condition survey report form - svv · 2018. 6. 12. · condition survey report form hanseatic...

HANSEATIC UNDERWRITERSTM V2.0 EN WWW.HANSEATIC-UNDERWRITERS.COM

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Condition Survey Report Form

ZELLER ASSOCIATES MANAGEMENT SERVICES GMBH PAGE 2 OF 23

KREUZFAHRTCENTER VAN-DER-SMISSEN-STR. 1 22767 HAMBURG GERMANY

MANAGING DIRECTORS: DR. HARALD ZELLER CAPT. BERT WARDETZKI TOBIAS BRAUN

TRADE REGISTER: HR B 68 929 · HAMBURG VAT-ID: DE198287777

PHONE +49 40 3890739 0 FAX: +49 40 3890739 70

INSURANCE AGENT REGISTER NO.: D-WDHA-L8LHU-86 EMAIL: [email protected] INTERNET: WWW.ZA-MANAGEMENT.COM

Hanseatic UnderwritersTM is a trademark of Zeller Associates Management Services. In combination with the abovementioned insurance products and services, Zeller Associates Management Services GmbH acts as agent of the participating insurance companies according to the applicable insurance contract act.

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Instructions for Condition Surveys Dear Surveyor,

Please complete the enclosed form with the infor-mation available on site, but remember always it is only a guide to assist with the reporting. Typing is optional. Please note that only ONE copy of the report is required, which should be forwarded as soon as possible.

We would expect a survey to be completed within maximum one day, however, if it is required that a surveyor should attend longer, then Hanseatic P&I's Managers should be contacted immediately.

When reporting on the various items a tick in the respective boxes is often sufficient. Details of e.g. any machinery or manufacturer's serial number etc. are usually not required.

If an item is not on board, or an operation is not carried out, it does not mean that it is necessarily a defect. The surveyor should use his knowledge and experience to determine if a real "defect" exists and consequently if a recommendation is required.

Ultrasonic Tightness test of hatch covers and pres-sure test of double bottom tanks: these are essen-tial at all surveys unless specifically instructed. Hatch covers should be visually inspected and ultrasonically tested. Ballast tanks should be pressed up and the holds visually inspected for leaks. Hold bilges suction tests should be carried out but environmental rules always to be consid-ered. Such tests are considered necessary, but if it is not possible to carry them out, surveyors should report this and the detailed circumstances in the usual way.

The surveyor should test items wherever appropri-ate whilst conducting the survey, such tests of course only being carried out with the prior knowledge and co-operation of the ship's staff. If particular areas appear to be well maintained and operational then it will be beneficial, due to possible time constraints, to limit testing to the more im-portant items or those, whose condition gives cause for concern.

The last page includes a "summary" section. This should be a brief summary of the vessel after the survey. The last page of the form should clearly state any deficiencies found, including anything related to crew or management. It is important that

the nature and extent of the defect is clearly stated so that it is apparent to the owner and to Hanseatic P&I.

The last page(s) of the form, with the list of defects and recommendations, must be signed for receipt by the Master or any other manager's or owner's representative and the original returned to Hanse-atic P&I's Managers. If a signature is refused or is unobtainable this should be stated with the reason. A copy of the signed page(s) should be left with the person signing with the request that it is passed to the ship's managers or operators.

The surveyor should explain that the recommenda-tions made would be forwarded to Hanseatic P&I who will subsequently inform the Assured as ap-propriate.

Hanseatic P&I usually requires a few photographs to indicate the type and layout and condition of the vessel, and then photographs of defects but only where these usefully supplement the report. A large number of photographs showing satisfactory items are not required. Photocopies of plans or diagrams to supplement the report, preferably A4 size, are helpful, especially a general arrangement plan. If information is required from the vessel or own-ers/managers once the surveyor has departed the vessel, then the vessel's owner/manager should be requested to forward these directly to Hanseatic Underwriters.

Preliminary Report: The preliminary report consist of Summary section, condition rating scale, the hatch covers ultrasonic tightness test report if ap-plicable and the defect report. This report also con-sist of details any tests/inspections that could not be conducted at the time of survey. The preliminary report to be submitted to the Club within 48 hours of completion of survey.

Final Report: Final report to be within one week of completion of survey or earlier where possible.

The rating section on the last page is used to assist Hanseatic P&I to make an assessment for insur-ance purposes. Considerable objectivity is required from the surveyor. To ensure a common basis in completing this section, the following brief guide should be followed (only whole numbers should be used!)


HANSEATIC UNDERWRITERSTM ZELLER ASSOCIATES MANAGEMENT SERVICES GMBH PAGE 3 OF 23

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For all sections please use the following numbering:

0 1 2 3 4 5 6 7 8 9

Dangerous Very poor Poor Satisfactory Good Excellent

In using the above number code the following factors should be among those taken into account for each section:

Management / Administration Cargoworthiness

• Motivation of Officers

• Certification to ISM Code, ISO, EN

• or other approved standards

• Procedures and Company Instructions

• Manuals and Records

• Certification & Documentation

• Condition of Holds and Hatch Coaming

• Condition and Sealing Arrangements

• of Hatch Covers

• Bilges

• Hatch covers ultrasonic test

• Ventilation Arrangements

• Maintenance

• Cleanliness

• Previous Cargo Damage Claims

Non Cargo Tanks Crew Safety

• Crew Inspections

• Class Inspections

• Maintenance

• Coating / Anodes

• Corrosion

• Watertightness

• Accidents in the Past

• Safety Awareness and Attitude

• Safety Posters and Books

• Safety Policy

• Protective Clothing worn

• Protective Clothing supplied

LSA & FFA Navigation

• Crew ability to use Equipment

• Condition of Equipment

• Maintenance Records

• Regular Inspection and Servicing

• Language

• Passage Planning

• Bridge Equipment

• Publications and Charts including correc-tions

• Procedure and Logbooks

• Operating and Maintenance Instructions

• Master / Pilot Information Exchange

Manning / Competence Machinery

• Language used

• Attitude of Crew

• Competence

• Safe Manning

• Work being Carried out

• Certificates of Competency and endorsements

• MLC Certificate & Manual

Spare Gear and Tools Maintenance and records Cleanliness and Tidiness Leaks Lighting / Emergency lighting

Hull Pollution Prevention

• Equipment

• Paint coatings

• Corrosion

• Accommodation space

• Tidiness

• Maintenance

• Damage

• Crew Attitude

• Procedures

• Bunkering

• Oil and garbage disposal

• Shipboard Oil Pollution Emergency Plan

• Ballast Management

• Garbage management

For your perusal please find enclosed our Survey Report Form



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Contents:

Cover Page

A – Documentation and Certificates

B – Safety Equipment

C – Manning and Qualifications

D – Management

E – Bridge, Navigation and Communication Equipment

F – Accommodation

G – Machinery Installation

H – Condition of Ship’s Hull, Structure and Fittings

I – Cargo worthiness Items

J – Pollution

K – Additional items for

└ Container Vessels

└ Reefer Vessels

└ Ro-Ro Vessels

└ Tankers

└ Tug Boats

Summary

List of Deficiencies



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– Cover Page –

Date and Place of Survey

Survey Company

Surveyor's Name

Vessel Name

Operators

Type of Vessel

Year & Country of Construction

Trading Area

Gross Tonnage

Summer Deadweight

LOA / Breadth / Depth

Classification

Flag

Call Sign

Owners

IMO number

Our Ref



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A – Documentation and Certificates

Date and Place of Issue Expiry Date

1. Certificate of Registry

2. Certificate of Class

3. Safety Management Certificate

4. Document of Compliance

5. International Ship Security Certificate

6. Safety Construction Certificate

7. Safety Equipment Certificate

8. Safety Radio Certificate

9. International Loadline Certificate

10. I.O.P.P.C.

11. I.A.P.P.C

12. M.L.C.C

13. Safe Manning Certificate

14. C.L.C

15. Firefighting Appliance Certificate(s)

16. Liferaft Certificate(s)

17. Hull & Mach. Special Survey / Intermediate Survey

18. Hull & Mach Annual Survey

19. Dry-Dock Survey

20. Last Flag State Control

21. Last Port State Control

22. Cargo Gear Annual & Quad. Survey



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B – Safety Equipment

Lifesaving Appliances

1. Lifeboats

No. Fitted: Material:

No. Persons: Engine:

Starboard / Port Oars:

2. Life rafts (numbers & capacity)

3. Are lifeboat hulls free from damage or corrosion?

4. Are lifeboat equipments in satisfactory condition?

5. Are davits and wire falls in satisfactory condition? (Last annual & quad. insp.)

6. Are lifeboat embarkation ladders + at-tachments sound?

7. Are lifeboats in place complete with effi-cient self-igniting lights, smoke signals, lifelines, etc.?

8. Are E.P.I.R.B, line throwing apparatus, sarts and pyrotechnic devices all valid and properly stowed?



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B – Safety Equipment (contd.)

Fire fighting Installation

1. Is the fire main on deck free from corrosion?

2. Are hydrants in good condition?

3. Are fire hose boxes on deck in good condition and all contents complete?

4. Is the fire hose international shore con-nection accessible?

5. Are portable fire extinguishers in place and properly serviced?

6. Is the emergency fire pump tested regu-larly? (To be tested if considered nec-cessary)

7. Is there a properly kept Fire Store with properly maintained firemen’s outfits, breathing apparatuses etc.?

8. Are the engine room fire fighting equip-ments properly maintained (incl. gas flooding installation and remote stops)?

9. State the type of fixed system in...

Holds:

E/R:

Accommodation:

Paint locker:



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C – Manning and Qualifications

What are the Safe Manning Certificate Requirements? List Officers’ Certificates and Nationalities

Note: State at least Name – Competency – Validity of Competency – Nationality

Master

Chief Officer

2nd Officer

3rd Officer

Radio Officer

Chief Engineer

2nd Engineer

3rd Engineer

Total Number of Officers + Crew (Please attach crew list and safe manning certificate)

Total Number of Officers + Crew required on safe manning certificate

Are endorsements of Flag State available?

Trade Limitation if any

Are resting hours maintained & recorded?



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D – Management

1. Are followings carried out at regular intervals?

Internal audits :

Safety meetings:

Master’s review :

2. Are the following manuals onboard?

• Company Manuals

• Company Orders

• Training Manual

• Safety Manual

• Cargo Securing Manual

• Emergency Towing Manual

• Ballast management Manual

• Energy Efficiency Manual

• Recovery person from water Manual

• MLC Manual?

3. Is a sounding book kept?

4. Are written instructions provided and recorded for:

• Tank entry procedures?

• Bunker loading procedures?

• Hot work procedures?

• Near miss?

5. Is a written contingency plan provided for dealing with major incidents such as ...

• fire?

• collision?

• grounding?

• pollution?

6. Are the records of followings appropriate?

• Non conformance & corrective actions

• Accidents

7. Can the officers and crew converse in a common language?

Which language?

8. How frequently is the crew exercised at emergency stations?

9. State the dates of the last ...

boat drill

fire drill

10. Does the crew wear appropriate protective equipment?

e.g.

• Safety Footwear?

• Safety Gloves?

• Safety Goggles?

• Ear Defenders?

• Face Masks?



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E – Bridge, Navigation and Communication

1. Can the master confirm that all equipment is working efficiently?

2. Are all the equipments of the GMDSS reported working efficiently?

3. Date of the latest Notice to Mariners or Navigational Warnings on board

4. Are paper and/or electronic charts (ECDIS) of the vessel’s trading area(s) corrected up-to-date?

5. Are passage planning appropriate and records kept?

6. Are the following publications on board up-to-date?

• Radio Signals?

• Light Lists?

• Pilot Books?

• Bridge Procedures?

7. Is the compass deviation card posted?

Date of last adjustment:

8. Are muster lists and fire safety plans posted?

9. Are muster lists and fire safety plans displayed in a language understood by the crew?

10. Is an approved trim and stability booklet available?

State issuing authority and date:

11. Are calculations made on a regular basis and recorded?

12. Is bridge navigational watch alarm system (BNWAS) in apparent working order?

13. Is vessel fitted with VDR and is it in apparent working order?



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F – Accommodation

1. Are the accommodation spaces generally clean, tidy and free from obvious fire/ safety hazards?

2. Are galleys, pantries and stores clean and free from obvious hazards?

3. Are “locked-in” alarms work-ing efficiently and freezer room doors fitted with means of opening devices from the inside?

4. Are MLC requirements being met and certified?

5. Are medical store / hospital clean, tidy and the medicines available, not expired?



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G – Machinery Installation

Note: It is not possible for a Surveyor to assess fully the condition of the main and auxiliary machinery within the time scale allowed therefore Surveyors should make a general examination of the engine room, workshops and steering com-partment.

1. Are machinery spaces well...

• illuminated?

• ventilated?

• painted?

2. Is there evidence of exhaust gas leak-age by soot deposits on lagging of uptakes?

3. Are ladders, gratings, floor plates and machinery guards adequate and securely fitted?

4. Is there evidence of significant leakage at...

• stern glands?

• pump glands?

• pipe flanges/valves?

5. Is there excessive leakage of fuel and/or lube oil at or around...

• diesel engines?

• boilers?

• purifiers?

• transfer pumps?

6. Are machinery bilges clean and dry?

7. Does bilge alarm work?

8. Are pumps and machinery marked (colour coding)?

9. Are instructions for changing to emergency steering posted?

10. Is the steering gear in good condition and the steering gear room tidy, well illuminated and clean?

11. Are there adequate machinery mainte-nance handbooks onboard in a language understood by the engineers?

12. Are comprehensive maintenance records kept?

13. Are E/R cratings in place, secured, clean and in safe condition?

14. Is emergency lighting working efficiently?

15. Are self closing devices in E/R fully oper-ational?



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H – Condition of Ship's Hull, Structure and Fittings

1. Is external shell painting ...

• well painted?

• free from heavy corrosion?

• free from heavy indentation?

2. Are weatherdecks ... • well painted?

• free from heavy corrosion?

3. Are the following vessel parts well maintained:

• superstructures?

• mast houses?

• bulwarks?

• manholes?

• watertight doors

4. Are external doors, hatches, ports etc. well maintained regarding seals and fastenings?

5. Are the following in safe condition:

• ladders / stairways?

• accommodation ladders?

• pilot ladders?

• handrails?

6. Are ventilation openings, air pipes and their closing appli-ances in good condition?

7. Are the following in safe and efficient condition:

• windlasses and winches?

• cranes and derricks?

• wire ropes and chains?

• safety guards of deck machinery?

8. Are the filling connections and air pipes of fuel/ diesel oil tanks structurally sound and fitted with oil tight coamings?

9. Are light fittings on deck and in the forecastle safe and effi-cient?

10. Is there any evidence of temporary repairs visible?

e.g.:

• Cement boxes to pipelines?

• Small doubler plate to hull?

• Deck?

• Hatches?

• Hatch Covers?

11. If access possible, are ballast tanks apparently free from sig-nificant wastages, pitting etc..?



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I – Cargoworthiness Items

Sketch the general arrangement of the deck layout showing cargo holds and/or tanks including permanent ballast tanks.

Number of holds/hatches:

Note: Surveyors should inspect all accessible cargo holds and hatchways and carry out ultrasonic water tightness test on hatch covers and attach to the report!

1. Are the following items visually in satisfactory condition (please take photos) and Ultrasonic water tightness test car-ried out with satisfactory result?

• Hatch cover panels?

• Rubber packing?

• Rubber packing channels?

• Cross joints and wedges?

• Quick acting cleats?

• Compression bars?

• Coaming tops, drains and non-return valves?

2. Is there any distortion of heavy corrosion of hatch coamings and brackets?

3. Are tarpaulins, sealing tape or high expansive foam in use on hatch covers and/or hatchways?

4. Is there any evidence of previous leakage by rust stains inside hatch coamings?

5. Are access hatches, seals and fas-tenings in a satisfactory condition?

6. Are hold ventilation arrangements efficient?

7. Are ventilation watertight closures efficient?



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8. Are hold ladders, safety rails etc. safe and efficient?

9. Are air and sounding pipes in satisfactory condition?

10. Are air pipes / sounding pipes watertight closures efficient?

11. Are bilge wells clean & dry?


13. Is suction test carried out with satisfactory result? (Beware environmental rules)

14. Does bilge non-return valve working properly to prevent back flow

15. Is there any oil/water residues on tank tops?

16. Are longitudinal/transverse bulkheads structurally intact?

17. Is corrosion evident at side • shell?

• frames?

• bracket?

18. Is plating of upper/lower Hopper Tanks intact?

19. Are brackets to tank top wasted or damaged?

20. State last cargo carried and/or now loading / discharging.

21. Is a loading computer or stress finder fitted? State calculation method.

22. Are calculations made on a regular basis and recorded? State last date.

23. Type of hatch covers and operating mechanism



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J – Pollution Prevention

1. Is the oil record book properly maintained?

2. Are materials carried on board to deal with minor spills?

3. Are NOX records kept?

4. Are appropriate procedures in place for switch over to low sulphur fuel when trading relevant areas?

5. Is garbage management in place and records up to date?

6. Are OWS and alarm in full working order?

7. Is vessel free from valve or pipeline leakage liable to cause pollution?

8. Is there an approved ballast man-agement plan and records up to date?

9. Is vessel equipped with ballast water treatment plant?



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Additional Items for Container Vessels

1. Are tank tops clean and dry in con-tainer holds?

2. Are container cell guides well main-tained?

3. Does hold bilge alarms work?

4. Are container lashings and attach-ments sufficient and well main-tained?

5. Are gratings, platforms and handrails around hatch covers in satisfactory condition?

6. Is there an approved container secur-ing manual? State approved auth.

Additional items for Reefer Vessels

1. Are cargo spaces, insulation and thermal seals of hatch covers in sat-isfactory condition?

2. Are fans, ducting, coolings and air distribution arrangements in satisfac-tory condition?

3. Is temperature monitoring equipment in full working order?

A sample copy of temperature log printout from the last cargo voyage should be provided, if possible.

4. Does the vessel carry a dedicated refrigeration engineer?

How many years experience has this engineer?

5. Refrigeration annual survey date?

6. Refrigeration special/intermediate survey date?



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Additional Items for Ro-Ro Vessels

1. Is/are the stern and/or side door(s) in good condition and the following items in order and well maintained?

• Hoisting cables

• Securing chains

• Locking devices

• Hydraulic cylinders

• Landing flaps

• Rubber gaskets

• -Safety rails

2. State type & maker of bow access arrangement if installed

3. If bow access arrangement exists: Is/are the bow door in good condition and are rubber packings, locking de-vices, hydraulic cylinders etc. in or-der and well maintained?

4. State date when rubber packings at stern and/or bow access doors were last exchanged

5. Are the internal ramps in good condi-tion and fitted with anti-slip material?

6. Are the vehicle deck bilges or bilge wells clean and is the bilge pump in operation?

7. Are lashing/securing points available (state type) and in good condition?

8. Are the vehicle decks well illuminat-ed?

9. Is the ventilation system for the vehi-cle decks in operation, working effi-ciently and properly maintained?

10. State type of available cargo lashing equipment:

11. Is the lashing equipment in satisfac-tory condition?

12. Number of passengers allowed to carry and the certificate available?



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Additional Items for Tankers (including Gas and Chemical Carriers)

1. Is there evidence on deck of cargo leakage from hatches, pipe system or valves?

2. Is there any loose oil in manifold spill tanks?

3. Is pipe system on deck free from heavy corrosion and test dates marked (incl. cargo, I.G., P.V., V.R.S., C.O.W., steam, hydraulic lines etc.)? State last pressure test date

4. Are the gangway gratings, platforms, stairs, ladders and handrails safe?

5. Are tank access hatches, ullage ports, washing hatches and their co-vers and fastenings well maintained?

6. Are the Inert Gas, tank gauging and gas detection systems fully opera-tional?

7. Is the Crude Oil Washing System fully operational?

8. If a cargo control room is fitted: Is all control and monitoring equipment, including ODME fully operational?

9. Type of tank coating?

10. Are portable gas detection instru-ments available and calibrat-ed/certified?

11. State last date of CDI & SIRE inspec-tions

Pump Room

1. Is there any evidence of cargo leak-age from pumps, piping, valves etc.?

2. Are bilges clear of loose oil?


4. Is lighting adequate and working efficiently?

5. Are vent fans, trunking and fire dampers in satisfactory condition?



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6. Are ladders, gratings and handrails safe?

7. Is the oil discharge monitoring and alarm system fully operational?

8. State last cargo carried and/or now loading/discharging

Additional items for Tug Boats

1. Are procedures available for towing operations?

2. Are towing equipment, winches, wires, connecting links, shack-les, thimbles etc.. satisfactory and certified?

3. Are towing control check lists and towing plan records main-tained (if applicable)?



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– Summary – Condition Rating Scale:

0 1 2 3 4 5 6 7 8 9

Dangerous Very poor Poor Satisfactory Good Excellent

Management / Administration Navigation

Cargoworthiness Manning / Competence

Non Cargo Tanks Machinery

Crew Safety Pollution Prevention

LSA & FFA Hull

Additional Comments:

Name of Master: Owners Representative:

Condition Survey Report Form - LIST OF DEFICIENCIES -


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– LIST OF DEFICIENCIES –

Please note: After this page was filled out please have it signed by an authorized person on behalf of the vessel and send it as a scanned file back to Hanseatic Underwriters. When this page was filled out in handwriting only, please re-type all information in another copy of this form electronically and send it back additionally. Thank you!

Name of vessel: Port: Date:

No. Section

& Item No. Deficiency (just add more rows if needed)

1.

2.

3.

4.

5.

Surveyor: For receipt on behalf of vessel:

Name: Name:

Company: Position:

Signature: Signature:

condition survey report form - svv · 2018. 6. 12. · condition survey report form hanseatic...

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