CLIENT PROCEDURE FOR ANNUAL APPROVAL OF SHIP REPAIR COMPANIES

Transcription

1 CLIENT PROCEDURE FOR ANNUAL APPROVAL OF SHIP REPAIR COMPANIES 1.0 PURPOSE Safe work environment is essential for performing all kinds of ship repair operations. In this regard and to enable safe and smooth operations of all ship repair related activities within PCFC- Trakhees Ports jurisdictional areas, all third party companies intending to carry out or perform any ship repair related activities shall be pre-qualified, approved and listed with Environment, Health and Safety department prior to commencing any ship repair related activities within PCFC- Trakhees Port jurisdictional areas and subsequently be included in the EHS Approved List of Ship Repair companies. 2.0 SCOPE EHS pre-qualification, approval and listing of approved companies for carrying out ship repair related activities within PCFC- Trakhees Jurisdictional areas. 3.0 APPROVAL PROCEDURE 3.1 NEW REGISTRATION SUBMISSION Ship Repair companies shall submit in EHS Main office, Jebel Ali port with the EHS Document Controller, the documents as listed in in a soft format (i.e., 01 CD). Initial submission documents will not be accepted through s, so as to prevent loss or delays in transmittal or receipt of information. The Application submission CD (not on the CD case) shall be labeled as per Annexure DOCUMENTS REQUIRED Following documents are required to be submitted as an initial submission document: a) Company request letter addressed to THE MANAGER EHS PORTS & MARITIME OPERATIONS b) Company profile c) Copy of valid Commercial/ Industrial/ Professional /Trade/ license (as applicable) d) Copy of ship repairer s liability insurance certificate, if available e) Company s HSE management system document related to ship repair activity only. f) EHS Checklist for Document Submission as per Annexure 2 g) Conflict of Interest clause as per Annexure REVIEW, TRAINING, APPROVAL AND CERTIFICATION 4.1 REVIEW EHS department will carryout the departmental review of all submitted documents to verify, whether the submitted document fulfill the EHS pre-qualification requirements. Revision: 02 August 2011 Page 1 of 8

2 4.1.2 If the documents are found to be fulfilling the EHS pre-qualification requirements, payment advice for the EHS Annual approval fee will be send to the applicant Applicant shall send a copy of the EHS Annual approval fee payment receipt to the EHS department for record. 4.2 TRAINING On completion of the departmental review of the submitted documents, the ship repair company will be notified about the status of their application and advised to nominate their ship repair supervisors to undergo mandatory EHS Ship repair supervisor training. See Section 7 Payments Nominated ship repair supervisors will be issued with a photo identification card on successful completion of their training and assessment. 4.3 APPROVAL CERTIFICATE OF APPROVAL will be issued to the applicant on successful completion of pre-qualification requirements. This approval will be valid for a period of one (1) year from the date of its issuance CERTIFICATE OF APPROVAL will be forwarded in a soft format to the applicant s official address. Hard copy will be issued only upon request of applicant Company s details will be included in EHS List of approved ship repair companies and uploaded in the EHS website. The company s details will be exhibited until the expiry date of the certificate of approval, if not renewed as per the pre-qualification requirements. 5.0 ANNUAL RENEWAL SUBMISSION Ship Repair companies shall submit in EHS Main office, Jebel Ali port with the EHS Document Controller, the documents as listed in in a soft format (i.e., 01 CD). Initial submission documents will not be accepted through s, so as to prevent loss or delays in transmittal or receipt of information. The Application submission CD (not on the CD case) shall be labeled as per Annexure DOCUMENTS REQUIRED a) Company request letter addressed to THE MANAGER EHS PORTS & MARITIME OPERATIONS b) Copy of valid Commercial/ Industrial/ Professional /Trade/ license (as applicable) c) Copy of ship repair liability insurance certificate, if available d) Copy of EHS Annual Approval Renewal fee receipt as per Section 7 Payments. e) EHS Checklist for Document Submission as per Annexure 2 f) Conflict of Interest clause as per Annexure 3 Revision: 02 August 2011 Page 2 of 8

3 6.0 REVIEW, TRAINING, APPROVAL AND CERTIFICATION 6.1 REVIEW EHS department will carryout the departmental review of all the submitted documents to verify, whether the submitted document fulfill the EHS pre-qualification requirements If the documents are found to be fulfilling the EHS pre-qualification requirements, payment advice for the EHS Annual approval fee will be send to the applicant Applicant shall send a copy of the EHS Annual approval fee payment receipt to the EHS department for record. 6.2 TRAINING On completion of departmental review of submitted documents, the registering company will be notified about the status of their application and advised to nominate their newly appointed ship repair supervisors, if any to undergo mandatory EHS Ship repair supervisor training. See Section 7 Payments New appointed ship repair supervisors on successful completion of the training and assessment will be issued with a photo identification card. 6.3 APPROVAL CERTIFICATE OF APPROVAL will be issued to the applicant on successful completion of pre-qualification requirements. This approval will be valid for a period of 1 year from the date of its issuance CERTIFICATE OF APPROVAL will be forwarded in a soft format to the applicant s official address. Hard copy will be issued only upon request of applicant Company s details will be included in EHS List of approved ship repair companies and uploaded in the EHS website. The company s details will be exhibited till the expiry date of the certificate of approval, if not renewed as per the pre-qualification requirements. 7.0 PAYMENTS 1 Registration / Approval Fee New AED Annual Approval Renewal Fee AED 2500 Annually 3 EHS Ship Repair Supervisor Training AED 600 Per candidate 4 Knowledge Dirham AED 10 Per transaction All cheques should be in favor of PCFC-Trakhees. Payment advice for the required service will be forwarded for making the necessary payments. A copy of the payment advice should be printed and taken along while making the necessary payments at the EHS cash counter. Revision: 02 August 2011 Page 3 of 8

4 TRAKHEES - EHS CASH COUNTER LOCATIONS: a) Trakhees EHS Main Office Main Gate no.3 Jebel Ali, Dubai. Ph: Location Map: b) Trakhees Cash Counter First Floor, Dragon Mart International City Emirates Road, Dubai Ph: / Cash counter working hours: hrs (Sunday Thursday). 8.0 ANNEXURES 8.1 Annexure 1: Template for CD document submittal 8.2 Annexure 2: EHS Checklist for Document Submission PMF-02a 8.3 Annexure 3: Conflict of Interest Clause 9.0 APPLICABLE REGULATIONS 9.1 Regulation PM-13.0 Pre-qualification and Authorized Activities 9.2 Regulation PM-14.0 Shipyard and Associated Industries Above regulations are available for viewing/ download on the link below: EHS CONTACTS 10.1 Mr. A. Nazeer Hussain Manager, Ports & Maritime Tel: / ; Fax: / Mr. A. M. Nazar - EHS Officer Tel: / ; Fax: / All s and Queries related to the application should be addressed to ehs.ports@trakhees.ae GENERAL GUIDELINES FOR SHIP REPAIR COMPANIES INVOLVED IN HOT WORK 11.1 All ship repair companies applying for the EHS Annual approval shall ensure that the validity of their company license is maintained during the period of EHS Annual approval Failure to comply with above will make the EHS Certificate of Approval null and void from date of expiration of the company license and also lead to appropriate action being initiated against the company in line with applicable Local legal requirements and EHS Rules/ Regulations. Revision: 02 August 2011 Page 4 of 8

5 11.3 Ship repair companies shall ensure that only EHS hot work permit book is used for any hot work related work within PCFC- Trakhees jurisdiction If any company is found to be indulging in any malpractice such as use of forged, duplicated, copied or reproduced hot work permit book and poor work ethics. The company and its ship repair supervisor s approval will be immediately suspended or cancelled, as deemed necessary Failure to perform as per the requirements of U.A.E Federal/ Local or EHS requirements shall result in appropriate action being initiated in accordance with EHS requirements which may also include financial penalty and their subsequently removal from the List of EHS Approved Ship Repair Company approval list Final decision on above will be taken by the EHS management which shall be final and binding Ship repair company premises will be audited and verified at any time during the prequalification or during the validity of their approval period by EHS department to check for their process, when and where deemed necessary Ship repair related activities operation may be inspected and verified by EHS for compliance with the safe ship repair operation as per Regulation PM-14.0 Shipyard and Associated Industries and also Local/international standards. Revision: 02 August 2011 Page 5 of 8

6 Annexure 1 CD Submittal Documents Purpose of Submission: Client: Facility ID: Emirates: Date: Our Ref (If Any): Client Ref: For office use only: Signature Date/Time: Please attach the following information in a Word document on the CD for our quick reference. This info will be helpful for us in case the CD label is damaged or not readable. EHS Document Submittals Purpose of submission : Client : Facility ID : Emirates : Date : Our Ref. (If Any) : Client Reference : Revision: 02 August 2011 Page 6 of 8

7 Annexure 2 EHS-PMP-02 PMF-02a EHS CHECKLIST FOR DOCUMENT SUBMISSION & DECLARATION FORM (For Ship Repair Companies) COMPANY PARTICULARS: Company Name Address Telephone Fax Person in charge for client query Mob No Date Application submitted to EHS Type of Application New Application Amendment Annual Renewal If Renewal, date of Initial Approval CHECKLIST: S.No Documents Submission Checklist Yes/ No/ NA 1 Company Request Letter 2 Company Profile ( if applicable) 3 Copy of valid Commercial/ Industrial/ Professional /Trade/ license (as applicable) 4 Copy of ship repairer s liability insurance certificate 5 Company s HSE management system document which is related to ship repair activity 6 Application Review fees receipt Was your company anytime blacklisted or litigated by any local, U.A.E federal or international agency Number of Staff (Relevant to services offered by the company) Number of Emarati Staff (Relevant to services offered by the company) 10 Number of Years in Operation in UAE 11 Offices Abroad (if yes, mention countries) I declare that all above mentioned information are true and to the best of my knowledge and are readily available with the company at all times for Trakhees- EHS department verification. Authorized Signature: Company Stamp: Date: Revision: 02 August 2011 Page 7 of 8

8 Annexure 3 CONFLICT OF INTEREST CLAUSE (Ports and Maritime Department - Pre-qualification Submissions) Date: To: Trakhees Environment, Health & Safety Our company hereby declares the following: We will not accept any consultancy works to be conducted by our sister company or any company that is related to our firm in any way or where conflict of interest may exist. Our management does not have any direct relation to any Trakhees employee/s up to the fourth degree. Our management has a direct relation to a Trakhees employee/s with the following information: Employee Name: Degree of Relation: ---- Name & Position: Signature: Revision: 02 August 2011 Page 8 of 8