annex i - tender specifications - emsa.europa.eu · system which allows the psco to produce a...

ANNEX I - TENDER SPECIFICATIONS ATTACHED TO THE INVITATION TO TENDER

Invitation to tender No. EMSA/OP/08/2006 concerning the Development of a database of IMO and ILO Conventions for the use of Port State Control

Officers 1. Introduction

1.1. The project is based on Article 2 (c) of REGULATION (EC) No 1406/2002 as

amended which requires the European Marine Safety Agency (hereafter EMSA) to work with the Member States to:

1.1. organise, where appropriate, relevant training activities in fields

which are the responsibility of the port State and flag State; 1.2. develop technical solutions and provide technical assistance related

to the implementation of Community legislation. This project is to strengthen, harmonise and improve the standards of the Port State Control inspection regime within the European Union and the Paris MOU on Port State Control (hereafter Paris MoU). 2. Contract objective and scope of the work

2.1. Objective

The general aims of the project are:

2.1.1. To assist EMSA and Member States (“Member States” refers to all

existing Member States of the E.U. as well as to Bulgaria, Romania, Norway, Iceland, Canada, Russia and Croatia, hereafter M.S.) in the application of the relevant regulations under the Port State Control (hereafter PSC) regime operating in the region.

2.1.2. To assist EMSA to harmonise the procedures (as much as possible)

followed by the M.S. in carrying out Port State Control Inspection under the relevant PSC Directives (EU 1995/21/EC as amended) and the Paris Memorandum on Port State Control.

2.1.3. To ensure, as far as possible that the relevant requirements of the

international IMO and ILO Conventions in force are applied to the

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ship being inspected by the Port State Control Officer (hereafter PSCO).

2.1.4. Scenario 1 will be the first outcome of this project and will be a

system which allows the PSCO to produce a checklist of regulations which apply to a specific ship on the date of inspection given the ships name, IMO Number, ship type and date on which the keel was laid. This checklist may also reflect the type of the inspection, from the first initial inspection, when a limited inspection is carried out, through to a more detailed inspection when additional items may be inspected, to an expanded inspection, when any area of the ship can be inspected in greater detail (please see 2.2.12 below and the attached Annex A). There may be other ship information available but the system is to produce the checklist based on this limited amount of basic ship information. Further information on the checklist and a possible system is contained in Annex D attached.

2.1.5. Scenario 2 will be to put in place a maintenance contract to update

the system with all amendments to the relevant instruments, taking account of any special EU Directive or Paris MOU requirements. For this component, the price per day should be given for each category of personnel as listed in Annex IV. Please see also 2.2.11 below.

2.2. Project description

2.2.1. A comprehensive identification of the relevant international

requirements applicable to ships are essential to safe ship operation and environmental protection. However the requirements of these international conventions for individual ships vary according to the date on which the keel was laid, the ship type, the gross tonnage, the ships’ length etc.

2.2.2. Moreover, the international instruments have been constantly

amended over the years. As a result, the increasing complexity of these instruments has made it difficult and a time-consuming task for PSCO to clearly identify which requirements are applicable to which ships.

2.2.3. To resolve this complexity and to facilitate the application of the

international standards and as part of the effort, it is intended to develop an intelligent database system based on the international standards (see 2.2.8 below). This system is to be executable both from a CD-ROM and accessible with a Web browser through a Web application.

2.2.4. The system will ensure that the PSCO is aware of all of the relevant

regulations which are applicable to a particular ship on the date of inspection given a limited amount of basic ship information.

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2.2.5. The system will also reflect the different levels of inspection from

initial inspection, when a limited inspection is carried out, to an expanded inspection, when any area of the ship can be inspected in greater detail. Details of all of the relevant levels of inspection are provided in section 2.2.12 below and the attached Annex A.

2.2.6. This system will be designed, developed, prototype tested and final

system tested in conjunction with EMSA and a Paris MOU User Group drawn from the members of the Paris MOU. It is important to take account of the comments of this User group since they will represent the end users of the system.

2.2.7. While there are several systems available commercially none are

designed to reflect the particular requirements of the PSCO. It may be possible to either amend or build on an existing system to satisfy the requirements but the particular needs of the PSCO, as reflected in the comments of the User Group, must be accommodated.

2.2.8. The international standards, referred to as ‘the relevant

instruments’, in the PSC regime are;

2.2.8.1. Conventions: SOLAS, MARPOL, ICLL, STCW, ColReg, Tonnage, ILO 147, the International Convention on Civil Liability for Oil Pollution Damage, 1992 and all the associated amendments. A full list of the instruments and the amendments is attached in Annex B.

2.2.8.2. Codes: IBC, IGC, ISM, ISPS, FSS, FTP, HSC, LSA, STCW,

NOx and all the other relevant IMO Codes. 2.2.8.3. Resolutions: All Assembly, MSC, MEPC, FAL, LEG

resolutions. 2.2.8.4. Circulars: All MSC, MEPC, LL3 circulars. 2.2.8.5. Paris MOU Instructions - There are also certain Paris MOU

Instructions which are to be incorporated into the system. The list is attached in Annex C; the full text of these instructions can be found at http://www.emsa.europa.eu

2.2.9. Many of the ‘relevant instruments’ have been amended over the last

30 years and the complexity and difficulty in applying them has resulted, in some cases, in the regulations being applied in an incorrect manner. The Paris MOU Instructions were introduced to enhance the harmonisation of the inspection regime. These are not,

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at the moment, integrated into any system which links them to the ‘relevant instruments’.

2.2.10. The system is to be delivered in its final form by the end of May

2007 and in a format in which the stand-alone version is able to be used in any PC or laptop with the following minimum specification.

Hardware

CPU: Pentium III or higher RAM: 128 MB or higher Hard Disk: 1 GB or higher CD-ROM Drive Using the following minimum software:

OS: Windows 98 SE or higher (Windows 2000 or Windows XP recommended)

Internet Explorer 6.0 or higher.

EMSA’s web enabled database application environment is based on the following elements: RedHat Linux (RHEL3), Apache 2.x, J2EE/ColdFusion, and Oracle 9i. Proposed systems should adhere to this environment. The introduction of alternative systems will not be permitted except in cases where a new category of software is required to deliver a system provided this does not duplicate the functionality of the aforementioned systems. Where the tenderer has doubts as to whether their system adheres adequately or not they should request confirmation from EMSA early in the process.

The system delivered should include the ability to generate the CD based version.

2.2.11. Scenario 2 of the Framework contract referred to in 2.1.5. above

refers to the methodology and management system that would be used to facility minor amendments to the system. This will cover the incorporation of any amendments to the relevant instruments, any specific requirements of the EU and Paris MOU User Group which impact on the system and any other amendments to make the system more user-friendly. It shall include for example the additional new Port State Control requirement of the Anti-Fouling Convention, Water Ballast Convention and the all-embracing ILO Convention finalised in February 2006. This scenario is to include a facility for updating the system for all the users via the web and CD’s. This Scenario of 4 years duration is to include a facility for updating the modules for all users via the web and CDs. Before

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undertaking any updating or maintenance work, the technical details and costs are to be submitted on the basis of Annex IV and agreed with EMSA and work is only to be started after EMSA and the Steering Group have given their agreement and a specific contract has been issued.

2.2.12 Details of the various levels of inspection are as follows:

2.2.12.1. Initial Inspection

2.2.12.2. More Detailed Inspection

2.2.12.3. Expanded Inspection Further details of the content of these inspections are provided in the attached Annex A

3. Contract and project Implementation Structure

3.1. EMSA The European Maritime Safety Agency – Unit D.2, in charge of Port State Control will be responsible for managing the contract. There will be an input from the Paris MOU Users Group who will comment on the proposals and carry out prototype and testing of the final system before acceptance.

3.2. Tenderer

3.2.1. The tenderer has to include in the bid the team which will be responsible for managing the contract. Full details of the project management team members (project manager, technical project co-ordinator, horizontal activity leader, work package leaders etc.) as well as their responsibilities shall be defined.

3.2.2. The tenderers shall include in their bid the exact description of the

structure and details of the data processing tool and shall provide detailed information in respect of response times etc.

3.2.3. The tenderers shall include in their bids detailed information

regarding the project implementation structure (each work package shall be clearly defined and the resulting deliverables shall be defined and integrated with the project planning and deliverables referred to in 3.5 and 3.7) and methodology. The project implementation structure shall include (as a minimum) the items specified in 3.3 and 3.4 below.

3.2.4. The tender will be assessed using the criteria contained in 15

below.

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3.3. Quality control

3.3.1. Guidelines for quality control and quality assurance and the monitoring responsibilities shall be defined in the bids. The contractor shall perform the services and provide the systems in accordance with technical norms, standards and procedures based on best professional practice in the informatics field, and in particular with the ISO 9000 standards.

3.4. Work package description and relations

3.4.1 A total overview shall be given on the man-days and the cost for each work package. The relations between the work packages shall be defined. During the project implementation, EMSA has the right to reallocate the offered man-days between the various tasks, if this shall be necessary due to the real needs of the project.

3.5. Project planning and deliverables

The project shall respect the following planning schedule:

3.5.1. Kick-off meeting (as defined in 3.6 below) and signature of the

Framework contract and the specific contract for Scenario 1 - date to be agreed upon.

3.5.2. Interim Meetings: (as defined in paragraph 3.7 below)

3.5.3.1 First interim Meeting – within 1 month after the signature of the contracts.

3.5.3.2 Second interim Meeting – within 3 months after the signature of the contracts.

3.5.3.3 Third interim Meeting – within 4 months after the signature of the contracts.

3.5.3. An interim report will be submitted ten working days before the

interim meetings (as defined in paragraph 3.7 below). 3.5.4. Report’s review meeting – within 5 months (as defined in paragraph

3.9 below). 3.5.5. Final meeting – at a date to be agreed conveniently between the

contracting parties once EMSA and the Paris MOU User Group have submitted their comments on the draft final report to the contractor (as defined in paragraph 3.10 below).

3.5.6. Final report - has to be submitted one month after the final meeting (as defined in paragraph 3.10 below).

3.5.7. Additional interim meeting – if deemed necessary (as defined in paragraph 3.8 below).

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3.6. Kick-off meeting

The work shall start from the signature of the specific contract for Scenario 1 at a kick-off meeting to be held in order to define the details of the work to be undertaken. During the kick-off meeting, EMSA will provide to the contractor all the relevant information about the Paris MOU User Group and the relevant e-mail addresses etc.

3.7. Interim Meetings and Deliverables

Besides the kick-off meeting, additional meetings will be held as follows:

3.7.1. Within one (1) month after the signature of the Framework contract

and specific contract, after analysing data provided by EMSA and the Paris MOU User Group, the contractor has to propose the content of the information and the format that will be displayed and printed. At the same time the contractor is to arrange a workshop of EMSA and the Paris MOU User Group in order to discuss this information and the format of the system. This format and the information are to be agreed by EMSA and the Paris MOU User Group.

3.7.2. Within three (3) months after the signature of the contracts, the

contractor has to present to EMSA a consolidated version of the Process model and Data model.

3.7.3. At the same time, the contractor has to present a prototype of the

system for evaluation and approval of the visualised functionalities by the Paris MOU User Group. This Group will make comments and report back through EMSA to the contractor on this prototype. These comments have to be taken into account by the contractor when finalising the design documents of the draft system.

3.7.4. Within four (4) months after the signature of the contracts, the

contractor has to submit the draft system and report. If accepted, this will trigger the Interim Payment of 45% of the price quoted for scenario 1. In addition the contractor has to present proposals regarding the web application and updating via CD and the web.

3.8. Additional interim meeting

3.8.1. EMSA may call for additional meetings if this shall be considered necessary for better execution of the project. These meetings will enable the contracting parties to discuss the work accomplished.

3.8.2. The contractor will have to take fully into consideration any

suggestion made by EMSA and the Paris MOU Users Group. Subject

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to the contract needs, the contracting parties may shift the time when these meetings will be held.

3.8.3. Should additional meetings (other than those listed under 3.5

above) be necessary, EMSA will reimburse related expenses for such additional meetings in accordance with the provisions contained in the contract.

3.9. Report’s review meeting

After the completion of the project, an initial draft final technical report together with the system is to be submitted to EMSA. A meeting will be held in order to enable the contracting parties to discuss the work accomplished. The contractor will have to take fully into consideration any suggestion made by EMSA and the Paris MOU Users Group in the preparation of the draft final report and the system. Not later than five (5) months after the signature of the contract and specific contract the draft final report and the system is to be submitted to EMSA.

3.10. Final meeting

Within one month after the submission of this draft final report and the system, EMSA and the Paris MOU Users Group will provide the contractor with their comments on the draft final report and the system and define the date of a meeting in order to discuss all the comments. The final version of the report and the revised system, which shall fully reflect those comments, is to be submitted within one month after this meeting. If accepted, this will trigger the payment of 45% of the price quoted for scenario 1.

4. Project planning: Reports and documents to be submitted

The following shall be considered as minimum requirements:

4.1. Project and financial planning manual: this will include in general terms the organisation and Work Packages (W.P.), task definition, who does what and when, internal communications and relations, progress and cost reporting guidelines, budget planning and control. It will also include documentation standards.

4.2. Quality control manual: The quality control manual will specify:

4.2.1. Quality control & assurance procedures for the execution of the

work and the production of deliverables; 4.2.2. Quality requirements on deliverables, publications and

dissemination of results;

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4.2.3. Responsibilities of partners, work package leaders, technical coordinators, Quality manager and Project management in the quality control & assurance processes;

4.2.4. The minimum requirements for reports, including requirements on

summaries and other deliverables, scheduling of meetings, and e-mail communication procedures to guarantee fluent administrative and financial agreements with the EC.

4.3. Detailed project planning manual;

4.4. Assessment and review reports;

4.5. Progress reports and cost statements. Consolidated progress reports will be

provided every 2 months;

4.6. Minutes of meetings. The contractor shall be invited to attend any relevant meeting that EMSA shall organise with the Member States and/or the Paris MOU Users Group and shall draw up the minutes of these meetings.

4.7. Final reports: the project will be concluded with a Final Technical Report.

4.8. The final version of the system in both CD format and as a web application. On delivery and acceptance of these Master copies and in accordance with Art 1.9 of the contract, which requires licenses to be provided for the relevant exploitation of any Commercial Off The Shelf (COTS) software used as part of the application and the source codes for any bespoke applications, there will be a final payment of the remaining 10% of the price quoted for scenario 1.

4.9. The tenderer shall provide in the bids a detailed description regarding the

above requirements. A Gantt planning diagram for the project shall be submitted.

5. Timetable

The timetable for carrying out the work shall be as defined in paragraphs 3.5 and 4.

6. Budgeted amount

The estimated market value of this project is €450,000, FOUR HUNDRED AND FIFTY THOUSAND euros.

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7. Terms of payment

Payments shall be issued in accordance to the provisions of the draft contract available on the Procurement Section on the EMSA website at the following address: http://www.emsa.europa.eu

8. Terms of contract

In drawing up his bid, the tenderer shall bear in mind the terms of the draft contract. EMSA may, before the contract is signed, either abandon the procurement or cancel the award procedure without the tenderers being entitled to claim any compensation.

9. Financial guarantees

Not applicable.

10. Sub contracting

If the tenderer intends to either sub contract part of the work or realise the work in co-operation with another partner he shall indicate in his offer which part will be subcontracted, as well as the name and qualifications of the subcontractor or partner. (NB: overall responsibility for the work remains with the tenderer).

11. Requirements as to the tender

Bids can be submitted in any of the official languages of the EU. The working language of the Agency is English. Bids must include an English version of the documents/information requested under point 14.5 and 15.1 of this tender specification. The tender must be presented as follows and must include:

11.1. Part A: including all the information and documents required by the

contracting authority for the appraisal of tenders on the basis of the Selection/Exclusion criteria set out under points 13 to 14.4 below;

11.2. Part B: including all the information and documents required by the

contracting authority for the appraisal of tenders on the basis of the technical and professional capacity (part of the Selection Criteria) set out under point 14.5 below, including a compliance list with detailed answers for each specific tender requirement. The answers have to correspond to the specific requirements using the same sequence;

11.3. Part C: including all the information and documents required by the

contracting authority for the appraisal of tenders on the basis of the Award Criteria set out under point 15.1 below and;

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11.4. Part D: prices as set out under point 12 below. 12. Prices

12.1. Prices must be quoted in euro using (to the exception of the countries within the EURO zone) the conversion rates published in the C series of the Official Journal of the European Union on the day when the contract notice was published.

12.2. Prices must be fixed amounts and non revisable. Estimated travel and daily

subsistence expenses must be indicated separately, this estimate will comprise all foreseen travel and will constitute the maximum amount of travel and daily subsistence allowance expenses to be paid for all tasks. As stated in 3.8 above, shall additional meetings (other than the ones listed under 3.5) be necessary, EMSA would reimburse related expenses for such additional meetings in accordance with the relevant provisions contained in the Contract.

12.3. Under Article 3 and 4 of the Protocol on the privileges and immunities of

the European Communities, EMSA is exempt from all duties, taxes and other charges, including VAT. These duties, taxes and other charges can therefore not enter into the calculation included in the bid. The amount of VAT must be shown separately.

13. Legal form to be taken by the grouping of service providers to whom the

contract is awarded (if applicable)

Groupings, irrespective of their legal form, may submit bids. Tenderers may, after forming a grouping, submit a joint bid on condition that it complies with the rules of competition. Such groupings (or consortia) must specify the company or person heading the project and must also submit a copy of the document authorising this company or person to submit a bid. If awarded, the contract will be signed by the company of the person heading the project, who will be, vis à vis EMSA, the only contracting party responsible for the performance of this contract. Tenders from consortiums of firms or groups of service providers, contractors or suppliers must specify the role, qualifications and experience of each member or group.

14. Information concerning the personal situation of the service provider and

information and formalities necessary for the evaluation of the minimum economic, financial and technical capacity required

14.1. Legal position – means of proof required When submitting their bid, tenderers are requested to complete and enclose the Legal Entity Form (available on the Procurement Section on the EMSA Website at the following address: http://www.emsa.europa.eu) and provide the necessary legal registration documents and VAT registration document. Tenderers are

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exempt from submitting the form requested if such a form has already been completed and sent either to EMSA or any EU institution previously.

14.2. Grounds for exclusion

To be eligible for participating in this contract award procedure, tenderers must NOT be in any of the following exclusion grounds (as stipulated in Article 93 of Council Regulation (EC, Euratom) No 1605/2002 of 25 June 2002 on the Financial Regulation applicable to the general budget of the European Communities (OJ L 248 of 16.9.2002));

14.2.1. they are bankrupt or being wound up, are having their affairs

administered by the courts, have entered into an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;

14.2.2. they have been convicted of an offence concerning their

professional conduct by a judgement which has the force of res judicata;

14.2.3. they have been guilty of grave professional misconduct proven by

any means which the contracting authority can justify;

14.2.4. they have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the contracting authority or those of the country where the contract is to be performed;

14.2.5. they have been the subject of a judgement which has the force of

res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the Communities' financial interests;

14.2.6. following another procurement procedure or grant award procedure

financed by the Community budget, they have been declared to be in serious breach of contract for failure to comply with their contractual obligations.

14.3. Evidence to be provided by the tenderers

14.3.1. EMSA shall accept, as satisfactory evidence that the tenderer is not in one of the situations described in .1, .2 or .5 above, production of a recent extract from the judicial record or, failing that, a recent equivalent document issued by a judicial or administrative authority

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in the country of origin or provenance showing that those requirements are satisfied.

14.3.2. EMSA accepts, as satisfactory evidence that the tenderer is not in

the situation described in 14.2.4. above, a recent certificate issued by the competent authority of the State concerned.

14.3.3. Where no such certificate is issued in the country concerned, it may

be replaced by a sworn or, failing that, a solemn statement made by the interested party before a judicial or administrative authority, a notary or a qualified professional body in his country of origin or provenance.

14.3.4. Bids submitted by tenderers which do not contain such documents will not be taken into consideration for the

evaluation.

14.4. Economic and financial capacity – means of proof required

To prove their financial and economic capacity, tenderers shall provide with their offer the balance sheets or extracts from balance sheets for the last three financial years and profit and loss accounts relating to the relevant services for the last three financial years.

14.5. Technical and professional capacity – means of proof required

14.5.1. The tenderer shall bring together a combination of expertise in the

following fields:

14.5.1.1 Knowledge and experience related to the application of the international conventions and in particular the requirements of the Paris MOU and the PSC

Directive 1995/21/EC as amended;

14.5.1.2 Knowledge and experience related to the development of databases;

14.5.1.3 Knowledge and experience in the inspection and

survey of ships;

14.5.2. Evidence of the knowledge and experience in the fields mentioned above shall be provided on the basis of a list of related services in which the tenderer has participated and worked. This shall include a description of the services with indication of the objectives, contracting parties, duration and budget. Where the services are provided to public authorities, evidence of their performance shall be in the form of certificates issued or countersigned by the competent authority.

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14.5.3. Tenderers shall provide with their bid a detailed curriculum vitae of

each member of the team responsible for carrying out the work. The curricula vitae shall include the educational background, degrees and diplomas, professional experience, research work, publications and linguistic skills. When describing the professional experience of each team member, reference shall be made to the sectors in which it has been gained and the areas dealt with.

14.5.4. The curricula vitae shall be presented, preferably, in accordance to

the Commission Recommendation on a common European format for curricula vitae, published in OJ L79 of 22 March 2002, p. 66.

14.5.5. The project leader shall have a minimum of 3 years of professional

experience related to the maritime sector. 14.5.6. Tenderers shall provide with their bid a detailed description of the

technical equipment, tools to be employed for performing the tasks. 14.5.7. Special reference shall be made to the measures employed to

ensure the quality of the services and systems. 15. Criteria for the award of the contract

15.1. The contract will be awarded to the tenderer who submits the most economically advantageous bid, as assessed on the basis of the following criteria:

Technical evaluation criteria in their order of importance as

weighted by percentage (80%):

15.1.1. Data lay out – this includes the draft proposal illustrating the

content and the format of the information, as it would be presented by the system. (25 %)

15.1.2. IT system – understanding of the specification and proposal

for technical solutions. This includes the detailed proposals on the approach and the user friendliness of the proposed system. (20%)

15.1.3. Proposed methodology for the project – this includes the

detailed proposals of how the project would be carried out including milestones, deliverables, man-days, description of the team organisation and definition of the roles and

responsibilities etc. (20%)

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15.1.4. Detailed proposals of how the system will be maintained and updated and the management system for undertaking major

amendments (15 %).

15.1.5. Price (20%) –

- Total price for Scenario 1 (10%)

- Daily rates per category of staff on the basis of Annex IV for Scenario 2 (10%).

15.2 Only bids that have reached a total score of a minimum of

70 % and with a minimum score of 60% for each criterion, in 15.1.1

to 15.1.4 only, will be taken into consideration for awarding the contract.

15.3 Contracts will not be awarded to a tenderer who, during the procurement

procedure:

15.3.1. is subject to a conflict of interest; 15.3.2. is guilty of misrepresentation in supplying the information required by the contracting authority as a condition of participation in the contract procedure or fails to supply this information.

16. False Declarations

Without prejudice to the application of penalties laid down in the contract, tenderers and contractors who have been guilty of making false declarations concerning situations referred to in points 14 and 15 above or have been found to have seriously failed to meet their contractual obligations in an earlier procurement or grant shall be subject to Administrative and financial penalties set out in Article 133 of Commission Regulation 2342/2002 of 23/12/2002. (OJ L 357 of 31/12/2002)

17. Other information

Tenderers are requested to:

17.1 indicate their banking details on the Financial Forms (available on the Procurement Section on the EMSA website at the following address: http://www.emsa.europa.eu

17.2 indicate the name and position of the person authorised to sign the contract;

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Annexes Annex A: Technical requirements

Annex B: Full List of Relevant Instruments and Amendments Annex C: List of Paris MOU Instructions which are to be incorporated into the

System, full details on the website.

Annex D: Details of a possible Checklist and Layout of the System

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ANNEX A

Technical Requirements

1. Initial Inspection

At the initial inspection the Port State Control Officer will, as a minimum and to the extent applicable, examine the following documents:

2. The system is to produce a checklist of all the documents which are

relevant to the particular ship the details of which the PSCO has entered into the system. 2.1. International Tonnage Certificate (1969); 2.2. Passenger Ship Safety Certificate; 2.3. Cargo Ship Safety Construction Certificate; 2.4. Cargo Ship Safety Equipment Certificate; 2.5. Cargo Ship Safety Radio Certificate; 2.6. Exemption Certificate and any list of cargoes (as per SOLAS II /53.1.3); 2.7. Cargo Ship Safety Certificate; 2.8. Document of Compliance (SOLAS 74, Regulation II-2/54) 2.9. Dangerous goods special list or manifest, or detailed stowage plan; 2.10. International Certificate of Fitness for the Carriage of Liquefied Gases in

Bulk, or the Certificate of Fitness for the Carriage of Liquefied Gases in Bulk, which-ever is appropriate;

2.11. International Certificate of Fitness for the Carriage of Dangerous Chemicals in Bulk, or the Certificate of Fitness for the Carriage of Dangerous Chemicals in Bulk, whichever is appropriate;

2.12. International Oil Pollution Prevention Certificate; 2.13. International Pollution Prevention Certificate for the Carriage of Noxious

Liquid Substances in Bulk; 2.14. International Load Line Certificate (1966); 2.15. International Load Line Exemption Certificate; 2.16. Oil Record Book, parts I and II; 2.17. Shipboard Oil Pollution Emergency Plan; 2.18. Cargo Record Book; 2.19. Minimum Safe Manning Document; 2.20. Certificates issued in accordance with STCW Convention; 2.21. Medical certificates (see ILO Convention No. 73); 2.22. Table of shipboard working arrangements (see ILO Convention No. 180

and STCW95) 2.23. Records of hours of work or rest of seafarers (see ILO Convention No.

180) 2.24. Stability information; 2.25. Copy of Document of Compliance and Safety Management Certificate

issued in accordance with the International Management Code for the Safe Operation of Ships and for Pollution Prevention;

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2.26. Certificates as to the ship's hull strength and machinery installations issued by the classification society in question (only to be required if the ship maintains its class with a classification society);

2.27. Survey Report Files (in case of bulk carriers or oil tankers); 2.28. For ro-ro passenger ships, information on the A/A-max ratio; 2.29. Document of authorization for the carriage of grain; 2.30. Special Purpose Ship Safety Certificate; 2.31. High Speed Craft Safety Certificate and Permit to Operate High

Speed Craft; 2.32. Mobile Offshore Drilling Unit Safety Certificate; 2.33. For oil tankers, the record of oil discharge monitoring and control

system for the last ballast voyage; 2.34. The muster list, fire control plan, and for passenger ships, a

damage control plan, a decision-support system for the master (printed emergency plan);

2.35. Ship’s log book with respect to the records of drills, including security drills, and the log for records of inspection and maintenance of lifesaving appliances and arrangements and fire fighting appliances and arrangements;

2.36. Reports of previous port State control inspections; 2.37. Cargo Securing Manual; 2.38. For passenger ships, List of operational limitations; 2.39. For passenger ships, a Plan for co-operation with SAR Services; 2.40. Bulk Carrier Booklet; 2.41. Loading/Unloading Plan for bulk carriers; 2.42. Garbage Management Plan; 2.43. Garbage Record Book; 2.44. Certificate of insurance or any other financial security in respect of

civil liability for oil pollution damage. 2.45. International Ship Security Certificate (ISSC); 2.46. Continuous Synopsis Record.

3. Initial continued - Inspections on board ships under ILO 147 and ILO Protocol 1996 will relate to: (see also Annex B)

3.1. the Minimum Age Convention, 1973 (No. 138); or the Minimum Age (Sea) Convention (Revised),1936 (No. 58); or the Minimum Age (Sea) Convention, 1920 (No. 7);

3.2. the Medical Examination (Seafarers) Convention, 1946 (No. 73);

3.3. the Prevention of Accidents (Seafarers) Convention, 1970 (No. 134) (Articles 4 and 7);

3.4. the Accommodation of Crews Convention (Revised), 1949 (No. 92);

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3.5. the Food and Catering (Ships' Crews) Convention, 1946 (No. 68) (Article 5);

3.6. the Accommodation and Crews (Supplementary Provisions) Convention, 1970 (No. 133);

3.7. the Seafarers’ Hours of Work and the Manning of Ships Convention, 1996 (No. 180);

3.8. the Officers' Competency Certificates Convention, 1936 (No. 53) (Articles 3 and 4)

Initial - ‘In the Captains Cabin’

3.9. In inspecting the ship's certificates and associated mandatory

documents the inspectors is to verify if some items are;

.1 missing or expired;

.2 not translated or not posted up if required

.3 is not valid for discrepancies in the form or in the contents 3.10. As regards the safe manning verify if:

.1 manning complies with the requirement

.2 minimum rest period are applied 3.11. As regards the crew verify if certificates:

.1 are valid

.2 are translated

.3 are appropriate

.4 If medical certificates are available and valid

.5 If the minimum age requirement is complied with. 3.12. As regard the ISM code check if:

.1 the personnel is familiar with the Company safety and environmental protection policy

.2 the Safety management documentation is readily available on board

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Initial – ‘On a Walk About Around the ship’

3.13. The system is to bring to the Inspectors attention the following areas were the general condition of the ship may be verified;

.1 External Hull - hull, freeboard marks, accommodation ladder, mooring arrangements. .2 Hull Exposed Deck - deck plating, bulwark & stays, guard-rail, hatch coamings, hatch covers, piping, vents. 3.14. Safe Cargo Handling .1 cargo gear & additional equipment, cargo securing devices. 3.15. Safe Navigation .1 navigational equipment, .2 management of voyage charts and publications, .3 bridge visibility, .4 record of tests and drills of the steering gear. 3.16. Radio Equipment .1 radio installations, .2 radio equipment, .3 record of operation and maintenance 3.17. Lifesaving Appliances .1 lifeboats & rescue boats, .2 launching arrangements, liferafts, .3 personal lifesaving appliances, .4 record of periodic inspections and drills, 3.18. Management of Emergency Plans & Instructions. 3.19. Engine Room .1 main & auxiliary engines, .2 piping, pumps, valves, .3 cleanliness of machinery spaces, .4 emergency escape routes, 3.20. Electric Equipment .1 electrical generators, .2 lighting, .3 cables, terminations and joint arrangements. 3.21. Fire Fighting System

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.1 fire doors, .2 means of escapes, .3 inert gas system, .3 management of fire control plan & instructions, .4 record of testing and drills, .5 fire pumps, .6 hydrants, fire hoses, extinguishers.

3.22. Pollution Prevention .1 oily-water separator & associated equipments, .2 garbage arrangements. 3.23. Living and Working Condition .1 ventilation, heating, lighting, .2 cabins, .3 sanitary facilities, .4 record of accommodation inspections; .5 food/ water, .6 galleys, .7 pantries, .8 mess rooms, .9 medical facilities. More Detailed Inspection

4. Items which may be inspected under a more detailed inspection

5. In each case below the system is to produce a checklist of all the

relevant regulations, codes, resolutions, circulars, instructions etc. which are relevant to the specific ship the details of which the PSCO has entered into the system.

5. 1 Hull Structure

The PSCO may assess, through a closer observation, the structural integrity and the effectiveness of:

5.1.1. Shell plating, frames and end brackets 5.1.2. Transverse bulkheads and associated structure 5.1.3. Cargo hatchway corners, hatch covers and coamings,

topside tanks 5.1.4. Double bottoms including hopper cargo spaces 5.1.5. Fore & aft peak structure 5.1.6. Valves & electric conduits 5.1.7. Access doors 5.1.8. Means of closures 5.1.9. Gaskets & tightening devices 5.1.10. Scuppers, inlets and discharges

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5.1.11. Supporting documents for the inspection including: 5.1.11.1 Survey report file, 5.1.11.2 Main structural plans of cargo holds and

ballast tanks.

5.2 Safe Navigation

The PSCO may assess the condition of the navigation equipment through a check of:

5.2.1. Updating of charts and publications 5.2.2. Navigation lights & signals 5.2.3. Validity of the table/curve of residual deviation 5.2.4. Records in the compass error log 5.2.5. Validity of calibration sheet of the radio direction finder 5.2.6. Management of manoeuvring booklet & information 5.2.7. Instructions on the steering changeover procedures 5.2.8. Record of tests of the steering system 5.2.9. Means of communication between standard compass and

main steering and through specific test of single equipment:

5.2.10. Radar installations 5.2.11. Rudder angle indicator 5.2.12. Steering gear power unit 5.2.13. Communication between bridge and steering gear room

5.3 Radio Equipment

5.3.1. The PSCO may assess the proper functioning and the

compliance of the radio installation with the requirements through a check of:

5.3.1.1 Service documents and minimum number of

qualified operators 5.3.1.2 Expiry date and capacity of the batteries of the

reserve source of energy 5.3.1.3 Position, marking and hydrostatic release of

the EPIRB 5.3.1.4 Expiry date of Sart and portable VHF batteries 5.3.1.5 Recent message of the Navtex

5.3.2. And through specific test for:

5.3.2.1 Power supplies - EPIRB - DSC/DPT – Sart

5.4 Lifesaving Appliances

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5.4.1. The PSCO will assess the condition of the survival crafts through:

5.3.1.1 The lowering of a lifeboat/rescue boat+ 5.3.1.2 A check of the relevant equipment including

the engine 5.3.1.3 A closer examination of the structural

condition and of the stowage of the boat

5.4.2. Assess the condition of the launching arrangements through:

5.4.2.1 The lowering and the recovery of a survival

craft+ 5.4.2.2 A check of the side lighting, of the

posters/signs for operating the appliances, 5.4.2.3 A check of the embarkation ladders 5.4.2.4 A closer examination of davits, falls, winches

and brakes.

5.4.3. Assess the condition of the life-rafts through:

5.4.3.1 The check of the service intervals, the stowage, the embarkation ladder, the hydrostatic releases.

5.4.4. Assess the condition of the personal lifesaving appliances

through: The check of the number and stowage of;

5.4.4.1 lifejackets, 5.4.4.2 immersion suits, 5.4.4.3 thermal protective aids; 5.4.4.4 the number, condition and validity of

5.4.4.4.1 life-buoys, 5.4.4.4.2 rockets, 5.4.4.4.3 smoke signals and 5.4.4.4.4 radar transponders.

5.4.5. The PSCO can also test;

5.4.5.1 The emergency means of communication

between control stations, muster and embarkation stations

5.4.5.2 The alarm system

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5.4.5.3 The overall performance of the crew in case of abandon ship can be tested with a specific drill.

Note + - The condition of the equipment is to be checked before the lowering. The whole sequence of the operational controls is to be agreed with the master.

5.5 Engine Room

5.5.1 The PSCO may assess the condition and the proper

functioning of the machinery spaces through:

5.5.5.1 A closer verification of the housekeeping of the engine room (plates, gratings, stairs, handrails, lighting, movable parts, hot surfaces, bilges, emergency routes)

5.5.5.2 A check of the main components of the main and auxiliary engines including;

5.5.5.2.1 temperature/pressure

indicators, 5.5.5.2.2 fuel & lubricating oil systems, 5.5.5.2.3 cooling water system, 5.5.5.2.4 exhaust gas system, 5.5.5.2.5 boilers & associated systems.

5.5.5.3 A check of the means of communication

between bridge & engine room and of the alarms

5.5.5.4 A test of the emergency power source. 5.6 Fire Fighting System

5.6.1. The PSCO may assess the effectiveness of the system

through the following checks/ tests:

5.6.1.1 Fire doors (and remote operation) 5.6.1.2 Fire dampers and smoke flaps 5.6.1.3 Quick-closing remotely operated valves 5.6.1.4 Emergency stop of fans and fuel oil 5.6.1.5 Fire detection & fire alarm 5.6.1.6 Servicing dates of the fixed system in the

engine room and in the cargo spaces 5.6.1.7 IGS manual, IGS alarm, oxygen analysers 5.6.1.8 Main & emergency fire pumps 5.6.1.9 Fire fighting appliances comply with the

approved fire plan

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5.6.1.10 The overall performance of the crew in case of fire can be tested with a specific drill.

5.7 Pollution Prevention

5.7.1. The PSCO may assess the compliance with the MARPOL

requirements through:

5.7.1.1 An inspection of the

5.7.1.1.1 oil record books 5.7.1.1.2 cargo record books and 5.7.1.1.3 garbage record books

5.7.1.2 A determination whether reception facilities

have been properly used 5.7.1.3 A test of the 15ppm alarm 5.7.1.4 A check of the standard discharge connection,

the oily water separator, the oil discharge monitoring device.

5.7.1.5 Assess whether the garbage management is in accordance with the waste management plan.

5.8 Living and Working Condition

5.8.1 The PSCO may assess the living and working condition by

a closer examination of:

5.8.1.1 The result of the recent inspection records 5.8.1.2 The condition of furniture and fittings 5.8.1.3 The condition of doors, floor tiles and drainage

in the sanitary facilities 5.8.1.4 The availability of cold and hot water 5.8.1.5 Whether food and water supplies are sufficient 5.8.1.6 The condition of food storage spaces 5.8.1.7 The condition and functioning of fridges 5.8.1.8 The condition of medicine and medical

equipment 5.8.1.9 The availability of personal protective

equipment 5.9 Operational Requirements

5.9.1 The PSCO may assess the communication capability of

the crew by;

5.9.1.1 Determining whether crewmembers are aware of their duty as indicated by:

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5.9.1.1.1 Muster list 5.9.1.1.2 Damage control plan 5.9.1.1.3 Fire control plan 5.9.1.1.4 SOPEP

5.9.1.2 Assess the familiarity of navigation officers in:

5.9.1.2.1 Handling of navigation

equipment 5.9.1.2.2 Knowledge of standard

navigation procedures 5.9.1.2.3 Handling of GMDSS and/or

other communication equipment

5.9.1.3 Assess the familiarity of the engine officers in:

5.9.1.3.1 Handling of engine room equipment

5.9.1.3.2 Knowledge of engine room procedures

5.9.1.3.3 Handling of power management features

5.9.1.4 Determine if personnel assigned specific duties

related to the cargo are familiar with those duties

5.9.1.5 Determine if appropriate crewmembers

understand the information given in manuals and instructions.

6. Expanded Inspections

In addition to the above items the following MUST be checked when an expanded inspection is being carried out.

6.1. The system is to produce a checklist of all the documents

which are relevant to the particular ship the details of

which the PSCO has entered into the system.

6.2. Expanded Inspection on a Passenger Ship

To the extent applicable the following items must be checked when carrying out an expanded inspection for a passenger ship.

6..2.1. simulated black-out and start of emergency generator; 6..2.2. inspection of emergency lighting;

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6..2.3. operation of emergency fire pump with two fire hoses connected to the fire main line;

6..2.4. operation of bilge pumps; 6..2.5. closing of watertight doors; 6..2.6. lowering of one seaside lifeboat to the water; 6..2.7. test of remote emergency stop for e.g. boilers, ventilation

and fuel pumps; 6..2.8. testing of steering gear including auxiliary steering gear; 6..2.9. inspection of emergency source of power to radio

installations; 6..2.10. inspection and, to the extent possible, test of engine room

separator 6..2.11. testing of fire detection and alarm system; 6..2.12. testing of proper closing of fire doors; 6..2.13. test of public address system; 6..2.14. fire drill where, as a minimum, all sets of fireman's outfits

must be demonstrated and part of the catering crew take part;

6..2.15. demonstrate that key crewmembers are acquainted with the damage control plan.

6.3. Expanded Inspection on an Oil Tanker

To the extent applicable the following items must be checked when carrying out an expanded inspection for an oil tanker.

6.3.1. simulated black-out and start of emergency generator; 6.3.2. Inspection of emergency lighting; 6.3.3. operation of emergency fire pump with two fire hoses

connected to the fire main line; 6.3.4. operation of bilge pumps; 6.3.5. closing of watertight doors; 6.3.6. lowering of one seaside lifeboat to the water; 6.3.7. test of remote emergency stop for e.g. boilers, ventilation

and fuel pumps; 6.3.8. testing of steering gear including auxiliary steering gear; 6.3.9. inspection of emergency source of power to radio

installations; 6.3.10. inspection and, to the extent possible, test of engine room

separator; 6.3.11. fixed deck foam system; 6.3.12. fire fighting equipment in general; 6.3.13. inspection of fire dampers to engine room, pump room

and accommodation; 6.3.14. control of pressure of inert gas and oxygen content

thereof;

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6.3.15. ballast tanks: at least one of the ballast tanks within the cargo area to be examined from tank manhole/deck access in first instance and entered if inspector establishes clear ground for further inspection;

6.3.16. verification that the following documents are on board, review them and confirm that the flag State or Classification Society has endorsed them:

6.3.16.1 reports of structural surveys, 6.3.16.2 condition evaluation reports, 6.3.16.3 thickness measurement reports, 6.3.16.4 descriptive document referred to by IMO

resolution A.744 (18). 6.4. Expanded Inspection on a Bulk Carrier

To the extent applicable the following items must be checked when carrying out an expanded inspection for a bulk carrier.





separator; 6.4.11. possible corrosion of deck machinery foundations; 6.4.12. possible deformation and/or corrosion of hatch covers; 6.4.13. possible cracks or local corrosion in transverse bulkheads; 6.4.14. access to cargo holds; 6.4.15. verification that the following documents are on board,

review them and confirm that the flag State or Classification Society has endorsed them:

6.4.15.1 reports of structural surveys, 6.4.15.2 condition evaluation reports, 6.4.15.3 thickness measurement reports, 6.4.15.4 descriptive document referred to by IMO

resolution A.744 (18).

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6.5. Expanded Inspection on a Gas or Chemical Carrier

To the extent applicable the following items must be checked when carrying out an expanded inspection for a gas or chemical tanker.





separator. 6.5.11. cargo tank monitoring and safety devices relating to

temperature, pressure and ullage; 6.5.12. oxygen analysing and explosion-meter devices, including

their calibration. Availability of chemical detection equipment (bellows) with an appropriate number of suitable gas detection tubes for the specific cargo being carried;

6.5.13. cabin escape sets giving suitable respiratory and eye protection, for every person on board (if required by the products listed in the International Certificate of Fitness or Certificate of Fitness for the Carriage of Dangerous Chemicals in Bulk or Liquefied Gases in Bulk, as applicable);

6.5.14. check that the product being carried is listed in the International Certificate of Fitness or the Certificate of Fitness for the Carriage of Dangerous Chemicals in Bulk or Liquefied Gases in Bulk, as applicable;

6.5.15. the fixed fire fighting installations on deck whether they be foam or dry chemical or other, as required by the product carried.

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Annex B

Full List of Relevant Instruments and Amendments

(see 2.2.8.1 above) 1. For the purposes of this tender the 'relevant instruments' are the

following instruments:

the International Convention on Load Lines, 1966 (LOAD LINES 66); the Protocol of 1988 relating to the International Convention on Load Lines, 1966 (LL PROT 88); the International Convention for the Safety of Life at Sea, 1974 (SOLAS 74); the Protocol of 1978 relating to the International Convention for the Safety of Life at Sea, 1974 (SOLAS PROT 78); the Protocol of 1988 relating to the International Convention for the Safety of Life at Sea, 1974 (SOLAS PROT 88); the International Convention for the Prevention of Pollution from Ships, 1973, as modified by the Protocol of 1978 relating thereto (MARPOL 73/78); the International Convention on Standards of Training, Certification and Watchkeeping for Seafarers, 1978 (STCW 78); the Convention on the International Regulations for Preventing Collisions at Sea, 1972 (COLREG 72); the International Convention on Tonnage Measurement of Ships, 1969 (TONNAGE 69); the Merchant Shipping (Minimum Standards) Convention, 1976 (ILO Convention No. 147) (ILO 147), see .2 below for further details; the Protocol of 1996 to the Merchant Shipping (Minimum Standards) Convention, 1976 (ILO Convention No. 147) (ILO147 PROT 96); see below for more details; the International Convention on Civil Liability for Oil Pollution Damage, 1992.

2. Merchant Shipping (Minimum Standards) Convention, 1976 (No.

147) and ILO 147 Protocol, 1996.

Inspections on board ships under ILO 147 and ILO Protocol 1996 will relate to:

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2.1. the Minimum Age Convention, 1973 (No. 138); or the Minimum Age (Sea) Convention (Revised),1936 (No. 58); or the Minimum Age (Sea) Convention, 1920 (No. 7);

2.2. the Medical Examination (Seafarers) Convention, 1946 (No. 73); 2.3. the Prevention of Accidents (Seafarers) Convention, 1970 (No.

134) (Articles 4 and 7); 2.4. the Accommodation of Crews Convention (Revised), 1949 (No.

92); 2.5. the Food and Catering (Ships' Crews) Convention, 1946 (No.

68) (Article 5); 2.6. the Accommodation and Crews (Supplementary Provisions)

Convention, 2.7. 1970 (No. 133); 2.8. the Seafarers’ Hours of Work and the Manning of Ships

Convention, 1996 (No. 180); 2.9. the Officers' Competency Certificates Convention, 1936 (No. 53)

(Articles 3 and 4). Further Considerations

3. The Port State Control Officer, when carrying out an inspection under

the instruments in 2 above will further take into account the considerations given in the ILO publication;

3.1. "Inspection of Labour Conditions on board Ship: Guide-lines for

procedure" and the 3.2. IMO/ILO Guidelines for the Development of Tables of Seafarers’

Shipboard Working Arrangements and Formats of Records of Seafarers’ Hours of Work or Hours of Rest.

4. If the Port State Control Officer receives a report, notification or

complaint to the effect that the standards laid down in the conventions listed in 5 below are not met, the matter will be reported by the Authority, if possible with evidence, to the flag State Administration for further action, with a copy to the ILO.

5. The conventions relevant to 4 above are:

5.1. the Seamen's Articles of Agreement Convention, 1926 (no. 22); 5.2. the Repatriation of Seamen Convention, 1926 (no. 23); 5.3. the Shipowners' Liability (Sick and Injured Seamen) Convention,

1936 (no.55); or the Sickness Insurance (Sea) Convention, 1936 (no. 56); or the Medical Care and Sickness Benefits Convention, 1969 (no. 130);

5.4. the Freedom of Association and Protection of the Right to Organise Convention, 1948 (no. 87);

5.5. the Right to Organise and Collective Bargaining Convention, 1949 (no. 98);

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5.6. the Seafarers’ Identity Documents Convention, 1958 (no. 108); 5.7. the Workers’ Representatives Convention, 1971 (no. 135); 5.8. the Health Protection and Medical Care (Seafarers) Convention,

1987 (no. 164); 5.9. the Repatriation of Seafarers Convention (Revised), 1987, (no.

166). 6. Those parts of the ILO publication "Inspection of Labour Conditions on

board Ship: Guide-lines for procedure" which deal with:

6.1. control procedures for national flag ships; 6.2. vocational training; 6.3. officers' certificates of competency (regulated under STCW95); 6.4. hours of work and manning (regulated under ILO180/STCW95);

are not considered as relevant provisions for the inspection of ships but as information to Port State Control Officers only.

The items under 6.4 above shall be clearly marked for ‘information only’ by the system.

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Annex C List of Paris MOU Instructions which are to be Incorporated into the System (see 2.2.8.5 above) The Paris MOU on Port State Control PSCCINSTR./2000/01 Guidance for checking the structure of Bulk Carriers. PSCCINSTR./2000/02 Operational Control on Ferry- and Passenger ships. PSCCINSTR./2002/02 Guidelines for the PSCO on Electronic Charts (rev.1) PSCCINSTR./2003/01 Guidelines for the PSCO on the ISM code (rev.3) PSCCINSTR./2003/08 Guidance for inspection on Working and Living

conditions (rev.1) PSCCINSTR./2004/02 Guidelines for the PSCO on the STCW95 convention

(rev.3) PSCCINSTR./2004/05 Guidelines on ILO 180 - Work and Rest Hours (rev.1) PSCCINSTR./2004/08 Guidelines for Ballast tank inspection / Black-out test

expanded inspection PSCCINSTR./2004/10 Guidelines for PSCO’s on Security aspects (rev.1) PSCCINSTR./2005/02 Guidelines on checking a VDR (rev1) PSCCINSTR./2005/07 Guidelines for PSCO’s on CAS PSCCINSTR./2005/09 Interim guidelines on MARPOL ANNEX VI

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Annex D

Details of a possible Checklist and Layout of the System

Annex 1 above describes two scenarios which could be used to fulfil the terms of the contact. There may be other ways in which both scenarios could be fulfilled however, without wishing to constrain the tenderers, there is a call for the system to produce a checklist. It may be useful to define the possible content of such a list. Item 15 below is considered to be of particular importance.

1. Without wishing to constrain the tenderers proposals the following is

a possible definition of a checklist and a possible description of how the system may look and perform.

Checklist

2. A checklist could consist of the reference to the particular regulation

in the relevant instrument with the text of that regulation, it would also make a cross reference to any relevant resolution, circular or Paris MOU instruction or text from Annex B or C attached to Annex 1. These cross references would also display the relevant text. There would be no cross reference which did not have text attached. In other words it would present all the relevant information without the inspector having to open another document.

3. To enable the inspector to manage all this information the various

relevant instruments could be presented separately in the form of icons on the front page and by clicking on these icons the information for that instrument would be presented.

4. Because the requirements could change depending on the date of

inspection a date and time shall be displayed. Possible Layout of the System

Screen Layout Ship Information Input Page 5. A relatively clear screen which simply offers a series of boxes for the

inspector to input the ship information data. There will be a series of mandatory boxes for the input of a limited amount of basic ship information. This would comprise the ships name, IMO number, ship type and date on which the keel was laid.

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6. There may be other boxes to accommodate other appropriate additional information such as the gross tonnage, the ships’ length etc if these are available. However the system shall not depend on these additional items to present the next screen.

7. The following is a possible second screen layout format, having

entered the ship information into the system the inspector would be presented with;

Inspection Data page 8. Level of Inspection - Initial Inspection - Date and Time of Enquiry 9. Icons, or some other indicators, for Solas, Marpol, ICLL, STCW,

Colreg, Tonnage, ILO and relevant codes On clicking on an icon, for example Solas, the system would present the following; Solas Reg. Ref. and alongside or below Text of Regulation Code Ref. Text of Code Resolution Ref. Text of Resolution Circular Ref Text of Circular Paris MOU Instruction Text of Instruction Paris MOU Ref. Text of relevant part of the Paris MOU. 10. This information shall be presented for each regulation before the

next regulation is presented. If there were no information under a particular section the system would present either Nil or No information or some other words or icon which shows the inspector there is no information in this section.

11. This could be repeated by clicking on the next icon for example

Marpol. All the icons would be displayed on each page to allow the inspector to switch between relevant instruments.

12. However it would not normally be necessary to click on any icons

within a page for say Codes or Instructions etc. unless this facilitated the presentation of the information. If the system required the inspector to click on any icon to get further information it must be made clear to the inspector that further information is available by the icon flashing or some other means.

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13. Also on this page would be a series of boxes or icons which would take the inspector to the next level of inspection, More Detailed Inspection or Expanded Inspection. Clicking on either of these boxes or icons would result in the additional requirement for these inspections being displayed as well as the requirements for the initial inspection.

14. When designing the system it shall be flexible enough to change the

order of the above information or to add another layer which may be required in the case of any special inspection regime. This additional layer may be placed in any position in the information matrix.

15. The system shall also allow a bottom up search facility. This would

allow the inspector to input a particular requirement, for example gyro compass or GMDSS operators licence and the ships to which this applies would be listed

16. Any page could be printed separately or all pages of one relevant

instrument or all pages of all relevant instruments could be printed or saved on the machine. This would include the date and time information.