CDI preparations

In preparation for the upcoming vetting inspection on vessel consider following points:

1. Prepare copies of following for the inspector to take with him:

2. updated VPQ;

3. crew list;
4. officers qualification matrix (the table provided in the latest SIRE VIQ to be used)
5. latest Class Status (not older than two months),
6. Last Condition Evaluation Report (Class), as applicable
7. Longitudinal strength evaluation report of Class (for vessel LOA > 130m, age > 10yrs)
8. Drill records;

9. Updated certificate status

10. In addition following documents to be kept ready for the inspector’s review:

11. Main (trading) certificate file;

12. Minor (other) certificate file:
13. Lifeboat on load release & dynamic test records (annual & five yearly), as applicable;
14. Liferaft/HRU certificates;
15. Fire extinguisher service records;
16. Foam analysis certificate, as applicable; (certificate must mentioned alcohol resistant foam)
17. Fixed CO2 / D.P. system shore service records;
18. Mooring ropes/tails/joining shackles certificates (ropes must be tagged to be identified against their respective certificates)
19. Mooring ropes/tails deployment plan indicating dates put in to service;
20. Mooring winch rendering test records and mooring rope maintenance/care records;
21. ETA/Bow Stopper certificates, as applicable;
22. Shore calibration records for all gas detectors;
23. Register of lifting appliances and SWL test certificates;
24. Test/maintenance records of lifting appliances (others), including E/R crane, must include wire slings etc
25. Officers and crew licenses;
26. Stability booklet information;
27. Damaged stability booklet information
28. P & A Manual (for Chemical Ships) – cargo list must be same as one attached to CoF
29. Cargo/ballast/Vapour/steam lines pressure test records;
30. D & A test records – Ships and announced test;
31. Oil Record Book (part I and II) – refer to the guidance provided at the beginning of the books.
32. Cargo record book (for Annex-II) – refer to the guidance provided at the beginning of the books.
33. Garbage log book – refer MEPC. 92 (45) and fill quantities in m3
34. Class files (including ESP file);
35. Thickness measurement reports;
36. Survey planning document must be available 12 ~ 15 months before periodical survey
37. Records of tank condition inspection reports (corresponding enclosed space entry permits???)
38. Records of Safety/Management meeting and office responses;
39. Rest hour records for officers and crew including master (should match with the log book, bell book, cargo log book entries & other docs).
40. SOPEP / SMPEP – with latest IMO coastal state contact list, port contact list etc.
41. Fire and SOLAS training manuals – must be ship specific.
42. The Latest MEPC 2 Circulars (for Chemical Ships) – contact office, if not available on board;
43. Records of PSC inspections (copies of our responses to the deficiencies must be retained on board in the file, contact the office if some past records are missing);

44. Master’s SMS review.

45. Chief Officer should join with Safety Officer training certificate. If not, the master should ensure that soon after joining he is given the CBT on board (Ask for the CBT CD if not available on board). After completion of the CBT, complete the training record in Form and send a copy to Office (Manila) Fleet Personal Department (FPD) for arranging a Certificate. Record of such training should be retained on board for presenting to any vetting inspector, if asked.

46. Keep the Safety Record Folder up to date and handy for various records / information the inspector may ask for.

47. It is not recommended to allow full access to Internal Audit NC / Observation list to the inspector. However, vessel must remember that the inspector requires sufficient evidence to be sure that NC / Observations are rectified and followed up properly. Refusal to show the full details, sometimes aggravate inspectors – therefore, masters must handle the situation in a very diplomatic / polite manner so that inspectors are not offended.

48. All non-conformities / observations of last internal audit must be rectified within target dates and confirm with date of completion of rectification and date of sending the rectification notification to office. Closing out of rectified NC / Observation is done by internal auditor at the time of subsequent visit or during the following internal audit.

49. No cigarette lighters should be allowed to be used on board and no crew member is allowed to carry lighters at any time. A notice should be posted near the gangway, warning all incoming visitors.

50. It is recommended to use two [2] cables from the welding machine i.e. a go and return system - single cable hull return is Not Recommended - the work piece being separately connected to a local earth as well as back to the welding machine. Please refer Code of Safe Working Practice 23.6.3.

51. Significant change/amendment made in the company forms, make sure the latest forms downloaded from circulars.

52. Forecastle store eductor system valves should be closed and lashed/locked with anti-pollution warning posted nearby, if there is any source of oil pollution in that compartment.

53. Please ensure suitable brake rendering markings are fitted to mooring winch brakes to ensure that brakes are tightened to their rendering capacity.

54. A hard copy (uncontrolled) of company’s navigation procedures to be available on bridge.

55. Please ensure that quantity stated on Company’s monthly alcohol issue record to individual crew members are well within acceptable limit as per Company procedures and try not to show such information to any inspector.

56. Ensure that all valves and flanges on the bilge, ballast and sludge system in engine room are identified and sealed to ensure that no unauthorized discharge of oil / oily water from engine room may take place.

57. Hot work permit – check all past records, any hot work outside E/R workshop must require written permission from company. In the hot work file there should be NO record of any hot work done out side E/R workshop without office approval.

58. Electrical isolation certificate – Form to be completed, as required in accordance with Document.

59. Enclosed Space Entry Permit – Form must also be completed. Any observation on violation, lapse or incorrectly completed enclosed space entry permit will lead to rejection of your vessel by Oil Majors. Fixed CO2 / DP room or paint locker with limited opening (e.g. a small hatch) and provided with inadequate ventilation facility (e.g. natural goose neck vent) must be considered as enclosed space. And entrance hatches of such compartments must be stencilled with “NO ENTRY WITHOUT ENCLOSED SPACE ENTRY PERMIT”. M/E Crank Case, boilers, IG scrubbers should also be considered enclosed space and require Document. When toxic gas is required to be checked for enclosed space entry permit, type of the toxic gas checked and its PEL must be mentioned in appropriate section on the front page of the enclosed space entry permit form. (E.g. in case of H2S gas the PEL is 5 ppm). When toxic gas tubes are used make sure that the inventory list shows consumption accordingly and the toxic gas tube inventories kept up to date at all the time. One vessels got an observation as the actual timings of entry/exit from tanks were entered as validity periods of enclosed space entry permits. Validity time can not be same as the actual entry/exit time because validity of a permit is decided at the time of completing the permit before actually entering tank. And an enclosed space entry permit can not be approved without first deciding a validity period for the permit.

60. Calibration/Operation of gas/O2/toxic gas detectors – 3/O, 2/O & C/O should be well familiar. Adequate and appropriate type (with suitable adapters) of calibration gas must be available. Annual shore calibration and onboard calibration records must be readily available.

61. Cargo plan must be signed by all including master – must include intermediate stability calculations.

62. Master is required to be aware of the Worst Damage Stability condition, please refer damaged stability booklet.

63. Loading computer condition test – monthly.

64. Log entry must be available to show that cargo tanks are gas freed prior starting tank cleaning after discharge of volatile cargo. Tank cleaning log/record must be maintained. Please refer to company procedures and ISGOTT and feel free to contact us in case of any guidance required.

65. Ship/Shore Safety Checklist – correctly fill for A, P & R code and maintain repetitive check records.

66. Cargo pump performance curves and maximum loading and venting capacities to be posted in CCR.

67. Submersible (Framo) pump’s cofferdam purging records must be up to date.

68. MSDS / Port contact lists displayed in/near CCR.

69. Documented evidence of visual inspection of segregated ballast water sample prior commencing deballasting. If the vessel’s ballast tank manholes are provided with small ports for sampling, then these should be used and a brief entry to be made in the port log prior commencing deballasting.

70. Officers/Crew donning proper PPE.

71. Officers should be familiar with cargo plan/MSDS/emergency shut down procedures.

72. Drill records – L/B maintenance and last in water drill as per Company Document.

73. Visitor’s log / checking identity of visitors / baggage checks.

74. Oil leaks on deck/engine room/steering flat.

75. Safety meeting and responses from office.

76. Berth to berth passage plan, awareness of UKC, Squat & ARPA on water track speed.

77. Record of RADAR performance monitor test – Company Procedure Document.

78. Pilot card must indicate minimum UKC and Maximum allowed draft.

79. All large scale charts must be used (even if it appears not practical).

80. Positions must be plotted on charts at intervals mentioned in passage plan and there must be evidence on charts that positions were fixed by more than one method (e.g. GPS and RADAR/Visual etc).

81. Charts must be marked for PI, Abort Line, Contingency Anchorage, Clearing line, Wheel-over positions, No-go areas, Call master positions and positions when echo sounder must be started.

82. Bridge standing orders (Company’s and Master’s personal) must be signed by all officers.

83. Master’s night orders must be signed by all navigating officers.

84. Muster lists should be signed by master and the officer designated for GMDSS communication should be detailed in bridge duty during emergency. Substitutes for key persons and the person responsible for LSA/FFA maintenance must be clearly mentioned.

85. Records for emergency generator on-load test must be available – Company Procedure.

86. Charts/publications to be corrected up to the latest NTM available on board.

87. Voyage charts to be corrected for T&P and Navtex corrections.

88. GMDSS log must include daily position and master must sign the log DAILY.

89. MF/HF DSC test (with acknowledgement) and Sat-C PV test records must be available.

90. AIS / VHF either below 1 watt power or switched off.

91. Accommodation Air-con to be on partial re-circulation mode to ensure positive pressure inside accommodation.

92. Flash back arrestors should be fitted at both ends (at the bottle side and also at the workshop side) of oxygen / acetylene lines. The lines should be of continuous welding without any flanged joints.

93. 3 black balls, 1 diamond, 1 cylinder, 1 bell and 1 gong must be available.

94. Reference thermometer & pressure gauge to have annual shore calibration certificate.

95. Main switch board in E/R (440V / 110V / 220 V) must show insulation of above 5 Mohm.

96. Canister type respirators (gas masks) should not be used.

97. At least 3 sets chemical suits (covering complete body integral with boots and gloves) required on
    vessels carrying toxic chemical cargoes.

98. Junior officers (2/O or 3/O), not having Specialized/Advanced chemical tanker safety training, are not allowed to hold immediate responsibility of cargo operation as per STCW – V/2. Master or C/O must be delegated with the responsibility of cargo operation during the cargo watch of an officer, without Specialized/Advanced chemical tanker safety training. Such additional responsibility to the master or C/O should not violate their minimum rest-hour requirements as per VIQ 3.3 (above).

99. Risk assessment –
    Hazard assessments using RA form has to be been done for all listed routine and non routine jobs and filed. When a particular job is actually to be done, the risk assessment to be completed using Form for RA. If any SMS procedure need to be changed to do some works, vessel to complete MOC form and inform office as per the guide line given in MOC manual.

100. Secondary means for P/V relief of a cargo tank (not applicable for Gas Tankers) may be in the form pressure monitoring device to detect over-pressure or under-pressure conditions within the tank, activating alarm in cargo control room or position from where cargo operation is normally carried out. Such alarms have to be set at 10% above the normal actuation settings of the P/V valves. At 10% upper setting the alarm should not normally activate, provided the P/V relief valves functioning at their set pressures (of course! On older ships this often does not happen). Besides, sudden increase in loading/discharging rate gives rise to quick pressure build up and alarms activated before the tank pressure may equalize through the P/V relief valves – but this is considered normal.