maintenance of the vessel and its equipment -...

TECHNICAL MANUAL

Ch. 06 DRY DOCKING

Rev. No: 1

Date 20-Feb-15

of 13

Uncontrolled when Printed

6.1 DRYDOCKING / REPAIRS - GENERAL

Dry-docking Policy & Planning: Dry-docking intervals planned as per ship and classification society

requirements, keeping owner’s charter party, commercial commitment, trading pattern, urgency of

repairs, total time and costs in mind. Company issues dry-docking schedule for the fleet.

Superintendent fills in estimation of time and remarks on dry-docking. Opportunity should be taken

during docking to complete all deferred and outstanding repairs.

Progressive Repair Specifications: Master/Chief Engineer: Each time a defect is noted, which in

the opinion of Master/Chief Engineer has to be repaired in dry-dock, a Repair specification should be

duly completed with sketches, photographs or drawings and to the office. Ideally the specifications

preparations for the next docking must commence from the time of departure from dry-dock using dry

dock specification Form as provided by the Technical Suptd.

Superintendent: Maintain & update docking file. Monitor vessel’s itinerary 3 to 4 months ahead of

docking plans. Remind Master/Chief Engineer to update office on dry-dock repairs. Make pre-docking

inspection visit to vessel if considered essential. Complete specifications. Add/delete repairs as

essential. Include paint/general services. Discuss with Fleet Manager / Head of tech department and

decide tentative area (Europe, Far East etc.) and scope of repairs.

The choice of Dry Docks selected to tender will depend upon:

Geographic location matching the vessels required trading route

Yard capability and facilities

Yards past performance

Details of Tender Document

Pass repair specification to suitable yards. Compare quotations (3-4 yards) on price, total time,

payment terms, penalty clause and deviation. Consider yard experience on critical jobs, past

relationship, quotation reliability, weather conditions, yard congestion, port costs, safety/pollution

hazards, possibility of strikes etc. Advice Head of Ops & tech team / Head of Ship Management team

on extraordinary or out of budget expenses. Co-ordinate with Fleet Manager for yard decision and

inform principals for approval of additional costs, if any. Superintendent negotiates time, price

conditions and payment terms.

Owner/Superintendent/Accounts: Once Owner approves additional costs, Superintendent advises

Accounts of total estimated dry-docking cost. Accounts follow up for funds/receipt from owner.

Superintendent: Once yard is finalised, place firm order in company specific format. Inform

Master/Chief Engineer for preparatory work on board. Inform/appoint direct sub-contractors for

specific items e.g. radars, gyro, hatch covers, electronics or others as agreed with yard. Inform

classification society on intentions. Call tender for paints if necessary. Confirm paint orders. Check for

spares confirmation, e.g. stern tube seal, underwater fittings, anodes, review exigencies (if jobs

anticipated) e.g. availability of rudder bushes, facility for reconditioning of vital components, yard

capability for rebushing stern tube etc. Review fall back position and alternative options.

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Inform/arrange for required specialist/service engineers. Review for H&M, P&I claims if any. Discuss

crew matters with Fleet Personnel Department.

Superintendent/Master/Chief Engineer: Inspect jobs/vessel on arrival at dry-dock port/yard. Re-

evaluate items to be done at yard vis à quoted price. Continuously inform yard all additions/deletions

to specification as soon as possible. Obtain time cost quotations progressively prior to

commencement of extra work if possible. Maintain daily communication channel with Head of Ops &

tech team on progress. Communicate additional works, costs, over-budgets as soon as possible &

clear with Fleet manager /owners as required. Superintendent to inform Accounts of extra costs, if

substantial. Instruct and advise Master/Chief Engineer for required supervision on materials, and to

maintain log of labour/work progress as required.

Superintendent/Master/Chief Engineer/Yard Representative: Maintain record of all delays,

incorrect work, stoppages, labour shortages, interruptions etc. and arrange to keep detailed accounts

by ship staff of work processes where verification on final completion of job is not possible (e.g. sand

blast areas for quality and quantity). Maintain full documentation for items under H&M or P&I claims.

Co-ordinate surveys as required. Maintain progressive records with photographs for all important

work.. Master / Chief Engineer must consult with attending Superintendent prior signing / stamping

any work completion reports submitted by yard. Make sure work done reports are endorsed with

relevant facts by Master/Chief Engineer where any discrepancy has been noted.

Superintendent/Yard Representative: Bill negotiation with yard. Verify costs/statements. Contact

Fleet Manager / Head of Ops & tech team / Head of Ship Management team prior to arriving at final

repair amount. Make settlement. If unable to arrival at final figure, consult Fleet manager, draw out

written document for items of differences prior to return, stating position of each side. Collect, if

possible, all invoices and reports from shipyard and contractors.

Superintendent: Upon return, fill in draft bill column of repair/dry-docking cost. Possible alteration of

amounts communicated to Accounts by Superintendent. After the dry-docking is completed the

superintendent will complete a final report and a contractor assessment for the dry-dock. This

assessment is used to build up a history of the dry-dock company for reference.

Superintendent/Shipyard/Accounts: Reach final agreement/discounts/payment terms. Final

amount column completed. Accounts follow up for funds & effect payment for schedule. Make

provision for accrual of all docking costs in the month in which docking completed (including cost of

agency, paint supply, spares, anodes, etc).

6.1.1. Preparing Dry-dock Specs

Ideally the specifications preparations for the next docking must commence from the time of departure

from last dry-dock. (Please Use dry dock specification Form as provided by the Technical Suptd.).

Each time a defect is noted, which in the opinion of Master/Chief Engineer has to be repaired in dry-

dock, a Repair specification should be duly completed with sketches, photographs or drawings and to

the office. The success of a good docking lies in compiling absolute water-tight specifications and

estimating the extent of job scope. This enables list down all jobs and eliminates hidden costs,

enabling the docking to be completed within OR close to the declared estimated budget.

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Risk assessment for all hazardous operations like tank inspections, hot work etc must be sent to

office at least one week before reaching dry-dock.

COMPILING DATA AND SPECIFICATIONS PREPARATION:-

Following a generic flow & checklist to enable compile and prepare:-

1. Defect list from vessel to obtain.

2. Major COCs to list.

3. Ship side damages & Cargo hold damages to be assessed and reported.

4. Survey list - CSM & SSH to list pending items.

5. Check Tail shaft survey and boiler survey due.

6. Recommendations from class and PSCs to check.

7. New regulations requirement to list.

8. List Major M/E Overhauls - T/C, Fuel pumps, Liner etc. Obtain running hours. Governor last

ovhl dates for M/E & A/Es. Any major defects which require attention during repairs.

9. Statutory surveys due.

10. Lifting gear load testing last dates.

11. Check last VIR & audit recommendations & NC - list down important jobs if same pending.

12. Compile following information from Ship & ship’s drawings / plans: -

Area of Hull.

Paint scheme.

Flat bottom, Vertical bottom, boot top and top side demarcation drawing or

area calculation details.

Area of holds - to calculate if not readily available.

Area of tanks - to calculate if not readily available.

Area of Main deck, forecastle deck, and poop deck if separate.

Area of hatch tops, sides and underside - or obtains dimensions separately.

No of bottom plugs - list against the tanks.

Mooring winch drums conditions, liner condition.

Anodes calculation details. ICCP details, MGPS details.

List of all Ship side valves, and intermediate valves - with details of sizes

(Also makes for standard Butterfly valves).

Hatch coaming - condition and measurements to decide if same to be done.

Navigational equipment status - gyro last overhaul etc.

Steering gear ram seals.

Ships particulars to obtain.

Check if Bead welded ships name and class symbols for plimsoll mark.

Check poker gauge and tramell gauge available - any other tools for rudder stock, pintle

bearing, shaft coupling, propeller etc.

Instruct ship staff to send Stern tube, bow thruster oil samples analysis.

Instruct ship staff to make water tight specs and allot DD Spec numbers for the essential DD

jobs, such as Tail shaft, seal, rudder, propeller, hull blasting/ painting etc.

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Based on jobs check spares inventory & spares requisition and advice to raise requisition

individually against each DD specs. Boiler man hole doors and gaskets, Stern seals, Bow

thruster seals & Bearings, Steering gear ram seals.

Advice to raise requisition for DD stores - Joints, gland packing’s, packing extractors,

valve grinding tool, Apexior 3, zinc anodes, grinding paste, molykote, silicon, glass wool and

insulation, valves general (Only gate, globe etc – butterfly valves to make separate requisition

for seats and other spares).

Every docking all storm valves internals to be inspected and renewed as necessary.

As a practice, renew all storm valves alternate docking( i.e once in 5 years).

Every docking Main sea water pipe ( from sea chest to inlet of sea water pumps) thickness

measurement to be carried out( UT gauging) for ships which are older than 10 years.

Confirm if the following drawings available on board or office:-

a) General arrangement

b) Capacity plan.

c) Docking plan

d) Stern tube, propeller and shafting arrangement

PREAMBLE

1) To make preamble for the DD specs - based on above information.

2) Compile complete specs for quotations.

3) Send for quotations.

4) Obtain DD quotes and make cost comparison and work out budget.

SPARES & STORES

1) Send RFQ for Stern seals, anodes, paints, bow thruster spares/ seals, ram seals, butterfly

valve seat rings.

2) ME spares if reqd.

3) Hatch cover spares if requisition - including rams, cranes or grabs.

4) Stores RFQ & Supply.

5) Try connect at convenient ports.

6) Update the Requisition status.

7) Update specs with fresh ones and obtain quotes.

OWNERS CONFIRMATION & ORDER CONFIRMATION:-

1) Finalise and suggest Drydock available around area of off hire.

2) Visa arrangements for self.

3) Appoint agents and obtain quotes.

4) Arrival condition to Drydock to find out.

5) Arrangement for self stay.

6) Check Lubes required for DD.

7) Bunkers for DD & after DD.

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JOB PLAN TO BE PREPARED BY SHIP STAFF:-

1) Plan for Draining of HO & DO tanks - provision. Sludge disposal.

2) Bilges to empty prior arrival docks.

3) List of shipside valves with sizes & details to keep ready.

4) List of intermediate valves with sizes & details to keep ready.

5) List of other valves for overhaul to keep ready.

6) Stern tube draining arrangement and keep ready blank flanges etc.

7) Stern tube filling arrangement to find out and purging arrangement.

8) Empty drums for sludge disposal.

9) List of tanks to be cleaned.

10) Easing up of all vent and purging valves for SW pipelines and pumps to be completed prior to

dry dock arrival and rechecked again prior docking.

11) Confirm arrangement for AC , Fridge & ECR Cooling water.

12) Confirm arrangement for Sewage.

13) Confirm arrangement understood for shore power.

14) Check if ballast pump can be run on shore power.

15) Check if MSB can be feedback from E/G from ESB.

16) Check boiler can be kept fired in the docks by venting steam bypassing Dump condenser.

17) Prepare check list for Docking, undocking etc.

18) Work list - basis the jobs finalised by supt.

19) Work plan - basis 3 options of dock entry schedules and the same total number of days.

IMPORTANT

The responsibility of the safety of the vessel remains always with the Master.

6.2 ORGANISATION AND STRUCTURE

The normal organization structure of the ship must remain intact during the entire stay at the Yard.

Crew change is practical, but the safety aspects of the operation must be kept in mind. It must also be

considered whether it is wise to change senior staff during a docking period.

The Master will remain responsible for the safety of crew, ship and cargo during the docking period.

However, the following must be discussed and agreed upon prior to the stay at the Yard:

The division of responsibility between the Master and the Yard, while the ship is resting on the blocks

and ship systems may be closed down, with regard to:

Fire-fighting

Lifesaving, abandoning ship, etc.

Environmental issues, such as pollution, cleanup, etc.

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The Master - Pilot relationship will remain as under normal arrival/departure conditions. The

responsibilities and duties within the ship’s departments will also remain unchanged.

The Superintendent will have a consultative role towards the Master. Towards the Yard he will act as

the Manager’s Representative and, as such, be entitled to interfere within the framework set up by his

Superior.

6.3 RESPONSIBILITY - CO2 SYSTEMS

Most repair yards will have a paragraph in their general conditions similar to the following:

“In all cases of emergency, all fire-fighting and rescue operations will be under direct control of the

Yard Safety Department, in conjunction with the Master, who will remain ultimately responsible for the

crew and the vessel.”

Prior to work initiated in enclosed spaces equipped with CO2 systems, these shall be disconnected

and secured. The CO2 storage room and local release stations shall be locked and secured. It is the

responsibility of the Master to ensure that the system is physically disconnected. He has the authority

to reactivate the system if deemed necessary. He must ensure, beyond doubt, that the area has been

evacuated prior to releasing the system.

The Master does not need approval from the Yard to initiate fire-fighting operations.

When Head of Security of the Yard arrives at the scene of a fire, all available ship crew and

equipment shall be put at his disposal, the Yard taking command of the operation in conjunction with

the Master.

6.4 EMERGENCY PLAN PREPAREDNESS

The vessel’s Emergency Plan will remain in force throughout the repair period. The Plan must be

analyzed in conjunction with the work to be carried out and revised temporarily with regard to:-

Fire-fighting/lifesaving equipment out of operation

Locations/areas of the ship not accessible during periods of time

The normal alarm and communication systems not operational

Duties of the crew that changes

Based on the above conditions, changes to the Emergency Plan may be:

“Abandon ship” position will be changed

Fire stations/meeting points must be relocated

Parts or all of the alarm system disengaged

Parts or whole fire detecting system out of operation

Parts of the emergency equipment immobilised

In addition, the following information must be given the crew prior to arrival:

General information concerning hot work to be done

General information concerning enclosed space work to be done

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General about the Yard’s alarm and emergency procedures

The crew must be made familiar with the temporary changes. The Master must also ensure that the

crew understands that, despite the fact that the Yard has its own emergency procedures and

equipment; it will always be their duty to safeguard themselves, the environment and the ship.

6.5 ABANDON SHIP PREPAREDNESS

The following should be considered before deciding on an abandon ship procedure:

Overbooking at the Yard, resulting in inconvenient mooring position/arrangement (double/triple

banking). The Emergency Plan does not cover eventualities where own ship might be “sandwiched”

between jetty and a burning ship. The Master must, if agreeing to such arrangement, at least consider

the following:

Strict safety measures with regard to hot work onboard own and other vessel(s)

Escape routes

Familiarise with Yard’s Emergency Plan concerning the ships in question

That tugs/mooring gangs are available

That the Yard takes full responsibility for damages

Caused by double/triple banked mooring

When own ship changes from one location to the next, the situation must be re-analyzed.

6.6 ALARM SIGNAL PREPAREDNESS

Parts of the alarm system might be disconnected either to prevent false alarms, due to maintenance

of the system itself, or lack of power supply. It should be the aim to maintain the major parts of the

alarm system engaged. Ensure that continuous watch is kept in those locations where fire alarm has

been disconnected.

Upon arrival at the Yard, the Ship and the Yard must compare emergency plans and agree on

common alarm systems and emergency procedures. The Master must also request a “silent test” of

those alarm systems and procedures.

6.7 FIRE-FIGHTING AND LIFESAVING EQUIPMENT PREPAREDNESS

The risk of fire is considerably increased during a Yard stay, compared to when in normal operation.

The Master must, after reviewing the situation, decide which parts of the equipment must and can be

put out of service. In principal, as much as possible of the equipment must be kept operational. If

possible, maintain fire main and sprinkler systems pressurized.

If parts of the ship’s emergency equipment are out of service during the Yard stay, the Master must

ensure that replacement equipment is made available. This may be the Yard equipment or equipment

rented and put onboard temporarily.

Portable fire-fighting equipment should be serviced onboard.

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If brought ashore for service, the fire-fighting ability may be reduced / incapacitated.

6.8 MEETINGS

Regular meetings must be held during the stay, the Ship senior staff, the Yard personnel and sub-

contractors participating. The agenda must consist of aspects regarding the safety of personnel,

environment and property, in addition to work planning.

6.9 INFORMATION

The ship staff must be regularly informed with regard to issues on their personal safety, issues such

as:-

Hot work to be carried out, including location(s)

Danger points, deck openings, etc.

Changes in the alarm systems

Changes with regard to the Emergency Plan

Communication

Watch Officers and crew shall carry walkie-talkies, as shall crew involved in any other critical

operations such as hot work, work in enclosed spaces, etc.

The Ship will normally be connected to the Yard’s telephone system. A list of emergency numbers

must be displayed next to the telephone. The Master must also have a back-up telephone system,

such as a mobile phone.

6.10 CONTROL OF PERSONNEL AND VISITORS

Ship crew involved in critical operations such as hot work, work in enclosed spaces, etc. must be

accounted for. A log shall be maintained by the Officer on Watch.

It is not realistic to keep account of Yard personnel. The Officer on Watch must, however, make sure

Yard personnel stay out of areas with no relevance to the work being performed.

The Ship and the Yard must agree on a procedure for controlling visitors. Normally, the control

system will suffice. However, the Officer on Watch must ensure that unauthorized personnel stay out

of areas with no relevance to their visit on board the ship.

6.11 PERSONAL SAFETY EQUIPMENT

During a Yard stay it is more important than ever to use personal safety equipment. It must be made

absolutely certain that this is understood by all crew. Otherwise, Officers and crew shall dress as

during normal port stays.

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6.12 MONITORING OF ATMOSPHERE

Measurement of the atmosphere must be performed where hot work is carried out, in addition to

measurements done by the Yard. This work may be performed by the Officer on Watch and must be

done regularly, preferably during work breaks. Special attention must be paid to enclosed spaces. In

addition to gas measurements, regular inspections of such areas must be done.

6.13 MONITORING OF WORK

The Officer on Watch and his staff shall monitor all critical operations carried out by Yard personnel,

ship staff and sub-contractors. A “Statement of Facts” shall be maintained, i.e. Bell book records. All

irregularities shall be reported to the Senior Management of the ship who will, if found necessary,

bring the matter up with the Yard. This particularly concerns work where distinctive procedures have

to be followed.

6.14 CHANGE OF SHIP CONDITION

Whenever the condition of the ship is changing (change of trim and other technical conditions) all

critical operations shall be suspended until the condition of the area in question has been checked

and found safe.

The intention is that the Yard must supply resources to cope with a fire onboard when the vessel’s

fire-fighting systems are disconnected for safety reasons. These resources may be any kind of fire-

fighting equipment, or a combination of systems.

6.15 HSE MANAGEMENT PLAN – REPAIR PERIOD

6.15.1. HSE Management during repair periods.

A Safety Committee is to be formed with representatives from the Repair Yard and the Ship

Operator prior to the vessel’s arrival at the repair yard. The Safety Committee should address

the following issues:

Responsibilities and authority shall be established and communicated to the ship staff and all

supervisory staff, including contractor’s supervisors.

Emergency Response Procedures shall be discussed and agreed with the Ship Yard, as

described “Maintenance of Ship Condition”.

Adequate stability and trim requirements to be achieved before vessel enters dry dock.

Provision of adequate electrical power and water pressure for the fire main.

Monitoring and co-ordination of all work carried out by ship staff, in addition to monitoring of all

other work, to ensure adequate safety measures are in place.

Obtaining Gas Free Certificates - these must state whether the space is gas free for hot work

or entry only.

Established Work Permit procedures to be implemented as described in the Shipboard Main

Manual.

Material Safety Data Sheets to be made available as required.

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6.15.2. Safety Committee Meetings.

Daily meetings will be held by the Safety Committee to discuss HSE issues related to the

work. The Committee to be chaired by the Captain in conjunction with the Ship Repair

Manager from the yard. The agenda will include;

Résumé of work completed / planned.

All planned entries into enclosed spaces. A plan must be maintained of all manhole covers

that have been removed or replaced and checked by ships staff

All planned breaches of systems that may represent a hazard to staff.

Planned hot work and precautions required. Work permits to be available during the

meeting.

Cargo Hold Insulation work is of special concern. A competent AB, with no other duties,

equipped with SCBA and VHF portable radio is to be on watch at all times. Fireproof mats

should be rigged to protect vulnerable insulation from sparks and a charged fire hose

provided to hand. The Duty Officer may be employed for the night watches.

Planned testing and commissioning of equipment and machinery.

Minutes of all meetings are to be maintained by the vessel.

Résumé of work completed / planned.

All planned entries into enclosed spaces. A plan must be maintained of all manhole covers

that have been removed or replaced and checked by ships staff.

Planned hot work and precautions required. Work permits to be available during the

meeting.

Planned testing and commissioning of equipment and machinery.

Minutes of all meetings are to be maintained by the vessel.

6.15.3. Specific Responsibilities for Ship Operator Staff.

The Technical Superintendent will ensure that a meeting between the repair yard

team and the ship staff is arranged prior to work commencing to address HSE issues,

including individual responsibilities and the responsibility of the Safety Committee.

The Shipboard Management Team will consist of the Captain, Chief Officer, Chief Engineer,

1st Asst. Engineer and Reefer Engineer. The Team will co-ordinate the ship staff in all matters

related to the repair work including HSE related issues.

The Chief Officer is responsible for the safekeeping and replacement in position of any

bottom plugs that have been removed during the course of the dry-dock.

The 3rd

Officer will act as the Ships Safety Officer during the repair period and will have no

other duties other than tasks related to HSE issues. The Safety Officer will be a member of

the Safety Committee, liaising closely with the repair yard’s Safety Representative and the

Captain/Chief Officer if in any doubt.

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The Duty Officer for Deck and Engine will be nominated on a daily basis by the Chief Officer

and the Chief Engineer respectively and his name posted on the notice board. The Safety

Committee will also be notified about the watch arrangements. The Duty officer will carry out

safety rounds before being relieved and maintain all relevant logbooks.

From 0800 to 1800, ship staff will patrol the ship continuously whilst performing normal duties.

Between 1800 and 0800 designated ratings will be appointed to carry out fire patrol.

6.15.4. Safety Related issues.

If the ships emergency alarm sounds at any time during the repair period, ship staff will

muster in accordance with the vessel’s Emergency Plan/Muster Plan. It will be the

responsibility of the Master or his deputy to notify the repair yard’s emergency teams.

To ensure sufficient staffs are available at all times, at least 4 Officers and 6 ratings must be

onboard at any one time. This is the minimum staff required to efficiently respond to an

emergency situation. Reference is made to the Shipboard Main Manual under section

“Maintenance of Ship Condition” and the Vessel’s Casualty Contingency Plan.

It is important that all staffs are accounted for as soon as possible following an emergency

situation. This shall be achieved as follows.

All ship staffs are to be provided with nametags prior to entering the repair yard. The nametag

to be worn at all times while on duty onboard.

A Control Board is to be established by the vessel and placed at the shore gangway. All ship

staff leaving the vessel shall leave their nametag at the Control Board. If there are 2 shore

gangways, one is to be nominated for the Control Board.

Furthermore, additional Control Boards are to be provided and placed immediately outside

the entrance of enclosed spaces. Before entering the space, the nametag shall be left on the

Control Board. When leaving the space the nametag shall be put back on the boiler suit.

The Chief Officer and the Chief Engineer are responsible for issuing shore leave permission

to staff. They must liaise closely to ensure sufficient staff are available onboard the vessel at

all times.

The vessel’s alarm system to be tested every day, at noon time to ensure all yard staff is

familiar with emergency alarm system.

6.15.5. Repair Work Related Issues. The work specification shall clearly state who is responsible for monitoring and following up each

individual repair work. Instructions for testing, approval criteria and commissioning should be clearly

explained for each individual work specification.

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During all stages of the repair work, Environmental Protection related issues must be identified and

discussed within the Safety Committee.

6.15.6. Control of Contractors Procedure When any Contractors arrive onboard, at dry-dock or any other time, the person in charge shall be

directed to the Master/Chief Engineer or designated senior officer.

After agreeing the work required they would meet the ships officer responsible for the work.

This officer will discuss specific work details and brief the person in charge on safety requirements

including:-

1. Vessels emergency procedures

2. Means of safe access to place of work

3. Vessels safety and operational requirements

4. Authorisation of work starting

The person in charge of the contractors will acknowledge his understanding of the above and that

the safety arrangements provided are satisfactory. When required, he will sign the appropriate

section of the permit to work.

Contractors will normally provide qualified and experienced personnel to supervise the work

contracted for and provide protective clothing and equipment for the workforce as required.

In the event of the contractor not providing adequate supervision, or if language difficulties exist, a

member of the ships staff will be appointed to oversee work.

Throughout contractor operations a responsible officer will periodically monitor their progress and

compliance with safety requirements.

Assistance of ships staff will be made available when the operation of vessels equipment or

machinery is required.

On completion of contractor operations the following shall be checked by the person in charge of the

contractors together with the ships officer responsible;

5. All work has been completed or suitably terminated.

6. All contractor personnel, equipment and materials have been removed.

7. When the permit to work system has been used the person in charge of the contractors will

complete the relevant section of the form.

8. In all cases the Master / Chief Engineer will be informed when the work has been completed.

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