pg.

External Memo 2021-01

Date: February 18, 2021
To: All Marine Department contractors
From: Marine Department, Quality Assurance and Compliance Unit Supervisor
Subject: Material Gate Pass & Industrial Solids and Hazardous Waste Disposal
Protocols (Applicable to all Marine Department facilities)

This external memo is issued to all Marine Contractors to ensure that Marine Contractor
Operations are conducted in full compliance with the:
Marine Contractors Material Gate Pass Protocol
Marine Contractors Industrial Solids and Hazardous Waste Carriage and Disposal
Protocol.
This memo is replacing the provisions of the Offshore Operations Manual 1.3.2 paragraph 15
Marine Contractors will ensure that Material Gate Pass Requests are prepared/submitted in
compliance with the general requirements of GI 710.009 Material Movement Gate Passes.
Marine Contractors will ensure that Marine Contractors Industrial Solids and Hazardous Waste
Carriage and Disposal is undertaken in compliance with both protocols as per GI 430.001
Implementing the Saudi Aramco Hazardous Waste Code.

1. Material Gate Pass Protocol

1.1 Definitions:
A material gate pass is a document, which assists in the transportation of materials in a vehicle
or by hand carry, out of Saudi Aramco facilities, with approval from the Area Proponent or
Sponsors. This empowers security personnel to inspect materials, verify required
information/approval authorizations and confirm accuracy before materials can exit through
security gates or posts. Also, it includes the reporting of illegitimate practices to department
managers or higher when misappropriation of materials is discovered during any stage of the
material verification process.
1.2 Roles and responsibilities
Contractors Shall:
Prepare/submit their Material Gate Pass Requests on the specific Marine Operations Division
Gate Pass Request Form (Sample form can be downloaded from the MD Web site).
Not change or modify the Operations Division Gate Pass Request Form.

Saudi Aramco: Company General Use

 pg. 2

Originate the Gate Pass Request Form and complete all sections of the Gate Pass Request Form,
excluding the Approved By section, which is for completion by authorized Marine personnel.
Originator:
Will sign and stamp the Material Gate Pass Request Form using the originating Contractors
Vessels Stamp.
Will accurately list all material items on the Material Gate Pass Request Form, completing all
sections of the line item, including quantity/type (packet, box, drum etc etc)/brief description
and any identifying markings (plant tag #, physical ID #, serial # or drum sticker #).
Will ensure that ALL Drums are clearly marked with a drum transport label that includes all
relevant information regarding the drum contents, origin, delivery location and shall include
but not limited to the following, Drum label #, Drum # (Drum number 1 of 5) Date, Originating
Vessel Name, Delivery Destination, Drum Contents (accurate description).
Will also mark drums with HAZCOM labeling if required.
Will attach a Hazardous Waste Manifest/Tracking Form to the Material Gate Pass Request Form.
The Hazardous Waste Manifest/Tracking Form will document the Carriage and Disposal of the
Hazardous Waste from the point of origin to the disposal facility location. The original copy of
the form will remain with the originator, a copy of the form will be attached to the Material
Gate Pass Request and kept by the Marine Shift Coordinator, a copy of the form will remain
with the Hazardous waste Transporter/Vendor, a copy of the form will be retained by the
disposal facility and the final copy of the form will be returned to the originator as proof of
proper disposal.
Drivers will be required to open drums for verification purposes (verify the contents) upon
request by the Material Gate Pass Approver or Material Gate Pass Issuer.
Marine Department:
Material Gate Pass Issuer will verify the contents of all Hazardous Waste Drums by a combination
of Dipping and Sampling the contents.
Will hold any Hazardous Waste Drums where the contents have inconclusive/suspicious results
that require the samples to be sent for Saudi Aramco Laboratory Testing.
Will reject any Material Gate Pass Request that is presented on a modified/changed Material
Gate Pass Request, where the form has not been completed in full, where the material
description is incorrect and when a Hazardous Waste Manifest/Tracking Form has not been
attached.
Will report any illegitimate practices or misappropriation of materials when discovered or
exposed.
NOTE: Contractors utilizing the services of Third Party Vendors for the collection and
transportation of their materials, must ensure that the appointed Third Party Vendor is
fully aware of all Material Gate Pass Protocols and operational requirements. CONTRACTORS
WILL BE HELD RESPONSIBLE FOR THE ACTIONS OF THEIR APPOINTED THIRD PARTY VENDORS.

Saudi Aramco: Company General Use

 pg. 3

2. Industrial Solids and Hazardous Waste Carriage and Disposal Protocol

This memo outlines the protocol for the carriage and disposal of Industrial Solid and Hazardous
Waste, in accordance with GI 430.001 Implementing the Saudi Aramco Hazardous Waste Code,
GI 150.100 Hazardous Materials Communication (HAZCOM) Program and the SAES-S007 Solid
Waste Landfill Requirements.
This Protocol will strengthen all aspects related to the Carriage and Disposal of Marine
Contractors Hazardous Waste through the enhancement of Documentation, Material Manifesting
and Material Tracking from the Hazardous Waste point of origin to the final destination disposal
or treatment facility, with final confirmation of the process completion being received by the
Marine Contractor Originator.
2.1 Standards and References:
GI 430.001 Implementing the Saudi Aramco Hazardous Waste Code
GI 150.100 Hazardous Materials Communication (HAZCOM) Program
SAES-S007 Solid Waste Landfill Requirements
2.2 Definitions:
Industrial Solid and Hazardous Waste (WASTE): Solid waste is defined as, solid or semi-solid
discarded material including municipal, residential, commercial, institutional, industrial or
recreational waste. Sewage is excluded.
Waste Originator: Also known as the ‘Waste Generator’. This is the Marine Contractor person
responsible for the disposal of WASTE which has been produced by a Marine Contractor
vessel/barge. This person will be a Senior Marine Contractor employee (Master, Chief Mate or
Chief Engineer) on either: Marine Contractor Barge or Vessel.
Waste Transporter: The Marine Contractor or his nominated Transport Vendor selected to carry
the WASTE from a Saudi Aramco Shore Facility to the Disposal or Treatment Facility. NOTE: A
Marine Vessel will never be The Waste Transporter under the directions of this instruction.
Waste Receiver: The Marine Contractors nominated Hazardous Waste Disposal or Treatment
Vendor, contracted by the Marine Contractor to dispose of or treat the WASTE which has been
delivered by the Marine Contractors Waste Transporter.
2.3 Roles and responsibilities
Waste Originator responsibilities:
The WASTE originating from the Marine Contractors Barge/Vessel is properly prepared for
transportation by means of labeling and manifesting, prior to loading onto the Marine
Contractors nominated Waste Transporter vehicle.
The completion of all required documentation and material labeling information, including the
preparation of the Marine Facility Material Gate Pass Request Form, the Contractors Hazardous
Waste Manifest/Tracking Form and the completion of material labeling.

Saudi Aramco: Company General Use

 pg. 4

NOTE: If not ordinarily available the Marine Contractor will produce a Multi Copy(carbonized)
Marine Contractor Hazardous Waste Manifest/Tracking Form that will be utilized to track the
progress of the Hazardous Waste throughout the process of disposal or treatment. The form will
comprise a minimum of five(5) copies to be retained as specified in this instruction. Copy #1 –
Originator, Copy #2 - Waste Transporter, Copy #3 – Marine Shift Coordinator Copy #4 – Waste
Receiver, Copy #5 – Spare.
NOTE: Proper labels are to be attached to the drums/containers, referencing the Hazardous
Waste Manifest # and containing as a minimum, the following information:
- Source of waste - (Origin)
- Type of waste – (Dirty Oil, Contaminated Fuel, Bilge Contents, Cooking Oil etc etc)
- Quantity in USG – (Total).
- Lead Contamination Yes or No
- Date & Time of sealing.
- Number of the Waste Containers – (Total number of drums in batch)
- Drum Number – (Example - Drum #1 of 5)
- Any safety precautions required.
- Marine Contractors Waste Manifest Form created – (Form must be pre-printed with a
Form Number)

- The Marine Contractor must provide to the Marine Contractors nominated Transporter,
or present for inspection to the Marine Shift Coordinator a copy of the Marine Facility
Material Gate Pass Request with the Marine Contractors Hazardous Materials Waste
Manifest/Tracking Form attached and all drums/containers must be correctly labeled.

- The Marine Contractor Originator will upon completion of the Hazardous Waste Disposal
or Treatment Process receive from the Marine Contractors nominated Waste
Management Contractor (Waste Receiver) a signed electronic copy of the Marine
Contractors Hazardous Waste Manifest/Tracking Form as proof of the correct disposal
or treatment of the WASTE.

NOTE: The Marine Contractor Originator will upon receipt of the signed electronic copy of
the Marine Contractors Hazardous Waste Manifest/Tracking Form from the Marine
Contractors nominated Waste Management Contractor (Waste Receiver) update the marine
vessels Hazardous Waste Records.
Marine Shift Coordinator Responsibilities:
Review the Marine Contractors submitted Marine Facility Material Gate Pass Request and
attached Marine Contractors Hazardous Materials Waste Manifest/Tracking Form.
Verify the Marine Contractors Hazardous Waste drums/containers are properly labeled and
numbered and referenced on the presented Marine Facility Material Gate Pass Request and
attached Marine Contractors Hazardous Materials Waste Manifest/Tracking Forms.

Saudi Aramco: Company General Use

 pg. 5

Conduct the confirmation of drum/container contents through a process of physical dipping &
sampling of all Marine Contractor Hazardous Waste drums/containers.
Hold any Marine Contractor Hazardous Waste drums/containers that give inconclusive or
suspicious results when dipped and sampled.
Send any Marine Contractor Hazardous Waste inconclusive or suspicious samples to the Saudi
Aramco Laboratory for testing.
NOTE: If required, temporary storage of the Marine Contractors WASTE will be arranged in
a Saudi Aramco Marine Yard while WASTE Samples are being tested. The Marine Contractors
WASTE will not be released until a Saudi Aramco Laboratory Test Result has been received.
Issue the Marine Facility Material Gate Pass if all Hazardous Waste Protocols have been
completed.
Retain a copy of the Marine Contractors Marine Facility Material Gate Pass Request Form with
attached Marine Contractor Hazardous Waste Manifest/Tracking Form.
Generate a Marine Contractor Hazardous Waste Monthly Summary Report of all Marine
Contractor WASTE delivered/processed through the Marine Pier Facility.
Submit the Marine Contractor Hazardous Waste Monthly Summary Report to the Marine
Superintendent responsible for that Marine Pier Facility.
Waste Transporter Responsibilities:
The Marine Contractor nominated Transporter will present for inspection to the Marine Shift
Coordinator a copy of the Marine Facility Material Gate Pass Request with the Marine
Contractors Hazardous Materials Waste Manifest/Tracking Form attached with all
drums/containers correctly labeled.
The Marine Contractor nominated Transporter will receive from the Marine Shift Coordinator
the Marine Facility Material Gate Pass with Marine Contractors Hazardous Materials Waste
Manifest/Tracking Form attached.
The Marine Contractors nominated Transporter will provide safe carriage of the WASTE from
the Marine Facility to the Marine Contractors nominated Waste Management Contractor (Waste
Receiver).
Receive a signed copy of the Marine Contractor Hazardous Waste Manifest/Tracking Form from
Waste Management Contractor (Waste Receiver) as proof of delivery completion.
NOTE: A signed electronic copy of the Marine Contractors Hazardous Waste
Manifest/Tracking Form signed by the Marine Contractors nominated WASTE receiver
(Waste Management Contractor) will be forwarded to the Marine Shift Coordinator as proof
that the WASTE has reached the Waste Receivers Disposal or Treatment Facility.
Waste Receiver Responsibilities:
The Marine Contractors nominated Waste Management Contractor (Waste Receiver) will receive
the WASTE from the Marine Contractors nominated Transporter and immediately verify that the

Saudi Aramco: Company General Use

 pg. 6

information contained on the Marine Contractor Hazardous Waste Manifest/Tracking Form and
drum/container labels matches the received WASTE.
Hand a signed copy of the Marine Contractor Hazardous Waste Manifest/Tracking Form to the
WASTE Transporter as proof of delivery completion.
Send a signed electronic copy of the Marine Contractors Hazardous Waste Manifest/Tracking
Form to the Marine Shift Coordinator as proof that the WASTE has reached the Waste
Management Contractor (Waste Receiver) Disposal or Treatment Facility.
Send a signed electronic copy of the Marine Contractors Hazardous Waste Manifest/Tracking
Form to the Marine Contractor Originator as proof that the WASTE reached the Waste
Management Contractor (Waste Receiver) Disposal or Treatment Facility and has been correctly
disposed of or treated.

Saudi Aramco: Company General Use