UNCONTROLLED UNLESS VIEWED VIA THE INTRANET

Marine Vetting and Audit

Criteria Manual for Tankers and Barges
Document No. COP-UMA-GOV-005

Recommended Document Retention: ADM220 Administrative, Policy, and Procedures; Policy, Directives, and Procedures.

Rev.
No.

Originator

Reviewed By

Approved By

Date

Description

Tim Stambolis

Karen Stacey

Linda Viens

1 May 2012

Issue for Use

Marine Vetting and Audit Criteria Manual for

Tankers and Barges

Issue Date: 01/05/2012

Revision: 7.0

TABLE OF CONTENTS
1.0

GENERAL ............................................................................................................................... 4

2.0

OBJECTIVE ............................................................................................................................ 4

2.1
3.0
3.1
3.2
3.3
3.4
3.5

Vessels Subject to ConocoPhillips Global Vetting Criteria (bulk liquid): ................................. 4

VESSEL ACCEPTANCE REQUIREMENTS: SHIPS / NON-U.S. flag Tugs/Barges............... 5
Additional Criteria for Marine Movements involving Lightering (Vessel to Vessel Transfers): 5
Time Charted Vessels ............................................................................................................. 6
Structural Criteria for Ships and Non-U.S. flag Tugs/Barges: ................................................. 6
Compliance with Local and International Conventions and Regulations - Ship ...................... 6
Protection and Indemnity (P&I) Club Ship ............................................................................ 7

4.0

VESSEL ACCEPTANCE REQUIREMENTS - U.S. BARGE, TUG, TOWBOAT (ONLY) ....... 7

5.0

ADDITIONAL CRITERIA FOR ALL VESSELS........................................................................ 8

5.1
5.2
5.3
5.4
5.5
5.6

ConocoPhillips Double Hull and Age Criteria for Ships and Barges ....................................... 8
Drug and Alcohol Policy .......................................................................................................... 9
Flag State / Nationality ............................................................................................................ 9
Acceptance and Rejection on Status Changes ..................................................................... 10
Conditions resulting in Vessel and/or Operators Being Placed On Hold or On Notice..... 10
Voyage Risk Assessment (Piracy/High Risk Transits) .......................................................... 11

6.0

CONTACT INFORMATION ................................................................................................... 11

6.1

EMAIL ................................................................................................................................... 11

6.2

MAILING ADDRESSES: ....................................................................................................... 11

COP-UMA-GOV-005

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Marine Vetting and Audit Criteria Manual for

Tankers and Barges
Revision
6.0

Date
10/01/2011

Description of Changes
Updated and changed to one document. This
document combines two COP MRM publications:
Marine Vetting & Audit Criteria Process Summary
for Trade Floor and Marine Vetting & Audit Criteria
for Vessel Operators Rev 5.0. Added Piracy Risk
Assessment

Issue Date: 01/05/2012

Revision: 7.0

Owner
Director,
Vetting

5.0

11/30/2009

Updated barge technical criteria

Director,
Vetting

4.0

09/16/2009

Double Hull Criteria updated for US carriers

conference

Director,
Vetting

3.0

03/13/2009

Revision for posting through Intertanko publication

Director,
Vetting

2.0

06/2006

Updated/edited for external sharing through SIS

link

Director,
Vetting

1.0

08/2003

Original Summary after corporate merger

Director,
Vetting

COP-UMA-GOV-005

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Approved by
Manager
Marine Risk
Management

Manager,
Marine Risk
Management
Manager,
Marine Risk
Management
Manager,
Marine Risk
Management
Manager,
Marine Risk
Management
Manager,
Marine Risk
Management

Marine Vetting and Audit Criteria Manual for

Tankers and Barges

1.0

Issue Date: 01/05/2012

Revision: 7.0

GENERAL

ConocoPhillips (COP) is an Exploration and Production Company, and deals in marine movement of
hydrocarbons and related chemicals globally; while participating in several industry organization
forums, such as Oil Companies International Marine Forum (OCIMF), American Waterways Association
(AWO) and Society of International Gas Tanker and Terminal Operators (SIGTTO), the company
incorporates the guidelines, recommendations and best practices set forth by these industry forums
and regulatory agencies in its vetting criteria.
ConocoPhillips in partnership with certain other oil companies, owns and utilizes the internet based
vetting system known as SIS3 or the Ship Information System (SIS, found at www.SIS3.com) to store
and process technical information regarding Ships, Barges, Tugs, and Towboats. The SIS database
allows certain information to be shared amongst the Partner companies, thus reducing the workload
and redundancy of requests to the Vessel Operators. Acceptance or non acceptance of vessels is not
shared amongst the Partners and such information remains private to each individual company.
ConocoPhillips also participates in and supports the OCIMF SIRE program. The scheduling of the
SIRE inspections is achieved through the SIS3 system.

2.0

OBJECTIVE

ConocoPhillips core objective is to meet its Marine Transportation needs in the most responsible
manner by placing special emphasis on protecting people, the environment, its assets and reputation.
ConocoPhillips expects to achieve this by using good quality vessel operators and vessels that remain
accident / pollution-incident free.
2.1

Vessels Subject to ConocoPhillips Global Vetting Criteria (bulk liquid):

1. All vessels carrying ConocoPhillips owned bulk liquid commercial cargo (including vessels

carrying part cargoes).

2. All vessels calling at a ConocoPhillips owned/operated/leased marine terminals for bulk liquid

commercial cargo.
3. All vessels calling at a ConocoPhillips leased terminal with COP titled or owned bulk liquid

commercial cargo, with the exception of vessels calling for FOB/DES cargoes at third party
terminals where ConocoPhillips leases tankage (unless specifically required by contract).
4. All vessels calling at a ConocoPhillips owned/operated offshore field/installation carrying bulk

liquid hydrocarbon or chemical commercial cargoes.

5. All vessels chartered by or on behalf of ConocoPhillips with the purpose of carrying bulk liquid

hydrocarbon or chemical commercial cargoes.

6. All vessels involved in a STS (Ship To Ship) transfer of a ConocoPhillips commercial cargo,

including both the discharge vessel, receiving vessel and STS Service Provider Company.

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Marine Vetting and Audit Criteria Manual for

Tankers and Barges

Issue Date: 01/05/2012

Revision: 7.0

3.0 VESSEL ACCEPTANCE REQUIREMENTS: SHIPS / NON-U.S. FLAG

TUGS/BARGES
Prior to contracting, use, and/or periodically when under contract, all applicable vessels under 2.1
above shall be nominated into the Vetting System SIS for vetting assessment. Only vessels accepted
by COP Assurance and Vetting may be used to carry bulk liquid hydrocarbon or call to ConocoPhillips
terminals.
Hull Criteria is governed by Section 5 of this document. Additionally, each Ship and Non-U.S flag barge
being considered for a potential Marine Movement must meet the following criteria:
Be nominated by a ConocoPhillips or ConocoPhillips Joint Venture entity.
Be reviewed and accepted by the ConocoPhillips Vetting Team.
Include the submission and assessment of a current and valid Ship Questionnaire (SQ) submitted to
www.SIS3.com with a date-stamp not exceeding one month. The SQ shall be submitted by the vessels
technical operator, defined as the entity stated on the vessels current Document of Compliance.
Have been inspected by an OCIMF member or CDI participant within the past 6 months and the report
made available in the appropriate database. At least one acceptable discharge SIRE or CDI report is
required within the past 12 months.
Except on tugs/barges, the combined sea-going experience of the Master and Chief Officer on any
type of tanker should be no less than 6 years.
Except on tugs/barges, the combined in-rank experience of the Master and Chief Officer must be at
least 3 years actual sea-time on tankers.
For all Gas Ships, in addition to the above, the Master must have a minimum 1 year sea-time
experience as a senior office on LNG and/or LPG and the Chief Officer must have a minimum 1 year
sea-time experience as an Officer of the Watch on LNG and/of LPG.
3.1

Additional Criteria for Marine Movements involving Lightering (Vessel to Vessel Transfers):
1. Vessel operator should meet the guidelines of OCIMF STS recommendations or equivalent
standard.
2. Overall capability of vessel and staff experience will be considered.
3. The STS operation must be performed with the support of a ConocoPhillips approved STS
Service Provider company.
4. The Ship to be Lightered (STBLs) must be reviewed and accepted by the COP Vetting Team if
any COP titled cargo is transferred.
5. STS operations do not include vessel bunkering, barge to ship, or barge to barge operations.
6. Barges involved in Vessel to Vessel cargo transfers require the following:
7. Confirmation that the vendor has lightering procedures in place
8. A lightering representative may be required to attend as deemed necessary by the regional
vetting team.

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Marine Vetting and Audit Criteria Manual for

Tankers and Barges
3.2

Issue Date: 01/05/2012

Revision: 7.0

Time Charted Vessels

To be accepted for greater than a 6 month time charter requires a ConocoPhillips SIRE report less than
6 months old; thereafter one ConocoPhillips SIRE and one OCIMF submitting member SIRE annually
shall be provided for review.
Any vessel currently engaged or being considered for time charter equal to or greater than 6 months
must possess the following:
A ConocoPhillips Inspection annually, irrespective of vessel age.
A valid and accepted ConocoPhillips TMSA verification audit report. If the charter exceeds a term
contract of more than 24 months, an additional audit shall be conducted twice in five years.
A ship questionnaire (SQ) in www.SIS3.com with a date stamp not exceeding one month.
An updated Class Survey Status Report with a date stamp not exceeding one month.
A current, valid, accepted SIRE or CDI report from any OCIMF member conducted within the last 6
months.
The vessels age is not to exceed 20 years within the Time Charter. (A COA contract is not considered
as a Time Charter.)
3.3

Structural Criteria for Ships and Non-U.S. flag Tugs/Barges:

A technical review is required for vessels that have been subject to a conversion, major modification,
vessels that were potentially damaged or have reached a nominal age. Conversions include, but are
not limited to, double hull conversions or vessel designation changes (e.g. OBO to tanker). Major
modifications include, but are not limited to, extending wheelhouses or repowering projects.
1. OBOs may be accepted up to 15 years, subject to CAP requirements. A regular pattern of
cargo changes from wet to dry are acceptable as long as the previous cargo was wet.
2. All ships over the age of 20 years and Combination Carriers over 10 years must be enrolled in a
Condition Assessment Program (CAP) by an IACS member Class Society. A current minimum
CAP 2 rating for hull is required for ship acceptance.
3. Commencing end of January 2012, for crude and product tankers a minimum CAP 2 rating will
be required for machinery and cargo systems. A CAP rating is not to exceed 3 years (from first
survey or per the reports validity date).
4. A new-build vessel being nominated on the maiden voyage shall be evaluated on a case by
case basis. The vessel technical operator shall follow the ConocoPhillips new build acceptance
process. This is available upon request.
3.4

Compliance with Local and International Conventions and Regulations - Ship

The Vessel Technical Operator must certify, through completion of the on-line SIS SQ Statement,
compliance with all Local and International Conventions and Regulations. Ships trading internationally
must have a valid Shipboard Oil Pollution Emergency Response Plan (SOPEP/SMPEP). In addition,
ships trading to the United States must have a valid Vessel Response Plan (VRP) accepted in
accordance with all applicable United States laws and regulations. The VRP and SOPEP may be
incorporated into one document.

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Marine Vetting and Audit Criteria Manual for

Tankers and Barges
3.5

Issue Date: 01/05/2012

Revision: 7.0

Protection and Indemnity (P&I) Club Ship

The ship shall be insured with a member of the International Team of P&I Clubs.
Clubs not included on this list may be reviewed and accepted 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 minimum required by the international/national authorities for the trading areas operated,
including US waters.

4.0 VESSEL ACCEPTANCE REQUIREMENTS - U.S. FLAG BARGE, TUG,

TOWBOAT (ONLY)
Vessel hull criteria is governed by Section 5 of this document. Additionally, each U.S. flag Barge, Tug
or Towboat being considered for a potential Marine Movement must meet the following criteria:
1. All barges must have an acceptable SIRE inspection report less than 12 months old available in

the OCIMF SIRE system. It is the intent of the Marine Barge & Tug Vetting Process that all
Time/Term Chartered Tugs and Towboats maintain a current SIRE Inspection Report. The SIRE
Inspection Report may be considered valid for up to 12 months from the date of inspection.
Non-time chartered tugs and towboats may be required to have a Sire inspection and/or be
vetted by the Vetting Team to verify compliance with this criteria and process on a case by case
basis.
2. Any double hull barge 15 years or older must have an acceptable thickness gauging/(UT) report

available that is not more than 10 years old.

3. All marine tank barges, tugs, and towboats must be operated under a safety and/or quality

management system structured and adhering to practices identified in Standards such as the
ISM code if applicable, or, in the USA, the AWO Responsible Carrier Program (RCP) or a
similarly COP accepted program, depending on the region where the equipment is being
operated. Certifications must be valid and current at all times during the vessel usage.
4. Inland barges, tugs, towboats, and self propelled barges may not be required to comply with

International Conventions or be classed with a Classification Society. While a vessel operator

may adopt such options, the absence of such does not preclude ConocoPhillips entities from
utilizing such equipment if found acceptable by the Vetting Team.
5. If a barge is chartered by ConocoPhillips and participates in the TAIP program, the vessel

operator will comply with the USCG requirements associated with the Tank Barge Alternate
Inspection Protocol.
6. Where a barge is classed, a recent Class Survey Report may be requested by the COP Barge

Vetting Team.
7. Full perimeter spill rails must be installed on all US barges, excluding liquefied flammable gas

vessels.

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Marine Vetting and Audit Criteria Manual for

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5.0

ADDITIONAL CRITERIA FOR ALL VESSELS

5.1

ConocoPhillips Double Hull and Age Criteria for Ships and Barges

Issue Date: 01/05/2012

Revision: 7.0

ConocoPhillips has enhanced the Double Hull and age criteria with the following effective dates:
Non U.S. flag Ocean Going Vessels
Compliance Date

Size

Hull Type

Age

January/1/2010

Over 6000 DWT

Double Hull

Less than 25 years

January/1/2010

Less than
6000 DWT and Double Hull
carrying Heavy Grade Oil
(HGO) 1

Less than 25 years

January/1/2010

Gas Carriers

Double Hull

Less than 30 years

January/1/2012

All vessels (except Gas Carriers)

Double Hull

Less than 20 years

Non U.S. flag Inland Vessels

Compliance Date

Size

Hull Type

Age

August/31/2010

Greater than 600 DWT

Double Hull

Less than 35 years

January/1/2010

Less than
6000 DWT and Double Hull
carrying Heavy Grade Oil (HGO)

Less than 35 years

January/1/2012

All vessels

Less than 30 years

Double Hull

U.S. Flag Ships

There are trade provisions for US Flag Jones Act Trade Vessels. Please contact the ConocoPhillips
Marine Vetting Team for information about ships at tankervetting@conocophillips.com

Heavy Grade Oil (HGO) as defined in MARPOL: Under the new regulation, HGO means any of the following:
i) Crude oils having a density at 15C higher than 900 kg/m3;
ii) Fuel oils having either a density at 15C higher than 900 kg/ m3 or a kinematic viscosity at 50C higher than 180 mm2/s;
iii) Bitumen, tar and their emulsions.

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Marine Vetting and Audit Criteria Manual for

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Issue Date: 01/05/2012

Revision: 7.0

U.S. flag Ocean Going Barges

Compliance Date

Size

Hull Type

Age

January/1/2010

All barges

Double Hull

Less than 35 years

Compliance Date

Size

Hull Type

Age

January/1/2010

All barges

Double Hull

Less than 40 years

U.S. flag Inland Barges

U.S. flag Tugs and Push Boats (Time Charter only)

Compliance Date

Size

Hull Type

Age

August/31/2009

All

N/A

Less than 50 years

01 June 2012

All

N/A

Less than 40 years

The use of any vessel beyond the nominal age criteria requires detailed technical evaluation prior to
utilization.
The list of technical review documents to be furnished for these vessels will be provided upon request
to ConocoPhillips.
5.2

Drug and Alcohol Policy

The technical 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, unless not permitted by the
Flag State.
5.3

Flag State / Nationality

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.
Additionally, ConocoPhillips can exclude certain flag States, if they have been found not to comply with
ConocoPhillips associated processes or criteria.

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Marine Vetting and Audit Criteria Manual for

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Issue Date: 01/05/2012

Revision: 7.0

ConocoPhillips shall follow all US Regulations regarding trade with sanctioned countries and/or
Restricted Parties. All vessels owned, technically managed or commercially operated by a company
headquartered in, or flying flags of US Sanctioned countries shall be rejected.
5.4

Acceptance and Rejection on Status Changes

Vessel acceptance as a result of the vetting process is integral to the successful conclusion of any
fixture and is a continuing requirement thereafter. Vessel Vetting acceptance may become invalid with
any change of ownership, classification society, P&I Club, technical or operational management, or due
to significant technical or procedural changes on board the vessel, or defects that may be deemed to
affect meeting the designated factors. Additionally, casualties and other incidents, or port state
detentions, unsatisfactory reports from a marine terminal, and any other factors judged by
ConocoPhillips to be material which arise before, during or after the conclusion of a fixture that are
deemed likely to impact negatively on ConocoPhillips ability to use the vessel, then ConocoPhillips
reserves the right to withdraw acceptance in all such circumstances. However, where a vessel has
changed ownership but otherwise the technical management shows a continuity including the vessel
and shore technical management, the vessel can be considered for COP service.
5.5

Conditions resulting in Vessel and/or Operators Being Placed On Hold or On Notice

Definitions:
On Notice

A warning given by ConocoPhillips to the technical operator due to concern

caused by negative operational or HSE trends or a one-off event; this is generally
used to notify the technical operator and assure corrective and preventative
actions are taken.

Technical Hold

A temporary rejection given by ConocoPhillips of a vessel(s) and/or technical

operator for continued use of their fleet, due to an extraordinary event or
significant negative trends or cause. A technical hold is effective until corrective
actions and/or answers acceptable to COP Assurance and Vetting are received
and deemed satisfactory by the Manager, Assurance and Vetting..

Examples where Vetting Technical Hold may apply:

Office Audit of vessel technical operator - an unsatisfactory assessment by a ConocoPhillips office
Audit review team.
In the event a vessel nominated for ConocoPhillips service is deemed unacceptable or below standard
on more than one consecutive occasion, a ConocoPhillips SIRE inspection may be warranted. If the
results of this inspection indicate in no improvement to the vessels status, the vessel may be placed
on technical hold and will require a ConocoPhillips re-inspection.
However, the vessel may not be eligible for re-inspection until after 3 months from the date of original
inspection. This period of time is necessary in order to allow the vessel operator and staff sufficient time
to develop, implement and verify the effectiveness of corrective actions taken.

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Marine Vetting and Audit Criteria Manual for

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Issue Date: 01/05/2012

Revision: 7.0

A vessel previously accepted for ConocoPhillips service will be placed on Technical Hold in the event
the vessel is deemed unseaworthy or a high risk to ConocoPhillips prior to the commencement of
service. The vessel will remain on Technical Hold until a satisfactory class report, causal analysis and
corrective actions/lessons learned are received by COP and deemed satisfactory.
5.6

Voyage Risk Assessment (Piracy/High Risk Transits)

Vessels planning to traverse areas subject to risk of piracy must have in place sufficient anti-piracy
operational plans and countermeasures in accordance with current best management practices for
piracy as per OCIMF Guidelines, flag State directives, and technical operators applicable insurance
providers directives in order to mitigate the risk from piracy.
ConocoPhillips utilizes the BIMCO Automated Voyage Risk Assessment (AVRA) tool in order to ensure
that individual voyage risks due to piracy threat are evaluated against the most detailed and timely
information possible.
Vessels traversing areas subject to piracy risk are expected to submit a current AVRA report, complete
an AVRA information form or complete a detailed high risk assessment report for the vessels antipiracy practices/route and submit this for review by ConocoPhillips.
Vessels with risk assessment scores or results above an acceptable level as determined by the
ConocoPhillips vetting team, may be either rejected by the Vetting Team for that voyage or the vessel
technical operator may revise its available anti-piracy measures and update the AVRA/risk assessment
to provide additional Best Management Practices/countermeasures in order to lower the risk
assessment score to an acceptable level prior to entering areas subject to risk of piracy.

6.0

CONTACT INFORMATION

6.1

EMAIL

For ship vetting information, contact:

6.2

tankervetting@conocophillips.com

MAILING ADDRESSES:
ConocoPhillips Company (Corporate Headquarters Houston, Texas USA)
600 N. Dairy Ashford
Houston, Texas 77079 USA
+1 281 293 1000
ConocoPhillips (Singapore)
One Temasek Avenue
Millenia Tower #40-02

Singapore 039192
+65 6536 0010

COP-UMA-GOV-005

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