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163061, , .

, 81 :
(818-2) 443318 (818-2)
443318 E-mail:
rs190arh@online.ru

81, pr.Lomonosova, 163061,


Arkhangelsk, RUSSIA
Telephone: +7(818-2) 443318
Fax: +7(818-2) 443318
E-mail: rs190arh@online.ru

23.11.98

190-025-1-808

Our ref.

Date

Your ref.

Date


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B.C.

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PSC.
:

9 . .

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. .. .65-77-14
QUALITY SYSTEM
CERTIFIED BY
IACS QSCS

40602840904020100201

,
163061,
,
.
137
Current balance account 40602840904020100201
tor toreign currency with Arkhangelsk Bank AKSB
137, Lomonosova av., 163061, Arkhangelsk, Russia

2927001086 /. 40602810904020000001

041-117601 .. 30101810100000000601
05025176, 51210




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PROVISIONAL GUIDELINES FOR THE CONTROL ON THE ISM-CODE


(version & adopted during PSCC31 - 27 April 1998)

The following should be considered as a guidance for Port State Control Officers for controlling the
implemcntatkm of the ISM-Code ".

1. Initial Inspection
1.1

The PSCO will at the initial inspection examine the copy of the Document of Compliance (DoC) ieaurd for the
Company, and (Jie Safety Management Certificate (SMC) issued for the ahlp. A SMC is not valid unless the
operating company holds ft valid DOC for that ship typc,(H).

1.2

The PSCO should in particular verify tliat the type of the ship is included in ihe DoC, and that the Company's
particulars are the same on both the DcC and the SMC.

1.3.

If a vessel has been issued with interim certificates the PSCO should check whether it has been'issued in
accordance with the provisions of Res. A.788 (19), Though the Safety Management System may not meet
all the items listed below, a documented system should ' be in place and the PSCO should . his
professional judgement in deciding whether a more detailed inspection is necessary.

1, More deloiied inspection


A more detailed inspection of the SMS shall be carried out when clear grounds arc established. Clear grounds
include absent or inaccurate ISM certification or detainable deficiencies in other areas. Non-detaiuublc
deficiencies ma> a ;o be /idence of a deficient management system and the PSCO should use his
professional judgement in deciding whether.these warrant & more detailed inspection. When carrying out a
more detailed inspection the PSCO may utilize the following to verify compliance with the ISM code *\
1.Is the crew familiar with the safety ami environmental-protection policy of the Company
<2>2)?
,
2.Who is responsible for the operation of the ship (3,1)1
3.Can crew members identify their tasks and are these tasks documented (3.2)1
References to lha rttevwit psr*graphs of the 15 Code ire jpvwi Wttf'c p'lnt between bradteteEvidenet of compliance rtn be vnfie<J by Interview at wed by mining documents
tdocumenUiian
Unxuajjte it working language an ).

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-09:05

FAI +31703511599'

4.Who has been appointed as "designated person" and rurw can This person he contacted (4)'?
5.Can the master provide diicuinailcd proof of his responsibilities and explain these

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indicate ;md explain his overriding authority (5:2)?


7.How have new crew memLxifs been made familiar with their duties if they have recently,
joined the ship? Are instructions which are essential prior 10 sailing in place? Which
procedures has the Company established for that purpose (6.3)?
8.Can operational deficiencies be linked to resources or personnel (6.4 - ft. 7/?
9.Arc appropriate plans and instructions for itcy shipboard operations available on board (7)?
10.Is a list indicating telephone numbers and/or contact points of the responsible persons to be
reached during/outside office hours available (8.1, 8.3)1
11.Are programmes for emergency actions available on board (.4.2)?
12.How have non-conformities, accidents and hazardous situations been reported to the
Company and what corrective action has been taken by the Company (9.1, 9,2)'.'.
13.Is there a planned maintenance system available on board (.}, H).2)l
14.-Have operational maintenance routines and inspections of all identified equipment and .
technical systems been followed (103, 10.4)"?.
15.Have procedures for maintaining the relevant documentation been followed (11)1
16.What procedures are in place for internal audits and have these been carried our (12)1
PSCOs should not normally scrmiiiise the contents of any Non Conformity Note (NCN)
resulting from internal audits.. -"

3. Follow-up action
3.1

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No 1SM certificates on faonrri


1.If the ship is not provided with ISM certificates, it shai! be detained until such
certificates huvc been provided.
2.When the flag Slate or the Company do not or can not provide evidence on the
implementation of an SMS, the detention may be raised, provided thai the
rectification of other dctainoblc deficiencies is not outstanding and the ship shall
be refused access to all MOU ports until valid ISM certificates can be provided

3.2
No vulid ISM cer'ificates on board
"Wh.u Ue sb.p** iSM Certificates arc invalid, e.g. a periodic v.;tk~.iOii h .s iu>v uken
place or disCfepaticies exist between UK DoC and the SMC, the flag State and the
Company wfll be requested to take appropriate rectifying action. The principles outlined in
Section 9 of Annex 1 to the MOU with regard to detention and rectification of deficiencies
; are applicable.
3.3

Detainable deficiencies in hardware and/or operational areas


. - . . .
;;
I.
The normal procedure in accordance-with Section 9 of Annex I to the MOU will be
applicable.
*
- _
-- . 2. Detainable deficiencies may indicate a failure of the Safety Management System. The .'
PSCO should examine the relevant areas of the system to identify non-conformities. '

*~

3.Non-conformities shall be recorded on the PSC inspection report as indicated in


paragraph 4. 'Jlie PSCO shall ask. the flag State to issue and follow up nonconformity nutcs.
4.Prior lo the detention bcine raised, the Company shall report to the port State
Authority which corrective action will be taken regarding the non-conformities .
whiuh have bee reported.
5.
0 Until it has been established that the non-conformities have been rectified, the ship
is eligible lor a more detailed inspection in other MOU ports.
6.Non-conformities hove to be rectified within 3 months.
7.Major non-conformities, as defined in Res. A. 788(19), have to be rectified before
sailing.

4. SIRENAC Codes
The following deficiency codes should be used in relation with ISM nQn-conformitics: 2500 ISM
related deficiencies
code non
-conformity

iSM related deficiency

2510

Siil'cty and envifonmontfil

2515"

Company responsibility and authority

2520

Designated person(s)

2525

Masters responsibility and authority

2530

"Resources end personnel

2535

Development of plan-; for

2540

Emergency preparedness

2545

Reports nr> ,1 >-. non-conformities, accidents and hftz?rdou.s


occurrences

2550

Maintenance of the ship and equipment

2555

Documentation

2560

Company verification, review and evaluation

2565

Certification, verification

policy

shipboard operations

and control

The following; codes for action taken should be used in relation with ISM non-conformiliea:
18rectify non-conformity within 3 months
19rectify major non-conformity before departure

Explanatory Notes to the CIC inspection form

1) SOLAS Chapter IX, regulation 2. If not applicable, the rest of the form docs not need to be completed and shall not be
sent in for evaluation. Ref.: Regulation 2 Application
1 . This chopler opplies to shies, regardless of I he dote of construction, as follows:
.1 passenger .ships including possenger high-speed craff. nol later than 1 Jury 1996;
.2 oil tankers;, chemical tankers, gas carriers, bulk carriers ond cargo high-speed croft of 500 gross tonnage
and upwards, not later than 1 July 1998; and .3 other cargo ships and mobile offshore drilling units of 500
gross tonnoge and upward, not later Ihon 1
July 2002.
2, This chapter does not opply to government-operated ships used for non-cornrfiefdat purposes.
.. Bullccamers:
'
' 1.

'

'

-.
Unless it is clear from statutory certificates issued by or on behalf of the flag State
Administration that a vessel is typed as "bulk carrier', the definition given in SOLAS RegJX/U5 should be
interpreted for the purpose of port State control in such a way that only those ships
.f -' ;*> being constructed with single deck, top-side tanks and hopper tanks in cargo spaces and
intended primarily to carry dry cargo in bulk, and including ore carriers and combination carriers
come within the scope of the definition, whether or not Uiey are actually carrying dry cargo in bulk.
When in doubt about the application of the definition above, particular when one or more of the elements
below apply, the PSCO should consult the Flagstate for clarification.
1

.':
'

^
,

' '"'
" 3. v/

4.

- class certificates indicating the classification of the ship as 'bulk


- documentation showing thai the vessel is subject to "Enhanced Survey1 in
accordance with SOLAS reg. Xl/2
- the vessel being exempted under SOLAS Reg. II-2/53. 1.2 from having a fixed
gas fire-extinguishing system in its cargo spaces,

Wh1 dn preparing1 for an inspection, or when considering the choice of vessels wiih code 40 in s ' ' the Sireriac
database, the PSCO may disregard bulkcamers below 15.004) GT, unless other information is available that
confirms the vessel being a bulkcarrier in accordance with ( I ) above.
When, after inspection, it is clear that a shiptypecode Jn the Sircnac database needs to be amended, CAAM
shall be notified.

2) Copy of Document of Compliance (DOC) and original of Safety Management Certificate (SMC). Interim certificates
may be used inappropriately by some flag states.
Vessel may have a copy of an interim DOC and hold an interim SMC, The vessel cannot hold a certified copy
of an interim DOC and a full term SMC.

Interim DOC Is issued to:


i. Facilitate initial implementation of the Code; and
il. implementation when a Company is newly established;
iii. or new ship types added to existing DOC.
Interim DOC is valid for a maximum of 12 mouths.
The company's Safety Management System (SMS) must at [cast meet parr 1.2.3 of the Code but will not have been able
to accumulate the 3 months objective evidence of the operation of the system required for a full certificate.
Existing companies of over 12 months maturity on 1 July 1998 should not have an Interim DOC issued under i. or ii.
above. .
An example of iii. would be a company operating/managing oil tankers who take on operating responsibility
for a chemical tanker.

An Interim SMC is used for

i. New ships on delivery; and.


.
ii. When the company takes on the management of a ship new to the company.
Anfnierim SMC is valid for 6 months. In special cases the- issuing body may extend the validity of the Interim SMC for
a further six month.
Before an interim SMC is issued the following must apply and can be checked by PSCOs: Tbe DOC,
or Interim DOC, shall be relevant to that type of ship.
SMS provided by the company which address the key elements of the Code, Written procedures
and/or plans should be in place. '
-

Master and senior officers should be familiar with the SMS and implementation plans. Instructions
essential prior to sailing (Section 6.3 of the ISM Code) have been given. Plans for an Company
audit of the system within 3 months should be in place/. .
Relevant information given in a working language or languages understood by the ship's personnel.
(See also footnote 4))

Section 6.3 of (he ISM Code;


The Company should establish procedures to ensure that new personnel ond personnel transferred to new assignments
related to safety and protection of the environment are given proper familiarisation with their duties. Instructions
which ore essential to be provided prior to sailing should be identified, documented and given.

^ ^ ^ ^ - ^
Concentrated Inspection Campaign on selected Items in respect of
ISM implementation ____________ ________
Inspection Authority: Port of
Inspection: Date of Inspection:
Name of Ship: Ship type: Flag of
ship: Call sign:

IMO
Auditing
number:
body if not Flag
Name
stale: of Company:

1.Is the ISM Code applicable to ship as of 1/7/98?

Yes

2.ISM certification^ on board ?


3.Arc certificates and particulars in order! '
4.Is Safety Management d *TI. icntation (e.g. manual) readily .
available on board?
Ref.: Section 1.4 of the ISM Code

No

D
D

5. Is relevant documentation on the SMS in a working language


or language understood by the ship's personnel? 4'
Ref.: Section 6.6 of the ISM Code

6. Can senior officers identify the Company responsible for the


> > operation of the ship and does this correspond with Ihe entity on the ISM certificates? 5'
Ref.: Section 3 of the ISM Code

7.Can senior officers identify the "designated person"?*'


Ref. i Section 4 of the ISM Code

8.Are procedures in place for establishing and maintaining contact with


shore management in an emergency I7*
Ref.; Section 83 of the ISM Code
9. Are programmes for drills and exercises to prepare for emergency :
actions available on board? 4
Ref.: Section 8.2 oi the ISM Code

TbLf

lO.Can the master provide documented proof of his responsibilities and authority, which must
include his overriding authority? Ref. : Section 5 of the ISM Code .
11.Does the ship have a maintenance routine and are records available? 5* Ref.: Section 10.2 of
the ISM Code

Ship detained
Do detainable deficiencies, if found, indicate a failure of the Safety
Management System?
Df 1

1/10

Explanatory Notes to the CIC inspection form

1} SOLAS Chapter IX, regulation 2. If not applicable, the rest of the form docs not need to be completed and shall not be
sent in for evaluation. Rcf.: Regulation 2 Application
1 . This chopler opplies to shies, regardless of Ihe dote of construction, os follows:

.1 passenger .ships including possenger high-speed crafl. nol later than 1 July 1998;
.2 oil tonkers;. chemical tankers, gos corners, bulk carriers ond cargo high-speed crolt of 500 gross tonnage
and upwards, not later lhan 1 July 1998; and .3 other cargo ships and rnobiie offshore drilling units of 500
gross tonnage and upward, not later Ihon 1
!
July 2002.

-I

2. This chapler does not oppry k> government-operated ships used for non-commercial purposes.
, Bulkcarriers:
'

'!.

'

Unless it is clear from statutory certificates issued by or on behalf of the flag State
Administration that a vessel is typed as carrier', the definition given in SOLAS RegJLX/L6
should be interpreted for the purpose of port State control in such a way that only those ships
. .f- ;"> being constructed with single deck, top-side tanks and hopper tanks in cargo spaces and
j
intended primarily to cany dry cargo in bulk, and including ore carriers and combination
. \
carriers come within the scope of the definition, whether or not they are actually carrying
;
dry cargo in bulk.
2.

' When in doubt about the application of the definition above, particular when one or more of the ';'-f
apply, the PSCO should consult the Flagstate for clarification.
* ':

'

i'

' 3. v/

4.

'

dements below

'- class certificates indicating the classification of the ship as 'bulk carrier*,
- documentation showing thai the vessel is subject to 'Enhanced Survey1 in
accordance with SOLAS reg. XI/2
- the vessel being exempted under SOLAS Reg. II-2/53.1.2 from having a fixed
gas fire-extinguishing system in its cargo spaces.

wrien prcparing'for an Inspection, or when considering the choice of vessels with code 40 in s' the Sireriac
database, the PSCO may disregard bulkcarriers below 15.004) GT, unless other information is available that
confirms the vessel being a bulkcarrier in accordance with (I) above.
Whent after inspection, it is clear that a shiptypecode in the Sircnac database needs to be
amended, CAAM shall be notified.

2) Copy of Document of Compliance (DOC) and original of Safety Management Certificate (SMC). Interim certificates
may be used inappropriately by some flag states.
Vessel may have a copy of an interim DOC and hold an interim SMC, The vessel cannot hold a certified copy
of an interim DOC and a Ml term SMC.

"

Interim DOC is issued to:


i. Facilitate initial implementation of the Code; and
ii. implementation when a Company is newly established;
. or new ship types added to existing DOC.
An Interim DOC is valid for a maximum of 12 months.
The company's Safety Management System (SMS) must at least meet part 1.2.3 of the Code but will not have been able
to accumulate the 3 months objective evidence of the operation of (he system required for ft full certificate.
Existing companies of over 12 months maturity on I JuJy 1998 should not have an Interim DOC issued under j. or iL
above. .
An example of iii. would be a company operating/managing oil tankers who take on operating responsibility
for a chemical tanker.

An Interim SMC is used for:

-,

:
i. New ships on delivery; and
.
ii. When the company takes on the management of a ship new to the company.

Anfnterbn SMC is valid for months. In special cases the- issuing body may extend the validity of the Interim SMC for
a further six month.
Before interim SMC is issued the following must apply and can be checked by PSCOs: Tbe DOC,
or the Interim DOC, shall be relevant to thai type of ship.
SMS provided by the which address the key elements of the Code. Written procedures
and/or plans should be in place.
--

Master and senior officers should be familiar with the SMS and implementation plans. Instructions
essential prior to sailing (Section 6.3 of the ISM Code) have been given. Plans for an Company
audit of the system within 3 months should be in place1. ..
Relevant information given in a working language or languages understood by the ship's personnel.
(See also footnote 4))

Section 6.3 of the ISM Code;


The Company should establish procedures to ensure thai new personnel ond personnel transferred to new assignments
related to safety and protection ol the environment ore given proper familiarisation with their duties. Instructions
which ore essential to be provided prior lo soiling should be identified, documented and given.

3) Certificates should be issued by, or at ihe request of, the Flag State.
4) This does not mean that the documented SMS has to be in a particular language. It is for the company
lo decide on the "working language" of the ship and ihen provide pertinent and relevant information to the
ship's personnel in a language understood by them.
It is not a requirement for the SMS to be in a language understood by the PSCO. If in doubt as to the effectiveness
he may ask for drills to be conducted or witness the operation of machinery and systems.
5) SOLAS Chapter IX Regulation 1.2 and ISM Code 1.1.2;
Company means (he owner of the ship or any other organization or person such as the manager, or Ihe bareboat charterer, ho
has assumed the responsibility for operation ol the ship from the owner of the ship and who on assuming such responsibility
has ogreed lo take over oil the duties and responsibilities imposed by the International Safety Management Code.
6) The Master must know his identity and be aware of the role of the DP. Other senior officers should be
aware of identity ai'' role, He does not have to be directly contactablei He may not even have any role to
play in in emergency. The Master should, be able to explain the route of -conformities that the UP will
be seeing. The DP is the "manager" of the system.
7)Reference to the contacts in the SOPEP could suffice if so stated in the SMS. PSCOs cannot expect to
see a neat list posted in ihe radio room although many ships will have this type of list.
8)A programme of drills and exercises covering more than those required by SOLAS, Chapter 111 Regulation 18, should be in place. The crews responses to potential emergencies should be practised in
drills. These drills should cover all documented responses to critical and emergency situation. Records of
all emergency drills and exercises onboard should be maintained and be available foi verification.
ISM.Code - Section 8 EMERGENCY PREPAREDNESS
i
81The Company should establish procedures lo Uentify, describe and respond lo potential emergency
shipboard situotions.
82The Company should establish programmes for drills and exercises to prepare for emergency actions.
.

,
- , _________:_________________________________________________:_______:
- _
' 9) -A planned maintenance system is not a requuement.pf the Code but is difficult to conform witb section 10 without one. The
system may just be based on class CSM/CSH and ME/GE pinning hours.
-

_ _

Detainable deficiencies may indicate a failure of the Safety Management System. The PSCO should examine
the relevant areas of the system to identify non-conformities.
General information
If me ship is detained, a copy of PSC Inspection Form A and should be attached to the questionnaire.

IP"
The following results from the checklist shoulJ be considered as major non-conformities* and would make the vessel
liable for detention;
Question

Result

2ISM certificates not on board


3Company on the DOC not the same as on the SMC
4Safety Management documentation not on board.
5Relevant safety documentation not in a working language or a language understood by the
crew.
6 +7

Senior officers unable to identify operator and designated person (ship/shore system breaks
down with this).

8No procedures to contact the company in emergency airnations,


9Drills have nolbcen carried out according to program.
10Master's overriding authority not documented and roaster unaware of this authority.
11No evidence of maintenance being carried out
* Major -conformity means an identifiable deviation which poses a serious threat to personnel or ship
or a serious risk Co the enviroament and requires immediate actions; in addition, the lack of effective and
systematic implementation of a requirement of the ISM Code is afeo considered as a major non
conformity^ ship must correct all major -conformities before departure. ___________________________________________________________________________________
_ _ _ _ _ _ ^
The selected questions on the CIC checklist do not cover all the parts of the ISM Code and shall not be considered as a
substitute for a full audiL Since the coatrot is based on sampling, parts of the system will not be covered. If a PSCO
finds evidence of -conformities, which are not included in the CIC check] is he shall still act and take all
necessary actions.
Depending on the possibilities for a PSCO to communicate with other than the senior officers, other
ers .,f the-ships personnel included in Uie company's SMS could bs controlled according to the CIC.

MOU Procedures for the CIC


A flowchart over the CIC procedures can be found on page 7.
MOU Procedures -DOC and/or SMC missing
On page 8 a flow chart is presented which shows all necessary steps after an initial inspection
when the DOC and/or SMC ate missing,.
The chart consists of the requirements of Council Directive 95/21/EC.

1. general bulk carrier - is a ship which:


U constructed wittf a single deck
is constructed with top-side tanks
is constructed With hopper side tanks
is intended primarily to carry dry cargo in bulk

- typical eicJJttctin* -

double hull

'2. are carrier - is a ship which,


. -.
is constructed "with a single deck
is constructed with two longitudinal bulkheads
" is constructed with a double bottom throughout the cargo region
is intended for the carriage of ore cargoes

Q
U
o

3. combination carrier - is ship which is a tanker designed to carry oil or alternatively solid cargoes in bulk.
(SOLAS 74, Chapter II-2, regulation 3 27)
- typical cmsj ctctitoc -

88
QLJOJ
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OUD

RUSSIAN MARITIME REGISTER OF


SHIPPING
Baltic Inspectorate

,
198035,
-,
., 10, . Ill : (812) 25 183-00
,
(812)
259-03-49, (812) 114-96-01-, (812)
251-95-04, 259-08-32, 114-93-58-
: (812) 251-03-48, 114-96-01 e-mail:
120rs-bal@mail.nevalink.ru

10-111, Dvinskaya str., 198035, St. Petersburg,


RUSSIA
Telephone: + 7 (812) 251-83-00 - secretary,
(812) 259-03-49-accounting, (812) 114-96-01
-survey requests,
(812) 251-95-04, 259-08-32, 114-93-58surveyors
Fax: + 7 (812) 251-03-48, 114-96-01
e-mail: 120rs-bal@mail.nevalink.ru

:
Our ref.:

17.12.1998

Date

:
Your ref:




PSC .

..
,

-Jr.

. .. . 251-95-04

<.' ez---^ <$


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