MARPOL73/78 Annex VI- Regulations for the Prevention of Air Pollution From Ships Lesson 5

1. Training Program MARPOL73/78 Annex VI-Regulations for the Prevention of Air Pollution From ShipsLesson 5 Dec.2006

2. Part III Forms and Records • Bunker Data Form • Label and Seal of Sample bottle • Custody Transfer Record &. Sample Log Book

3. The Forms (I) • Fill in the labels for all three bottles as completely as possible. • Make sure that you, the supplier and the surveyor (if there is one) all sign the label. • Please ensure that the supplier’s sample has been labelled with all the relevant details, such as • date of delivery, • supplier’s name, • grade of fuel ordered, • ship’s name, • barge name, etc. • Stronglyrecommend do not sign the bunker receipt or any supplier’s sample labels before bunkering is completed.

4. The Forms(ii) _ Bunker Data Form • Record the bottle seal numbers on the Bunker Data Forms. • Ask for the supplier’s representative to sign the form as well. Give them a copy. • The supplier, or his representative, will provide the chief engineer with a bunker receipt. This document should record the following details: • Grade of fuel delivered; • Quantity of fuel delivered; • Barge names or jetty names; • Specific gravity and/or density. • Sometimes, these documents are prepared before the delivery and may not reflect the true facts of the delivery. • When you are satisfied, place a completed copy of the bunker receipt into the shipping container with the sample for analysis reference.

5. Dispatch the Sample • Placingthe sample in the shipping container and including with this sample the completed Bunker Data Form, giving as much information as possible. • Retain another copy on board. • Put the Bunker Data Form and the Request to Witness Fuel Sampling Onboard Form into the mailer along with the sample. !! Always ask an agent's signature for acknowledging receipt of the sample. One copy kept onboard. Readyto be handed to the ship’s agent to be taken ashore to await collection by courier for analysis.

6. Analysis Report • Sample received by test service company which is designated by ship-owner • The analysis result should be returned by report soonest, to protect your and vessel benefits, pls remember kept all relevant documents in this regards. Example of Analysis Report • All the analyses from individual bunkerings received by Testing Service will be reported back to the vessel or operator in accordance with each individual requirements. • Bunker analyses are sent out by e-mail, fax or telex mostly. • Normally,the analysis results are stored on testing agent’s database. This web based system allowing operators to have online password protected access to their results enabling them to access the following information at any time: • Current bunker analysis. • Historic analysis by vessel, by port, or by date. • In addition to the above a month end statistical report is available to all operators summarising fuel quality reports.

7. In Case of Dispute • Disputes arising from poor quality fuel deliveries can be complex and what may seem to be a simple case can become very involved with respect to documentation samples and alleged damages. • Investigatorswill need to compile an accurate report if the claim is to be successful. • Stressthe need for good routine record-keeping onboard

8. In Case of Dispute – Important Tips • Thechief engineer, by following the guidelines listed here, will improve the chances of success: • Keep a daily record of fuel quantities held onboard in each tank. Record transfers of fuel by date and amount transferred from tank to tank. • Keep careful records of oil bunker deliveries, noting quantity in all tanks before and after delivery. • Whenever possible, do not mix fuel from different deliveries and always load into empty tanks.

9. In Case of Dispute – Important Tips • Keep analysis records of all samples. • Retain suppliers’ samples and samples taken by ship’s staff for a minimum period of three months after all the fuel concerned has been used. Ensure they are correctly labelled, sealed and stored in a safe location. • Keep copies of all bunker receipts. • Keep good records on main engine and auxiliary inspections and repairs. • Ensure engine room or machinery log books record temperatures and pressures, in order that abnormal conditions can be recognised and related to a particular period.

10. In Case of Dispute – Important Tips • In case of damages, compile a statement or record of events which should include date, times, damages, costs (including man-hours and spare parts). Also retain broken or damaged parts for future inspection. Photographs of damages may also prove useful. • We would recommend that, if problems are encountered, duplicate samples of the fuel being used are drawn from various parts of the system. All bottles should be correctly labelled and sealed for further analytical investigation, should this be called for.

11. General Sampling Instruction in Regarding to MARPOL Annex VI • Annex VI of MARPOL 73/78 enters into force on 19 May 2005. MARPOL Annex VI is part of IMO (International Maritime Organisation) legislation. • To ensure compliance with Marpol Annex VI, Port State Authorities may board your vessel to check that your vessel is in strict adherence with the requirements as stipulated in Annex VI. • As part of the burden of proof for vessels that they are burning compliant fuel, certain evidence has to be taken during bunkering to demonstrate to Port Authorities that vessels are complying with Annex VI regulations. Two main pieces of evidence are required to satisfy Port State Inspections.

12. General Sampling Instruction in Regarding to MARPOL Annex VI • A statutory Bunker Fuel Sample to be retained onboard for a minimum of one year. • Copy of Bunker Delivery Note (BDN) to be kept on record for a minimum of three years. • Some kit has been designed by specific Testing Services to ensure your vessel has all the bottle supplies as well as statutory documentation to meet with any future Port State Inspection.

13. Contents of Annex VI Sample Kit Typical sample kit may consists of: • 450 ml HDPE self sealing bottles • Plastic bottle lids with seal number • Instruction Booklet

14. Procedure Recommended for Sampling of the Annex VI Sample • Always use the approved Annex VI sample bottle. • Always ensure that the supplier's representative witnesses the taking of the Marpol Annex VI sample and signs the witness form (this is a mandatory obligation of the supplier). • After bunker operation is complete thoroughly agitate the bulk sample of oil, to ensure it is homogeneous.

15. Procedure Recommended for Sampling of the Annex VI Sample • Pour the oil a little at a time, for example up to 25% in each container, into the FOUR sample bottles (three commercial & one Annex VI) making sure that all bottles are full to 90% volume capacity. The representative of the supplier should be invited to witness the breaking of the seal on the sampler. • Clean the outside of the bottle of any oil that may have dripped outside the bottle. • Carefully complete the supplied Annex VI label and ensure it is correctly cross referenced with suppliers Bunker Delivery Note. The container must be capped, sealed and identified immediately on the Annex VI label as supplied.

16. Important Tips • If two barges are used for a specific delivery of fuel under one bunker order, but come from different sources, then each consignment must have it’s own BDN so as to reference back to the original supplier. • A representative sample of the delivered fuel oil must accompany each BDN.

17. Sample to Be Kept Onboard • Please complete Annex VI log entry and store the sample away separately from the commercial samples drawn of the bunkers. Please remember this sample needs to be kept onboard your vessel for at least 12 months.

18. Sample to Be Kept Onboard • It is recommended for retention of Annex VI statutory samples, that a documentary record system is used. Each sample should be allocated a consecutive storage number, the log entry record and the samples should be stored in the same location. The log entry record should contain the following information: • Retention storage number • The date of bunkering • The associated BDN number(s) • Remarks

19. An exam of Sample bottle label • Fill up all required details in to label. • Print name and signature from both supplier and vessel side

20. Custody Transfer Record &. Sample Log Book • Should a sample be delivered to a Port State Inspector then the vessel needs to secure a Custody Transfer Record, this should be kept with the BDN. • Thenecessary Custody Transfer Record, giving the full sample description, the port, date and time of the handover of the sample and the identity of the person taking custody of the sample. • Should a sample be transferred to a Port State Inspector you will need to record this in the remarks column of the Sample Log Book.

21. To Satisfy Inspections • Two main pieces of evidence are required to satisfy port state inspections. • A statutory bunker fuel sample to be retained onboard for a minimum of one year. • Copy of Bunker Delivery Note (BDN) to be kept on record for a minimum of three years. • To ensure your vessel has all the bottle supplies as well as statutory documentation to meet with any future port state inspection. • As part of the burden of proof for vessels that they are burning compliant fuel, certain evidence has to be taken during bunkering to demonstrate to port authorities that vessels are complying with annex VI regulations.

22. PSC Inspection • To ensure compliance with MARPOLAnnex VI, Port State authorities may board your vessel to check that your vessel is in strict adherence with the requirements as stipulated in annex VI. MARPOL Annex VI is part of IMO (International Maritime Organisation) legislation.This is now international law. Your vessel can be subject to Port State Control checks based on this sample.

23. Summary • A representative sample is fundamental for all later testing. • Continuous drip manual sampler is the proven method for effective sampling. • The sample must be witnessed by all parties, supplier’s representative as well as recipient/ship. • The point of custody transfer is usually factory or ship’s manifold. • Careful measurements during delivery will produce savings. • Samples should be handled and stored carefully - they may be the only evidence.