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PROCEDURE

EMERGENCY & CONTINGENCY

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Table of Contents

Table of Contents .................................................................................................................................................................................... 2

1 Purpose................................................................................................................................................................................................. 3
2 Scope and applicability ......................................................................................................................................................................... 3
3 Description of activities ........................................................................................................................................................................ 3
3.1 Notification and communication ................................................................................................................................................. 3
3.1.1 Communication flow after vessel contacts DPA/ CSO ........................................................................................................ 5
3.1.2 Emergency Response Plan (ERP) ........................................................................................................................................ 5
3.1.3 Emergency Response Team (ERT) ...................................................................................................................................... 6
3.2 Mitigation and stabilization ......................................................................................................................................................... 7
3.2.1 “Primum non nocere” ......................................................................................................................................................... 7
3.2.2 Command and control ....................................................................................................................................................... 7
3.2.3 Documentation & Records ................................................................................................................................................. 7
3.3 Contingency and recovery ........................................................................................................................................................... 8
3.3.1 ERT Responsibilities............................................................................................................................................................ 8
3.3.2 Vessel Responsibilities ....................................................................................................................................................... 8
3.4 Emergency Response – Ship-to-Shore Exercise ........................................................................................................................... 8
3.5 Incident Reporting ....................................................................................................................................................................... 8
3.5.1 Provisional Report .............................................................................................................................................................. 8
3.5.2 Full Report .......................................................................................................................................................................... 9
4 Reference documents........................................................................................................................................................................... 9
5 Related documents ............................................................................................................................................................................... 9
6 Revision history .................................................................................................................................................................................. 10
7 Review and approval .......................................................................................................................................................................... 10
8 Acronyms/Terms and Definitions ....................................................................................................................................................... 10

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1 Purpose

This document defines the processes to be implemented in the event of a serious incident involving personnel, the environment or assets
concerning Promar activities. In context of Emergency situation, these processes describe:
• Notification and communication
• Mitigation and stabilization
• Contingency and recovery

2 Scope and applicability

This document applies to the following:

• Location(s): All sites upon which Promar activities or enterprise are undertaken. Error! Unknown document property
name.
• Department(s): All Promar departments and sub-contractors operating in conjunction with/for those departments.
• Emergency eventualities included but limited to:
- SERIOUS INJURY OR ACUTE ILLNESS
- POLLUTION
- FIRE
- SECURITY BREACH
- STABILITY INTEGRITY
- GROUNDING / COLLISION
- MAN-OVER-BOARD – SEARCH & RESCUE (SAR)
- LOSS OF PROPULSION &/OR LOSS OF STEERING

3 Description of activities

3.1 Notification and communication

NEITHER SOCIAL MEDIA CONTENT NOR UNSANCTIONED COMMUNICATION EXTERNAL TO PROMAR, CONCERNING ANY EMERGENCY
SITUATION IS PERMITTED BY ANYONE WITHIN THE PROMAR ORGANISATION. SUCH INFORMATION IS CONSIDERED PROPRIETARY AND
CONFIDENTENTIALITY IS A CONDITION OF EMPLOYMENT.

Any communication must be aligned with this procedure: ALL REFERENCES TO TIME MUST BE COMMUNICATED AND RECORDED IN UTC.

Promar has arrangements in place to receive notifications concerning Emergency & Contingency on 24/7 (twenty four hours, seven days a
week) including holidays*. The initial primary contact(s) for Emergency issues are the offices of the Designated Person Ashore (DPA) and
nominated Alternate DPA.
The INITIAL REPORT (FRM-OSV-11-024) must be completed as applicable and sent to CSO@PROMAR-OFFSHORE.COM and to the email
addresses of the DPA and Alternate DPA.

*Wherever possible, travel coordination will avoid situation in which DPA and Alternate DPA are flying simultaneously.
(Refer to SPC-011-01-Emergency Contact List)

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Depending on the nature and type of the Emergency, external parties are to be sequentially notified. The list of external parties includes,
though is not limited to:
• Maritime Administrator of State of Registry (Flag)
• Recognized organization (RO) and/or Class Society
• Protection & Indemnity (P&I) Club
• Coastal State Authority
• Port Authority
• Regional Security Coordination Centre
• Rescue Service Coordination Centre
• Maritime Casualty Salvagers
• IMCA

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3.1.1 Communication flow after vessel contacts DPA/ CSO

3.1.2 Emergency Response Plan (ERP)

Promar platforms and facilities have contingency planning in form of Emergency Response Plan (ERP). The ERP may be regionally generic
or issued by Client or Charter Party.
In any case, the Plan must be followed and in situations of personal injury or sickness, the Medical Evacuation (Medevac/ “Evasan” in
French) must be invoked immediately according to the approved ERP.
The relevant ERP data can be found in Section 6 of the Project QHSES Plan.

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3.1.3 Emergency Response Team (ERT)

The Promar Emergency Response Team members are normally located close to Promar Headquarter with objective of assembling a work
group to support and facilitate the stabilisation and then the recovery of the emergency situation.
As required and upon request by DPA, the ERT will assemble in the Headquarter Crisis Room. This room is furnished resources such as
operational area maritime charts and vessel drawings to support interpretation and visualization of the event or situation. Decisions are
taken in real-time in concert with the vessel, Promar resources and where applicable external authorities.
In compliance with Incident Investigation methodology, the Response-Coordinator must concisely present the initial incident statement
and a designated log-keeper must remain disciplined and independent, maintaining focus on the accurate log.

3.1.3.1 Response-Coordinator
The Response Coordinator has the following responsibilities:
• Defines the Initial Incident Statement (IIS)
• Delegate tasks to the ERT to build a picture of the situation:
- Determine the geographical location & display on chart
- Identify local support opportunities
- Calculate distance to resources in terms of both time and distance
- Environmental data
- Water depth
- Prevailing weather/ currents
- Cargo data
- Crew data (including next of kin)
• Monitors log entries
• Sets milestones for information gathering and dissemination

3.1.3.2 Communications Officer

The Communications Officer has the responsibility for:
• Preparing an accurate press release (objective and free of speculation or opinion)
• Answering calls from Media
• Updating the ERT with information in public domain

3.1.3.3 Log-keeper
The log-keeper has responsibility to maintain an accurate log of the developing situation. This role requires a person with operational
knowledge who can assimilate a large volume of information and condense into concise objective propositions (as factual statements)
against common timeline using the Situation Log Form (FRM-OSV-11-020-Situation Log).

It is recognized and accepted that during the emergency situation, particularly in the early phases, that resources aboard the vessel are
committed and the ERT must allow the onboard team to work through the problem without interruption. Conversely, the vessel must
report to the ERT regularly and as frequently as the situation will permit. Masters must remember to utilize the ERT as support resources.

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3.2 Mitigation and stabilization

3.2.1 “Primum non nocere”

Analogous with a Doctor’s Hippocratic Oath – “First do no harm” must be applied to the initial reaction and management of the emergency
situation.
Masters and their officers must be deliberate in their actions using reason and foresight. The purpose, herein, is to remind those in authority
to take necessary time to begin developing a plan before issuing orders concerning actions with uncertain outcomes. It is recognized that,
by definition, emergencies are exceptional circumstances and that while drills make for good preparation for real events, neither all
scenarios are covered by drills nor can the reactions of people under stress in real emergencies be fully anticipated. Personnel will benefit
from calm, methodical and sequential actions to first mitigate and then stabilize the situation.
Action must be defined to prevent further degradation of the condition or situation and where possible, to slow and then reverse negative
effects to a sustainable condition.
Decisions for action must be made in the context of risk and the Master’s ultimate responsibility to personnel, environment and assets.
Reasons for which actions are taken must be able to be explained under investigation where necessary and thus discussion and planning
must be undertaken, if possible within range of VDR microphones, particularly if there is little time to keep detailed logs aboard in the initial
reaction stages.
The hierarchy of interests prioritizes personal safety above all other considerations. At sea, the vessel itself is recognized as a vital asset
and while every effort must be made to limit environmental impact, careful consideration must be applied in prioritizing other assets over
pollution.

3.2.2 Command and control

The primary objective during any emergency situation is to regain and then maintain control. This will require dedication of resources to
manage the situation.
Unless incapacitated, the Master will remain ‘in charge’ of the situation and direct those resources. All Promar platforms undertake credible
emergency drills with the purpose of familiarizing personnel with command structures and best practices to manage situations. The
frequency of drills foster individual reactions that are efficient through repetitive practice and, realism incorporated into drills broadens
situational awareness. As mentioned, drills cannot prepare for every eventuality; however, drills will improve reaction and cooperation
among the crew facilitating ease of command.
The Master must command the officers to manage the situation on the basis of the initial plan and adapt and update the plan as necessary.
Again, as far as possible with regards to safety, command must originate from the bridge and all channels used for UHF communication
must also be monitored.

3.2.3 Documentation & Records

To assist in those foreseeable and credible emergency situations, there exist a series of checklists in PIMS Element 11
In addition to the facility of the Voice Data Reorder (VDR), the vessel logbooks must be maintained.
Other documentary resources are:
• The Vessel SOPEP or SMPEP Manuals describe the procedures to be followed in the event of Marine Pollution event.
• Ship Security Plan
• Security Incident form (FRM-OSV-11-019-Security Incident)
• Intact Stability Booklet and Stability Calculator Application.
• [Material] Safety Data Sheets

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3.3 Contingency and recovery

After the initial reaction to the situation and stabilization is advanced or concluded, the contingency and recovery processes begin.
This will mean collaboration between the Vessel, ERT, other onshore resources, Authorities and in certain cases, the Media.
The Master must then transfer responsibility of any issues which can be suitably followed by persons ashore. This means that the necessary
information to sufficient detail must also be transferred.

3.3.1 ERT Responsibilities

The ERT will can take over the responsibility and communications concerning:
• Personal casualties evacuated ashore
• Flag Maritime Administration
• P & I Club
• Class Society
• Oil Field Operator headquarters
• Supporting shipping company operational headquarters
• Regional Security Coordination Centres
• Media
• Maritime Casualty Salvager

3.3.2 Vessel Responsibilities

The Vessel will maintain responsibility for communication concerning:
• Port Authorities
• Coastal States
• Marine Pollution Recovery Service
• Rescue Service Coordination Centres
• Coastguard, Local Security Services & Military
• Local Oil Field Operator, OIM
• Supporting vessels
In most cases, the Maritime Administration will be able to give further guidance on any contingency.

3.4 Emergency Response – Ship-to-Shore Exercise

Promar organization must undertake at least one comprehensive Emergency Response Exercise between one OSV vessel and ERT in Promar
Headquarter at intervals of not more than 12 months. Such an exercise should include notifications/ participation of broad range of
stakeholders including external parties, and as minimum the Maritime Administration (Flag) of the subject vessel.
The exercise must be documented in the Ship-to-Shore Summary Report (FRM-OSV-11-002-Ship to Shore Summary Report)

3.5 Incident Reporting

3.5.1 Provisional Report

A provisional report must be prepared in advance of the full report which is completed after investigation.
This report must include the initial incident statement, the established and possible consequences of the event and the resources which
will be committed to the investigation, with a proposed date for full report.

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3.5.2 Full Report

After the investigation concerning the emergency has been completed, Promar will issue a full report consistent with Incident Investigation
and Reporting Procedure. The final report must be issued to relevant stakeholders.

4 Reference documents

• N/A

5 Related documents

• PRD-008-001 – Incident Reporting & Investigation

• FRM-011-001-Company Contact Numbers
• FRM-OSV-11-002-Ship-to-Shore Summary Report
• FRM-OSV-11-003-Steering Gear Failure CL
• FRM-OSV-11-004-Collision CL
• FRM-OSV-11-005-Main Engine Failure CL
• FRM-OSV-11-006-Stranding CL
• FRM-OSV-11-007-Flooding CL
• FRM-OSV-11-008-Excessive List CL
• FRM-OSV-11-009-Man Over-Board CL
• FRM-OSV-11-010-SAR CL
• FRM-OSV-11-011-Clinical Emergency CL
• FRM-OSV-11-012-Helicopter Evacuation CL
• FRM-OSV-11-013-Noxious Vapour Release CL
• FRM-OSV-11-014-Piracy Action CL
• FRM-OSV-11-015-Stowaway CL
• FRM-OSV-11-016-Ruptured Moorings CL
• FRM-OSV-11-017-Adverse Weather Navigation CL
• FRM-OSV-11-018-Pollutant Spill CL
• FRM-OSV-11-019-Security Incident
• FRM-OSV-11-020-Situation Log
• FRM-OSV-11-021-Evacuation CL
• FRM-OSV-11-022-Fire on-board CL
• FRM-OSV-11-023-Enclosed space casualty CL
• FRM-OSV-11-024-Initial Report
• SPC-11-001-Emergency Contact List
• SPC-14-001-Project QHSES Plan

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6 Revision history

Description of change
Version N° Author
(including reason for change)

01 AITKEN, Neil Original issue

Sect. inclusion of Initial Report Form and forms added in Section 5

02 AITKEN, Neil
Inclusion of Project QHSES Plan

03 LE QUINIAT, Romain Replaced “Geneva” by “Headquarter”

7 Review and approval

This document has been approved by:

Name Function Justification

AITKEN, Neil QHSES Superintendent Signed as Approver/Author

FAIVRE, Pierre QHSES Manager Signed as Approver/Owner

8 Acronyms/Terms and Definitions

Acronym / Term Definition

DPA Designated Person Ashore

ERP Emergency Response Plan

ERT Emergency Response Team

P&I Protection & Indemnity

VDR Voyage Data Reorder

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