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3rd Inspection prior arrival USA

Port State Control detentions due to ISM failures are becoming more common as the authorities are grouping deficiencies together to justify detaining the ship. The objectives of the International Safety Management (ISM) Code are to ensure safety at sea, prevention of human injury or loss of life, and avoidance of damage to the environment and property.

The objectives of the ISPS Code are to ensure security of ships and port facilities. The company is responsible for implementing an effective safety and security management system to ensure these objectives are met. By doing this, the risk to the fleet can be minimized and avoid costly fines and Port State Control detentions. Effective implementation of ISM and ISPS will protect the fleet’s reputation and help to get most out of the company’s resources.

To help reduce these risks, as a minimum, the items on the checklists below should be included as part of your final checks prior to voyage and port entry to ensure they continue to conform to international convention requirements. It is strongly advised that all items are checked on an ongoing basis to supplement your own operational and maintenance procedures and your Flag State’s requirements.

This guides should be used in conjunction with the normal pre-port arrival and departure checks required by international regulations and in conjunction with on board routine maintenance programs. If any of the items identified in the checklists are not in good working condition, the crew should take appropriate steps to remedy the situation prior to arrival into port.

You can download here for reference :

PART 1: Safety Drill and Training

- We recommend conducting Fire drills till all crew are familiar with their duties.

- USCG Detention – vessel got detained after two failed drill attempts with “grounds for believing the master or crew are not familiar with essential shipboard procedures relating to the safety of ships. They were not familiar with their duties, required firefighting equipment, and vessel fire-fighting procedures.”

USCG PSCO’s favorite Fire locations are Galley, Laundry room, Steering gear room, and Boiler Space.

- We also recommend doing safety training to refresh memory and ensure emergency preparedness.

- USCG PSCOs have the tendency to ask a random crew regarding safety equipment operation and drill- duty to ensure emergency preparedness of the vessels.

- Rest hour should not be hampered while conducting additional drills and training – we urge you to use your professional judgment and planning to ensure the preparedness of the crew to tackle the emergency.

- Confined Space Entry Tripod Rescue Systems: (Not Compulsory - Applicable only if the vessel has a Tripod Rescue arrangement)

- 1. Do you have a Tripod Rescue System onboard for Confined Spaces?

- 2. All items associated with the tripod like rope, block, pulley, hook, winch, etc are in good condition?

- 3. Is the rescue tripod assembled properly and ready for immediate use?

- 4. What is the SWL of the tripod? Is the SWL marking clearly marked and readable? /

Lifeboat Manoeuvre in the Water Drill:

- Does the vessel have photographic evidence that the painter and falls were released from the lifeboats after the launch and boat manoeuvred in water within the last 3 months?

- If the last drill was carried out without releasing the painter, then kindly consider carrying out the same at the next available opportunity.

PART 2: ISPS

- Confirm the security drills and training have been conducted properly – all crew should be able to tell the drill /training topics if asked.

- Confirm SSAS test and record.

- Key inventory is up to date. (Ensure the key log is maintained up to date. All spare keys are kept with the responsible person (SSO) and inventor of same is maintained. Master keys are only provided to designated officers).

- Cyber-security policy is there and has been implemented. (Ensure computers cannot be accessed by other personnel. USB locks/computer is password protected. Password not to be displayed to all).

- Does the crew know the name of CSO / ACSO- can locate their contact number? (Training to be carried out on same. All crew to know the name or the location where the same is displayed).

- The security level is implemented as per the SSP and notice is provided to the visitors at the Gangway.

- The gangway is always attended – no exception. (Ensure adequate number of watch keepers in port to ensure gangway is always manned).

- Gangway/ security watch should be able to distinguish their duties in Security Levels 1, 2, and 3.

- No missing visitor cards.

- Visitors list – during port stay.

- Visitor log – proper entry by Gangway watch.

- Visitor access area and Restricted area are clearly defined in the SMS and available at the gangway to present to the visitors.

- Restricted areas are marked and security taped as appropriate.

- The lifeboat door is security taped.

- Accommodation is locked properly. (Only one means of access to accommodation. All other doors including funnel doors to be shut and locked. Emergency escapes have means of opening from inside even when locked from outside).

- Freshwater intakes should be locked and sealed.

- Ensure security lock in the stores outside the accommodation.

- Up-to-date inventory is posted in every store.

PART 3: FFA & LSA

1. Ensure, the lifeboat engine compartment and rescue boat fuel can compartment are clean and free from oil and/or water.

2. Check all lights in LB and RB including their canopy lights are operational.

3. Ensure the LB engine exhaust pipe is well insulated.

4. Crew list in the LB to be updated.

5. Try out emergency steering with the tiller arrangement.

6. Check the underside condition of fire extinguisher in the rescue boat.

7. Check the launching instructions of LB, RB and life-raft are posted under the emergency lights.

8. Inventory of items kept in LB to be updated.

9. Cyber security policy: Ensure same is implemented and effective. All access to computer in the common spaces, including bridge, ECR and cargo office are controlled/restricted.

10. Ensure the ship’s cyber security officer is identified, and record of training being carried out is readily available.

11. Ensure the name and contact numbers of company DPA and CSO are poster in all common areas including but not limited to bridge, ECR, crew & officer messroom, crew & officer recreation room, cargo room/ ship’s office and crew are aware of the same.

12. Ensure all ISPS items as required by the security level implemented are available and crew are familiar with its use.

13. All access to the common spaces are to be controlled and rounds taken to identify any breach. Ensure your have documented evidence as to show how the same will be implemented.

14. Pay attention to the cleanliness in Galley and cold storage room.

15. Galley: exhaust mesh to be cleaned before arrival. Check the catchment areas (gutters) in the galley exhaust uptake are clean and drain is clear,

16. Galley: Portable fire extinguishers and fire blankets are provided as per safety plan.

17. Galley: Fixed fire extinguishing system for the exhaust uptake and deep fat fryer if provided – Chief cook and messman to be familiar with its operation, periodic service records are available.

18. Galley: floors and gutters to be clean.

19. Galley: hot plates to have guard rails/bars all around.

20. Galley: Ensure used cooking oil is stored and handled as per GMP.

21. Galley: First aid kit to be provided in a separate box/shelf. No any other items to be kept in the first kit kit storage compartment. Ensure the contents of the first aid kit are within its expiry date.

PART 4: MARPOL (OWS and STP)

Sr. No.		Description	Reply
			YES	NO
1		Is OWS working properly?
2		Is the record available for OWS operation – Digital / Print out? – at least 18 months.
3		Do the OWS operation records and ORB entries matching properly?
4		Is your oil record book accurately filled out – as per MEPC.1 / Cric.736/Rev.2?
5		Is the 15ppm alarm is working properly? Can the simulation test be carried out?
6		Is the solenoid 3-way valve working properly?
7		Is there any unauthorized modification of the piping system?
8		Have all oil record book entries been completed according to MARPOL?
9		Is the net discharge rate recorded in the oil record book less than the approved OWS discharge rate? If not, a possible malfunction of the OWS.
10		Is there any evidence/trace of oil in the discharge?
11		Is ship-specific operating instruction is available for OWS?
12		No dirty pipes indicating unauthorized discharge.
13		Are BDNs available for all present bunker onboard and the Lab analysis result?
14		Proper entry in the Oil record book.
15		All engineers familiar with operation of OWS
16		Is Sewage Treatment system operational and in use?
17		Are the ship’s crew familiar with the operation and maintenance of the treatment plant?
18		Is the treatment plant operated as required by the manufacturer’s instruction and in compliance with MARPOL?
19		Does the safety management system onboard include the above steps for regular checks?
20		Are the air blowers working properly?
21		Is air supply to aeration nozzles sufficient? No fixed ship’s compressed air used. (If a pressure gauge is available, it should be reading 0.2 – 0.4 bar. Still the aeration nozzles could be blocked. In case of doubt or unclear, the (TOP) inspection hatch is to be opened. The air compressor/ pump can be checked by carefully touching the discharge side this should be warm/ hot.)
22		Are discharge pumps working properly?(Verify by manual start / operation. Pump(s) and e-motor not noisy, vibrating.)
23		Is the chemical dosing unit working properly? Is the correct chemical used? (The discharge side can be loosened to verify drips/ flow of chemical)
24		Are all lights / switches / indications in good working order? Is the electrical cabinet in good condition? (Look inside the electrical cabinet e.g. no electrical wiring tampered with to indicate “ON”, while off)
25		Is the visual indication pipe for returned activated sludge clear? (use a flashlight to determine if pipe is suitable for visual indication)
26		Is the sewage treatment tank without any holes, deteriorations or temporary (hidden) repairs? ( Pipes/ bends / branches and topside of sewage treatment tank.
27		Is high level alarm working accordingly? (To actually test the high-level alarm (float switch) engineers can either fill up the compartment with water to achieve the alarm, or may open up the “contact compartment hatch” to physically lift up the float)
28		Are checks (weekly/monthly etc.) being performed as per PMS?
29		Are checks in PMS in accordance with manufactures manual (or even more strict)?
30		Is the sewage overboard valve operable?
31		Are there entries in the logbook when sewage was discharged overboard? (either intentionally discharged or accidentally discharged).
32		Are there entries in the logbook when sewage was discharged overboard? (either intentionally discharged or accidentally discharged).
33		Are all officers familiar with the MARPOL Annex IV requirements? (The discharge of sewage into the sea is prohibited, except when the ship has in operation an approved sewage treatment plant or when the ship is discharging comminuted and disinfected sewage using an approved system at a distance of more than three nautical miles from the nearest land. Sewage which is not comminuted or disinfected has to be discharged at a distance of more than 12 nautical miles from the nearest land.)
34		Are placards with disposal requirements available?
35		Does the vessel have certified additional holding capacity? If so, how many m3?

	PART 5: LOAD LINES, MOORING, AND DECK STRUCTURES:
Sr. No.		Description	Reply
			YES	NO
	1	Are Load line or waterline markings clearly visible? If the vessel is having multiple load lines, only the active one should be painted.
	2	Are Self-closing cocks of sounding pipes of Engine room double bottom tanks working properly?
	3	Is there any missing nut on Ballast Tank Manhole Covers?
	4	No missing caps of the sounding pipes?
	5	Is there any Crack on the Ship bulkheads? Please confirm the same as well as confirm that the vessel is having all dry dock hull survey documents ready to be inspected by the USCG Officer.
	6	Are Ballast and FO tank vents in good condition?
	7	Are Ballast or FO vent float and rubber packings in good condition?
	8	Are Flame screens of FO tank vents in good condition?
	9	Are the following in good condition for cargo Holds: a) Water ingress sensor. b) Air vent, sounding pipes, manhole covers. c) Hold Ventilation & Fire Dampers d) Access Space
	10	Are the followings in good condition for Hatch Covers and associated Areas: a) Sealing rubber and channel b) Compression bar and weight-bearing pad c) Securing cleats d) Track-ways and rollers e) Hydraulic system – jacks & pipes f) Drains and non-return valve, trace of oil in the discharge?
	11	Are hatches considered acceptable for the carriage of water-sensitive cargoes?
	12	Is information available relating to the ability of any deck surface to withstand the static and dynamic loads imposed by a helicopter landing on that surface?
	13	Are Gangway, accommodation, deck, and pilot ladders in good condition?
	14	Are non-slip painted applied on walkway and mooring stations?
	15	Are the followings in good condition regarding Windlass & Winches? a) Brake-bands & linings b) Clutches, gears & controls c) Foundations d) Spurling pipes, covers, cockspurs and guards e) Have the windlass/winch brakes been tested f) Are brake tests a part of the PMS
	16	Are Bollards, rollers & fairleads in good condition and marked?
	17	Are Mooring ropes, wires, anchors & cables in good condition and have an appropriate certificate for ropes and wires?
	18	Is mooring line inspection included in PMS?
	19	Does the vessel have a mooring line plan including Certificate numbers and dates in service and end-for ended?
	20	Is a ship specific emergency towing procedure provided?
	21	Are Bunkering connections, manifolds, save-alls in good condition?
	22	Are the cranes available on deck in good condition?

PART 6: LIFE SAVING APPLIANCES:
Sr. No.	Description	Reply
Sr. No.	Description	YES	NO
1	Check the release system and interlock is set correctly. If fitted, check the indicators are clear and in correct position.
2	Is an inventory of Lifeboat equipment is posted inside the lifeboat with applicable expiry dates and no missing items?
3	Keep the operating instructions secured in the boat.
4	Check the lifeboats’ painter release is operable.
5	Check for the operation of the Emergency Steering.
6	Check the engine has sufficient fuel and is de-watered as necessary.
7	Turn the lifeboat on and make sure there is no delay to start.
8	Test the propulsion allows it to go ahead and astern and that it can be steered in all directions.
9	Keep the engine starting batteries maintained and in good condition.
10	The Morse cable – the connection between the hydrostatic unit and the interlock is in good condition.
11	Is the magnetic compass in good condition- no bubble?
12	Ensure effective insulation on the lifeboat engine exhaust pipe.
13	Are the retro-reflective tapes in good condition?
14	Are the view through lifeboat windows are clear?
15	Is there is crack on the Lifeboat body or the glass window?
16	Are the lifeboat markings highly visible / not faded away?
17	Are the grab lines and rubber fenders in good condition?
18	Are the limit switches of lifeboat davits working properly?
19	Ensure lifeboat maintenance as per PMS and recorded.
20	Rescue boat engines start immediately and operate satisfactorily (including cold weather starts)?
21	Is the Rescue boat able to be launched and recovered with an independent source of power?
22	Operating instructions posted? Under emergency lighting?
23	Life rafts stowed properly and capable of floating free?
24	Is life raft painter connected properly to the weak link?
25	Is davit not corroded and in good working condition? Are all sheaves and loose gear not worn and in good condition?
26	Have all life rafts been serviced by an approved servicing company with proper servicing certificates?
27	Are embarkation ladders in good condition including forward ladder reach water level in lightship condition?
28	All embarkation areas properly lighted?
29	Is the rescue boat fuel tank full?
30	Ensure maintenance as per PMS and recorded.

PART 7: Test before entering or getting underway in the US waters:

Please note that a vessel needs to conduct a test before entering US water and getting underway as per “33 CFR § 164.25 a & d - Tests before entering or getting underway” as stated below – a logbook entry is required of these tests.

Usually, a log entry of “a test/drill has been conducted as per as per 33 CFR § 164.25 (a) or as per 33 CFR § 164.25 (d)” is acceptable provided that a copy of the relevant rules a kept in the bridge for a quick reference.

(a) Except as provided in paragraphs (b) and (c) of this section no person may cause a vessel to enter into or get underway on the navigable waters of the United States unless no more than 12 hours before entering or getting underway, the following equipment has been tested:

(1) Primary and secondary steering gear. The test procedure includes a visual inspection of the steering gear and its connecting linkage, and, where applicable, the operation of the following:

(i) Each remote steering gear control system.

(ii) Each steering position located on the navigating bridge.

(iii) The main steering gear from the alternative power supply, if installed.

(iv) Each rudder angle indicator in relation to the actual position of the rudder.

(v) Each remote steering gear control system power failure alarm.

(vi) Each remote steering gear power unit failure alarm.

(vii) The full movement of the rudder to the required capabilities of the steering gear.

(2) All internal vessel control communications and vessel control alarms.

(3) Standby or emergency generator, for as long as necessary to show proper functioning, including steady state temperature and pressure readings.

(4) Storage batteries for emergency lighting and power systems in vessel control and propulsion machinery spaces.

(5) Main propulsion machinery, ahead and astern.

(d) No vessel may enter, or be operated on the navigable waters of the United States unless the emergency steering drill described below has been conducted within 48 hours prior to entry and logged in the vessel logbook, unless the drill is conducted and logged on a regular basis at least once every three months. This drill must include at a minimum the following:

(1) Operation of the main steering gear from within the steering gear compartment.

(2) Operation of the means of communications between the navigating bridge and the steering compartment.

(3) Operation of the alternative power supply for the steering gear if the vessel is so equipped.

PART 8: Emergency Communication and publications:

Do you have the appropriate latest Sailing Directions for the last and intended voyage and updated?
Do you have the latest Edition of CFR 33 and 46?
Make an MF HF test call with the radio station and obtain the acknowledgement and keep this on file.
Have a record of VHF DSC test, Inmarsat C Link Test, and NAVAREA IV – should be selected in Inmarsat C.
Ensure that you maintain a record of all the attached NAVAREA IV warnings and plot/ comply with the applicable warnings as part of your passage execution. All officers and Master to sign the warnings.

( Attached Updated NAVAREA IV warning till 03-August-2022 for your compliance)

Keep a record of Navtex warnings and plot accordingly.

PART 9: PROPULSION AND AUXILLARY MACHINERY
Sr. No.	Description	Reply
Sr. No.	Description	YES	NO
1	Examination of machinery records [logbooks etc.] suggest all machinery items and systems are functional and in good order?
2	A complete set of all machinery manuals in a language understood by the senior engineers available on board?
3	Cleanliness in the engine room in way of scavenge spaces and crank case doors is good?
4	Is ME exhaust and boiler insulation in good condition?
5	Tank tops and bilge spaces in a good clean condition?
6	Are all pump and valve glands free from leaks?
7	Purifier room free of leaks and accumulation of oil?
8	Drip trays in way of machinery items and fuel tanks dry ?
9	Are steering spaces clean, free of obstructions and oil leaks and readily accessible?
10	Engine room floor plates in place and free of obstructions?
11	Is there evidence that adequate stores and spares are provided?
12	All stores/spares requisitions are filled in less than 30 days?
13	Are spare parts and other gear or equipment firmly secured and stored appropriately?
14	Safety instructions appropriate to the space displayed?
15	Engine control room clean with chairs secured, no loose mats and garbage placed in proper bins?
16	Machinery guards in place. Monitoring and indicating devices fitted to relevant machinery items and in working and safe condition?
17	Are gauges and instruments functional?
18	Is Crankcase Oil Mist Detector operating correctly?
19	Switchboard panels were free of earth indicators?
20	Auto-closing devices on sounding pipes being used properly?
21	Lube oil samples are taken regularly? Oil sample report free of adverse comments? Is Lube Oil Sampling aligned with Equipment Manufacturer’s recommendations? Does the company have fuel testing procedure?
22	Is there a documented annual hydrostatic pressure testing of bunker lines?
23	It is evident that only safe and pollution-free practices are being followed in the machinery spaces (Compliance with MARPOL)?
24	Oily Water separator maintenance records in order?
25	Oil content meter last calibration date?
26	Critical Equipment and Systems have been identified by the Company and methods to promote reliability have been put in place? Standby arrangements have been identified by the Company and regular testing of such equipment is conducted?
27	Is there a written procedure for fuel change-over in the SMS?
28	Gantry crane in ER last tested?
29	Is the Sewage Treatment Plant working properly?
30	Is the Emergency Generator in operational? a) The generator starts in all modes of operation, and it is in good condition. b) The means of starting are working and in good condition. c) The required onboard crew is familiar with running the emergency power supplies. d) When running, the generator supplies the right voltage and frequency. e) The safety management system onboard includes the above steps for regular checks. f) Ensure to check the emergency generator on black-out simulation mode. g) Check that the Emergency Generator Fuel Tank has sufficient fuel to run for at least 18 hours. h) Check that the Emergency Generator Quick Closing valve is operational.

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