CONTINGENCY PLAN Document Number : CP/01

CHAPTER 3: CONTINGENCY Section Revision Number : 03

SECTION 2: SHIPBOARD EMERGENCY Page Number : 1 of 3

3.2 SHIPBOARD EMERGENCY

3.2.1 CONTINGENCY PLANNING INFORMATION FILE
To ensure that the contingency planning procedures are implemented thoroughly, the MRSV Manager, will
prepare and maintain a Contingency Planning Information File.
The Contingency Planning Information File is to contain as a minimum the following information.
 Contact details of office personnel, regional offices, crew manning offices and client contacts.
 List and/or details of external organisations e.g. class, flag state, P&I, towage contracts,
salvage etc.
 Coastal States Contacts. (Appendix 1 of SOPEP – IMO COASTAL STATES CONTACTS)
 International telephone and telex codes.
 Instructions on methods of contacting vessels.
 Vessel specific information. (SOPEP Appendix 3 & 4 + SOPEP Drawings)
 Contingency Response Contact List (to be completed on activating the Emergency Response
Team)
 Contingency specific information (to be gathered at the time of activating the Emergency Response
Team) such as crew lists, cargo information, agent’s details etc.
The contingency planning information file will be kept electronically on the office server and will be available to
all involved in managing a crisis.

3.2.2 EMERGENCY RESPONSE TEAM (ERT)

The decision to activate the ERT is taken by the CEO. The person receiving the initial contingency call will first
ensure that the Master has reported the incident as per MARPOL SOPEP (or VRP if applicable). As much
information as possible is to be gathered as per CP 3.5 Appendix II.

The receiver of the call will instruct the Master to call back on the same number at a defined time. The receiver of
the call will then contact the CEO and appraise him of the crisis/ incident. The CEO activate the ERT who will
assemble. Once the ERT is assembled they will advise the Master of the contact details.
Individual logs of actions and telephone calls are to be maintained by all members of the ERT. The decision to
close these Logs will be taken by the CEO. This will normally be when the situation is stabilized and presents no
further risk to safety of life, property and or environment. The list of ERT duties and third-party contacts is given
in CP 3.5 Appendix I.

The CEO is to discuss with the ERT the facts known to them and may call for additional information from the
vessel or other individuals or organizations before deciding on any specific course of action

ON-SITE TEAM:
As soon as the ERT is convened, the designated member who will form the On-Site team will be put on
immediate notice to travel. In the event of an Incident, the first member who will comprise of the On-Site Team
will be the Tech/ Marine Superintendent. Depending on the Incident the Marine Superintendent may be the one
designated to be the On-Site Team. All Superintendents (Tech and Marine) will have their travel documents
stamped with the necessary visas for travelling to Hub locations like Europe and States. The decision to dispatch
an On-Site team will be made by the CEO. Travel arrangements will be done by the designated member who is
delegated to form the on-site team and he will use the Company Travel Agents to arrange for the most speedy
method for getting onboard. Close liaison with the local agents will be coordinated by the Fleet Assistant to

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 CONTINGENCY PLAN Document Number : CP/01
CHAPTER 3: CONTINGENCY Section Revision Number : 03
SECTION 2: SHIPBOARD EMERGENCY Page Number : 2 of 3

ensure that the member forming the On-Site Team is given full assistance at the port at which the vessel is. The
member delegated to be on-site will remain in travel readiness from the time the ERT is convened.

Should it be required, the CEO may utilize 3rd Parties to act as on-site team during an Emergency.

CONTROL OF INFORMATION
a) The CEO is responsible for keeping the owner closely advised throughout the incident period.
b) To ensure that information issued by the Company is consistent and accurate only the designated ERT
member is given the authority to communicate with third parties.
c) The CEO is to handle all dealings/communications with the press/television/radio and other media on
the subject of the crisis. He may nominate another ERT members in specific circumstances.
d) To ensure consistency in the information issued to the media, all other employees of the company will
be instructed not to give any information or make any statement or comment whatsoever to the media,
but to refer all such enquiries to the CEO or his nominated spokesman.

ERT STAND DOWN

The stand down of the ERC does not mean completion of repairs, but the time when the ERT members need not
be present physically at the Contingency Room. This is decided by the CEO or his deputy

The following shall be considered (as applicable) prior ERT stand down:
a) Applicable sections of CP – Chapter 4, Section 1 & 2 completed.
b) Risk evaluation carried out and support teams notified.
c) The On-Scene Incident Commander should approve the release or demobilization of response resources.
d) Demobilization priorities based on the specific incident.
e) Necessary resources are available to support the vessel / emergency.
f) Plan for repairs, and inspection, as necessary.
g) Personnel travel needs identified, and travel arrangements made, as necessary.
h) Logbooks updated and Contingency room returned to normal

The CEO shall decide if continuous monitoring is required after he has stood down the ERT.

AFTERMATH OF THE INCIDENT

When the incident situation has been stabilized and the vessel is considered to be safe; does not necessarily
mean that the location of incident is safe. Apart from the original hazards. Many new ones may be present as a
result of the incident. Before restoration at the incident site. All potential hazards must be identified. Plans and
procedures to deal with eventualities must be prepared.

See Chapter 3.5 - Appendix Chapter V – Recovery Checklist

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INCIDENT REVIEW
Once the decision to close the Incident Log has been taken, the ERT under the chairmanship of the CEO is to hold
a review meeting to establish the undermentioned points and also to brief the Company’s lawyers in case
litigation ensues:
• The root causes of the incident, if known
 The consequence of the incident
 The management of the incident
 The incident log
 The implications of the incident for the Company’s procedures, emergency response plans reviewed, if
used.
 The lessons to be learnt and effectiveness of ECP
 Recommendations on any necessary corrective actions
 Implementation of the recommendations.

3.2.3 DRILLS
A major Emergency Contingency Drill is to be carried out in conjunction with a nominated vessel at least once a
year and this should include third parties. MRSV is nominated to develop the scenario and set the objectives of
the drill. Objectives should include the following:
• Notification
• Staff mobilisation
• Media response
• Communications
• Documentation
Upon completion of the drill a review should be held with all participants attending. The review
should aim to identify if the objectives of the drill were met and if they were not met identify the
reasons why and what steps should be taken to ensure that objectives can be met in the future including if any
changes required to the emergency response plan.

3.2.4 RECORDS
To ensure that records are readily retrievable a drill file is to be created and all correspondence including reports
referring to the incident shall be copied to this drill file.

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