Professional Documents
Culture Documents
1. Introduction
ConocoPhillips (COP) is an exploration and production company utilizing marine equipment for the
movement of hydrocarbons globally. COP participates in several industry organization forums, such as
Oil Companies International Marine Forum (OCIMF) and Society of International Gas Tanker and
Terminal Operators (SIGTTO). COP incorporates the guidelines, r ecommendations and best practices
set forth by these industry forums and regulatory agencies in its vetting criteria.
The “Global Marine Vetting Standard” requires Global Marine Assurance Vetting approval for all Vessels
referenced in this manual, prior to the commencement of the charter party or applicable work under a
service agreement and/or for the full duration of any marine activities performed for COP.
The purpose of this document is to detail the requirements and procedures that will be used to
meet both vetting and audit requirements for Vessels used in the transport of bulk liquid petroleum
products.
The application of this document and associated processes will help ensure that the risks involved
in COP marine activities are being effectively managed, consistent with COP’s vision for safety, health,
environment, reliability and efficiency.
This document is not intended to be an all-inclusive list of requirements. Global Marine Assurance
maintains the right to request information that it deems necessary to make a vetting decision.
COP 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.SIS3ng.com) to store and
process technical information regarding Vessels. The SIS database allows certain information to be
shared amongst the Partner companies, thus reducing the workload and redundancy of requests to
the Technical Operators. Acceptance or non-acceptance of Vessels is not shared amongst the Partners
and such information remains private to each individual company.
COP also participates in and supports the OCIMF SIRE program. The scheduling of the SIRE
inspections is achieved through the SIS3 system.
2. Scope
2.1. Governed Vessels
Consistent with the scope of the Global Marine “Marine Vetting Standard,” these processes and
procedures shall be used to assess the safety and suitability of all Tankship Vessels which are described
below:
• All Vessels carrying COP owned bulk liquid commercial cargo (including Vessels carrying
part cargoes).
• All Vessels calling at a COP owned/operated/leased marine terminals for bulk liquid
commercial cargo.
• All Vessels calling at a COP leased terminal with COP titled or owned bulk liquid
commercial cargo, with the exception of vessels calling for COP FOB sold/COP DES
Classification Society Private organizations which issue rules for the construction,
equipment, and maintenance of merchant ships
COP Approved Inspector An inspector that is either accredited by OCIMF to inspect offshore
vessels, or an inspector that has the competencies that match a profile
approved by the COP Manager of Global Marine Assurance
COP Entity Includes all persons or groups within COP; COP subsidiaries; any COP
(As defined for use strictly affiliated company or joint venture for which COP or one or more of its
within the confines of this subsidiaries serve as operator; or any sub-contractor that is hiring a
procedure) Vessel that will work in a COP operated area
COP Operational Entity Includes all COP business units or projects that engage in marine
activity
DP Dynamic positioning
Gas Ship A Vessel that is designed primarily for the transport of LNG or LPG
GT Gross Tons
New Build Vessel A New Build Vessel is a Vessel recently delivered which has no OCIMF
SIRE report and little operational history, or has not yet completed a
maiden discharge operation and/or the report for this operation has
not yet published.
Non-IACS Classed Vessel Vessels that are not registered with an IACS Class Society
Ship questionnaire
Tank Ship A Vessel that is designed primarily for the transport of bulk liquid
petroleum products (oil tankers and Gas Ships)
Technical Operator The company designated by the Vessel owner or Vessel manager to
be responsible for the technical operation and technical
superintendancy of a Vessel.
Valid Inspection An OVID inspection report that is less than 12 months old or SIRE that
Report(s) is less than 6 months old and was performed by a COP Approved
Inspector
- Variant type required is determined by Vessel type and the
scope of work
In certain circumstances, a CDI or a CMID inspection report may be
acceptable
- IMCA M149 (CMID)- Marine Vessels more than 500GT
- IMCA M189- Marine workboats less than 500GT
4. Responsibilities
4.1.COP Commercial and/or Operational Entities
• Nominate each required Vessel using Ship Information System (www.SIS3ng.com)
• Once vessel acceptance (normally via e-mail) has been received from Global Marine Assurance,
employ the Vessel consistent with the scope of work to be performed
• Require that all Vessels maintain a valid vessel acceptance status, as required by this document
• Follow the existing Vetting exception process (GM-PRO-MA-006)
4.3.Vessel Owners/Operators
• Complete and update the VPQ in the OCIMF database system and/or supply any requested
information required by COP for the nominated vessel
• Complete and maintain a TMSA (which is also applicable to barges) as required
• Maintain the Vessel in the condition of which it was originally accepted
Prior to approval Vessel Operators will be required to submit the following minimum
documentation:
• Completed SIS SQ with a date stamp not exceeding 30 days
• Updated Class status survey report with a date stamp not exceeding 30 days
• Latest port state control inspections records and closeout report of any deficiencies noted
• Open port state control findings from any port state control inspection
• Current officer matrix
• Vessel’s CAP certificates (if applicable)
• Completed COP SQ
• Valid SIRE inspection report / CDI report
• Class status survey report
• COP Inspection
• Port state control reports
• Casualty and detention history
• Marine terminal operational feedback
• TMSA
• International Chamber of Shipping (ICS) flag state performance
• COP “Restricted Party and Sanctioned Country Vessel Screening Process”
Oil tankers that are 15 years of age or greater must be enrolled in an IACS member’s CAP. A minimum
CAP rating of 2 for hull, machinery and cargo system is required for approval. A CAP rating is not to
exceed 3 years (from first survey or per the reports validity date).
Oil tankers nominated for cargoes shipped under voyage/ term or COA contracts with the Vessel being
15 years old or greater will be subject to an additional technical review by Global Marine Engineering.
Gas Ships that are greater than 15 years of age must be enrolled in an IACS CAP. A minimum CAP rating
of 2 is required for hull, machinery and cargo/containment system is required for approval.
Gas Ships nominated for cargoes shipped under voyage/ term or COA contracts with the Vessel being 15
years old or greater will be subject to an additional technical review by Global Marine Engineering.
Any Vessel being considered for term charter within six (6) months of delivery from the shipyard may be
subject to the New Build Acceptance Process.
Elements of the New Build Acceptance Process may also be applied to a Vessel nominated for first load
or discharge upon completion of a shipyard period.
Vessels shall carry P&I insurance coverage (pollution and other third party liabilities) which shall be no
less than the minimum required by the international/ national authorities for the trading area operated
or the minimum required by the COP Insurance Group, whichever is higher.
Vessel officers will be required to have the minimum sea time requirements below
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.
6.6.Sire Inspection
A valid SIRE or CDI report will be required on all Vessels. A report will be considered valid if the following
conditions are met:
• Published in the SIRE or CDI system
• Contains Technical Operator’s comments
• Takes place during either a load or discharge
• Has taken place in the last 6 months
• Was conducted under Vessel’s current Technical Operator or safety management system (SMS)
holder
6.7.Vessel History
In order to review a nominated Vessel’s history, COP will require the minimum following documents:
If a port state detention has occurred in the last 2 years, the Vessel’s Technical Operator will be required
to submit the following:
• Root cause analysis
• Corrective action taken
• Proof of acceptance by port state control
For the purpose of vessels covered under section 6.8, STS operations do not include vessel bunkering,
barge to ship, or barge to barge operations. Requirements for operations involving transferring cargo
from barge to barge or barge to ship are covered in Section 8.10.
6.9. Requirements for Cargo Shipped Under Term/ Voyage or COA Contracts
All Vessels on contract are required to maintain an approved vetting status. In the event Global Marine
Assurance Vetting approval is withdrawn, operational activities must cease or may be limited to the
minimum activities deemed appropriate using procedures found in the “Vetting Exception Request
Process Manual” GM-PRO-MA-006. The use of an unapproved Vessel will be considered a COP non-
conformance. In addition to specific Vetting criteria, the requirements listed in Section 6.9 apply to all
Vessels operating on a term/ voyage or COA charter.
Any Vessel owner/Technical Operator of a Vessel being considered for term contract of less than 6
months with potential to extend on a consecutive basis, shall undergo a TMSA verification audit initiated
by COP prior to the contract extension/renewal being approved.
The reporting of this assessment shall be completed within 2 weeks of the audit’s last visit day, and shall
include a listing of all observations, as well as a comparison between the COP assessment and the
Technical Operator’s TMSA. The COP verification audit, reviewed and approved by the Manager of
Global Marine Assurance, shall be provided to the Technical Operator, as well documented internally for
approval/or other.
An audit may also be initiated at any time, including new business review, accident investigation, or if
COP records a negative trend of HSE statistics.
Vessels greater than 15 years old shall be subject to an additional technical review by Global Marine
Engineering.
Vessels greater than 15 years old shall be subject to an additional technical review by Global Marine
Engineering.
6.9.5. SIRE
A COP SIRE report is required for any Vessel to be approved for greater than a 6 month time charter.
Thereafter one SIRE is required every six months. A COP sponsored SIRE may be required.
6.10.1. DP
All Vessels operating in DP mode will be certified by their Classification Society as DP class 2 or 3.
6.10.2. FMEA
All DP Vessels class 2 and 3 shall be required to have a DP FMEA report or equivalent. The original report
or latest revision must be less than five (5) years old to be considered valid as specified in IMO
MSC/circ/645. Reference should be made to IMCA M178 for FMEA management including guidance that
FMEA`s must be updated with any modifications to DP hardware or software. A systematic FMEA review
through life cycle and experience must be an ongoing process.
6.10.3. DP Trials
DP Trials shall be required on an annual basis (within 3 months prior or after the anniversary date of the
FMEA) or after any modifications to the DP system regardless of DP class (2 or 3). DP Annual trials and
FMEA proving trials are a system and operational test in accordance with IMCA M139 and 113. These
tests should be carried out annually by a Global Marine Assurance approved qualified third party. Class
is not defined as a third party.
All tug and tank barges must be operated under a safety and/or quality management system structured
and adhering to practices identified in Standards such as International Safety Management Code (ISM)
if applicable or the American Waterways Operators (AWO) “Responsible Carrier Program” (RCP) or a
similar COP accepted program. Certification must remain valid at all times during contract.
If a barge participates in the USCG “Tank Barge Streamlined Inspection Program”, the Technical
Operator will comply with all USCG requirements associated with the “Tank Barge Streamlined
Inspection Program.”
Any Vessel being considered for term charter within six (6) months of delivery from the shipyard may be
subject to the “New Build Acceptance Process” in whole or part.
A New Build Vessel being nominated on the maiden voyage shall be evaluated on a case by case
basis.
Vessels over thirty (30) years old will not be accepted without going through the COP “Vetting Exception
Process” set out in the “Vetting Exception Request Process Manual” GM-PRO-MA-006.
8.5.Classification Societies
All Vessels are required to be certified by a Classification Society.
COP will accept a Classification Society that is a member or associate of the IACS at the time of the
vessel nomination. The list of current IACS members can be found at www.iacs.org.uk.
It is recognized that COP operates in certain markets where the number of available IACS Vessels is
limited. Where deemed appropriate by the Manager of Global Marine Assurance, additional Vetting
requirements may be implemented to increase the level of oversight. As a minimum, the additional
requirements should include Global Marine Assurance approval of all owner/Technical Operator audit
schedules and all vessel inspection schedules
8.5.1.2. Non-IACS Classed Vessels more than 5 years old, but less than 20 years
old
• Initial inspection prior to hiring to be done by Global Marine Assurance
• Required annual audit of the owner/Technical Operator by Global Marine Assurance
• SIRE, CMID or OVID inspection required every 12 months by a COP Approved Inspector
• Review of dry docking records, machinery history/maintenance/overhaul records, tank
inspection/coating records by Global Marine Assurance
For Non-IACS Classed Vessels over 20 years old, additional specific requirements may be developed on a
case-by-case basis.
Vessels shall carry P&I insurance coverage (pollution and other third party liabilities) which shall be no
less than the minimum required by the international/ national authorities for the trading area operated
or the minimum required by the COP Insurance Group, whichever is higher.
8.9.Vessel Inspections
All Vessels must maintain a current, valid, accepted SIRE or OVID report. COP defines a report as
“current” if it meets the below requirements;
8.9.1. Tugs
Tugs used for petroleum barge propulsion are to have an OVID or SIRE report less than 12 months old. If
SIRE inspection is to be used, the proper variant, as determined by Global Marine Assurance, must be
used.
8.9.2.2. Bunkers
All petroleum barges used to transfer bunkers to COP owned Vessels are to have an acceptable SIRE
report less than 12 months old.
8.10.2. Bunkering
Barge to barge or barge to Tank Ship bunkering operations are not considered lightering operations at
this time.
The reporting of this assessment shall be completed within 2 weeks of the audit’s last visit day, and shall
include a listing of all observations, as well as a comparison between the COP assessment and the
Technical Operator’s TMSA. The COP verification audit, reviewed and approved by the Manager of
Global Marine Assurance, shall be provided to the Technical Operator, as well documented internally for
approval/or other.
An audit may also be initiated at any time, including new business review, accident investigation, or if
COP records a negative trend of HSE statistics.
Any Tank Ship exceeding maximum age requirements that is nominated for a Vetting exception will
require:
• Technical review by Global Marine Engineering
• Meet CAP requirements listed in Section 6.2
Vessels with risk assessments scores or results above and acceptable level as determined by the COP
Vetting team may be either rejected for that voyage, or the Technical Operator may revise its available
anti-piracy measures and update the AVRA risk assessment to provide additional Best Management
practices and counter-measures in order to lower the risk assessment score to an acceptable level prior
to entering areas subject to risk of piracy.
13.2. Terminals
When Vessels are nominated for contract to COP (other than COP FOB sales) to call at COP non-
operated terminals, Global Marine Assurance shall require Terminal information such as MTMSA in
order to measure risk exposure. Where Global Marine Assurance determines there is an elevated safety
or security risk, Global Marine Assurance shall involve COP Corporate Insurance, Legal, Senior
Management, and Compliance Experts to further evaluate use of the Vessel prior to any contracts being
put in place.
When a casualty, incident, port state detention, unsatisfactory report from a marine terminal, or any
other factor negatively impacts COP’ ability to use the Vessel while under contract, Global Marine
Assurance reserves the right to withdraw Vetting acceptance.
“On Notice” A warning given by COP 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 COP 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 Global Marine Assurance.
In the event a Vessel nominated for COP service is deemed unacceptable or below standard on more
than one occasion, a COP SIRE inspection may be warranted. If the results of this inspection indicate
no improvement to the Vessel’s status, the Vessel may be placed ‘on Technical Hold’ and will require a
COP 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 Technical Operator and staff sufficient
time to develop, implement and verify the effectiveness of corrective actions taken.
18.1. Communications
All correspondence related to conducting SIRE inspections shall be done using the dedicated email
address of VesselInspection@COP.com .
Upon completion of inspection, the SIRE Inspector shall provide a list of observations to the master of
the Vessel.
Note: A delayed or postponed inspection due to berthing schedule is not considered a cancellation.
Where possible, COP will attempt to re-assign the inspection to another Inspection company.
COP will advise the Vessel’s Technical Operator if alternate arrangements are unavailable. The
inspection will be deemed cancelled.
Global Marine Assurance shall review the findings/responses and will contact the Technical Operator
should any additional information be required.
Once the review is complete and the all information related to the Inspector’s finding has been received
and approved by Global Marine Assurance, a closeout letter shall be sent to the Technical Operator.