technical file, EIAPP certificate and record book of engine parameters are filled out by the Chief Engineer.
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 Oily Water Separator Equipment Check to see that oily water separator equipment and 15ppm alarm have been operationally tested including automatic stopping devices, alarms, piping systems and gauges, and found properly functioning. Confirm that no unauthorized piping or electrical modifications have been made. Verify that the Oil Record Book has been filled out correctly and signed by the Chief Engineer, as per MARPOL Annex I. High Pressure Fuel Lines High pressure fuel lines are jacketed and spray shields in place as required. Steering Gear The main and emergency steering gear has been tested and is functioning properly.
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ISM & General Onboard Maintenance

Port State detentions can be reduced by using this guide along with a structured onboard maintenance program. ABS has produced the Onboard Routine Maintenance Check Sheet to assist owners. A free copy is available for download from the ABS website at www.eagle.org. Navigate to Resources, Regulatory Information, Port State Information, Port State Control, Routine Maintenance Checklist. ISM Code Documentation covering company policies and procedures are in place. The crew is aware of the identity of the designated persons. The crew is also familiar with emergency procedures and drills. The ship has a record containing contact information for the company. A maintenance program is in place and records are available for the PSC officer to review. The continuous synopsis record is available. ISPS Code The approved Ship Security Plan is on board and procedures are in place to enforce the plan. The Ship Security Officer is familiar with the procedures and training; drills for the crew are carried out as applicable. Identities of visitors are confirmed and access on the vessel is controlled while they are on board.

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If Your Ship is Detained

Owners and the representatives are to notify ABS on all occasions when a vessel is being detained by a Port State Authority or flag Administration. If an Owner does not notify ABS of a detention, then ABS reserves the right to suspend or cancel classification of the vessel or invalidate the applicable Statutory Certificates. ABS can help assist the Owner and Master with clearing the vessel from Port State detention. An ABS office directory can be found at www.eagle.org.

Americas Division Houston, TX USA Tel: 1-281-877-6000 Fax: 1-281-877-6001 Email: [email protected] Europe Division London, UK Tel: 44-20-7294-3255 Fax: 44-20-7375-3236 Email: [email protected]
TX 10/12 6000 12219

Greater China Division Shanghai, China Tel: 86-21-2327-0888 Fax: 86-21-6322-9649 Email: [email protected] Pacific Division Singapore Tel: 65-6576-8700 Fax: 65-2676-8711 Email: [email protected]

www.eagle.org

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