Hazira Port PVT LTD

Communication requirement from vessels prior calling Hazira.

General

To assist in planning and to satisfy contractual obligations, apart from the PANS, the following pre-arrival messages are to be sent both to Hazira Port Control and the LNG Terminal. Messages should also be copied to the ship’s agent. Should there be any changes to the foregoing which might have an impact on ETA’s, the vessels performance or cargo equipment then both Hazira Port Control and LNG Terminal are to be advised immediately. As per latest DG (Shipping) requirements, PANS also to be sent to the Indian Coast Guard

All communication shall be sent by facsimile and E-mail addressed to:

The Hazira Port Control
Fax no. +91 261 3051158,
Tel. no. +91 261 3051165
E-mail: hlpl-haz-portcontrol@shell.com

On Departure from Load Port

AA Ship’s name and call sign

BB Departure date and time

CC Advise ETA and arrival draught at Hazira.

DD Bill of Lading details and other cargo info

EE Boil off rate

FF Estimated time for discharge

GG Any known deficiencies affecting port performance

During Voyage

If the ETA deviates more than 12 hours from that initially advised on departure and/or there are any changes to DD, EE or FF then Port & Terminal must be advised.

72 Hours prior to arrival

AA Ship’s name and call sign

BB Update ETA

48 Hours Prior to Arrival

AA Ship’s name and call sign

BB ETA and arrival draft

CC Estimated cargo tank temperatures and tank pressure

DD Confirm the following have been tested and/or are fully Operational:

Navigation, mooring, safety & engine systems

Cargo system & boil off control systems.

Gas detection systems

ESD system, alarms and interlocks

Cargo tank high level alarms

High & Low pressure alarms

Remotely operated valves

Cargo lines are free of oxygen

No tank leakages

If the ETA changes by more than 6 hours following the issue of the 96 hours message and before sending the 24 hour message then the revised ETA must be advised to the Port.

24 hours before arrival

AA Ship’s name and call sign

BB Confirm ETA

CC Send pratique message via ship’s agent

If the ETA changes by more than 6 hours following the issue of the 96 hours message and before sending the 24 hours message, then the revised ETA must be advised to the Port.

AA

AA Ship’s name and call sign

BB Confirm ETA

VHF contact with Hazira Port Control

VHF Contact with Hazira Port Control should be established on VHF Channel 16/69 at the earliest opportunity in order to obtain information on berthing, weather and availability of pilot.

Departure Communications

(On dearture from Hazira Port)

AA Ship’s name and call sign

BB Outstanding Port Log items

Communications with VTMS Khambhat:

Attention of Ship Masters and Agents is drawn to the reporting requirements & regulations of VTMS Khambhat as promulgated in the relevant Admiralty List of Radio Stations and www.aatash.com

Attention of Ship Masters and Agents of non-LNG vessels is also drawn to www.adanihaziraport.com

for additional information

Documentation requirement for vessel clearance.

Immigration and Customs

The following documents are required by shore authorities upon arrival for Clearance of the Vessel

1. Customs Authority

• Original Last Port Clearance
• Maritime Declaration of Health
• Vaccination List
• Voyage Memo (Ports called in last 30 days or last 10 ports of call) with arrival and departure dates and security levels)
• Bill of Lading, Cargo Manifest and Transit Cargo if any
• List of Ships Stores Including Bonded Stores and Deck Store
• Personal Effects Declaration with Crew Currency
• Ships Currency Declaration
• Nil Lists (If there are no Passengers, Stowaways, Animals, Arms, Ammunitions)
• List of Narcotic Medicines
• Crew List (Name, Rank, nationality, Passport Number, Seamen book number, Date of and Place, Place of Embarkation)
• Following Statutory Certificates
  1. Ship Registry Certificate,
  2. ISPS Certificate
  3. International Load Line Certificate
  4. Cargo Ship Safety Equipment Certificate
  5. Cargo Ship Radio Certificate
  6. Cargo Ship Safety Construction Certificate
  7. International Oil Pollution Certificate
  8. Deratting Exemption Certificate

2. Quarantine Authority

At Hazira, the customs-boarding officer usually gives quarantine (Free Pratique) But if the vessel is coming from Yellow Fever area, Port Health Officer from Kandla will board the vessel.

Following set of documents are required any ways-

• Crew List
• Maritime Declaration of Health
• Vaccination List
• Deratting Certificate

3. Immigration Authority

Custom Authorities carry out the additional charge of clearing the vessel on behalf of Immigration.

For Sign on and Sign off of Foreign Nationals, 48 hours’ notice with confirmed air ticket is required. Ships Agent will have to get Landing permission from the local police.

For Indian Nationals, above is not applicable.

Documents required in case of Crew Change (Foreign or Indian national)

• Crew List
• Personal Effects Declaration
• Sign/Sign off crew passport

4. Port Authority (Hazira Port Pvt Ltd)

Following Documents required by Port Authority (can also be sent electronically) –

• Bill of Lading, Cargo Manifest, Transit Cargo List - 1 Copy
• Crew List - 1 Copy
• Following Statutory Certificates - 1 Copy each
  1. Ship Registry Certificate,
  2. ISPS Certificate
  3. International Load line Certificate
  4. Cargo Ship Safety Equipment Certificate
  5. Cargo Ship Radio Certificate
  6. Cargo Ship Safety Construction Certificate
  7. International Oil Pollution Certificate
  8. Derating Exemption Certificate

The following documents are required by the Shell Energy India LNG terminal for Cargo Clearance

• Sale and Purchase Agreement or detailed contracts

Sale and Purchase Agreement or detailed contracts

• Commercial Invoice
• Original Bill of Lading
• Certificate of Origin
• Certificate of Quality
• Certificate of Quantity
• Load Port Ullage Report (Pre and Post Loading)

Last 3 documents will require signature of independent surveyor.

Other documents will be prepared and given by importer in consultation with CHA.

Advice to Masters in line with International Marpol requirements.

Shell Energy India LNG Terminal and the Hazira Port are situated in a protected coastal mangrove area bordering on protected forestland and pollution of any description, from whatever source, will be viewed extremely seriously and must be reported immediately to the Indian Coast Guard. This is a statutory requirement of the Government of India. All vessels visiting the Hazira Port must be in full compliance with the current MARPOL requirements.

Avoidance of Pollution:

Please also note the following measures, which will assist in avoiding pollution:

No oil or mixture containing oil shall be discharged or allowed to escape from a vessel while at the Hazira Port or within the Hazira Port Limits.

No garbage or other materials, either liquid or solid, shall be discharged overboard from a vessel, but shall be retained in suitable receptacles on board.

Whilst within the Hazira Port Limits the internal transfer of any oil, slops or bunkers on board is prohibited.

In the event of any leakage or spillage of oil or oil contaminated liquids on board, the Loading Master and Terminal Shift Supervisor must be advised immediately in order that discharge operations can be stopped until the spill has been cleaned up.

Absorbent swabs or sawdust used for mopping up such spills shall be collected and removed ashore for disposal.

During the discharge or loading of petroleum products, deck scuppers and drain holes must be suitably plugged. Any excess water that may accumulate must be drained off as required. Drip trays must be placed under manifold connections, and any accumulation of water drained off at regular intervals. During LNG discharge operations scuppers should be closed, however a careful watch should be maintained to ensure that any buildup of water on deck is drained off.

Prior to commencement and at regular intervals throughout discharge, regular checks are to be made to ensure that oil or oily water is not escaping through sea valves. Overboard discharge valves through which oil could escape shall be lashed in the shut position during the vessel’s stay alongside. Where lashing is not practicable a suitable means of marking the valves should be used to clearly indicate that the valves are to remain closed.

Where ballasting is to take place in systems that have previously been used for cargo, sea inlet valves shall not be opened before pump suction has been established.

Unused cargo and bunker connections must be closed and blanked. Blank flanges shall be fully bolted with the gaskets in place and other types of fittings, if used, properly secured.

Advice to Masters in line with International Marpol requirements.

Company agreements with the Government of Gujarat strictly limit the emission levels of hydrocarbon vapour from the Hazira plant. Although it is recognized in these agreements that some ship operations will involve the emission of hydrocarbon vapour to atmosphere during discharge ships co-operation is requested to ensure that such emissions are kept to the absolute minimum.

Advice to Masters in line with International Ballast water convention requirements.

There are no ballast reception facilities at Hazira Port therefore all ships must arrive with clean ballast in segregated ballast tanks (SBT). Only clean ballast water from SBT tanks can be discharged overboard, subject to inspection and approval by the Loading Master. All ballast water contained in tanks, not designated as SBT, must be retained on board.

Minimum Ballast water Quality

The Government of India has indicated that it may implement unilaterally the provisions of IMO Draft Regulations for the Control and Management of Ships Ballast Water to minimize the Transfer of Harmful Aquatic Organisms and Pathogens (MEPC 39/7). This will require all ships intending to discharge clean ballast in Indian waters to have carried out a complete change of ballast water at a distance of at least 50 miles from the Indian coastline.

Under IMO Draft Regulation B-4 Ballast Water Exchange, all ships using ballast water exchange should:

Whenever possible, conduct ballast water exchange at least 200 nautical miles from the nearest land and in water at least 200 metre in depth, taking into account Guidelines developed by IMO;

In cases where the ship is unable to conduct ballast water exchange as above, this should be as far from the nearest land as possible, and in all cases at least 50 nautical miles from the nearest land and in water at least 200 metre in depth.

Hazira Port Pvt. Ltd’s Oil Spill Response Policy & Capabilities.

The Hazira Port Oil Spill Response Plan

The Oil Spill response plan has been prepared as per the directives of the Indian Coast Guard and the Gujarat Pollution Control Board.

In spite of ‘almost zero leak design’ of the terminal facilities and the fact that any spilled LNG will not pollute the marine environment there could be some discharges of fuel oil into the port either from the tugboats operating in the port or from the LNG carrier. In the event of such an occurrence a speedy and appropriate response action is required from the Port Authority with port owned and operated equipment to contain the spill and minimize the environmental damage (Tier-I Response). Secondly the Hazira Port will have to be capable to assist the neighboring Port of Magdalla in case of a significant oil spill in its waters (Magdalla Tier-II Response), thirdly the Hazira Port will have to assist the Indian Coast Guard, when instructed to do so, in case of a major oil spill threatening the Indian Coastline as outlined in the Indian National Oil Spill Contingency Plan (Tier-III Response) and fourthly the Shell Group has organized it’s oil spill response capability in regional Oil Spill Team Resource Networks. For the Middle East and India the network is called OSTRIMESA. Any Shell Business Unit in the region, requiring support to respond to a significant oil-spill incident can request trained manpower assistance from other Shell Business Units in the area. (STASCO-ordinated Group Response)

The Hazira Port Oil Spill Response Plan identifies our spill response organizational structure, responsibilities, communications and procedures to respond to oil spill emergencies.

Objective

The objectives of the Oil Spill Response Plan are as follows:

• Ensure the safety of the personnel in the event of an oil spill
• Minimize the environmental impact of an oil spill
• Protect the shareholders assets
• Minimizing business disruption
• Minimizing risk of damage to the Group’s reputation
• Minimizing harm to the people

The plan is intended to assist in dealing with an accidental discharge of oil. Its primary purpose is to set in motion the necessary actions to stop or minimize the discharge and to mitigate its effects.

The plan guides the HPPL Management, Port Authority, Harbour Master and his Duty Staff through the decisions, which will be required in an incident response. The tables, figures and checklists provide a visible form of information, thus reducing the chance of oversight or error during the early stages of dealing with an emergency situation.

Oil Spill Response Policy

Prevention of accidental spillage is the HPPL’s first priority. All the facilities are designed, installed and operated to minimize possibility of oil spill. Facilities and resources supplied by third parties are also required to meet international pollution prevention design and operation standards.

HPPL shares the community concern for the protection of the natural environment from oil spills. The company is committed to integrate into its plans and operations and to identify oil spill risks.

To achieve this HPPL will,

• Respond immediately to any incident with the objective of protecting human life and to minimize environmental impacts
• Work and consult with appropriate with appropriate government bodies, and the local community to address any issues relating to oil spills in a timely manner
• Provide adequate training and information to enable employees and contractors to adopt environmentally responsible work practices, to be aware of the responsibilities in the prevention and clean up of oil spills
• Develop emergency plans and procedure so that incidents (accidental releases) can be responded to in a timely manner
• Develop and maintain management systems to identify, control and monitor risks and compliance with government regulations and industry guidelines
• Where third party interests are involved, such as products and or chartered vessels, the company will assess the situation and take timely and appropriate action

Each employee is responsible for the implementation of this policy in association with their specific duties, this includes contractors and their employees.