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5 PREVENTIVE MAINTENANCE

5.1 MAINTENANCE POLICY

5.1.1 The objective in maintaining a vessel is to protect the asset value and to operate
the vessel without delays or stoppages at an economical cost level, without
compromising the level of safety and with due consideration for protection of the
environment and with due consideration for protection of the environment
5.1.2 The Company’s policy is to maintain its vessels in full compliance of all IMO
regulations, Classification society rules, International and Flag State Regulation.
5.1.3 The Company’s policy is to exercise due diligence in maintaining the vessels in a
seaworthy state at all times.
5.1.4 The Company shall arrange for monitoring of the vessels condition through
regular reports from the ship and by regular inspections by GM/DGM (Tech)

5.2 RESPONSIBILTY
5.2.1 Master and Chief Engineer have primary responsibility for all vessel maintenance
5.2.2 It is responsibility of all crewmembers to promptly comply with requirements of
preventive maintenance system and report all mechanical, structural, electrical
and electronic deficiencies that vessel’s safety and performance are not
jeopardized.
5.2.3 It is the Master and Chief Engineer’s responsibility to plan & indent stores and
spares necessary for maintenance .It is the GM/DGM (Tech) responsibility to
arrange for timely supply of materials required for maintenance.

5.3 MAINTENANCE PLANNING

5.3.1 Full co-operation is required between department heads concerning performance
of maintenance onboard. Condition and overall appearance of vessel and her
systems/equipment must be kept as high as practically possible. This can only be
achieved through careful planning and proper/safe maintenance.
5.3.2 Master and the Chief Engineer must indicate lists of maintenance to be carried
out to the senior / Junior Engineer based on the PMS in place.
5.3.3 Setting priorities (most important items must be taken care first).
5.3.4 Confirming requirements (ensure that all necessary tools, spares and consumable
are onboard) and making requirements realistic (estimates of stores and spare
parts required must be realistic)
5.3.5 Setting realistic goals and planning task (have a clear idea of how work is to be
done)
5.3.6 Confirming, readiness of equipment to be used

5.4 PLANNED MAINTENANCE SYSTEMS

5.4.1 All ships must follow the computerised planned maintenance system on board the
ship.
5.4.2 PMS covers all areas of the ship including bridge equipments, electronics
equipment, and deck and engine room.
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5.4.3 It is extremely critical that maintenance is carried out as per the planned
maintenance systems and accurate records of each equipment are maintained.
5.4.4 Job cards should state only reference or page number of the manual and not the
maintenance procedure. The idea behind this being that in case an incorrect
instruction has been fed into the PMS then wrong maintenance will be done.
Also it will ensure that the person concerned uses the manual directly for
maintenance and not a procedure written by someone else.
5.4.5 Work done changes for the month to be sent to at the end of every month.
5.4.6 Back up for changes (work done) to be kept on board also.
5.4.7 Vessel to endeavour to keep outstanding tasks below 2 % but in any case not
more than 6 %.
5.4.8 No changes (other than entry for work done) to be made in PMS without express
permission from head office.
5.4.9 PMS to be used for reporting of any defect to head office including dry dock
work list. This allows for better monitoring and overview.
5.4.10 PMS has been programmed for all spares inventory as well as to highlight or
warns user for any shortages in spares below minimum set level.
5.4.11 All critical equipments along with there spare are also identified in the P.M.S.
5.4.12 PMS also has been programmed defining competency for operation,
maintenance, and repair or for any changing of parameters.

5.5 REPORTING OF DEFICIENCIES/DEFECTS

5.5.1 It is the Master’s duty to report to the office any deficiencies and hazards found
on board affecting or which could affect the safe operation of the ship, or present
a risk of pollution or damage to cargo.
5.5.2 Defects to be tracked till completion. Defect list to be updated monthly (Tec 41
form) and sent to Head Office.
5.5.3 Defect list to be filled up for all relevant details & numbering sequence to be
followed.
5.5.4 On board the ship, any crew who sees such a hazard must report to the Master
directly or through the department head.
5.6 CRITICAL EQUIPMENTS

5.6.1 Equipment on board, the sudden failure of which may result in a hazardous
situation, is identified as CRITICAL Equipment/system.
5.6.2 Such critical equipment, systems and alarms have been identified in the PMS and
due to the very nature should be treated as priority item
5.6.3 Regular testing of stand-by systems in order to ensure that one failure does not
result in the total loss of that critical function.
5.6.4 Maintenance routines should include the regular and systematic testing of the all
such critical and stand-by systems.
5.6.5 Critical equipment/systems listings as identified in PMS are as below:
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Navigational Aids Radar

Compasses
Echo Sounder
Navigation Light
Aldis Lamp
Whistle
Communication Equipment GMDSS Equipment
Batteries for communication equipment
Safety Fire pumps
Emergency fire pump including suction valve
Spray pumps (gas carriers)
Emergency Power supply and distribution
Emergency Generators
Emergency Batteries
Fire Detection and Alarm System
Emergency Stops
Remote and Quick Closing Systems
Fixed gas detection system
Cargo Pump Temperature Monitoring System
L/B Brake system
High Level Alarms
Relief Valves
Pollution Prevention Equipment ODMCS
OWS
Machinery Systems Propulsion System & Shutdown Alarms
IG system
Steering Gear
Lub Oil Systems
Fuel Oil Systems
Crankcase Oil Mist Detectors

5.7 REPORTING AND TESTING OF CRITICAL SYSTEMS & ALARMS

5.7.1 For all critical items, PMS has been programmed for competency standards WRT
Operations , Maintenance , Repair and amending parameters.
5.7.2 Breakdown of critical machinery(including bridge critical items) , system or
alarms or replacement of machinery parts prior to projected maintenance
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frequency is considered as “Technical Defect”. These failures are to be reported

immediately to the Head Office along with the possible causes.
5.7.3 Appropriate Technical defect form to be used.
5.7.4 Analysis of such unplanned events is to be done. Such analysis may result in
changes to the ship's planned maintenance system in order to preclude
reoccurrence of similar failures.
5.7.5 Any routine planned maintenance on Critical Equipments, system or alarms also to be
reported to Office.
5.7.6 Appropriate Risk Assessment to be carried out and provided to Office during
such planned maintenance on Critical Equipments, systems or alarms.
5.7.7 Before any extension to such agreed shut down period on Critical Equipment or
system, additional risk assessment & review to be carried out by Head Office.
5.7.8 Maintenance and testing of Critical equipment, systems and alarms to be carried
out as per PMS .No Planned Maintenance job on Critical Equipment or system to
be deferred without prior approval from Head Office.

5.8 CRITICAL INSTRUMENTS CALIBRATIONS

5.8.1 To ensure the control, calibration and maintenance of inspection, measuring and
test equipment (including test software), used by company to perform required
inspections, measuring and testing/monitoring activities to demonstrate
conformance of provided services to specified requirements.
5.8.2 The respective GM TECHNICAL is responsible for ensuring that the nominated
inspection, measuring and test equipment, suitable for each vessel is calibrated in
accordance with an acceptable standard as per specified frequency in PMS.
5.8.3 All persons performing inspection and testing functions are responsible for
confirming that the inspection, measuring and test equipment used is calibrated.
5.8.4 When inspection, measuring and test equipment are calibrated by an external
source, such as an approved subcontractor, dated certificates of calibration, as
well as other records, providing details of rectification’s carried out (if any) and
identification of standards used are supplied.
5.8.5 Any equipment found to be defective or overdue for calibration is
withdrawn from service.
5.8.6 All calibration records are retained FROM DRY DOCK TO DRY DOCK as per
the STATUS OF CALIBRATION LIST.
5.8.7 Following is the list of instruments for calibrations
ITEM INSTRUMENT FREQUENCY BY

CARGO Ullaging and sounding instrument Every DD w/shop

ODMCS Every DD w/shop

Cargo Pressure TX (Gas Ships) Annually Ship

Cargo Temp Gauges (Gas Ships) Annually Ship

OWS Every DD w/shop

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Annually w/shop
O 2 Analyser , IG System Monthly ship
Prior USE ship
Loadicator Test 3 months Ship
Annually w/shop
Portable Analysers Monthly ship
Prior USE ship
Annually or as
Alcohol Sensor w/shop
per maker
Temp sensors & cut outs for cooling
Every DD w/shop
water system of main engines
Temp sensors & cut outs for cooling
Every DD w/shop
water system of aux engines
Pressure sensors for Main Eng. Lub oil
Every DD w/shop
systems & allied alarms and cut outs
Pressure sensors for Aux Eng. Lub oil
Every DD w/shop
systems & allied alarms and cut outs
MACHINERY Exhaust gas thermometer Every DD w/shop

Pressure Gauges Annually Ship

Torque Spanner Annually w/shop

Master Temperature Gauge Annually w/shop

Master Pressure Gauge Annually w/shop

Decade Box Annually w/shop

Multimeter Annually w/shop

Magnetic compass deviation card Annually w/shop

NAVIGATION Annually or as
Gyro compass servicing w/shop
per maker
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5.9 SHIP INSPECTION BY GM/DGM

5.9.1 GM / DGM will be inspecting the vessel twice every year.
5.9.2 One of the inspections will be extended to sailing on board to confirm compliance
to company’s maintenance standard.
5.9.3 A copy of inspection report identifying deficiencies will be forwarded to vessel.
5.9.4 It shall be the responsibility of the Master and Chief Engineer to ensure that the
deficiencies pointed out in the inspection report are followed up and rectified.
5.9.5 Updates on rectification or close out to be intimated to Head Office on monthly
basis.

5.10 PERIODIC MARINE SAFETY INSPECTION

5.10.1 In addition to Ship Inspections above, company auditors will carry out Periodic
Marine Safety Inspections. Such inspections will be carried out once every 6
months.
5.10.2 These periodic safety inspections will be carried out as per company safety
inspection checklist, which are based on OCIMF/CDI vetting checklist.
5.10.3 A copy of inspection report identifying deficiencies and also best practices will
be forwarded to vessel.
5.10.4 It shall be the responsibility of the Master and Chief Engineer to ensure that the
deficiencies pointed out are followed up and rectified
5.10.5 Updates on rectification or close out to be intimated to Head Office on monthly
basis.

5.11 INSPECTION BY SHIPSTAFF

5.11.1 The Master & Chief Engineer shall carry out a comprehensive vessel inspection
within 21 days of joining; make report and forward to the Company.
5.11.2 They are also responsible for carrying out regular inspections to confirm that the
preventive maintenance schedules are being followed as planned.
5.11.3 Condition report (ship’s photographs) to be sent HO every 6 months (end Sept /
end Mar).
5.11.4 Masters are also required to carry out Navigational Audit within 30 days of
joining and thereafter every 3 months. NC raised should be forwarded to HO.
5.11.5 Special attention must be paid to check, testing of safety and emergency has been
routinely carried out.

5.12 CARGO TANKS, VOIDS AND BALLAST SPACE INSPECTIONS

5.12.1 All ballast tanks, FW tanks, cofferdams, trunk spaces and void spaces to be
inspected once every year.
5.12.2 Chain lockers also are to form part of such routine inspections.
5.12.3 Hold spaces (bulk carriers) to be also inspected once every year.
5.12.4 On gas carriers & tankers, cargo tanks to be inspected every 30 months. Time
permitting; cargo tanks are to be inspected during cargo changeovers.
5.12.5 Tank Inspection reports to be made using industry /class publications (supplied
on board) as guidelines.
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5.12.6 Hot spots as per Fatigue analysis reports (where applicable) are to be checked
specially during conducting such tank inspections.
5.12.7 Reports to also include photographic records for all inspections.

5.13 SHIP SIDE INDENTATIONS

5.13.1 All indentations on shipside to be noted
5.13.2 On Xerox of shell expansion plan, details of indentations noted above to be marked.
5.13.3 HO to be informed of any indentations with a brief report.

5.14 DRY-DOCKING
5.14.1 During Dry Dock repairs, it is the Master’s responsibility to ensure that safety
arrangements are adequate, means of alarm fire-fighting and communication have
been properly established and understood, and that proper supervision is
maintained for fire safety at all times during vessel’s stay in Dry Docking.
5.14.2 Master to confirm, adequate security procedures implemented by yard.
5.14.3 All work carried out during dry-docking to be supervised by ship’s staff and in
accordance with the vessel’s repair specification.
5.14.4 The Dry Dock forms file must be started immediately after dry-docking and
continued up to next Dry dock. Repair specification forms to be sent to Head
Office on monthly basis. Repair specification form to contain maximum possible
data. Photographs, drawings, plans or sketches to be attached as applicable with
repair forms.
5.14.5 Complete specifications for dry-docking / repairs should be sent to the Company
3-4 months before the estimated dry docking date.
5.14.6 Additional Repair Specification items arising after sending of complete
specifications to be sent to Head Office immediately on discovery by E-Mail.
5.14.7 Unscheduled major repairs shall be carried out in accordance with this section.

5.15 ELECTRICAL CIRCUITS

5.15.1 Defective Electrical circuits, including portable lights, shall be promptly repaired.
5.15.2 No repairs are to be undertaken on electrical installations outside the accommodation
or engine room during cargo, ballasting, tank cleaning or gas freeing operations.
5.15.3 Repairs shall not be made to electrical circuits or equipment until all power has been
cut off to the part affected. Switches are to be opened and labelled with a warning
sign indicating that the circuit is under repair. Circuit breakers are to be opened
and/or fuses are to be removed to open the circuit during repairs.
5.15.4 A fuse puller is to be used when fuses are removed or replaced in fuse boxes.
5.15.5 Electrical cleaning fluids containing carbon-tetra-chloride are not to be used.
Adequate ventilation must be provided during the use of all cleaning fluids.
5.15.6 All lighting circuits are to be regularly tested for insulation by means of a meggar.
The insulation readings should be recorded and sent to the office. These tests should
be carried out at least four times a year.
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5.16 MAINTENANCE OF SAFETY EQUIPMENT AND APPLIANCES

FIRE FIGHTING EQUIPMENT
5.16.1 Maintenance Schedule and Frequency to be carried out as per PMS.
5.16.2 The safety equipment and appliances are listed in the record of safety
equipment and also indicated in the fire fighting plan and the life saving
appliances plan.
5.16.3 Fire fighting equipment is to be maintained to comply with the regulations
pertinent to the M.S. fire fighting appliances rules.
5.16.4 Fire Appliances Rules as a minimum standard. When company requirements as
specified by the Operations Department with respect to type and quantity of fire
fighting equipment are in excess of such national requirements, the company
requirements shall be complied with.
5.16.5 Approved IMO symbols (Photo luminescence) to be pasted all locations wherever
FFA items are stored
5.16.6 Identification, markings and operating instructions are to be posted and kept
clearly legible at each release station and in the bottle room.
5.16.7 Blowing through with air shall test the CO2 system. CO2 control mechanisms are
to be secured in such a way that accidental activation of the CO2 system is
prevented when men are working in the CO2 storage spaces.
5.16.8 The Foam Storage tanks of the Fixed Fire Fighting Foam system are to be
inspected and the level of the foam compound recorded in the Fire Fighting
Maintenance record book.
5.16.9 It is the 2/E's responsibility to make this inspection and draw foam samples.
5.16.10 All fire hoses at stations in the accommodation and in machinery spaces must
always be properly stowed and ready for use.
5.16.11 Portable Fire Extinguishers must be kept in good working condition.
5.16.12 Empty Fire Extinguishers must never be replaced in their racks. 100% spare
charges are to be kept onboard.
5.16.13 All funnel flaps; skylights and Blower ventilator flaps must be tried out and
properly. Greased for ease of operation.
5.16.14 Quick closing valves of all oil tanks must be tried out and their cables adjusted,
pulleys greased for ease of operation.
5.16.15 The emergency stop switches of all F/O and D/O pumps and blowers in ER must
be tried out. All entrance doors to the Machinery Spaces from all accommodation
decks are to be checked for air tight closure, to ensure gas tightness.
5.16.16 All smoke helmets, fire proof suits and attachments must be checked regularly
and cleaned regularly so that they are readily available for use.
5.16.17 The self-contained air bottles must be checked for full charge and any drop of
pressure of more than 10% , bottle to be recharged to set pressure.
5.16.18 The international shore coupling must be checked that it is stored prominently as
per FFA plan and ensured that it is readily available.
5.16.19 The portable electric drill and drill set must be stowed prominently on the bridge
and readily available if required. It should never be used for any other work on
the ship other than for what it is to be used (i.e. a Fire emergency).
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5.16.20 The approved Fire Protection and appliances plans along with an updated muster
list and crew list shall be readily available in the W/T containers port and stbd on
the main deck. These should be checked prior arrival every port.
5.16.21 The Main Fire Line should be tried out and any leaks on the line should be
rectified .No doublers or patch up is allowed on fire and spray line.
5.16.22 All hydrants on deck, accommodation and machinery spaces must be maintained
in good condition i.e. easily operational; without any leaks when shut.

5.17 LIFE SAVING APPLIANCES

5.17.1 Approved IMO symbols (Photo luminescence) to be pasted all locations wherever
LSA items are stored
5.17.2 Lifeboats shall be maintained and equipped in accordance with the standards and
requirements of the M.S. Life Saving Appliances Rules.
5.17.3 It is the responsibility of the Chief Officer to see that the lifeboats and the lifeboat
equipment including all the stores and the launching equipment are maintained in
good order.
5.17.4 The Chief Officer may delegate the actual work to the Third Officer.
5.17.5 The boats and equipments are to be checked for condition and completeness at
least once in every month as necessary to ensure that they are at all times ready
for immediate use.
5.17.6 Suitable entries of inspections carried out on Life Saving Equipments should be
entered in the Maintenance Manual. All lifeboat rations should be replaced at the
earliest opportunity before expiry date.
5.17.7 The Chief Engineer is responsible for the care, maintenance and testing of the
lifeboat engine. He may delegate the work to the 3rd/4th Engineer who will make
suitable entries in the maintenance manual and the engines are to be tested at least
once every week.
5.17.8 The lifeboat davits should be greased regularly at all the grease points and the
falls oiled at regular intervals as per PMS. The maintenance manual has a sketch
indicating the grease points for ready reference.
5.17.9 The davits should be swung out once a month. When the vessel is alongside a
Jetty or Pier, the inboard lifeboat davit should not be swung out. This is a safety
requirement to prevent any accidental fall.
5.17.10 Life jackets should be counted regularly and ensured that none are missing.
5.17.11 The Chief Officer assisted by the Third Officer should check the jackets for
missing whistles, loose and broken straps wherever necessary they should be
repaired /renewed as needed. The lifeboat GMDSS equipment should be operated
and tested monthly.
5.17.12 The inflatable life rafts should be checked for their proper stowage. During rough
sea passages, it is possible that the lashing straps may get loose or detached.
These should be adjusted or repaired as necessary.
5.17.13 The hydrostatic releases to be should be pulled and seen that they hold properly
and do not open up accidentally at the slightest pull.
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5.17.14 All lifebuoys should be stowed properly on their stands. They should be well
stencilled with the name and port of registry of the ship.
5.17.15 The grab lines should be attached firmly.
5.17.16 Attached SI Light floats should be tested regularly for operation and battery cells
renewed when they become weak.
5.17.17 Line Throwing Apparatus and distress signals are to be stowed on the bridge in a
marked position as indicated in the Safety/LSA Plan.
5.17.18 Immersion suits and thermal protective suits must be cleaned regularly when
taken out during boat drills and stowed properly.
5.17.19 The EPIRBs and SARTs are to be tested at intervals as per PMS and records of
the tests maintained.

5.18 PERIODICAL TESTING OF SAFETY ITEMS

5.18.1 Following to be carried out as indicated and included in PMS

S.NO ITEM ACTION PERIOD BY

Foam Extinguisher Pr.Testing 4 years w/shop

CO 2 Extinguisher Pr.Testing 4 years w/shop

1
DCP Extinguisher Pr.Testing 4 years w/shop

Water Type Extinguisher Pr.Testing 4 years w/shop

Foam Extinguisher Servicing 1 year w/shop

CO 2 Extinguisher Servicing 1 year w/shop

2
DCP Extinguisher Servicing 1 year w/shop

Water Type Extinguisher Servicing 1 year w/shop

Foam System Compound Testing 2 year w/shop

3
Foam System Compound Renewal 5 year

DCP System Testing 2 years w/shop

4
DCP System N2 btls Pr.Testing 5 years w/shop

5 CO 2 System, Bottles Weighment 2 Years w/shop

CO 2 System Service 5 Years w/shop

CO 2 System , Bottles
Pr.Testing 10 Years w/shop
( Upto 20 years)
CO 2 System , Bottles
Pr.Testing 5 Years w/shop
( Above 20 years)
CO 2 System , Piping
( HP , MP & LP)( Upto Pr.Testing 15 Years w/shop
15 Years)
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CO 2 System , Piping
( HP , MP & LP)( above Pr.Testing 5 Years w/shop
15 years
SCBA Sets Service 1 year w/shop
6
SCBA Sets , Bottles Pr.Testing 5 Years w/shop

EEBD Sets Service 1 year w/shop

7
EEBD Sets , Bottles Pr.Testing 5 Years w/shop

Escape Sets Service 1 year w/shop

8
Escape Sets , Bottles Pr.Testing 5 Years w/shop

SCBA Compressor Air Quality 1 Year w/shop

10
SCBA Compressor Service 1 year Ship staff or w/shop

L/B Air Cylinders Pr.Testing 5 years w/shop

11 L/B Davit Load Test 5 Years w/shop

L/B On Load Release Test 5 Years w/shop

12 Med O2 bottles Pr.Testing 5 Years w/shop

w/shop (usually done
13 EPIRB Service 1 Year
during SRT survey)
Battery
14 SART Service w/shop
change