3.10.1 Purpose

The purpose of this procedure is to ensure that routine vessel inspections are carried out effectively and according to the schedule in the management agreement. The inspections shall be conducted by qualified office-based staff and reported as per the format detailed in this procedure.

3.10.2 Applicability

This procedure is to be used by the technical department in each of the regional offices.

3.10.3 Responsibilities

• The Tech Manager is responsible for ensuring that inspections are carried out by the TSI or MSI (as applicable) at takeover into management and thereafter according to the agreed frequency set out in the client's portfolio in the client contract file.
• The Tech Manager must ensure that the inspector is fully briefed on the specific requirement of the inspection and on any problems or other matters that he may be required to deal with during his attendance.
• The TSI is responsible for planning routine vessel inspections in conjunction with the Fleet Manager and for conducting the inspection in a professional manner with minimal disturbance to the routine operation of the vessel.
• During inspections, the superintendent or other Company representative is to promote a good safety, health, and hygiene culture. This can be achieved by ensuring that the proper PPE is worn and generally leading by good example. Interest must be shown in safety matters, including near-miss reporting, risk assessments, and general work methods deployed on board.

3.10.4 Routine Inspections and Reporting

a) Planning

Each ship in the Company fleet is to be inspected by the relevant TSI on a regular basis. Visits are to be carried out at intervals as required by the management agreement/Client Portfolio and in any event no less than two inspections in the previous 12 months by the TSI and one visit in the previous 12 months by the MSI. The maximum interval between any office attendance should be planned so as not to exceed 4 months.

Where accommodation permits, superintendents should maximise their time and take the opportunity to assess operations and the onboard culture, by living onboard the vessel for the duration of the visit. Once per year, (LSA capacity permitting) a ship visit by the TSI is to be made that includes a voyage so that the inspector can evaluate the various onboard operations including safety-related items and onboard management.

b) Objective of Inspection

The inspection shall establish the condition of both the structure and machinery of the vessel, the certificate status, and, where appropriate, the unacceptability of any part of the vessel or her operation. It must also assess safety culture and the competence of the officers and crew, including management, leadership, and training effectiveness.

The Superintendent is to discuss the inspection and the findings with the Master and Chief Engineer. All deficiencies are to be recorded in a detailed Defect (copy to be left onboard) which will also be attached to the report and action dates agreed with the Master and Chief Engineer.

c) Follow-Up Action

Deficiencies and their corrective actions must be entered into the Inspection Manager database promptly after returning from the vessel. It is the TSI responsibility to ensure that the agreed corrective actions are followed up, and to provide shore-based assistance where necessary. The maximum term generally allowed for closing out a corrective action will be three months. Every effort is to be made to ensure that the target is met.

d) Content of Inspection Report

The Inspection Report (E02) is to be prepared to the general format. The report is divided into a number of sections each relating to specified areas of the ship or specific items to be checked, with sub-divisions where appropriate. MSI shall normally produce a Safety Inspection report (E02); however, they may be required to complete one or more elements of the Vessel Inspection Report when their attendance coincides with the TSI.

The TSI is to rate the condition and/or acceptability of any item inspected by the use of the condition grading criteria set out in the report format.

e) Dry-Docking Inspection & Report

The dry-docking inspection should cover all the areas in the routine inspection plus the additional underwater structure and equipment not accessible when the vessel is afloat. The dry-docking inspection report should be in the same format as the routine inspection report but shall also contain a detailed report of the work carried out during the period and all relevant calibrations carried out including but not limited to yard report, technician reports, survey reports.

f) Report Preparation and Circulation

Reports are to be completed within 5 working days after the inspection and within the time for distribution set out in the client's portfolio. (It is accepted that Dry Dock reports may take longer than 5 days while awaiting external documents).

The report is to be submitted to the Fleet Manager for approval prior to distribution. No reports are to be distributed without approval of the Fleet Manager.

g) Other Inspections

Inspections other than routine inspections may be conducted by members of the technical department (e.g., pre-purchase or damage inspections). In these instances, an alternative report format must be used.

h) MLC2006 & Health Risk Inspection

During routine inspections, time is to be taken to verify compliance with MLC2006 onboard the vessel. Compliance with this convention is integral within the procedures of the IMS and inspection areas already partially done in the context of the main reports (e.g., inspections of hospital, galley, and food stores). Other items including the following should be investigated and included in the main inspection report at least once per annum:

• Minimum requirements for seafarers to work on a ship – minimum age of seafarers, pre-employment medical certificates, training, and manning office controls.
• Conditions of employment – Seafarer contracts, payment of wages, hours of work and rest, and the entitlement to leave periods.
• Accommodation, recreational facilities, food and catering – standard of accommodation spaces, noise and vibration, food and catering standards, and overall hygiene onboard.
• Health protection medical care, welfare, and social security protection – provision/records for access to shore-based medical treatment, health, and safety onboard the vessels, including exposure to excessive noise, vibration, and hazardous materials.

During the inspection, a review of the vessel’s maintenance and cleaning routines required by the SSCM and FSMP should be made and documented in the main report.