3.0 Pre-Transfer Preparation and Operations

Transport Publications TP 10783 E

3.1 Responsibilities

Persons in charge of supplier and recipient vessels or facilities, should:

Inform Prairie and Northern Region, Marine, via NORDREG , or the nearest CCG Radio Station of the intended nature and duration of transfer, 48 hours prior to the start of transfer operations, or as practicable, in sufficient time that would allow a Pollution Prevention Officer to arrive at the site and witness the transfer;
Inform local authorities as appropriate;
Where local traffic warrants and if the transfer location is outside "port" facilities areas, broadcast navigational warnings on VHF before starting, announcing the name(s) of vessel(s), the geographic location, the nature and expected duration, and requesting a wide berth;
Cancel the warning when transfer operations are complete and secured;
In all transfers, each party has the right to suspend operations at any time, if they decide it is necessary;
Conduct a pre-transfer conference between Supervisors of Oil Transfer Operations in Arctic Waters (North of 60°00’ N ) of Supplier and Recipient vessels/facilities to:
- inform each party involved of the dimensions of the other's key facilities, such as manifold/fuelling station location, maximum and minimum draught, barge/ship length, fendering arrangements, shore manifold connections, and jetty/shore characteristics such as tides, bollards, mooring and positioning aids, hidden hazards;
- inform all participating personnel of their duties and responsibilities during the transfer, and ensure they are used versed in emergency procedures, and know the oil spill contingency plan to be followed in the event of an incident;
Ensure engines, steering, thrusters, and manoeuvring controls, are tested and remain on stand by during transfer;
Unless vessels are in open water, clear of land and traffic routes, with no ice present, ensure they are secured alongside or anchored, with due consideration for prevailing and expected wind, weather, ice, and tide conditions;
Ensure that moorings (including shore moorings) are adequate to allow for draught and tidal changes during transfer;
Suspend all operations that could cause ignition hazards around deck tank vent areas, such as:
- welding and other hot work,
- use of portable electrical apparatus, particularly extension cords,
- use of portable combustion engine driven equipment,
- other operations which could cause ignition hazards;
Ensure all cargo manifold valves and/or fuelling connections which will not be used in the current transfer are isolated and blanked;
Ensure sea valves in cargo pumprooms are closed and sealed;
Ensure valves which will be used for the transfer, are free of ice or other obstructions, and are easy to operate through their full range;
Ensure all deck scuppers are plugged to contain any oil spilled, and that freeing ports and other open areas where spillage could go overboard are closed;
Ensure absorbent material is readily available at the flexible hose connections on deck and other predictable minor spill locations;
Ensure containers, or drip trays of suitable size are placed under tank vents, manifolds, fuelling connections, or other locations where adequate permanent containment arrangements are not fitted;
Ensure accommodation deck doors, deadlights or shutters, ports, and vents are closed;
Ensure flame arrestors or gauze screens and pressure/vacuum relief valves ( PVR ) are checked;
Ensure no helicopter landings or takeoffs occur during transfer operations;
Ensure vessel air conditioning systems are on recirculation mode;
Ensure vessels hoist the appropriate signals by day and night; and
Ensure that all valves and pipelines required for the current transfer are open, and that all other valves and pipelines in connected systems are closed and secured. Ensure this is double checked by the assigned crew members and the Transfer Supervisor/Cargo Officer.

3.2 Hose Preparation and Handling

When preparing and passing the blanked or capped hose between the Supplier and Recipient, the following procedures should be observed:

Check for a valid hose certificate, confirming that the hose has been satisfactorily inspected during the past 12 months, according to the Oil Pollution Prevention Regulations;
Check individual hose test markings or tags;
Define who will supply the transfer hose and establish hose configuration -- diameter, total hose length, coupling type and number, operating pressure of hose and couplings, type of terminal flange (size/class, etc.);
Define hose purging method between products, and after final transfer;
Examine "O" rings and joints in couplings and replace any damaged seals or gaskets;
Inspect hose-to-coupling clamps visually to ensure good condition and security and repair or replace any damaged clamps, where possible, or use spare hose lengths;
Check that an insulating flange or coupling is in place;
Secure hose coupling clips with safety wire;
Ensure lifting and restraining arrangements are suitable for the type and dimensions of hose used, and that the apparatus will prevent hose damage due to ship movement in swells or draught changes;
Ensure the hose is suitably supported throughout the hand-over, and during the transfer, to avoid damage and prevent kinks;
When transferring sea hose ashore, ensure the hose is free from chafing, or pinching between ice floes or rocks;
Use hose strain relief system with long floating hose transfers to prevent strain on the hose string from winds, tides, and ice;
Examine the completely installed hose string carefully and repair or replace any damaged hoses, flanges or joints, before starting the transfer;
Minimize the number of couplings by using longer hose lengths; and
In ship to shore transfers use a suitable boat to send the hose ashore.

3.3 Transfer

The following procedures should be followed before and during a transfer operation:

Complete the pre-transfer check list;
Have a responsible person, with an operational radio set on the correct channel/frequency, near the cargo/transfer pump start/stop control throughout the transfer;
Start pumping at a previously agreed slow rate, while rechecking hose string for leaks;
Ensure the product is going to the correct recipient tank;
Maintain the normal pumping rate, as agreed with the other party, until topping off is required;
Examine the hose string regularly during transfer and watch for signs of undue strain, bulging, and other evidence of real or potential leaks;
For floating hose, patrol the string, check the water in the area for leakage signs, and look for coupling problems, or snags on ice floes;
Check both Supplier and Recipient tanks regularly for both content level and product, and investigate any anomalies, suspending the transfer if necessary;
Keep a constant check on the pumping pressure and immediately investigate any pressure variations of an unexpected nature;
Make regular visual checks of the water immediately surrounding the vessel(s) and transfer area;
Reduce transfer rate, when Recipient tanks are nearly full, for topping off; and
Use an automatic stop device which will shut down the pump when the flow rate or back pressure exceeds a pre-set level.

3.4 Emergency Stop

If any of the following conditions occur, the transfer should be stopped immediately:

LOST COMMUNICATIONS;
LOSS OF ABILITY TO MONITOR HOSE TO SHORE;
SIGN OF SPILLAGE, OR DAMAGE TO HOSES AND COUPLINGS;
ANY DETECTION OF ACCUMULATED GASES;
MAJOR INCREASE IN WIND AND/OR SWELLS;
WHEN AN ELECTRICAL STORM IS PRESENT OR PREDICTED;
SEVER DETERIORATION IN ICE OR VISIBILITY CONDITIONS;
HELICOPTER LANDINGS OR TAKE OFFS; and
ANY OTHER SITUTATION DEEMED DANGEROUS BY THE TRANSFER SUPERVISOR.

In the event of a spill, the Spill Contingency Plan should be initiated immediately by:

Informing Prairie and Northern Region, Marine, via NORDREG , of the situation; and
Informing NWT 24 hour Spill Line at 1-403-920-8130 and providing them with the following information (see Spill Line Form for further details):
- location and time of spill,
- type and approximate quantity of product spilled,
- precautions being taken at time of notice,
- current state of tide and local weather,
- extent of local and shipboard containment and recovery resources,
- personnel numbers and skills available on site as well,
- request for extra resources, and advice, if needed, and
- complete the Spill Line Form.

3.5 After Transfer

When the transfer has been completed, the following procedures should be followed:

Purge the hose by previously agreed method (see II - Recommendation for Purging), and shut all manifold and tank valves; when purging ensure that no air will be introduced to the tanks at the shore facility;
Sound all tanks, (after waiting for settling, if necessary), and confirm with both parties that quantities of fuel/cargo have been properly transferred;
Stow hoses securely for sea passage;
Complete transfer checklists;
Ensure the ship's and facility's Oil Books and Checklists are signed, kept up to date, and retained for examination by a Pollution Prevention Officer or other authorized official, (by prior arrangement with Prairie and Northern Region, Marine, organizations may use their existing checklists for recording transfer preparation conditions, provided all major aspects are covered in those checklists);
Forward the transfer particulars checklist or a post-season summary of operations and quantities, for statistical records and prevention guidelines improvement purposes, to Prairie and Northern Region, Marine by the calendar year-end.

Address:

Transport Canada
Prairie and Northern Region, Marine (AMNS - OTT)
Place de Ville, Tower C, 14th Floor
330 Sparks Street
Ottawa, Ontario
Canada, K1A 0N5
Tel: (613) 991-6004
Fax: (613) 991-4818