VETTING CRITERIA AND PROCEDURES
All vessels in which ConocoPhillips or its subsidiaries have an interest, are operated in a safe and environmentally responsible manner.
ConocoPhillips adheres to the OCIMF SIRE format and complies with industry guidelines for conducting inspections. These inspections form only a part of a wide range of resources utilized in reviewing a vessel. These may include owner audits, terminal feedback and various other industry and regulatory databases such as CDI. All SIRE inspections are submitted to the OCIMF SIRE system for posting. ConocoPhillips makes use of all available data to screen a vessel without requiring an additional inspection however, the situation may be such that an inspection is required despite a review of this existing information.
ConocoPhillips shares it database with Statoil, Norsk Hydro ASA, Preem Petroleum AB and Borealis through the “Ship Information System” (SIS3), in which all technical information appertaining to the ships used, past, present and in the future is stored. Certain information is shared amongst the companies, for example the pre-charter questionnaire for all five companies is the same, thus reducing the workload of the Shipowner/Operator. All five companies plan SIRE inspections within the system thus helping to reduce the number of inspections being conducted. It should however be stressed that acceptance/non acceptance of a particular vessel is not shared and remains private to the individual company
· Each potential Marine Movement must be nominated by a ConocoPhillips entity.
· Each potential Marine Movement that is nominated must be approved individually by the appropriate regional vetting group; there are no “blanket” approvals for any specified span of time.
· The ship operators or ship owners must submit or update a ConocoPhillips Questionnaire at the time of nomination. In any case the questionnaire (SQ) should not be more than three months old at the time of nomination. The Questionnaire is filled out on-line via the website www.sis3.com.
· For inspections to be current for input into the screening process, the inspection must have been performed within the last 12 months. It is recommended that vessels be inspected by any OCIMF member at approximately 6 monthly intervals; however older vessels should consider a shorter inspection interval. Single hull vessels 15 years or older and Double hull vessels 20 years or older require the inspection to conducted by ConocoPhillips or a SIS3 partner.
· Vessel being taken on time charter should posses the following :
1. A current ConocoPhillips Inspection irrespective of age.
2. The SQ to be kept updated and in any case not older than three months.
3. An office audit of the technical operator which to be done every twelve months.
4. A TMSA report and audit
Ship approvals become invalid with any change of ownership of the ship, change of classification society, change in P & I Club, change of technical or operational management, technical or procedural changes on board the ship, or defects that would affect meeting the designated factors. Additionally, incidents, port state detentions, unsatisfactory reports from marine terminals, and any other factors judged relevant, may impact negatively on our ability to use a vessel.
A request for an inspection should be made, via E-mail, with a completely filled out “owner request for vessel inspection form”. A request form is available here.
ConocoPhillips cannot comply with all inspection requests and will inspect based on the needs of ConocoPhillips.
It is strongly preferred to have the inspection done at a discharge location.
It is strongly preferred to have only one inspector on board, however, up to two concurrent inspections may be considered by the regional vetting group.
Every effort is made to have a local, approved and accredited SIRE inspector perform the inspection to reduce costs, however all inspection expenses and administrative fees are borne by the ship owner.
Once the inspection is arranged, the inspector will track the vessel via the local agent. It is important that the agent arrange with the facility for the inspector’s permission to enter.
Conducting and Reviewing the Inspection
The ship should be prepared for the inspection with an updated VPQ, all certificates, Class records, VIQ manning matrix and appropriate vessel personnel to accompany the inspector.
A preliminary list of findings will be left on board, however there may be other comments, observations or deficiencies noted in the final report.
The inspection report will be reviewed and then sent to the owner for comment and to SIRE for posting. The ship owner may be asked for further information / comment or advised that the inspection process is complete and no further submissions are required. If the ship is deemed not suitable for ConocoPhillips service, the ship owner/operator will be advised. A re-inspection may be requested via the normal request process.
In determining whether a ship will be approved for a marine movement the following are some factors that are considered:
The following guidelines apply to a review of a ships particulars:
· Hydrostatically Balanced Loading (HBL) is not an alternative to double hull technology.
· Double Hull Tankers with permanent Gas Detection Systems in ballast and void spaces are
preferred over manually operated systems.
· Clean Ballast Tank (CBT) tankers and tankers without a closed gauging system shall not be used for
Crude Oil or Dirty Petroleum Product service.
· Combination carriers (OBO’s, O/O’s etc.) are not preferred, but can be utilized if:
1. Ship is double hull or equivalent technology to move Crude Oil or Dirty Petroleum Product and,
2. In ballast and void spaces, ship is equipped with Inert Gas System and Gas Detection Systems (either manual or permanent) provided that ships not equipped with inert gas systems in the double hull spaces may be approved for heavy fuels; and,
3. Previous three cargos were oil. Evidence indicating a regular pattern of cargo changes from wet to dry to wet may be substituted for this guideline.
· Any combination carrier having operated in dry mode falls within the scope of combination carrier for the rest of its life.
The following guidelines apply to a review of a ships age:
· All ships up to 15 years of age may be evaluated on the basis of any current Oil Company International
Marine Forum (OCIMF), Ship Information Report (SIRE).
· Double Hull ships up to 20 years of age may be evaluated on the basis of any current OCIMF SIRE.
· Single Hull ships between the ages of 15-20 years of age will only be considered following a
successful ConocoPhillips Inspection and only if all applicable ConocoPhillips Guidelines are met.
· Single Hull ships between 20-23 years of age will only be considered on a case-by-case basis, following a successful ConocoPhillips inspection and only if all applicable ConocoPhillips guidelines are met. Additional structural evaluations or documentation of such may be required.
· Double-hulled ships between 20-25 years of age will only be considered for ConocoPhillips
business following a successful ConocoPhillips Inspection and only if all applicable ConocoPhillips Guidelines are met.
· An OCIMF SIRE initiated by a SIS partner shall have the same recognition as a ConocoPhillips Inspection.
· Combination carriers over 15 years of age are not acceptable.
Ship owners and ship operators may be audited to review and evaluate operating policy, personnel standards, safety policy, emergency response procedures and ship maintenance management.
Where casualty or detention history documented by a Port State Authority results in a “targeted owner or targeted ship” or similar designation by that authority, this designation will be considered in the review process.
The following guidelines apply to a review of the ships Classification Society:
· A list of approved Classification Societies shall be maintained by the Marine Department.
· Enhanced Special Survey results will be reviewed for applicable ships over 5 years of age.
· Single hull ships of 15 to 23 years of age and double hull ships of 20 to 25 years of age MUST be
enrolled in a ConocoPhillips approved Condition Assessment Plan (CAP). A current minimum CAP
rating of 2 is required.
· Combination carriers 10 to 15 years of age will be considered only if the Enhanced Survey Executive Hull Summary has been reviewed satisfactorily it is preferred that the combination carrier be enrolled in a ConocoPhillips approved Condition Assessment Plan (CAP) with a minimum CAP rating of 2. Single hull combination carriers are not accepted.
· A list of acceptable CAP programs shall be maintained by the Marine Department.
· A CAP certificate shall be valid for three years from the date of completion of survey or concerned repairs as indicated on the certificate.
The following guidelines apply to a review of the ships manning and certification:
· Ship operators will confirm that officers shall hold a current license/certificate of rank, including STCW endorsement/certificate. If this certificate is not issued by the vessel’s Flag State, then a “Letter of Acceptance” from that Flag State, acknowledging acceptance of the endorsement, must be provided.
· Ship operators will confirm that all officers shall have either Dangerous Cargo Endorsements or the satisfactory training specified in STCW. In addition, ship operators will confirm the four Senior Officers shall have completed the approved specialized training program and hold an advanced certificate, as per STCW.
· Ship operators will confirm that crewmembers (ratings) shall have sufficient knowledge and experience to carry out their duties and must hold relevant certificates as per STCW.
· Ship operators will confirm that manning and certification shall comply with “minimum” Flag State Safe Manning and Certification requirements. However, operational circumstances may require additional manning.
· Ship operators will confirm that all deck officers shall communicate effectively in English and shall be able to communicate effectively with crewmembers in a common language.
· Multinational crews may be considered if all are fluent in a common language.
· Ship operators will confirm that on board training programs are conducted, with training manuals available to the crew and inspector.
· A preferred level of experience is to have the Master and Chief Officer to have a combined minimum of 9 years of seagoing on board service on that type of tanker and a combined minimum of 3 years on board service in rank.
PROTECTION & INDEMNITY (P& I) CLUB
The following guidelines apply to a review of the ships P&I Club:
· The ship shall be insured with a member of the International Group of P & I Clubs.
· A list of acceptable P & I Clubs shall be maintained by the Marine Department.
· Clubs not included on this list may be reviewed and approved on a case-by-case basis.
· Ships shall carry P&I insurance coverage (pollution and other third part liabilities) which shall be no less than the maximum offered by the International Group of P&I Clubs.
The following guidelines apply to a review of compliance with international conventions and regulations:
Ship owner must certify compliance with all Local and International Conventions and Regulations. Ships trading internationally must have a Shipboard Oil Pollution Emergency Response Plan (SOPEP). In addition, ships trading to the United States must have a Vessel Response Plan (VRP) approved in accordance with all applicable United States laws and regulations. The VRP and SOPEP may be incorporated into one document.
The following guidelines apply to a review of the drug and alcohol policy:
Ship owner/operator shall certify that it has in effect a Drug and Alcohol Policy, complying with OCIMF “Guidelines for the Control of Drugs and Alcohol Onboard Ship.”
The following guidelines apply to a review of the ships flag state:
While it is recognized that individual ships should not be overly burdened by their flag; where casualty or detention history documented by a Port State Authority results in a “targeted flag” designation by that authority, this designation will be considered in the review process.
TANKER MANAGEMENT AND SELF ASSESSMENT (TMSA)
Ship operators should have TMSA assessments online at the dedicated website of OCIMF and ConocoPhillips included in the data distribution list. This may be followed up by a review and audit by ConocoPhillips requiring satisfactory results.
Regional vetting groups and contact information are as follows:
1. Captain Eric VanDevender
Phone: +1 832-379-6023
Fax: +1 832-379-6563
2. Mr. Tim W. Stambolis
Phone: +1 832-379-6152
Fax: +1 832-379-6563
1. Captain Jaspreet S. Kang
Phone : +1 832-379-6075
Fax : +1 832-379-6563
1. Captain Glenn Harman
Phone: +44 (0) 207 408 6846
Fax: +44 (0) 207 408 6776
2. Captain Steve Barker
Phone: +44 (0) 207 408 6823
Fax: +44 (0) 207 408 6776
Captain Phil Hetherington
Phone: +44 (0) 1642 546411
Fax: +44 (0) 1642 546096
Captain Rakesh Dhir
Phone: +65 6233 5280
Fax: +65 6233 5390