OCCASIONAL AND MISCELLANEOUS SURVEYS (Class & Statutory)
general provisions
General provisions
this procedure deals with occasional surveys carried out within or without the scope of current Classification and Statutory Certification. All occasional surveys must be requested in writing against M&O General Conditions.
When they are clearly defined in Rules and Regulations, these surveys shall be carried out to the current instructions of available TNSs and present sections 2, 3, 4, 5, 7, 8 and 9.
When they are not defined in Rules and Regulation, instructions are available in sections 6, 10 and 11.
Any other occasional request should be first transmitted to MO for evaluation and decision.
Reporting and attestations
Reports are carried out using ASMS2.
Attestations, if any, are carried out on form Ad ME 464 and should be attached to reports.
Description of the occasional survey should be clearly reported.
Generally, the following pattern should be followed as applicable item by item:
Repairs/works carried out, measurements taken,
Condition of the ship at the end of survey, test and trials carried out,
Details on any PII issued, with possible reference to enclosures (photos, sketches, drawings, measurements, results of tests, etc.).
The reports must be factual without thoughts and opinions. Vague or imprecise wording shall not be used, as they can lead to conflicting interpretation and be the origin of a litigation.
SURVEY FOR CHANGE OF FLAG, OWNER, NAME
Conditions governing the survey
The change of flag, owner, name may occur without involving the sale of the ship.
This change may be subsequent to a sale of the ship but the Society has not been contacted at the time of the sale, and surveys have not been requested in the sale contract (Memorandum of agreement).
This change may be subsequent to a sale in connection with which a survey has been requested to the Society. This survey is often referred to in the sale contract.
Verification of documents
The instructions of the general administrative instructions must be followed strictly, with an examination of all Classification and Statutory documents, and making up a complete status of Class and Statutory position prior to commencing any survey.
Performance of the survey
Classification surveys
The Surveyor must request to see the new Certificate of Registry (or equivalent document) and, if possible, ask for a copy of it, to make sure that the ship has been officially registered and that all spellings and new characteristics are correctly obtained for the regularization of the documents.
If no surveys are found overdue, the Surveyor should then regularize the documents after having verified the changes of the port of registry and/or name on the hull of the ship
If surveys are found overdue, in addition to the above, the Surveyor shall require these surveys to becarried out before regularization of the documents. Also refer to the general administrative instructions.
Change from system of survey to another
If after the sale, the owner wants to change the survey system (from CS to normal SS, etc.), the Surveyor shall apply relevant instructions in the related survey procedure and the related survey procedure.
Statutory surveys
Refer to the related survey procedure
Classification survey - Regularization of certificates and documents
Certificates
The following process should be followed :
The new Classification certificate should never have a validity longer than the previous one.
Except for the changes required on the cover page, all information, including Classification symbols, marks and notations, shall be exactly copied from the existing certificates to new certificates (except in case where the data are incorrect).
The Survey Description is to read, for example, “Occasional survey for the change of name of ship, flag and owner”, if no other intervention is made.
The previous certificates are returned to the MOC, together with survey reports and copies of new Certificate, or scanned copies are attached to survey report.
In case where the District is not authorized to issue the definitive Classification certificate, a provisional certificate is issued.
Other classification documents
They may be corrected with a pen, a round Recognised Organisation (RO) stamp, signature of the surveyor and date for authentication. A copy should be made of all documents corrected and attached to survey report.
Statutory surveys - Regularization of certificates and documents
Refer to the related survey procedure.
Reporting
Classification surveys
In view “Job definition”, the boxes for change of name and/or owner, flag shall be ticked off and the new information data processed in the NPSS.
Classification Conditions (Form Ad E 524), which are the contract between the owner and the Society, shall be imperatively duly completed and signed by the owner or his representative (Superintendent, Master), before new certificates are delivered or any documents endorsed. Database “Neptune” shall be updated at the earliest by the new MOC and the original Classification Conditions (form Ad E 524) bearing the signature of the owner's representative shall be sent to FM-REG (this document is the evidence that the owner accepts the Society's general conditions).
Statutory surveys
Refer to the relevant TNS.
In case of change of owner, the Connecting District may also change.
Change of Connecting district (CD)
Connecting districts in the same MOC
When the sale of the ship takes place in the previous Connecting District, the file is immediately transferred to the new Connecting District. The MOC is informed accordingly.
When the sale takes place in the new Connecting District, the previous Connecting District shall be advised to allow the transfer of the file. The MOC is informed accordingly.
When the sale takes place in a Centre which is neither the previous nor the new Connecting District, both Districts shall be advised of the sale by the Survey Centre or the MOC, and the previous Connecting District shall transfer the file to the new one.
New connecting district - New MOC
When the ship-connected MOC changes, the seller's MOC handles survey reports of all surveys carried out in connection with the sale (on behalf of the seller) and invoices the seller accordingly. Afterwards, the MOC file is sent to the buyer's MOC; then any following survey reports (on behalf of the buyer), e.g. change of flag survey, shall be handled by the buyer's MOC who shall invoice the buyer therefore.
The MO will be informed accordingly.
It is the responsibility of the seller's MOC to resolve all matters up to and including the change of owner.
For example, when a ship under CAC process is sold and changes of CD, the seller's CD and MOC are responsible to complete the Class process and provide all necessary documents. Similarly, if a ship is changing MOC and possibly also MO, the seller's MOC should confirm that the file is complete or state that there are pending items.
Precautions for the settlement of invoices
Where the ship on sale is unknown to the Surveyor or if the latter has doubts concerning the accounts, the MOC should be contacted as soon as possible for advice.
Where the new owner is unknown to the Surveyor, the latter must be careful concerning the settlement of invoices. Nevertheless, he must act with tact and discretion. See also SURVEY IN CASE OF SHIP SALE, (Specification of the Society’s intervention - Request for survey & Intervention of the Surveyor).
SURVEY IN CASE OF SHIP SALE
The sale contract. Definition of the intervention
The Norwegian Shipbrokers Association document named SaleForm 1993 is the most frequently used as contract of sale ; other sale standard contracts are also used, for instance, the Japanese Memorandum of Agreement.
The contract is solely signed by seller's and buyer's representatives. Copy of SaleForm 1993 is available in attached files : “SaleForm93.pdf”. This document is used as support to information and for instructions.
The Surveyor has normally no direct access to the sale contract and is informed of the clauses concerning the Classification Society only through the buyer and/or the seller. A good knowledge of the normal and additional clauses of SaleForm 1993 will help to understand the buyer/seller requests and help the Surveyor in determining his conduct.
Inspection of class records (lines 31 and 35 of SaleForm)
“The Buyer shall have the right to inspect the vessel's classification records and declare whether same are accepted or not within (completed with date).”
Comments
Class records are officially kept at DO-FM. Survey Centres or MOCs records may be incomplete (or too complete, see c) ) like those of the Connecting District.
Consequently, all Class records inspections are carried out at DO-FM, in Head Office.
When requested, the Surveyor shall direct the concerned parties to DO-FM, and advise them that Class records are only disclosed to persons authorized in writing by the owner or a qualified representative. The authorization is valid 1 month.
The Society may decide not to allow examination of records when fees are outstanding, thus preventing effective sale of the ship until all fees are paid.
The Class records contain copies of Classification certificates and of descriptive or survey reports and, occasionally, copies of letters to or from the owner directly related to the certificates and reports.
Any other document is not part of Class records, including Recognised Organisation (RO) internal correspondence and confidential damage reports.
Against payment and signature of Request for Information, the party inspecting the records may get copies of any of the documents contained in the Class records (when authorized by the current owner) and, in addition, a Ship Survey Status as known at DO-FM at the date of inspection.
Reminder
Inspection of Class records :
FM-REG in Head Office only, and
Present owner's written authorization necessary (validity 1 month),
Signed Request for Information.
Dry-dock (lines 81 to 87)
“a/ The sellers shall place the vessel in drydock at the port of delivery for inspection by the Classification Society of the vessel's underwater parts below the deepest load line, the extent of the inspection being in accordance with the Classification Society's rules. If the rudder, propeller, bottom or other underwater parts below the deepest load line are found broken, damaged or defective so as to affect the vessel's class, such defects shall be made good at the sellers' expense to the satisfaction of the Classification Society without condition of class.” (Note 1).
Comments
The dry-docking survey is a periodical survey as required in Chapter 2, Part A of the Rules.
The expression “shall be made good” means that the definitive repairs shall be carried out at the Surveyor's satisfaction. In case where the definitive repairs cannot be carried out due to lack of spare parts, special steel, time, etc., provisional repairs shall be carried out and certificates endorsed accordingly.
Endorsement of conditions of class or Memoranda in the context of sale of ship is subject to the SSQM's or, as needed, the MOC's agreement.
Underwater inspection by divers [b(i)] (lines 88 to 95)
“b(i) The vessel is to be delivered without drydocking. However, the buyers shall have the right at their expense to arrange for an underwater inspection by a diver approved by the Classification Society prior to the delivery of the vessel. The sellers shall at their cost make the vessel available for such inspection. The extent of the inspection and the conditions under which it is performed shall be to the satisfaction of the Classification Society. If the conditions at the port of delivery are unsuitable for such inspection, the sellers shall make the vessel available at a suitable alternative place near to the delivery port.”
Comments
The intervention requested is only an inspection of the underwater parts and not an underwater survey which could be credited as a periodical survey.
The presence of the seller and buyer shall be requested by the Surveyor in case an interpretation of the views given by a video camera or video records needs to be carried out.
Damages detected further to underwater inspection [b(ii)] (lines 96 to 106)
“b(ii) If the rudder, propeller, bottom or other underwater parts below the deepest load line are found broken, damaged or defective so as to affect the vessel's class, then unless repairs can be carried out afloat to the satisfaction of the Classification Society, the sellers shall arrange for the vessel to be drydocked at their expense for inspection by the Classification Society of the vessel's underwater parts below the deepest load line, the extent of the inspection being in accordance with the Classification Society's rules. If the rudder, propeller, bottom or other underwater parts below the deepest load line are found broken, damaged or defective so as to affect the vessel's class, such defects shall be made good by the sellers at their expense to the satisfaction of the Classification Society without condition of class (Note1). In such event the sellers are to pay also for the cost of the underwater inspection and the Classification Society's attendance.”
Comments
In the present case, the type of the intervention is a periodical survey in drydock.
Dry-docking pursuant to clauses 2(a), 3(bi), 4 (bii) (lines 116 to 127)
“(i) The Classification Society may require survey of the tailshaft system, the extent of the survey being to the satisfaction of the classification Surveyor. If such survey is not required by the Classification Society, the buyers shall have the right to require the tailshaft to be drawn and surveyed by the Classification Society, the extent of the survey being in accordance with the Classification Society's rules for tailshaft survey and consistent with the current stage of the vessel's survey cycle. The buyers shall declare whether they require the tailshaft to be drawn and surveyed not later than by the completion of the inspection by the Classification Society. The drawing and refitting of the tailshaft shall be arranged by the sellers. Should any parts of the tailshaft system be condemned or found defective so as to affect the vessel's class, those parts shall be renewed or made good at the sellers' expense to the satisfaction of the Classification Society without condition of class.”
Comments
The tailshaft shall be withdrawn if :
the periodical survey is overdue prior to the ship's delivery,
damages to the tailshaft are ascertained or suspected,
there is an agreement between the seller and the buyer.
The survey shall be carried out in accordance with the Rules and relevant instructions.
Presence of the buyer in dry-dock (lines 138 to 139)
“The buyer's representative shall have the right to be present in the drydock, but without interfering with the work or decisions of the Classification Surveyor.”
Comments
The presence of a buyer's representative during the inspection does not give him, in theory, the right to require complementary examination, repairs, damage. He has the role of an observer, and should normally convey his remarks to the Surveyor through the seller's representative, or at least with his agreement.
Practice shows that this theoretical limitation of interference by the buyer's representative is never completely achieved and that, for many reasons, the Surveyor should take the remarks into consideration.
Expenses related to dry-docking and tailshaft surveys (lines 128 to 137)
“The expenses relating to the survey of the tailshaft system shall be borne by the Buyers unless the Classification Society requires such survey to be carried out, in which case the sellers shall pay these expenses. The sellers shall also pay the expenses if the buyers require the survey and parts of the system are condemned or found defective or broken so as to affect the vessel's class.
The expenses in connection with putting the vessel in and taking her out of drydock, including the drydock dues and the Classification Society's fees shall be paid by the sellers if the Classification Society issues any condition of class as a result of the survey or if it requires survey of the tailshaft system. In all other cases the buyers shall pay the aforesaid expenses, dues and fees.”
Comments
These clauses are important as they will determine to whom the Society shall address the different reports and relative invoices.
Spare parts, bunkers, etc...
It is reminded that these items are not part of the Classification.
Documentation (lines 200 to 206)
“At the time of delivery, the sellers shall hand to the buyers the classification certificate(s) as well as all plans, etc. which are on board the vessel. Other certificates which are on board the vessel shall also be handed over to the buyers unless the sellers are required to retain same, in which case the buyers have the right to take copies. Other technical documentation which may be in the sellers' possession shall be promptly forwarded to the buyers at their expense, if they so request. The sellers may keep the vessel's log books but the buyers have the right to take copies of same.”
Comments
The Classification certificates are is defined here as an indispensable part of the sale ; this may be used to secure payment of outstanding fees due by the seller.
By extension, all certificates issued by the Society, which include Statutory certificates, may be included in the list.
The approved stability and loading booklets, when required by applicable rules and regulations to be carried on board, should be included in the technical documentation to be handed over to the buyer.
Condition of the ship on delivery (lines 217 to 229)
“The vessel with everything belonging to her shall be at the sellers' risk and expense until she is delivered to the buyers, but subject to the terms and conditions of this Agreement, she shall be delivered and taken over as she was at the time of inspection, fair wear and tear excepted. However, the vessel shall be delivered with her class maintained without condition of class, free of average damage affecting the vessel's class, and with her classification certificates and national certificates, as well as all other certificates the vessel had at the time of inspection, valid and unextended without condition of class by class or the relevant authorities at the time of delivery.
“Inspection” in this clause 11, shall mean the buyers' inspection according to clause 4 a/ or 4b/, if applicable, or the buyers' inspection prior to the signing of this agreement. If the vessel is taken over without inspection, the date of this agreement shall be the relevant date.
Notes, if any, in the Surveyor's report, which are accepted by the Classification Society without condition of class are not to be taken into account.”
Comments
“Wear and tear excepted” means normal wear and tear between the time of the inspection provided for in paragraph Underwater inspection by divers [b(i)] (lines 88 to 95) “Inspection” and paragraph Dry-docking pursuant to clauses 2(a), 3(bi), 4 (bii) (lines 116 to 127) “Dry-docking” of “Saleform 1993". Some time may indeed take place between the said inspections and the delivery.
“Delivery with present Class free of condition of class” means that the seller shall, unless otherwise agreed with the buyer, require the Surveyor to cancel the overdue conditions of class after suitable repairs, replacements, or re-examination as the case may be. Consequently, conditions of class have been issued, the time limit of which is not expired, the Surveyor should ask the seller his intentions in this respect. If the seller declines to have the conditions of class lifted, then the Surveyor should record a suitable note for future reference.
The Surveyor is also supposed to be informed by the seller of any matter affecting Class which has come to their knowledge prior to the delivery. Again, the Surveyor is advised to question the seller and, if the answer is negative, to record a suitable note
Additional clauses
The MOA is a contract which can be amended subject to agreement of the seller and buyer with specific additional requests.
These additional requests could be :
all due conditions of class to be dealt with prior to the ship's delivery on the seller's account.
the buyer is authorized, in order to gain time, to request periodical surveys in view of issuance of Statutory certificates for a flag different than the actual one for their account.
the MOA may allow the seller to deliver the ship with overdue surveys and/or conditions of class (sale “as is, where is”).
the ship including reefer installation to be Class maintained.
ship to be delivered “Class maintained” with certificates clean for a period of (six) months.
These additional clauses are a high potential source of conflict.
Specification of the Society’s intervention - Request for survey
Prior to the sale
The client is the seller.
The seller shall define in writing the scope of the intervention of the Society, and specify :
type of surveys/inspections to be carried out,
condition as regards the Classification and, if any, Statutory certificates to be met at the end of the Society's intervention,
type of attestation to be issued on completion of the intervention, i.e. “Class maintained and free of condition of class” or “Class maintained, free of condition of class and certificates valid 6 months” or “Class maintained with due conditions of class”, etc. The seller also shall confirm he will settle the relevant invoices.
After the delivery to the buyer
The client is the new owner.
The new owner shall define in writing the extent of the Classification and Statutory Surveys to be carried out during the intervention of the Society.
In addition to Classification Conditions (form Ad ME 524), a Request for Survey shall be made and signed, which is the contract between the new owner and the Society.
The new owner shall confirm he will settle the invoices corresponding to the intervention requested.
Intervention of the Surveyor
Prior to the intervention, the following points shall be met :
The NS Operations Manager has accepted the request for survey,
The survey shall be carried out by a qualified Surveyor having experience with this type of survey,
The survey has been well defined,
The survey has been well prepared. This preparation is done, at the office, by reviewing the ship's Classification status in Neptune Database (if necessary, the MOC shall be contacted). However, Class certificates and CS/PMS lists on-board are, in principle, the most updated documents reflecting the Class situation :
the Class certificates shall be carefully analysed to ascertain that no periodical surveys and conditions of class are overdue at the time of the survey for sale.
CS/PMS lists shall be checked according to scheme chosen by the buyer and provisions of the related survey procedure & the related survey procedure.
Any overdue Classification surveys, including inspections of overdue CS items and outstanding conditions of class, shall be carried out or possibly extended upon the MOC agreement if this possibility is provided for in the MOA; in the contrary, the seller must get the buyer's authorization before proceeding to the “survey for sale”,
In any case, the Classification certificates cannot be endorsed if the Class status is not clear,
The validity of Statutory certificates issued by the Society for the seller's account shall be checked,
The ship's account has been reviewed with the assistance of DO-PIM and the Connecting District for possible outstanding invoices which shall be settled before endorsement of the Classification certificate, in connection with the sale. In case the seller is not well known to the Society or the Surveyor has any reason to foresee a difficulty for the payment of the survey fees, the same as above should be followed ; however, DO-PIM advice shall be sought.
General attitude towards the seller/buyer
During a sale, both the seller and the buyer try to use the attending Class Surveyor to their advantage. The following points are just a reminder which hopefully should keep the Surveyor and the Society out of trouble :
1) Until the sale is completed, the Society has one and only one interlocutor, the seller. Accordingly, the Surveyor's remarks and decisions shall be reported to the seller only,
2) Before the survey, examine carefully the documents, certificates, etc., in the office, in the yard's office, anywhere but, if possible, never on board the ship,
3) As said previously, discuss the programme of the survey with the seller alone, get it in detail, in writing and try to know the clauses of the sale form,
4) In case the buyer is entitled by the MOA to enter the dry-dock or to board the ship during the survey, be reminded that he is not authorized to interfere and give any instruction,
5) Never discuss, about the ship or Rules, with the buyer before the sale is completed,
6) If possible, try to carry out the requested surveys alone to avoid pressure of both parties,
7) During the survey, never forget that the Surveyor's decisions mean money for the seller or the buyer,
8) Sometimes, prior to the sale, the buyer puts pressure on the Society in sending letters, faxes, etc. reporting alleged deficiencies. There are traps to avoid :
Comment on the alleged deficiencies with the buyer would be a major breach of our obligations of confidentiality towards the actual owner,
Letting unanswered the buyer's correspondence could be considered as a recognition of the fact that there are deficiencies and that the Society does not care.
On receipt of a buyer's written complaint, a copy of the buyer's correspondence shall be transmitted immediately to the MOC which will take the following steps.
1) Towards the buyer
Acknowledge receipt of his message,
Advise the buyer to transmit directly his complaint to the seller,
Confirm that the Society cannot make any comment without the seller's authorization,
Underline that taking delivery of the ship remains the full buyer's responsibility.
2) Towards the seller
Transmit the buyer's complaint,
Confirm that no comments will be made to the buyer without the seller's authorization,
Inform that if reported alleged deficiencies exist and affect the Class, the latter shall be restored in order, with attendance of a Surveyor.
If the seller denies the alleged deficiencies, ask him to confirm it in writing.
Performance of the survey
On account of the seller :
take a job number for account of the seller,
carry out any Class survey overdue (or required by the MOA) or any survey due for outstanding conditions of class, before the sale survey and never with a buyer's representative in attendance, unless duly authorized in writing by the seller,
proceed with the surveys on behalf of the buyer (change of name, flag) only after the sale is completed unless duly authorized in writing by the seller,
the survey requested in the MOA is generally a bottom and other underwater parts survey, i.e. below summer freeboard, with a tail-end shaft survey added in some cases. Stay within the limits of the survey requested, there is no reason to be dragged on board and be shown by the buyer, e.g. alleged deficient hatchcovers or ship's side deformation; stay in the drydock, it is the seller's responsibility to report deficiencies which may affect the Class,
if the ship's side has important deformations, it will be necessary to verify the internal structure in way thereof and to require appropriate repairs,
the same policy shall be followed concerning repairs of damages : decide quickly whether damages must be repaired or not,
if the Surveyor has some doubt on the decision to take or if it comes to a disagreement with the seller, he shall contact immediately his SSQM who will inform the MOC if necessary,
think twice before making any decision, but never change mind afterwards : instead of losing one client, the Society will lose two.
On account of the buyer :
unless otherwise authorized in the MOA, start surveys only after the ship's delivery,
take a job number,
proceed to surveys as requested,
to ships sold “as is, where is”, no survey is required, in principle, for the transfer of the ownership (depending of the exact terms of the MOA). Sometimes, this type of sale can be done without intervention of the Society.
Regularization of certificates and documents
In connection with the seller
Sales other than “as is, where is”
Where the intervention consists only in the inspection, in dry-dock, of the external bottom plating, the Survey Description shall be “Periodical survey of hull in dry-dock at the occasion of the ship's sale” provided that all requirements for periodical dry-docking survey are satisfied. When it is not the case, it will be only an “Occasional survey”.
Where the intervention is a underwater inspection, the Survey Description could be “Occasional survey : underwater parts examined by divers at the occasion of ship's sale”.
Where the underwater survey has been carried out to the requirements of a periodical survey, the periodical survey shall be credited and the word “Occasional” is replaced by “Periodical”.
Usually, a clause in the MOA requests the seller to present to the buyer, at the time of delivery, an attestation of Class confirming that the Class is maintained on this date. Consequently, it is imperative that the Surveyor maintains the MOC informed of the results of the surveys. This attestation shall be issued by the MOC as per the related survey procedure (or by the Survey Centre, but only upon MOC authorization and instructions).
Often, the MOA requires the issue of a Class attestation within the 3 days preceding the delivery :
if a condition of class or a survey falls overdue between the date of issue of the attestation and the delivery date, or a few days after, such a condition of class or survey should be mentioned on the attestation,
in case of sale just after the class renewal survey, it is necessary to get sufficient information (survey report or equivalent if not yet issued) to ascertain that the full scope of the survey was considered, in particular :
all compartments due for survey/test have been surveyed accordingly,
thickness measurements are completed and results have been satisfactorily examined.
Models of attestation for sale are given in the related survey procedure, French and English versions, “Class maintained with no recommendation condition of class” and “Class maintained with due conditions of class”; attention shall be paid to the text regarding the general conditions and Chapter 2, Part A of the Rules as regards the owner's duties. These sentences absolutely shall appear on the attestation in order to protect the Society's interests.
It happens that an attestation is requested, confirming that the ship is, according to the records, "free of average damage affecting the Class”. This confirmation is risky and source of potential litigations, even on basis of the records or of an annual survey.
According to the Norwegian Sale Form 1993, the seller has the obligation “to notify the Classification Society of any matter coming to their knowledge prior to delivery which, upon being reported to the Classification Society, would lead to the withdrawal of the vessel's Class or to the imposition of a condition of class relating to her Class.”
If the seller confirms there is no damage affecting the Class, the Class is then confirmed.
If the seller does not agree to this confirmation or if such a statement is not accepted by the buyer, then the seller and buyer must work out an agreement on the extent of the survey to be carried out by the Class Surveyor. Upon receipt of the written agreement and satisfactory results of the survey, an attestation of Class can be issued confirming, if requested, that the ship is free of average damage affecting the Class for the part inspected according to the survey defined in the agreement.
If the seller and buyer cannot reach an agreement, the Society then requires a special class renewal survey or a condition assessment of hull, machinery, boilers, etc. which means complete overhauls.
Sale “as is, where is” (if Surveyor attendance is requested)
Withdraw the Class certificates and issue a statement (on form Ad ME 465 upon MOC agreement) with the results of the surveys carried out, precising the due and overdue surveys, the conditions of class, and that the Class is suspended, or issue, in relation with the occasional survey of hull carried out in connection with the sale :
possible conditions of class further to this survey,
conditions of class for due and overdue surveys and conditions of class,
clear confirmation that the ship's Class is suspended.
In connection with the buyer
After delivery, the new owner shall hand back all certificates issued by the Society. Further to the surveys carried out for his account, instructions stated in SURVEY FOR CHANGE OF FLAG, OWNER, NAME shall be followed.
Reports and invoices
Two sets of reports with the relative invoices shall be prepared and issued, one for the seller, the other one for the buyer.
The set for the seller shall include :
reports of surveys as requested by the seller (see Prior to the sale) and
if damages are found, reports for drydocking or underwater survey and repairs of damages,
if a tailshaft survey (not due) has been carried out for the seller's account further to damages, reports for survey and repairs of damages,
reports further to the possible updating of Statutory surveys and certificates.
The set for the buyer shall include :
reports of surveys as requested by the buyer (see After the delivery to the buyer),
reports for dry-docking or underwater survey and tailshaft in case no damage has been found, when these surveys have been requested by the buyer,
reports for issuance of Statutory certificates (if requested).
SURVEY AFTER DAMAGE
Principles as regards damaged ships and their surveys
In case of severe damage affecting the classification and safety of the vessel, MO is to be informed for possible decision to suspend the classification certificate.
When a Surveyor is informed that a damaged ship, classed with the Society is expected in his area, he should get in touch with the owner's local representative/agent in order to examine the damage.
Should the Surveyor be denied the survey, the owner's representative/Master must be advised that this is a requirement of the Rules Part A, Chapter 2, Section 2, Paragraph 6.2.
The Master should also be informed that, in accordance with the Rules, the ship's class may be suspended and, after a relevant procedure, withdrawn from the Society's Register.
If the owner's representative/Master is still objecting the survey, a letter should be made up stating so, and the Master should be asked to counter-sign it. The MOC and MO should be immediately informed of the matter.
Damage surveys are frequently carried out as “joint surveys” with several parties present, which may be one or more of the following :
owner's superintendent,
charterer's representative,
underwriter
repairer
if the damage was the result of a collision :
adversary parties representative(s),
adversary parties underwriters/insurers,
Port State Administration,
Flag Administration,
stevedore's representative,
others.
The Surveyor should note the persons' names and whom they represent, as most parties have different interests. This information is important in order not to take decisions contrary to the owner's interests.
The Surveyor must be careful and not be misled, and stay out of any discussion between the other parties.
He should only require repairs for compliance with the Rules and in accordance with good workmanship.
Still he must remember to protect the owner's interests as far as this is possible and reasonable. Therepairs should preferably be made in agreement with the underwriter's representative.
Severity of the damage and Surveyor’s action
Damages not affecting the class
Surveyors are sometimes requested to survey damages which do not affect the Class. Three cases can be considered.
Damage to Class items not requiring repairs.
Frequently, this is the case of minor collisions with docks, etc. The damage may be within permissible limits (refer to the related survey procedure) or just concerns paintworks or rubber guards.
The owner may have different motives for requesting this survey :
Captain is in doubt if the Class is affected or not,
self assurance, all precautions taken,
insurance/claims concerning damages made to other ships/properties,
get an official record of the incident.
Whatever the owner's motive may be, a report should be made, clearly stating the findings and that no repairs are required for Classification purpose. An invoice will also be issued corresponding to the intervention.
Typical survey description:
Occasional survey hull afloat for ascertainment of slight damage to ........................... (specify). No repairs required for Classification purpose
Damage affecting Statutory items (refer to Damages affecting statutory items hereafter).
Damage not affecting items covered by Class or Statutory certificates.
In such cases, the Surveyor should immediately and clearly state that this damage does not concern Class or Statutory certificates - including cargo gear (e.g. domestic reefer installation, engine room overhead crane, etc.). However, the Surveyor may propose the Society's services.
Anyhow, once called on board the ship, a report and a corresponding invoice should be made.
Damage affecting the Class, subject to a condition of class only
In this case, the Surveyor shall ensure that the ship may continue to sail safely in normal trading conditions until the definitive repairs are carried out.
The definitive repairs may be deferred due to :
repairs facilities/spares unavailable or inadequate,
insufficient time in ship schedule,
more convenient to carry out the repairs in connection with overhaul stop/dry-docking.
The Surveyor should consider the following when deferring the damage repairs :
safety of the ship, crew and passengers under all different loading, trading and weather conditions (according to ship type and Class),
possible aggravation of the damage,
facilities of the next port(s) of call of the ship (if known),
necessary time to get spares/reserve place in shipyard,
scheduled dates or overhaul stops/dry-docking.
Depending on the case, the deferment may be for one single voyage or to reach a certain port, in which case, the Surveyor must estimate the possible duration and add a few days as margin.
If the deferment is made to the next dry-docking, it should be, at most, the date of the next periodical drydock as calculated from the Rules.
The deferment of a repair may be made subject to a satisfactory re-examination after some time, mainly to see if there is any aggravation. But it will be necessary to refer to Annex A2.2 to the related procedure.
Hull
This is generally the case of collisions, groundings or damages due to cargo handling where the damage did not result in any fractures or puncturing of plates or important strength members ; deformations not significant to the local strength, or tightness of the hull.
Typical survey description :
Occasional survey hull further to damage.
Typical Condition of class : Definitive repairs of ................. (specify) to be carried out at next drydocking, limit date DD/MM/YY.
Machinery, boilers, automations
This is generally the case where spares or repairs facilities are not available, but provided that :
the propulsion power is ensured,
for essential auxiliaries, stand-by means exist and have been tested satisfactorily,
one (or several) main generator(s) is (are) out of order. The Surveyor must ascertain that the two following conditions are fulfilled :
there are at least two remaining generators, or two possibilities of combination of the remaining generators (3 generators or more),
each generator or each of the possibilities must ensure the essential services (in order to cover the eventuality of a new damage to any one of the remaining generator).
When an installation covered by an additional Class notation (REF-CARGO, DYNAPOS...) has its power supplied by the main generators, the essential services indicated here before must include the power necessary for this installation. If the two conditions here before are not fulfilled, then the additional Class notation may be affected or suspended.
for other components, not impairing the safe operation of the installation.
Typical survey description :
Occasional survey machinery further to damage.
Typical Condition of class : repairs/replacement of ...................... (specify) to be carried out, limit date DD/MM/YY.
Damage affecting the Class, subject to a provisional repair and a condition of class
In this case, the ship may, after the temporary repairs, continue to sail in normal trading conditions until the definitive repairs have been carried out.
The reasons for the deferment and the considerations to be made are generally the same as for Damage affecting the Class, subject to a condition of class only above, but the operation of the ship may only continue after a satisfactory temporary repair.
After some time, if necessary, the temporary repair shall be subject to a satisfactory re-examination to validate the deferment (see Annex A2.2 to the related procedure).
Hull
This is generally the case of collisions, groundings, or damages due to cargo handling or other damages resulting in puncturing or fractures of plates or important strength members ; deformations affecting the local strength ; or tightness of the hull.
The provisional repairs mainly consist of doubler plates, cement boxes, additional stiffeners, etc. to ensure tightness and reconstitute lost strength, in a temporary manner.
Typical survey description :
Occasional survey hull further to damage and provisional repairs.
Typical Conditions of class :
Provisional repairs to ................... (specify) to be re-examined, limit date DD/MM/YY
Definitive repairs to .................... (specify) to be carried out, limit date DD/MM/YY
Machinery, boilers, automation
This is generally the case where spares or facilities are not available, and the conditions in Damage affecting the Class, subject to a condition of class only b) 1) to 4) can however be met with a provisional repair/device.
For damage to generator sets, the provisional repair frequently consists in the installation of a temporary generator set. Attention is drawn to the fuel supply, remote stopping system, electrical connections and other safety aspects of such installations. As such generators are often not “classed” and they should therefore be thoroughly tested.
The deck generator shall be installed into the container.
The deck generator shall not be located within the hazardous area.
Location of the deck generator shall be reviewed by LPO or DA.
Ventilation, hatches and doors fitted on the container of the deck generator shall comply with applicable ILLC requirements. The ventilation system shall be capable to be closed from outside.
Container shall be adequately protected from green sea and rain (relevant IP protection as per Recognised Organisation (RO) Rules).
Fixation of the container on the deck is to be carried out by welding.
Below deck structure shall be adequate to support the container and relevant drawing shall be reviewed by LPO or DA.
Diesel Engine and Generator shall be marine type and certified by Recognised Organisation (RO) or one of IACS members.
The Diesel Engine shall comply with applicable requirements of MARPOL Annex.VI - NOx Technical Code 2008.
Hot surfaces, high pressure oil pipes shall comply with applicable SOLAS requirements.
Cables shall be adequate for the power delivered and the cables have type approval certificates.
Single line diagram, load balance and short circuit calculations are to be submitted to LPO or DA for review.
Cabling is to be adequately fixed and passage through bulkheads is to be weathertight as per applicable Recognised Organisation (RO) requirements and relevant drawings shall be submitted to LPO or DA for review.
Power delivered by the deck generator shall be equal to existing generator in Engine Room.
Contained generator shall parallelize with existing Engine Room Diesel Generator(s).
Safety devices (short circuit, A/C breaker) shall be fitted and tested.
FO/DO tank of contained diesel generator shall be fitted with quick closing valve acting from outside.
Control system of quick closing valve shall be located at a safe distance from deck generator.
FO/DO Tank of contained diesel generator shall be fitted with drip trays, high level and low level alarms.
The FO/DO piping system connected to ship's tank(s) shall have type approval certificate. The piping system shall comply with applicable Recognised Organisation (RO) requirements and relevant drawing shall be reviewed by LPO or DA.
The fire extinguishing system shall be provided and relevant drawings shall be submitted to LPO or DA for approval.
An approved fire fighting and fire extinguishing systems outside deck generator shall be fitted. The fire and safety plan shall be revised accordingly.
Emergency stop for the FO/DO pumps and ventilation system, if fitted, shall be provided at a safe distance from the contained deck generator.
Battery charge system, if fitted, to ship's main power system, shall comply with applicable Recognised Organisation (RO) rules.
The drawings related to cabling of battery charge system shall be reviewed by LPO or DA.
The alarms and emergency stops for diesel engine's HP fuel leakage, starting air pressure, if fitted, L.O. pressure and temperature, over-speed, exhaust gas temperature, cooling water pressure and temperature, crankcase explosion (engine>2250 kW and bore>300mm) shall be fitted,
The contained diesel generator and Engine Room generators shall be capable to keep full load at sea and during manoeuvring complying with applicable Recognised Organisation (RO) Rules.
Generator and switchboard shall be tested for voltage regulation, speed governing and load sharing.
Each diesel generator set shall be tested at full load and in parallel condition.
Diesel Engine Generators' common alarms and shut-down, where appropriate, systems for reverse power, overload, overcurrent, short circuit, over voltage, low voltage, earth fault, HP fuel leakage, starting air pressure, if fitted, L.O. pressure and temperature, over-speed, exhaust gas temperature, cooling water pressure and temperature, crankcase explosion (if fitted) shall be tested.
Detailed operating instruction shall be posted locally and on main switchboard.
A crew engineer is to inspect frequently the container generator on deck to prevent any abnormalities.
Time of conditions of class shall be limited to 3 months. Postponement of condition of class shall be decided by the Marine Operational Centre with flag agreement upon verification of ship's records and satisfactory surveys carried out by the survey centre.
Typical survey description :
Occasional survey machinery further to damage and provisional repairs.
Typical Condition of class : Definitive repairs/replacement of .................... (specify) to be carried out, limit date DD/MM/YY.
Damages affecting the Class, subject to a certificate of survey
In this case, the ship may not continue its operation in normal trading conditions until the definitive repairs have been carried out. The ship's Class may be maintained, but with special stipulations/ restrictions or conditions of class within which the ship may operate safely, with normal crew on board.
Depending on the case, the stipulations/restrictions may consist in :
restricted speed,
restricted area of navigation (or voyage),
weather restrictions,
reduced draught,
restricted loading conditions (hull stresses),
tug boat assistance,
additional pumping means,
etc.
In general, the definitive repairs are deferred due to the non-availability of spares or inadequate repair facilities.
Depending on the case, provisional repairs may be required prior to the delivery of a certificate of survey.
MOC should when possible, be provided with all information and their agreement obtained before the issuance of a certificate of survey (see also SURVEY FOR ISSUANCE OF A CERTIFICATE OF SURVEY).
Hull
This may be due to any type of damage resulting in puncturing, fracturing or deformations affecting local and/or hull girder strength, hull tightness, or loss of both main anchors (refer also to SURVEY FOR LOSS OF ANCHOR AND CHAIN OR FAILURE OF ANCHORING WINDLASS).
When deemed necessary, the MOC/LPO must be supplied with sufficient information to calculate the residual hull strength and to evaluate the stability and restricted loading cases.
Typical survey description :
Occasional survey hull further to damage. See enclosed certificate of survey for one voyage to................... (specify).
Typical Condition of class : Definitive repairs to ................... (specify) to be carried out at end of voyage, limit date DD/MM/YY.
Requirements for the issue of a certificate of survey is explained in SURVEY FOR ISSUANCE OF A CERTIFICATE OF SURVEY.
Machinery, boilers
This is due to any type of damage where the conditions of Damage affecting the Class, subject to a condition of class onlyb) 1) to 4) cannot be met.
In order to maintain its Class for unrestricted navigation, the ship must be able to maintain a running speed of 7 knots with its propelling machinery. For ship with restricted navigation area, she must be able to maintain necessary manoeuvring speed.
The Surveyor should generally witness a sea trial to make sure that the installation functions satisfactorily with the given stipulations, and that steering is maintained satisfactorily.
In the case of multi engine/shaft ships, they may be authorized to operate for several voyages with one unit damaged, however subject to the agreement of the MOC. For passenger ships or passenger ferries of less than 3 propulsion shafts, the transportation of passengers should not be permitted.
Typical survey description :
Occasional survey further to damage. See enclosed certificate of survey for one voyage to .................. (specify).
Typical Condition of class : Definitive repairs to .................. (specify) to be carried out at end of voyage, limit date DD/MM/YY.
Requirements for the issue of a certificate of survey is explained in SURVEY FOR ISSUANCE OF A CERTIFICATE OF SURVEY.
Special case of propulsion breakdown
Where a damage concerns only the propulsion plant (main engine, gear, shaft line) and the necessary speed cannot be maintained as mentioned above, with no damage to the auxiliaries or to the hull, a certificate of survey may be issued for a towed voyage with normal crew on board.
Typical survey description :
Occasional survey further to damage. See enclosed certificate of survey for a towed voyage to .................. (specify).
Typical Condition of class : Definitive repairs to .................. (specify) to be carried out, limit date DD/MM/YY.
Requirements for the issue of a certificate of survey is explained in SURVEY FOR ISSUANCE OF A CERTIFICATE OF SURVEY.
Special case of generator breakdown
When the conditions in Damage affecting the Class, subject to a condition of class only b) 3) are not fulfilled, and that installation of provisional generator set cannot be done, then a certificate of survey shall be issued, either for a towed voyage with normal crew on board, or for a voyage with its own propulsion, but with permanent stand-by tug assistance.
Damage affecting the Class, subject to definitive repairs for maintenance of Class
Two cases are to be considered :
The definitive repairs may be deferred, but the owner wants to have them carried out at once, this case does not represent any problems.
The definitive repairs cannot be deferred, this is the case where the conditions of Damage affecting the Class, subject to a condition of class only a) to Damages affecting the Class, subject to a certificate of survey above cannot be fulfilled, and definitive repairs may be carried out locally.
Hull
Typical survey description :
Occasional survey hull following damage to .................. (specify) and definitive repairs.
When definitive repairs have been performed on a watertight boundary, a tightness test is to be witnessed and reported accordingly.
Machinery, boilers
Typical survey description :
Occasional survey machinery (boilers) further damage to .................. (specify) and definitive repairs.
Damage involving Class suspension, subject to a Certificate of Condition
Where repairs cannot be deferred, and the necessary definitive or temporary repairs cannot be carried out locally, a Certificate of Condition should be issued for the necessary voyage without normal crew.
See CERTIFICATE OF CONDITION for the issuance of a Certificate of Condition.
The MOC must be provided with all information. Suspension of Class, and the issuance of a Certificate of Condition is subject to the MOC/MO agreement.
When a Certificate of Condition is issued, the Class is suspended and Statutory certificates issued to the ship by the Society should be withdrawn. The Flag Administration shall be also informed immediately.
When the ship is not planned for repairs but will be demolished after the voyage for which the Certificate of Condition is issued, the Classification certificates shall be withdrawn, and returned to the MOC and MO.
When the ship is planned for repairs, the certificates shall be mailed to the Survey Centre in charge of the survey of the repairs.
Typical survey description :
Occasional survey hull afloat following damage to ......................... (specify).
Typical Condition of class : Class suspended until satisfactory repairs have been carried out, limit date DD/MM/YY.
When the required repairs have been carried out, the class is re-instated.
Damage affecting installations covered by an additional Class notation
Generally, the ship's main Class is not affected by such a damage.
Automation notations
Three cases may be considered :
The repairs are done immediately. This case does not represent any problem.
Typical survey description :
Occasional survey AUT following damage to ........................ (specify) and definitive repairs.
Repairs are deferred but extent is such that ship can continue to be operated with reduced crew, or without watch in the engine room, (depending on AUT-XXX notation). Information indicated on the Minimum Safe Manning certificate is also to be considered.
A proper condition of class is then issued, for a limited period.
Typical survey description :
Occasional survey AUT installation further to damage.
Typical Condition of class : Repairs/replacement/test of ........................ (specify) to be carried out, limit date DD/MM/YY.
Repairs are deferred but during this time, the installation cannot anymore be considered as fulfilling its purpose, and operation of ship must be done with a normal crew, or with a special watch. Then, AUT-XXX notation must be considered as suspended. A condition of class must be endorsed, with a proper time limit to the owner's convenience. And a memorandum is to be endorsed to reflect this change on the class notations.
Typical survey description :
Occasional survey AUT installation further to damage. AUT-XXX notation SUSPENDED.
Typical Condition of class : Definitive repairs to ........................ (specify) for re-instatement of AUT-XXX notation, limit date DD/MM/YY.
Typical Memorandum : AUT-XXX notation has been suspended
Refrigerating Installation Notations
Three cases may be considered :
The repairs are done immediately.
Typical survey description :
Occasional survey refrigerating installation following damage to ........................ (specify) and definitive repairs.
The repairs are deferred. Awaiting the repairs, the performance of the installation may be altered (some hold spaces cannot be used as temperatures are altered). A proper condition of class shall be entered, with a reasonable time allowance to the owner's convenience.
Typical survey description :
Occasional survey refrigerating installation further to damage.
Typical Condition of class : Definitive repairs of ........................ (specify) to be carried out, limit date DD/MM/YY.
Typical Condition of class : Units Nos. .... /Chambers Nos. ............ (specify) to be carried out, limit date DD/MM/YY.
Damage which cannot be repaired immediately the extent of which is such that the whole installation is out of service. Then the REF-XXX notation shall be considered as suspended until definitive repairs. A condition of class must be issued with a proper time allowance to the owner's convenience. And a memorandum is to be endorsed to reflect this change on the class notations.
Typical survey description :
Occasional survey refrigerating installation further to damage. Refrigerating Installation REF-XXX Notation SUSPENDED.
Typical Condition of class : Definitive repairs to ........................ (specify) for re-instatement of REF-XXX Notation, limit date DD/MM/YY.
Typical Memorandum : REF-XXX notation has been suspended
Typical survey description :
Occasional survey for damage to refrigerating installation. Service notation “Refrigerated Cargo Ship” is replaced by service notation “General Cargo Ship”, pending re-instatement of Refrigerating Installation Notation
Other additional Class notations
The general principle is the same as described here before for AUT-XXX or REF-XXX Notations.
For example, the additional class notation AVM-DPS is normally suspended in case of failure of one of the (duplicated) propulsion system and redundancy is not ensured anymore.
Some other additional Class notations may also affect the service notation (e.g. IG for service notation “Oil Tanker”) - refer to Refrigerating Installation Notations and follow the same pattern.
Some other additional class notations may also affect Statutory certificates or national regulations (e.g. IOPP certificate) - refer to Automation notations and the related survey procedure, 17, 18, 19, 20 and 21.
Groundings, particular precautions
As a general rule, the ship's bottom should always be examined after a grounding, either in dry-dock or by diver(s). If a diver(s) survey is made, a copy of the diver's written report should be obtained. If damages are found, the Surveyor should view the damages with the help of video equipment, if possible.
The following should also be surveyed depending on the particulars of the grounding and the type of ship :
Internal inspection of the accessible tanks and compartments (note that slight and smooth deformations are often difficult to detect from the inside).
Test the steering gear and examine the rudder stock and gland.
Sound double bottom and deep tanks over a certain period of time.
Sound fuel oil tanks using “water-paste”.
When extensive bottom damage is expected, measure the depth from sounding pipe(s) top to the tank bottom to get an estimate of the deformations.
Verify main engine crankshaft deflections, alignments (depending on the location of the grounding).
Verify if stern tube sealing system is leaking.
If the grounding took place in mud, verify efficiency of cooling systems (possible deposits of mud). Main and emergency fire pump suctions.
If propeller damage is suspected, witness sea trials, verify exhaust gas and stern-tube temperatures and check for vibrations.
Depending on the findings, Damages not affecting the class to Damage involving Class suspension, subject to a Certificate of Condition above should apply.
Damages affecting statutory items
Refer to the relevant TNS for each type of Statutory survey (the related survey procedure, 16, 17, 18, 19, 20 and 21).
In general, it is forbidden to write any recommendations on full-term Statutory certificates. If recommendations are necessary, the full-term certificates must be withdrawn and replaced by conditionally-issued certificates, upon MOC instructions.
Extension of recommendation and condition of class
Refer to the planned inspection programme, Section 7 and 12.
Cancellation of recommendation and condition of class
Refer to the planned inspection programme, Section 7 and 12.
Reports
Survey reports
The report should contain the following :
The circumstances of the damage :
This should be as exact as possible, with all particulars, but with reference to the source, for example : “according to statement from the Captain”, “according to extract from the ships log book”. When possible, photocopies of such documents should be joined to the report.
The Surveyor must not state his own opinions on the causes (nor state it during the survey), or other confidential information on the damage. He must state the facts, only.
The exact extent of the damage with the location and a description of the damage :
location with number, reference, etc.,
enclose possible drawings, sketches or photos as this is often more explicative than writing,
all measures taken, clearances, depth of indents, length of cracks, etc.
For hull damages, reference should be made to plate number, frame number, etc. If this cannot be found, use another sure reference (e.g. frames counted from aft bulkhead hold No. 2). When available, enclose copy of shell expansion or other drawings with the damaged area marked.
For machinery damage, indicate exactly the concerned item (SB, PS, forward, aft, pistons counted from forward or aft, etc.).
When available also the brand, type, serial number, etc.
The provisional or definitive repairs made with the location and a description of repairs.
A Damages Database has been implemented and included into Neptune Database
The Damages Database is divided into 2 main parts :
hull damages,
machinery and additional notations equipment damages.
These 2 databases may be linked if a hull damage has caused a machinery damage and vice-versa.
Thanks to the use of a programme, it is possible for example to make statistical study of damages, research of damage having occurred on a given type of ships or equipment or particular study of structural failures on chosen type of structures.
It is necessary to feed this database systematically with all damages noted during surveys.
Reporting damages
There are three ways of reporting damages according to the type and extent of the damage. Each type of report may be completed by photographs and/or sketches as deemed necessary. Surveyors must select the most appropriate one as indicated below. FM_MO may request a specific type of report when necessary.
Reporting by normal survey report through ASMS2.
This way of reporting may be used for cases when the description of the damage in the report is sufficiently explicit to enter it in the database. It will be used for reporting damages which do not need explanation, i.e. : damage of auxiliary of machinery, loss of chain cable and anchor, collision, grounding or contact with very light damage, but not for a structural damage not due to external causes.
Since causes of damages except the obvious ones (reported collision, contact, fire, explosion, extreme weather conditions, loading, unloading,...) are not to be mentioned in a Class survey report, it is advisable to complete the report by a confidential note giving, if known, the causes of the damage, the time necessary for the repair, the weight of steel renewed, the estimated cost of the repair, the number of days of delay caused to the ship by the damage, the position of the ship at the time when the damage occurred and any other relevant information generally not indicated in a survey report such as constructional error, improper loading/use of ship/machinery systematic failure, etc.
Reporting by confidential damage report.
Two types of reports are available.
One for the hull and hull accessories (Ad Me 1372), the other for the machinery and equipment of additional Class notations (Ad Me 1373).
In the hull report, the location of the damage is asked through the numbers in the Marsden Grid and/ or SIS Zones.
The rudder types are indicated in the Rules.
These reports are the one normally used and are the only one to be used for systematic, recurrent or design caused damages for hull and machinery.
Sketches and/or photos will be very helpful to describe clearly the damage and the modifications in case of recurrent damage. In his comment, the Surveyor must try to point out the probable causes of damage (overloading, bad fitting, faulty material, stress concentration or hard point due to design, etc.) and describe the remedy and repairs. These sketches, photos and comments will be used to create a catalogue of systematic defects and repairs which will be incorporated in a future dedicated document.
Treatment of the information
Upon receipt of the reports, FM_CDR will analyze them, may ask for more information or may request a specific type of report and may feed the database if necessary.
The surveyors report of damage may be utilized by CDR within the framework of the IACS Early Warning Scheme (EWS) and further reported from CDR side to IACS (Refer to the related procedure).
Confidentiality of the information
As the above forms are confidential reports, in no case, reference to them should appear on normal survey reports.
Invoices
When other surveys are carried out at the same time of damage or damage repair surveys, the time spent and expenses should be recorded separately for surveys concerning the damage and the other surveys
A separate invoice may be made for the damages surveys made on the owner's request as, in many cases, this invoice will be included in the owner's damage claim.
Emergency Response Service
Subject instruction is complementary to TNC_1115, dealing with working procedure of DA_ERS team.
As soon as ERS is activated by the client, ERS team is to inform corresponding MO of the situation. All along the exchanges concerning calculations between client and ERS team, MO is to be closely informed.
Final results of the calculations are to be submitted to MO, who analyses the technical, operational and commercial issues.
Any operational decision towards the owner is to be taken by MO, informing accordingly corresponding SC, CD, MCC, MOC and flag authorities, as necessary. MO informs DO-FM director of main steps of the evolution of the situation
SURVEY FOR ISSUANCE OF A CERTIFICATE OF SURVEY
Principles
Important note : The assessment and verification in the scope of towing and subsequent issuance of the certificate of towage is not carried out anymore by Recognised Organisation (RO) M&O. In case such request is received, the ship's MO is to be contacted.
The “Certificate of Survey” was previously also referred to as “Certificate of Condition” and also “Certificate of Seaworthiness”.
The certificate of survey and the certificate of condition are two distinct certificates as defined hereunder.
Definitions.
A certificate of survey is issued when the ship Class is maintained, but with certain stipulations, restrictions and/or conditions of class within which the ship may operate with a normal crew on board. It includes ships which are classed in lay-up.
A certificate of condition is issued to a ship in order to undertake a voyage without a normal crew on board. The Class is suspended, and Statutory certificates are withdrawn. Refer to CERTIFICATE OF CONDITION for further details. It includes ships which are suspended in lay-up.
Those stipulations, restrictions and/or conditions of class are stated in the certificate of survey which is annexed to the Classification certificate.
A certificate of survey is normally issued in the two cases as defined in Certificate for exceptional voyage outside navigation notation area and Certificate issued further to a damage hereafter.
The MOC should, be provided with all information and their agreement obtained before the issuance of a certificate of survey.
Certificate for exceptional voyage outside navigation notation area
A certificate of survey is normally required to a ship in regular Class position with a navigation notation other than unrestricted navigation, for a voyage by her own propulsion, to bring the ship :
to or from a shipyard, when an appropriate yard is not located in the operational area,
from one operational area to another.
However, when a ship is granted navigation notation “temporary unrestricted navigation” (see the Rules, Part A, Ch 1), the surveys before the voyage, as covered by this notation, are indicated in c) hereafter, no certificate of survey is issued.
Typical survey description:
Occasional survey hull before voyage from ........................... (specify) to ..................... (specify), covered by navigation notation “temporary unrestricted navigation”.
Surveys required :
General survey afloat - equivalent to annual and intermediate survey hull, and annual survey machinery and boilers (if any), with particular attention to all hull closing devices and bilge pumping arrangements.
Securing of items that may come loose during the voyage, such as derricks, crane jibs or other heavy elements.
Excepted where navigation notation “temporary unrestricted navigation” is granted, a LPO shall be contacted to verify that the structure of the hull is adequate for the contemplated voyage.
Checking the protection or additional closing devices of hull openings, protection of superstructure windows with deadlights, etc.
Checking the installation of additional fuel tanks, or temporary use of ballast tanks for fuel. Pressure testing, survey of temporary pipes and safety items (quick closing valves, wire gauges on vent pipes, etc.).
Special stipulations/restrictions :
According to the case, the type of ship and the intended voyage, stipulations/restrictions may consist in :
restricted speed,
weather restrictions,
reduced draught/loading,
others, depending on the particular case.
Statutory certificates :
Refer to the relevant TNS for each type of Statutory surveys.
The “Certificate of Registry” or other equivalent documents or certificates (eg. limitations on operations) may also limit the ships operational area. The certificate of survey concerns only Classification. The owner should therefore take the necessary action with the Flag Administration to also regularize the Statutory position before the intended voyage.
Typical survey description :
Occasional survey hull afloat, see enclosed certificate of survey for one voyage to ............................ (specify).
Survey report is to be carried out through ASMS2.
Model of certificate of survey :
See Model of certificate for voyage outside navigation area hereafter.
Certificate issued further to a damage
This is generally the case of damages as described in SURVEY AFTER DAMAGE.
The ship shall be subject to certain conditions/restrictions to continue by its own means (except special case such as propulsion breakdown) to a port where definitive repairs may be carried out. The ship otherwise is in regular Class position.
If the voyage is also outside the area permitted by the navigation notation, the requirements of Certificate for exceptional voyage outside navigation notation area above apply in addition.
Surveys required :
General survey afloat, equivalent to annual survey hull and machinery as defined in the Rules, with particular attention to all hull closing devices and bilge pumping arrangements.
Survey of ascertainment of all damages.
Surveys of provisional repairs/reinforcements as required in each case.
Hull :
ensure tightness,
reconstitute temporarily lost strength.
Machinery :
installation of temporary units,
other repairs.
Special condition/restrictions :
Refer to SURVEY AFTER DAMAGE according to the case.
Statutory certificates :
Refer to the relevant TNS for each type of Statutory survey.
The issuance of a certificate of survey does not affect the Statutory certificates if items concerning these Statutory certificates are not damaged. In case of doubt, the MOC shall be consulted.
Issuance of the certificate of survey :
Conditions of class and survey description :
As shown in examples in .
Survey reports shall be made through ASMS2.
Model of a certificate of survey for this purpose :
See Model of certificate for voyage to port of repairs hereafter.
Model of certificate for voyage outside navigation area
Please see attached file (model1.doc).
Model of certificate for voyage to port of repairs
Please see attached file (model2.doc).
Laid-up ships.
For laid-up ships intending to sail by their own means to another lay-up position, Certificate for exceptional voyage outside navigation notation area is applicable.
For laid-up ships intending to move by their own means to a repair shipyard for recommissioning, Certificate issued further to a damage is applicable.
MO is to be consulted for specific instructions on each case.
CERTIFICATE OF CONDITION
Untitled
The certificate of condition may normally be issued, as per the model in Attached file, subject to the MOC agreement, in the following cases :
Where the Class is suspended due to extensive damages [refer to Ship with Class suspended].
Where the Class has expired at the end of the term [refer to Ship with Class expired]. It includes laid-up ships which are suspended due to overdue lay-up survey. In such a case, MO is to be consulted for specific instructions.
For non-classed crafts by any class society [refer to Non-classed crafts (by any class society)] subject to case by case MO agreement
Untitled
A certificate of condition is issued to a ship in order to undertake a towed voyage with or without cargo, but without normal crew on board.
In this case, existing certificates are withdrawn and the ship does not detain any longer any Classification certificate.
Likewise, Statutory certificates normally shall not be issued. Existing Statutory certificates issued by the Society shall be withdrawn.
Untitled
Always observe the following before commencing such surveys :
The request should be made in writing. The requesting party shall accept and sign the Recognised Organisation (RO) Marine & Offshore General Conditions which shall be included in the request.
The request shall be thoroughly verified.
Any unclear point or any point that may not be complied with should be objected to in writing.
If the request is made by a party other than the owner or if the result of the survey may be adverse to the owner's interest, his specific written agreement shall be obtained.
The payment shall be agreed in advance and necessary precautions taken therefore.
Statutory documents
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In case where the tow is planned with a reduced crew on board, the owner should contact the Flag Administration as this matter is outside the scope of the certificate of condition. The minimum life-saving and fire-fighting appliances shall be maintained for the number of persons on board.
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The tow is undertaken with or without reduced crew, a loadline certificate may be required by the Flag Administration. The certificate may be issued subject to the prior agreement from the Flag Administration and the MOC.
Items to survey (depending on the case)
General survey afloat, all visible parts of the structure,
Closing of hatchways, their condition (date of last hose tests),
Fitting of tarpaulins, battens and wedges (if necessary as an additional precaution),
Closing of engine rooms (and boiler-room if any), entrances and skylights,
Closing of the openings on side, deck and superstructures (fitting of welded plugs or plates if necessary),
Fitting of closing devices on sounding air pipes, and ventilators and their general condition,
Port holes and deadlights,
Closing of the doors of the watertight bulkheads and of tunnel,
Water inlet and outlet valves closed and locked, except for fire pump(s),
All valves of fuel lub-oil and water pipes closed and locked,
Manhole covers, in double-bottoms or other integral tanks, fitted and bolted, joints in good condition,
Clamping (if required) of propeller shafting (according to the conditions) and tightness of stuffing-box, (lubrication of rotating parts shall be checked),
Steering gear blocking (location and sizes of the blocking devices) and tightness of rudder shaft gland,
Satisfactory working order and correct location of equipment such as :
bilge pumping arrangements, if necessary mobile pumps to be placed on board,
fire-fighting equipment,
Presence and the condition of the equipment anchors, chain cables or anchor wires and windlass, ready for emergency anchoring,
Fixation of mobile objects :
derricks and crane jibs, immobilized horizontally in their crutches,
firm securing of heavy objects,
Reinforcement of the hull structure when necessary, in agreement with the MOC,
Internal thorough examination of compartments, peak-tanks, ballast tanks and deep tanks with particular attention to the condition of the shell plating, bulkheads and tank top, random thickness measurements as necessary,
Pressure testing of peak tank and double-bottom tanks as found necessary during the surveys mentioned above,
Drydock survey (as necessary or feasible)
Ship with Class suspended
Hull damage
If deemed necessary, the Head Office must be supplied with sufficient information on the damage, to calculate the residual hull strength and to evaluate the stability, and also loading cases if the voyage is made with cargo on board.
Survey of items listed in Items to survey (depending on the case) a) to q) and part of r) and s), as deemed necessary according to the damage.
Machinery damage
Survey of items listed in Items to survey (depending on the case) a) to p).
Ship with Class expired
Survey of items listed in Items to survey (depending on the case) a) to s). Application of Item q) depends on the results of the mentioned survey and on the thickness measurements.
Non-classed crafts (by any class society)
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Main structural drawings shall be submitted for review by LPO to verify the scantlings in view of the contemplated voyage.
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Survey items listed in Items to survey (depending on the case) a) to s). Application of Items q) and r) depends on the results of the mentioned survey and on the thickness measurements.
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The certificate of condition shall be issued only after satisfactory completion of LPO studies, requirements further to the survey and signature of Recognised Organisation (RO) M&O certification conditions.
Special conditions
The certificate of condition may be subjected to special conditions, such as :
loading conditions (fore draught, aft draught),
weather conditions,
routes to be followed,
towing speed.
Model of Certificate of Condition
See attached file : “Certificate of Condition.doc “
SURVEY FOR LOSS OF ANCHOR AND CHAIN OR FAILURE OF ANCHORING WINDLASS
Reminder
Grades of anchor chain material.
It is reminded that anchor chains are generally available in 3 different qualities, depending on the properties of the steel, Grade Q1, Q2 and Q3 (each grade may also have a sub-quality a or b according to the manufacturing procedure (cf. Rules for Materials NR 216 DNC). The replacement may only be made with the same or a better quality equipment.
Owing to the fact that steel anchor chains Q3 are more and more widely used and the risks incurred after repairs by welding of this steel, Surveyors are requested, whenever they have doubts as regards the quality of steel, to check the chains certificate. If the chain is of Q3 steel, refer to the related survey procedure for repairs by welding. In case of doubt, contact the MOC.
Various cases of loss
Loss of anchor(s)
In general, a lost anchor is replaced by the spare one when the latter exists on board. In such a case, no condition of class is issued for spare anchor as it is not required.
Typical survey description :
Occasional survey hull, further loss of ....................... (specify) anchor, and replacement with the spare.
When no spare anchor is available, or both anchors are lost and the spare anchor is fitted on one side, the owner may request that the ship sails with one anchor only.
The time for replacement should be made as short as possible, the owner's representative or Master shall be advised that tugboat escort is required to the satisfaction of local authorities (Port State), and at the appreciation of the Master, while sailing :
near the coast, in ports,
in dangerous waters,
in rivers and estuaries.
Typical survey description :
Occasional survey afloat following loss of ........................ (specify) anchor. Meanwhile, tugboat escort is required to the appreciation of the Master while sailing near the coast or ports, in dangerous waters, in rivers and estuaries.
Typical Condition of class : a new ........................... (specify) anchor to be supplied, limit date DD/MM/YY. Meanwhile, tugboat escort is required to the appreciation of the Master while sailing near the coast or ports, in dangerous waters, in rivers and estuaries.
Loss of anchor(s) and chain
In the case of loss of one anchor and less than 1/3 of the chain length on one side, and spare anchor put in place, refer to Loss of anchor(s) b) to add a condition of class for the lost chain length.
When only one full length of chain and the relative anchor are remaining, refer to Loss of anchor(s) b) above to add a condition of class for the lost chain length.
Loss of both anchors and chain
In case where the provisions of Loss of anchor(s) b) cannot be complied with (i.e. no anchor is fitted, or less than full length of chain on one side only), a certificate of survey must be issued, referring to SURVEY AFTER DAMAGE and SURVEY FOR ISSUANCE OF A CERTIFICATE OF SURVEY.
The conditions in the certificate of survey shall be :
“Tugboat assistance required while sailing :
near the coast, in ports,
in dangerous waters,
in rivers and estuaries.
The number and size of the tugboats is left to the appreciation of the Master”.
Failure of anchoring windlass
In cases where damage/malfunction of the anchoring windlass is reported, the anchor and chain remain on board and, in principle, can still be deployed in case of emergency (by gravity).
However, as it may not always be the case, the management of such cases should remain same with the cases described in Loss of anchor(s), Loss of anchor(s) and chain and Loss of both anchors and chain.
Typical survey description :
Occasional survey afloat following inoperative ........................ (specify) anchor Windlass. Meanwhile, tugboat escort is required to the appreciation of the Master while sailing near the coast or ports, in dangerous waters, in rivers and estuaries.
Typical Condition of class : Definitive repairs or replacement of ........................... (specify) anchor Windlass to be carried out, limit date DD/MM/YY. Meanwhile, tugboat escort is required to the appreciation of the Master while sailing near the coast or ports, in dangerous waters, in rivers and estuaries.
In such cases contact the MOC for further advice.
Other cases
Contact the MOC for advice.
Notification to the Administration
In the event of a loss of anchor, chain or the failure of the anchoring/mooring equipment, refer to the respective flag state the related survey procedure whether the Administration is to be advised.
As these defects affect the Safety Construction Certificate, the decision whether this can be handled through the issue of a Condition of Class (rather than a short term Safety Construction Certificate) remains with the Flag Administration.
Replacement of anchor, chain and anchoring/mooring equipment
New equipment
The identification stamps of the equipment should be compared with those of the relevant Recognised Organisation (RO) Product certificate.
The characteristics of the new equipment should be compared with those of the original one.
If the characteristics of the original equipment is not known, the MOC shall be contacted for advice.
The particulars of the equipment and the certificate shall be noted and, if possible, a copy of the certificate(s) shall be placed on board.
The correct fitting and securing of anchor/chain is verified and a test carried out to verify that the pitch of the chain corresponds to the one of the windlass.
Second-hand equipment
Certificate(s) of origin available
Provided it satisfies the requirements (refer to New equipment above), the equipment may be accepted.
For second-hand equipment, original certificates issued by another Classification Society may be exceptionally accepted
Certificates of origin not available (or the equipment cannot be identified with certificates)
Provided the equipment satisfied the requirements and the tests as defined in the Rules for Materials, an attestation is issued on form Ad ME 464, giving all the particulars of the equipment and all the tests carried out. See the attached file : “Ad WME 464.pdf”. The equipment may then be accepted (cf. New equipment above).
In other cases, e.g. test facilities not available, contact the MOC for advice.
Typical survey description :
“Occasional survey hull for replacement/fitting of .................. lengths chain and anchor.”
SURVEY FOR CONVERSION/MODIFICATIONS/ALTERATIONS TO THE SHIP (DRAUGHT, HULL, MACHINERY)
General provisions
All Conversions, modifications and alterations affecting Class and/or Statutory certification (when the Society is delegated to perform surveys and issue Statutory certificates) of the ship or the maintenance of an additional Class notation, shall be submitted to the Society for review, examination and surveys.
All drawings associated with the conversion, modification or alteration shall be submitted to the LPO, in consultation with the MOC.
A Conversion survey is applicable when there is any change to:
Physical particulars of the vessel (such as: length, draft, depth, tonnage etc.)
Class notation (such as: addition of DYNAPOS)
Service notation (such as OBO to OT)
Statutory certification (such as addition of EGS or BWTS)
Where statutory certification is affected, the MOC shall liaise with the Flag Administration to confirm their position (major or minor conversion in relation with the applicable conventions).
Like-for-like exchanges of equipment, where there are no changes to the vessel’s characteristics are not deemed as conversions, provided that such replacement is allowed by the applicable international conventions. The MOC shall liaise with Flag administration to confirm their position.
In each case, the Surveyor attending the conversion, modification, or alteration, shall verify, in association with the MOC of the vessel, that all aspects and consequences have been considered and reviewed by the Society.
This shall include confirmation that all associated drawings and plans affecting classification and statutory certification have been duly reviewed by the LPO and are made available to them.
The Surveyor shall contact the MOC for any relevant instructions in case of pending comments from the LPO and any missing drawings, at the time of the survey. The surveyor shall ensure that all pending "to be dealt with" comments are verified on board and cleared in VPM. In addition the surveyor shall ensure that any pending "to be re-submitted" comments will be followed up by the managers and cleared by the LPO before completion of the survey. If the drawings review is not completed, the MOC will request the LPO to provide clear instructions if the vessel can sail and under which conditions/limitations. Flag agreement will need to be obtained by the MOC and any additional instructions/limitations imposed by the Flag to be clearly reflected on the CoC and Statutory recommendation.
The Request for Conversion, in Genesis, shall clearly detail, the scope and equipment changes, inclusive of the list of drawings and affected certificates.
For invoicing purposes, the Surveyor's intervention will be charged according to the Tariff or time spent. The invoice shall include all fees and expenses of the different Recognised Organisation (RO) technical departments, unless they have already charged directly the client.
Concerning the reporting, the Surveyor shall :
Include in their report, all details concerning the scope of conversion, modification, or alteration including the details of any applicable testing or sea trial program.
Update necessary documents (records, certificates, etc...)
Endorse a Memoranda defining the scope and date of conversion, modification or alteration complying with Recognised Organisation (RO) Rules Pt A, Ch 2, Sec 1, [4.1.1].
For complex conversions, such as jumboisation (lengthening, modifying/altering/adding structures that contribute to/have an effect on the longitudinal strength of the vessel), or change of service notation of the vessel, lasting for a prolonged period, a project management process may be put in place locally and in the LPO or DA. In such a case, an LPO project manager is coordinating all the reviews, and a local project manager is coordinating all the inspections in the shipyard. Inspections may be carried out by NS and NC qualified surveyors for the renewal class and statutory surveys of the final type of ship. For these conversions, the Surveyor shall follow the requirements of the related procedure, Section 5 and 6, as appropriate, especially for documents to be gathered and transmitted, as well as the surveys of structures.
At the end, survey report mentioned in d) is to reflect all surveys carried out by NS and NC surveyors, as applicable.
Conversion process to be followed by MOC and LPO or DA
The Connecting District or Marine Customer Centre is the contact point of the managers/owners for any project of conversion/modification.
The Connecting District or Marine Customer Centre are responsible for creating the RFConv in Genesis and submits to MOC for review and then MO for definitive approval, this is then transmitted to the Surveyor for completion. See Conversion Process to be followed by the survey centre and attending surveyor for Surveyor process.
The Connecting District or Marine Customer Centre which has received the owner's request transmits it to its MOC using RFConv in Genesis.
The MOC of Connecting District liaises with the LPO or DA regarding the request from managers/owners.
The LPO or DA is in charge of the technical assessment and submits the proposal to the MOC on the study that shall be performed and list of the drawings that shall be submitted for review. The list of drawings required for the conversion will be recorded using RFConv in Genesis.
The MOC is to contact the Flag Administration in order to inform them about the conversion/modification and to define whether it shall be considered as a major conversion or not. Flag position will be recorded using RFConv in Genesis.
The MOC is to inform the MO about the Flag Administration position regarding the conversion/modification scope using RFConv in Genesis.
The MOC, in copy to CD or MCC and SC, is to provide the LPO or DA involved for plan approval with the Flag Administration and/or MO instructions using RFConv in Genesis.
The LPO or DA shall review the conversion drawings in accordance with the instructions and procedures defined in TNC_1106-e and TNC_1104-e, as appropriate.
The LPO or DA informs the MOC in copy to CD, MO and SC, when document review has been completed and/or regarding the status of any outstanding items. If it is envisaged that drawing review will not be completed by the time of completion of conversion, e.g. final approval of stability file, or other cases of minor issues not affecting the vessel’s safety, the LPO or DA will provide clear instructions if the vessel can sail and under which conditions/limitations. These limitations shall be reflected on the ship status in the text of a relevant CoC. In addition, for such cases, Flag agreement will need to be obtained by the MOC and any additional instructions/limitations imposed by the Flag to be clearly reflected on the CoC and Statutory recommendation. MO and DA Head of Sections of LPO Manager’s agreement will need to be obtained for each case.
Sea trial procedures, where appropriate, shall be submitted to LPO/DA and attending surveyor before sea trial is carried out.
VPM shall be updated after drawing review by LPO or DA. The technical remarks identified during review of the drawings shall be entered by LPO or DA for follow up of the MOC and attending surveyor (refer to General provisions b).
The MOC, in copy to MO and CD, shall send instructions to the attending surveyor accordingly.
In case of complex conversions mentioned in General provisions e), LPO project manager is informing MOC of main status of the reviews, local project manager is informing MOC of main steps of conversion. Any exemption request shall be transmitted to MOC with corresponding technical arguments, so as he can advise flag administration in due time.
After completion of the conversion/modification surveys, MOC shall update the ship's records in Neptune complying with Recognised Organisation (RO) rules Part A, ch.2 sec.1, 4.1.1.
Conversion Process to be followed by the survey centre and attending surveyor
Attending surveyor shall have the certification and qualification covering the scope of the conversion/modification. It is NS operation manager's duty to assign appropriately qualified surveyor to a job.
For complex conversions mentioned in General provisions d), NC surveyors shall be appointed to support NS surveyors.
NS surveyors who are also qualified for NC (dual qualification) or have obtained additional training as defined in the related procedure paragraph “2.6 Complex Conversion Projects” can lead the job without need for additional NC Surveyor to be appointed.
The procedures in the related procedure (which are applicable for major conversions) Sec.4, Sec.5, Sec.6, where appropriate, shall be fulfilled.
Attending surveyor shall receive the relevant conversion drawings and access to the VPM to follow-up and complete the technical remarks identified during plan review,
The yard shall submit the following to the Surveyor:
Qualified Welding Procedure Specification (WPS), together with its supporting Welding Procedure Qualification Record (WPQR). The WPS shall be reviewed by the Surveyor.
Type approval certificates of welding consumables
Qualification certificates of welders
NDE plans and reports
NDE operator's qualification records
Certificates of materials, equipment and components, as required by Recognised Organisation (RO) Rules or Statutory instruments.
All relevant applicable class and statutory requirements concerning conversion shall be taken into account by the surveyor in liaison with MOC, and LPO, and MO, where necessary and shall be applied.
The instructions sent by the flag Administration, MOC and MO, if applicable, shall be followed.
The technical remarks related to drawing review shall be completed during the surveys and VPM shall be updated accordingly.
Materials, equipment and components used for the conversion shall be approved/certified as per applicable Recognised Organisation (RO) Rules or Statutory instruments. The certificates shall be examined by the attending Surveyor and filed.
For complex conversions mentioned in General provisions e) Recognised Organisation (RO) records, where appropriate, as defined in the related procedure sec.5.8 are to be made available in VPM.
During the surveys attending surveyor shall update the classification reports and initial statutory records for the relevant certificates,
For change in draught and adding lightship weight, inclining experiment, lightship test shall be carried out in liaison with LPO or DA.
Sea trials, dock trials, operational test of newly fitted machinery installation shall be carried out as per classification and manufacturer's rules and requirements
The steering gear and rudder tests complying with SOLAS Ch.II/1 reg.29.3 shall be carried out after verification and decision made by LPO or DA. If the test is not practicable, flag Administration shall be contacted for an exemption. The sea trial programme shall be recorded and made available in ship's file of MOC, CD and Survey Centre.
A memoranda defining the scope and date of the conversion/modification complying with Recognised Organisation (RO) Rules Pt.A, Ch.2 Sec.1,4.1.1 shall be endorsed.
The survey report shall clearly specify the scope of conversion/modification including the details of the sea trial programme. The list of reviewed drawings will be made available in the survey report including the status of all pending design review comments and actions taken to clear these. The survey Report shall be drafted using survey code “CONV” which is designated for such cases.
The Surveyor shall create the Conversion Report in Genesis ensuring completeness and accuracy of data and submit to their SSQM for validation without delay on completion of the conversion, modification or alteration.
The preparation and validation delay of the survey report of the conversion/modification shall be within the limits defined in KPI.
Increase in draught
Authorization must be obtained from the MO prior to starting any intervention on increase in draught, as the age and the type of the ship shall be considered.
In principle, increase in draught of ships such as Oil Tankers, Bulk Carriers, Ore Carriers and OBO should not be envisaged when they are 18 years old or more.
The increase in draught affects, in all cases, the intact stability as well as, for certain type of ships, the damage stability. New documents shall be submitted to LPO for review.
As applicable, the loading instrument and/or the loading manual shall be adjusted/re-examined considering the new loading cases.
When the requested new draught is larger than the scantling draught, the ship's longitudinal and local strengths shall be re-assessed. The following documents shall be submitted to LPO :
Thickness measurements according to the ship's type and age.
Accuracy of results confirmed (at random by the Surveyor) unless they are less than one year old and accepted by the Society at that time,
drawings and/or studies.
When reinforcements of the structures are required, they shall be carried out under the attendance of the Surveyor.
Compliance with the Load lines Convention requirements shall be verified.
Verification of impact on ITC69 gross and net tonnage values.
It shall be noted that :
the increasing in draught shall be limited by the geometric freeboard and/or, for certain types of ships, by the damage stability,
the scantlings studies can be carried out by a LPO.
Conversions, modifications and alterations of the hull
The ships may be converted, altered or modified during their life. It may consist of lengthening, shortening, increasing of the height of the cargo space partition, accommodation spaces, fitting of large equipment such as cranes, etc.
The following shall be addressed to LPO for review :
drawings and documents concerning the new structures or equipment and their connection with the existing structures,
stability file and, depending on the case, damage stability as the stability of the ship will be modified ; a stability experience may be necessary,
drawings and documents when the fire protection (bulkheading, ventilation, insulation, etc.) and fire-fighting appliances are affected by the modifications/alterations,
drawings and documents when the life-saving appliances have to be reconsidered (1),
drawings and documents when the conversion is considered as major conversion as per MARPOL Convention. (1)
(1) When the surveys for issuance of the statutory certificates are carried out by the Society.
The instructions given in the related procedure shall be followed, as applicable for a conversion, for new structure assemblies added onto the ship.
In particular, the kick-off meting is to take place as found appropriate and its scope and content is to be decided on a case-by-case basis.
The loading manual or/and the loading instrument is/are to be adjusted/examined after LPO review.
The compliance with the Load Lines Convention shall be verified.
Verification of impact on ITC69 gross and net tonnage values.
Conversions, modifications and alterations of the machinery installations
Replacement of the main engine(s)
When the new engine(s) has the same power and characteristics as the existing one(s), the Surveyor shall attend the fitting and the sea trials.
When the new engine(s) does not have the same power or characteristics as the existing one(s), the following items can be affected :
engine foundations,
torsional vibration calculations,
reducing gear not adapted to the new power,
main thrust not adapted to the new power,
shaft connecting flanges and bolts,
intermediate and tail shaft diameters,
propeller characteristics.
Consequently, the relevant drawings and documents shall be submitted to LPO for review. The Surveyor shall check the compliance with the Rules and with the LPO requirements.
For EIAPP certificate, refer to the related survey procedure.
Replacement of the generator(s) or engine(s) driving the generator(s)
Following items can be affected :
engines foundations,
torsional vibration calculations,
connecting flanges and bolts,
Consequently, the relevant drawings and documents shall be submitted to LPO for review. The Surveyor shall check the compliance with the Rules and the LPO requirements.
For EIAPP certificate, refer to the related survey procedure.
Suppression of a generator
As indicated in Damage affecting the Class, subject to a condition of class only b), the Surveyor must ascertain that there is a redundancy with the remaining installation, in all cases.
Isolation of an auxiliary boiler
An auxiliary boiler can be permanently isolated on condition that they are :
either redundancy for steam production for all essential services,
or the essential services are not affected by the lack of steam.
The boiler shall be permanently isolated by removing the connecting valves and/or blanking joints.
The following memoranda shall be issued “Boiler not to be used until repairs carried out under attendance of a Society Surveyor”.
NON-CONVENTION SHIPS NOT CLASSED / NATIONAL STATUTORY CERTIFICATES
General
Definition
A ship not classed is a ship not classed by Recognised Organisation (RO) or by any other Classification Society.
Scope
These instructions cover the possible delegation and authorization from Flag Administration for national statutory certification of non-classed ships, and subsequent Owner's request to carry out such certification.
Preliminary conditions
As a prerequisite, the Agreement between the Flag Administration and Recognised Organisation (RO) is to include a reference to such authorization for certification of non-classed ships, as well as its framework including National requirements.
If no such reference is included in the Agreement, or if there are some doubts about it, FM_MO is to be contacted for further clarification and instructions.
The Recognised Organisation (RO) policy in that respect is that no Agreement with a Flag Administration should contain any obligation for the RO to accept a request for certification of a non-classed ship.
Local procedure
Elements of the local procedure
When the above preliminary conditions are fulfilled, a dedicated local procedure is to be developed and issued, for statutory certification of non-classed ships in accordance with National requirements.
This Recognised Organisation (RO) procedure, to be developed in English, is to cover at least the following elements:
references of the Agreement with the Administration; possible reference documents from the Administration such as Circulars, Marine Notices, Instructions to ROs
possible limitations and conditions of the National delegation (such as the ship's length)
local Recognised Organisation (RO) organization, including assigned responsibilities for related tasks, such as recording of ship's data into the systems (Neptune, Genesis, VPM, ...)
procedure for Surveyor' s qualification, including trainings (refer to the related procedure)
type of ships
type and periodicity of surveys
type of certificates issued and procedures for their issuance
checklist for surveys
procedure for invoicing
When finalized, the above local procedure is to be sent to the MO for review, before being sent locally to the Administration (except for the invoicing procedure) for reference.
The MO sends a copy to SCD. SCD updates accordingly the related survey procedure for the referenced Flag, by annexing and attaching this procedure.
SURVEY OF SHIPS CLASSED WITH OTHER CLASSIFICATION SOCIETIES
Survey of ships classed with other classification societies
This Section deals with ships classed with another Classification Society, IACS Member or not, national or not, having concluded an agreement with Recognised Organisation (RO) or not.
Refer to the related management procedure for the scope and applicable provision of existing agreements.
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Where the other Society has not concluded an agreement with Recognised Organisation (RO) :
the owner shall contact the Head Office of the other Society,
the other Society contacts FM_MO and specifies the surveys to be carried out, reports and invoicing modalities,
the MO gives instructions to the attending Surveyor.
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The request for survey (Class/Statutory) shall be thoroughly reviewed.
Attention shall be paid to the payment of the service. Unless specific instructions are governing the invoices, the payment or a firm guarantee from the agent should be obtained before documents are delivered or signed.
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The survey shall be carried out to the terms of the agreement concluded with the other Society.
The instructions must be strictly adhered to, normally Recognised Organisation (RO) Rules and Instructions (TNSs) shall be followed for the technical part of the survey.
In case of difficulties, the MO should be contacted immediately.
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As a rule, postponement of survey, extension of certificate, endorsement of condition of class (if any) cannot be granted without instruction from the other Society (requesting the survey).
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Surveys outside the scope of the agreement may be carried out only after conclusion of a specific agreement with the other Society through the MO.
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A survey request which might be used against the other Society, should be declined.
Hereafter is a case of real intervention which should never have occurred :
A Surveyor of an IACS Society is called by the owner of a ship classed with another IACS Society for a survey allegedly presented as an on-off hire survey.
Once on board, the Surveyor found a Surveyor from the classing Society and an independent expert. From the talks, it appears that the owner is trying to get survey reports from the two Surveyors and the independent expert in order to substantiate a claim against the former owner, and possibly against the classing Society.
Notwithstanding this situation, the first Surveyor issued a report supporting the views of the owner without prior consultation of the Surveyor of the classing Society.
INSPECTIONS FOR COVERAGE UNDER EPA VESSEL GENERAL PERMIT
EPA Vessel General Permit - Principles
EPA (United States Environmental Protection Agency) has enforced the “National Pollutant Discharge Elimination System (NPDES)” under the Clean Water Act (CWA) in order to rule discharges of pollutants from all sources in the United States.
Federal law prohibits “discharges incidental to normal operation of vessels”, unless they are covered under a NPDES Permit. This is the role and function of the EPA Vessel General Permit (VGP).
VGP requirements for inspections, training, record-keeping & reporting, are applicable since February 2009.
The final 2013 VGP will replace the 2008 VGP due to expire on December 19, 2013.
See the attached file “vgp2013.pdf”.
Applicability
To obtain VGP coverage, operators of non-recreational vessels greater or equal to 300 gt or vessels which have the capacity to hold or discharge more than 8 m3 of ballast water, must submit a complete and accurate Notice of Intent (NOI) to the EPA. For individual vessels only, not fleets.
The VGP is applicable to discharges incidental to the normal operation of a vessel into waters subject to this permit, i.e. waters of the United States as defined in 40 CFR 122.2 (extending to the outer reach of the 3 mile territorial sea as defined in section 502(8) of the CWA. This includes all navigable waters of the Great lakes subject to the jurisdiction of the US.)
Actions required under EPA-VGP
Compliance with the effluent limits and related requirements
27 types of discharges eligible for coverage by the permit :
| Deck Washdown and Runoff and above the water line hull cleaning | Gas Turbine Washwater |
| Bilge water / Oily Water Separator Effluent | Graywater |
| Ballast Water | Motor Gasoline and Compensating Discharge |
| Anti-fouling Hull Coatings / Hull Coating Leachate, | Non-Oily Machinery Wastewater |
| Aqueous Film Forming Foam (AFFF) | Refrigeration and Air Condensate Discharge |
| Boiler / Economizer Blowdown | Seawater Cooling Overboard Discharge (Including Non-Contact Engine Cooling Water; Hydraulic System Cooling Water, Refrigeration Cooling Water) |
| Cathodic Protection | Seawater Piping Biofouling Prevention |
| Chain Locker Effluent | Boat Engine Wet Exhaust |
| Controllable Pitch Propeller and Thruster Hydraulic Fluid and other oil-to-sea interfaces including Lubrication Discharges from Paddle Wheel Propulsion, Stern Tubes, Thruster Bearings, Stabilizers, Rudder Bearings, Azimuth Thrusters, Propulsion Pod Lubrication, and Wire Rope and Mechanical Equipment Subject to Immersion | Sonar Dome Discharge |
| Underwater Ship Husbandry | |
| Distillation and Reverse Osmosis Brine | Welldeck Discharges |
| Elevator Pit Effluent | Graywater Mixed with Sewage from Vessels |
| Firemain Systems | Exhaust Gas Scrubber Washwater Discharge |
| Freshwater Layup | Fish Hold Effluent |
For each category, effluent limits and on-board procedures must be complied with, as described in the EPA VGP.
Companies are responsible for compliance of their ships with the requirements.
Inspections, monitoring, reporting, and record-keeping requirements
It includes self inspections (by the crew / the company), monitoring and verifications by other parties.
Routine visual inspections : by the crew - to be documented
Analytical monitoring : by the company
Comprehensive annual vessel inspections : “by qualified personnel”.
It includes the master or the company, but also “appropriately trained representative of a vessel's class society acting on behalf of the owner/operator” (refer to Comprehensive annual vessel inspection)
Drydock inspection reports : “Vessel owner / operators must make any dry-dock reports prepared by the class society or their flag administrations available to EPA or an authorized representative of EPA upon request”.
Under EPA VGP, it is requested that the drydock report provides specific information.
On request, Recognised Organisation (RO) can issue a drydock inspection report and issue the corresponding report (refer to Dry-dock inspection).
Attention is drawn to the fact that compliance with the Coast Guard regulations in 33 CFR Part 151 as amended is required, in particular compliance of all discharges of ballast water.
Dry-dock inspection
Definitions
EPA VGP paragraph 4.1.4.
Quote
“Vessel owner / operators must make any dry-dock reports prepared by the class society or their flag administrations available to EPA (…).”
The dry-dock report must note that :
The chain locker has been cleaned and / or flushed in accordance with the requirements of part 2.2.8 of this permit (to remove sediment, living organisms, and other constituents of concern as applicable);
The vessel hull, propeller, rudder, thruster gratings, sea chest, and other surface and niche areas of the vessel have been inspected for attached living organisms and those organisms have been removed or neutralized,
Any antifouling hull coatings have been applied, maintained, and removed consistent with the FIFRA label if applicable; any exposed existing or any new coating does not contain biocides or toxics that are banned for use in the United States under the Clean Hull Act of 2010 (33 U.S.C. § 3801 et seq.);
For all cathodic protection, anodes or dialectic coatings have been cleaned and / or replaced to reduce flaking, and
All pollution control equipment is properly functioning.”
Unquote
EPA VGP paragraph 2.2.9
(…) If possible, maintenance activities on controllable pitch propellers, thrusters and other oil-to-sea interfaces should be conducted when a vessel is in drydock.
Inspection by Recognised Organisation (RO)
1st step : “Company dry-dock inspection questionnaire”
The owner / operator can use this questionnaire simply for guidance purposes and to create his own set of documents as evidences of his actions in case of USCG inspections.
Or
The owner / operator can request the issuance by Recognised Organisation (RO) of the report of inspection, in which case step 2 and step 3 shall be followed. The owner / operator fills the questionnaire, giving information and details as requested, and provides documentary evidences.
Once Connecting District has received the filled questionnaire, an inspection can be performed onboard by Recognised Organisation (RO) surveyor.
CD shall forward the questionnaire to the Survey Centre when the inspection is to be performed outside the CD coverage.
The “Company dry-dock inspection questionnaire” is considered as a statement given by the owner / operator, with regard to the level of compliance with EPA VGP requirements.
See the attached file “DD questionnaire_companyV3.doc”.
2nd step : “Dry-dock inspection report”
During the dry-dock, Recognised Organisation (RO) surveyor verifies the information as stated by the company in the questionnaire and fills the dry-dock inspection report.
The verification is based on document review or on visual verification (by random sampling on some items).
The method used for verification shall be mentioned for each item.
If necessary, Recognised Organisation (RO) surveyor adds remarks for the reviewed item.
See the attached file “DrydockEPA-VGPreportV4.doc”.
3rd step : “Report of inspection”
Upon satisfactory verification, Recognised Organisation (RO) surveyor issues a report of inspection.
Issuance of the report of compliance is only possible once the company dry-dock inspection questionnaire (step 1) and the dry-dock inspection report (step 2) have been filled.
The dry-dock inspection report is attached to the report of inspection.
See the attached file “DDReportOfInspectionV2.doc”.
How to fill the inspection report
The below document contains comments and indications on how to fill the dry-dock inspection report.
See the attached file “DrydockEPA-VGPreportWithCommentsV2.doc”.
Comprehensive annual vessel inspection
Definition
EPA VGP paragraph 4.1.3
Quote
“Comprehensive vessel inspections must be conducted by qualified personnel at least once every 12 months. Qualified personnel include (…) an appropriately trained representative of a vessel's class society acting on behalf of the owner / operator”.
“Annual inspections must cover all areas of the vessel affected by the requirements that can be inspected safely and without forcing a vessel into drydock. Areas that inspectors must examine include, but are not limited to :
The vessel hull , including niche areas, for fouling organisms, flaking anti-fouling paint, exposed TBT or other organotin surfaces,
Ballast water tanks, as applicable,
Bilges, pumps, and oily water separator (OWS) sensors, as applicable,
Oil discharge monitoring system and electronic valve switching function, as applicable;
Protective seals for lubrication and hydraulic oil,
Oil and chemical storage areas, cargo areas, and waste storage areas, and
All visible pollution control measures to ensure that they are functioning properly"
Unquote
The scope of Recognised Organisation (RO) services in the context of the annual vessel inspection has not yet been defined.
Environmentally Acceptable Lubricants (EAL)
In case of specific request for the issuance of an Attestation stating that the configuration on board is complying with US EPA Vessel General Permit with regards to non-use of Environmentally Acceptable Lubricants products, the following applies (It may apply for any system having a risk of lubricant leak such as stern tubes, thrusters, stabilizers, fins,...):
Written request from the owner to be forwarded to MOC, with confirmation of the type of the system fitted on board.
If a Type Approval Certificate :
confirming that there is an air chamber and a draining system between the oil and water seals, is available, MOC may issue an Attestation of the model in the Attached file “Model Attestation EAL1.pdf”.
is not available, as-built drawing is to be reviewed by LPO through MOC. Upon results of the review, MOC is to decide if an Attestation may be issued. In such a case, the model in the Attached file “Model Attestation EAL2.pdf” is to be used.