HSE guidelines for metocean & Arctic surveys

Report No. 447

October 2011

International Association of Oil & Gas Producers

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HSE guidelines for metocean & Arctic surveys

Report No: 447

October 2011
International Association of Oil & Gas Producers

Background

This OGP Report is a guideline for clients on health, safety and environmental aspects of
metocean and Arctic surveys. The metocean guidance applies worldwide. The Arctic guidance
applies for all cold regions where there may be sea-borne ice. It was written by a group of OGP
members with input and assistance from several contractors and consultants.
The original version of this guideline, HSE guidelines for metocean surveys, OGP report № 348
(December 2003) has been widely adopted within the industry as good practice. Feedback from
several sources on the application of the original report has been incorporated into this update.
As the search for offshore hydrocarbons has moved to increasingly challenging environments,
such as deep water and Arctic areas, the requirement to have appropriate and robust HSE
guidance has grown in importance.
The original report did not address operations in Arctic areas. Potential issues to be considered in
such locations include remoteness, logistics, darkness, extremely cold air and water temperatures,
sea spray and atmospheric icing, ice-wave combinations, sea ice and icebergs.
Please advise OGP of your comments and suggestions on how these guidelines can be improved.

Colin Grant
Chairman, OGP Metocean Committee

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Acknowledgments

A number of member companies provided their internal guidelines for HSE in Arctic areas,
elements of which have subsequently been incorporated into this document. Several consultants
and contractors provided invaluable feedback on the use of the original version of this document
and these lessons have been incorporated in this updated version.

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Table of contents

Background iv
Acknowledgements v
Definitions viii
Abbreviations viii
1 Introduction 1
2 Process overview 3
3 Company specifications 5
3.1 Contracting strategy...........................................................................................................................5
3.2 Vessel selection...................................................................................................................................6
3.3 Aviation support.................................................................................................................................7
3.4 Land transport....................................................................................................................................7
3.5 Lump sum versus rates.......................................................................................................................8
4 HSE capability assessment 9
5 Tender preparation 11
5.1 Environmental conditions................................................................................................................. 11
5.2 Region-specific information.............................................................................................................. 11
5.3 Vessels...............................................................................................................................................12
5.4 Aviation.............................................................................................................................................12
5.5 Personnel...........................................................................................................................................12
5.6 Equipment.........................................................................................................................................16
5.7 Diving operations.............................................................................................................................17
5.8 Land transportation..........................................................................................................................17
5.9 HSE documentation & meetings......................................................................................................17
6 Tender evaluation & award 19
7 Pre-mobilisation 21
7.1 Kick-off meeting................................................................................................................................21
7.2 Responsibilities..................................................................................................................................21
7.3 Survey risk assessment.....................................................................................................................23
7.4 Environment plan..............................................................................................................................26
7.5 Health plan........................................................................................................................................27
7.6 Moorings...........................................................................................................................................27
8 Mobilisation 29
9 Execution 31
9.1 General.............................................................................................................................................. 31
9.2 Field operations................................................................................................................................ 31
9.3 Management of change..................................................................................................................... 31
9.4 Demobilisation..................................................................................................................................32
10 Close-out 33
11 Inspection and HSE auditing/reviews 35
12 References 37
Appendix A- HSE checklist for clients when preparing the ITT 39
A1 ITT technical questions....................................................................................................................39
A2 ITT Arctic operations - additional questions..................................................................................39

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A3 ITT commercial questions...............................................................................................................40

Appendix B - General guidelines for preparation of HSE questionnaire 41
B1 Questionnaire to assess Contractor HSE gaps and capabilities....................................................41
B2 HSE tender evaluation points system............................................................................................. 44
Appendix C - Minimum metocean vessel HSE standard 49
C1 Vessel particulars - bid preparation phase......................................................................................51
C2.1 Pre-inspection questionnaire - execution phase............................................................................53
C2.2 Certification & documentation........................................................................................................54
C2.3 Crew management...........................................................................................................................56
C2.4 Bridge, navigation & communications equipment..........................................................................57
C2.5 Safety management...........................................................................................................................59
C2.6 Pollution prevention.........................................................................................................................60
C2.7 Structural condition..........................................................................................................................60
C2.8 Life-saving appliances........................................................................................................................60
C2.9 Fire-fighting........................................................................................................................................62
C2.10 Mooring.............................................................................................................................................63
C2.11 Machinery spaces & plant (including ballast systems).....................................................................63
C2.12 General appearance & condition (including accommodation, public rooms & galley)................65
C2.13 Helidecks...........................................................................................................................................66
C3 On-site audit checks.........................................................................................................................67
C4 Post self-assessment checks.............................................................................................................68
C4.1 Audit & inspection............................................................................................................................69
Appendix D - Competence record 71
D1 General experience..........................................................................................................................71
D2 Training courses attended................................................................................................................71
D3 Membership of professional bodies................................................................................................72
Appendix E - Metocean project HSE plan 73
Appendix F - Metocean emergency response plan - checklist 75
Appendix G - Bridging document (contingency plan) 77
Appendix H - Guideline for metocean HSE toolbox meetings 79
H1 Hazard management........................................................................................................................79
H2 Hazard identification........................................................................................................................79
Appendix I - Near Miss, Incident & Unsafe Working Practice report 81
Appendix J - On-ice survival plan 83
J1 Command structure.........................................................................................................................83
J2 Communications...............................................................................................................................83
J3 Watches............................................................................................................................................83
J4 Site selection.....................................................................................................................................83
J5 Hazards.............................................................................................................................................84
J6 Camp setup & operation..................................................................................................................85
J7 Activity..............................................................................................................................................86

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Definitions

The ‘client’ referred to in this document is a client that issues a contract to a contractor or
subcontractor. The client will generally be an oil and gas exploration or development company.
The ‘contractor(s)’ and ‘subcontractor(s)’ are individual(s) or a company carrying out work for
a client.
‘Manual handling’ refers to the lifting of heavy or awkward items.
‘Toolbox talk’ refers to an HSE briefing given to all relevant personnel prior to operations.
The ‘Arctic’ is taken here to include Arctic and cold regions subject to sea ice, iceberg and icing
conditions.
A ‘hazard” is an object, physical effect, or condition with the potential to harm people, the
environment or property.
‘Risk’ is the product of the probability that a specific undesired event will occur and the severity
of the consequences of the event.

Abbreviations

ALARP As Low As Reasonably Practical

BIMCO The Baltic & International Maritime Council
BOSIET Basic Offshore Safety Induction & Emergency Training
CMID Common Marine Inspection Document (IMCA)
ERP Emergency Response Plan
H2S Hydrogen Sulphide
HAZID Hazard Identification
HLO Helicopter Landing Officer
HSE-MS Health, Safety & Environment Management System
HUEBA Helicopter Underwater Escape Breathing Apparatus
HUET Helicopter Underwater Escape Training
IMarEST The Institute of Marine Engineering, Science & Technology
IMCA International Marine Contractors Association
Any unplanned event which results in injury/illness and/or damage and/or
INCIDENT
loss (OGP report 244)
ITT (RFP or RFQ) Invitation To Tender [Request for Proposal or Request for Quotation]
JHA/JSA Job Hazard Analysis/Job Safety Analysis
OCIMF Oil Companies International Marine Forum
OVID Offshore Vessel Inspection Database
PPE Personal Protective Equipment
PSA Production Sharing Agreement
PSP Project Safety Plan
RAM Risk Assessment Matrix
STCW Standards of Training, Certification & Watchkeeping for seafarers
SWL Safe Working Load
UWP Unsafe Working Practice

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1 - Introduction

HSE Management, where two or more companies work together, requires close co-ordination
between them and a clear definition of the tasks and responsibilities of each party.
This OGP report is a guideline consistent with and supplementary to:
• Guidelines for the development and application of health, safety & environmental
management systems, OGP report № 210 (Ref 1).
• HSE management - guidelines for working together in a contract environment (OGP report
№ 423 (Ref 2).
This guideline focuses on the specific activity of metocean and Arctic surveys and the logistical
support required for their performance, particularly from vessels, aircraft and helicopters.
Although not specifically covered here, many of the issues discussed, and much of the guidance
provided, will also be applicable to land based metocean surveys, especially in remote regions.
The OGP has a range of guideline documents which will also be found useful for those planning
such terrestrial surveys. An overview can be found in Appendix 4 of OGP report № 432,
Managing HSE in a geophysical contract (Ref 3).
The present guideline is relevant to:
• Deployment and recovery of oceanographic instruments (such as wave measurement
buoys and current meters) in offshore environments using vessels of opportunity.
• Offshore surveys in areas prone to sea ice, icebergs and icing (“Arctic” surveys).
• Onshore data collection programmes (often in coastal areas and typically carried out in
conjunction with offshore programmes).
This guideline is intended to assist both clients and contractors in managing HSE performance
during metocean and Arctic surveys. Active participation by both client and contractor is
essential if this objective is to be achieved. It should be helpful in:
• Improving HSE performance by assisting the client and contractors to administer an
effective HSE programme for the contract;
• Assisting contractors in administering programmes that are consistent with the client’s
expectations; and
• Facilitating the interface of the contractor’s activities with those of the other contractors
and subcontractors.
Metocean and Arctic surveys should be designed in such a way that their execution protects
client and contractor personnel from incidents, causes no damage to the environment and/
or minimises the consequences associated with incidents or undesired events, in so far as is
reasonably practical. Client, contractor and subcontractor each have a duty of care, one to the
other, to all personnel and to society at large to ensure that all work is conducted in a safe,
healthy and environmentally sound manner whilst maintaining an efficient operation.
Note that this guideline does not cover the collection of data on offshore platforms and drilling
rigs, as these operations are typically governed by client-specific HSE procedures. However,
some of the HSE provisions herein are relevant to the installation of metocean systems on
offshore platforms.
Table 2 of Appendix 5 in Ref 3 provides a detailed list of risks that need to be considered in
geophysical surveys. Many of these are equally applicable to metocean surveys worldwide. A high
level checklist of some additional risks to be considered for surveys in the Arctic is as follows:
• Weather exposure (wind, temperature) – frost-bite and hypothermia;
• Disorientation due to fog, blizzards;
• Personnel or equipment breaking through floating ice;
• Break-up of ice cover;
• Ice encroaching onto beaches or man-made structures;

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• The consequences of sudden weather changes, such as changes in ice drift direction, ice
encroachment into the offshore survey area, closing of escape routes etc.
• Ice impact and pressure on vessels;
• Marine icing on vessels;
• Darkness in winter and solar exposure in summer;
• Avalanches;
• Glacier crevasses;
• Slippery surfaces;
• Wildlife (polar bears, wolves, walrus etc);
• Potential limited Search & Rescue cover.
Useful information on metocean and ice conditions in such areas can be found in ISO
19906:2010 - Petroleum & natural gas industries - Arctic offshore structures.
The intent of this OGP report is for guidance only. Individual clients and contractors may have
specific ‘operations integrity management’ procedures that will necessitate deviation from and,
in some instances, exceed the practices communicated in this document.
This guideline is not intended to take precedence over a host country’s legal or other requirements.

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2 - Process overview

Management of HSE in a business environment where a client and one or more contractors
work together requires co-operation between all parties and a clear definition of the tasks and
responsibilities of each of the parties prior to carrying out the survey.
The main phases in undertaking metocean and Arctic surveys are shown in Figure 1 below
(taken from Ref 2). The tasks and responsibilities differentiated between client and contractor(s)
are provided for each phase. The terminology used in section 6 of Figure 1 (Mode 1 etc) is
explained in section 1.4 of Ref 2 (see also section 3.1).
Depending on the scope of the survey, location and other factors, each stage outlined in Figure
1 may not need to be addressed in detail. For example, for less complicated surveys, it may be
sensible to combine the Pre-mobilisation and Mobilisation phases.
The chapter layout of the remainder of this document follows the structure in Figure 1.

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Joint client/contractor activities

Client Contractor

1 Planning

Scope of work/context
& risk assessment

Define contracting mode/

HSE resposibilities

2 HSE capability assessment

Establish HSE evaluation criteria

and capability assessment protocol Database
Contractor responds to HSE of suppliers
HSE capability assessment
capability assessment questionnaire Historical record
of contractors
and if requested HSE audits Prior registration
Establish bidders list New contractors

3 Tender and award

Bid documentation preparation and

development of bid evaluation criteria Contractor prepares bid, including
HSE plan in mode 2 and optionally
Bid documents evaluation and clarification for mode 3 contracts

HSE management straegy

HSE plan incuding remedial
actions as agreed
Contract award

4 Pre-mobilisation

Post award planning meeting - joint completion of HSE plan with agreed interface aspects

Pre-mobilisation verification audit Preparation

Selection of subcontractor

5 Mobilisation

Communication of HSE plan - commence orientation & site-specific training - progress meetings

HSE field review or audit Mobilisation including subcontractors

6 Execution

Joint responsibility between client and contractor for continual improvement

Mode 1: supervision, monitoring All modes:

and inspection execution, supervision and reporting

Mode 2: monitoring, audits and Monitoring, audits and reporting

inspection on subcontractors’ activities

Mode 3: monitoring and audits

7 De-mobilisation

Review of de-mobilisation aspects of HSE plan/reassess demobilisation risks Mode 1: supervision, monitoring

Acceptance of work and restored site De-mobilisation and inspection

Mode 2: monitoring, audits and
inspection
Mode 2: monitoring, audits and Mode 3: Monitoring and audits
8 Final evaluation and close-out
inspection
Review Database
of suppliers
Final evaluation and close-out report Final evaluation and close-out report

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3 - Company specifications

The objective of this phase is for the client to develop the work scope prior to contract award.
The contracting strategy the client selects will depend on the nature and size of the work, and
ultimately the overall risks associated with completion of the work scope.
The end result of this phase is a document that should allow potential contractors to obtain a
full understanding of the technical scope of the work required and a preliminary assessment of
the HSE risk(s) that can be expected in undertaking the work. Appendix A lists the types of
metocean and Arctic issues that may need to be considered at this phase.
For Arctic surveys consideration should be given to the proximity to logistical support. Typically
ice surveys can be classed as local or remote. Local surveys include those where personnel are on
the ice in close proximity to a vessel/structure/shore base and can rely on these support facilities.
Remote surveys are where the ice party is working some distance from support and will normally
require transportation (vehicle or helicopter) to return to the survey base.
The requirements for transporting survey personnel to the ice from the survey base will need to
be assessed and the procedures for operating and landing helicopters or fixed-wing aircraft on
the ice will also need consideration (see 3.3), as will the use of other appropriate vehicles, if these
are to be used on the ice (see 5.8).
Consideration should also be given to the management of any forward operating or staging base
and the potential interface with indigenous peoples.

3.1 Contracting strategy

One of the most important contract management decisions to be made by the client is to identify
the mode which specifies the responsibilities for managing HSE between client and contractor,
or alliance of contractors. Three distinctly different modes are described below.
Mode 1: The contractor provides people, processes and tools for the execution of the contract
under the supervision, instructions and HSE-MS of the client. The contractor has a management
system to provide assurance that the personnel for whom it is responsible are qualified and fit
for the work and that the processes, tools, materials and equipment they provide are properly
maintained and suitable for the contract.
Mode 2: The contractor executes all aspects of the contract under its own HSE-MS, providing
the necessary instructions and supervision and verifying the proper functioning of its HSE-MS.
The client is responsible for verifying the overall effectiveness of the HSE management controls
put in place by the contractor, including its interface with subcontractors, and assuring that
both the client’s and the contractor’s HSE-MS are compatible.
Mode 3: Contractor operates within its own HSE-MS that has no interfaces with the client
HSE-MS and is not required to report HSE performance data including incidents to the client.
However, this does not exclude the possibility that the client may wish to guide and influence
HSE performance under this type of contract.
Selection of only one of these modes is preferred and should be in alignment with local and
national legislative requirements.
In certain situations it may be necessary to adopt a mixture of Modes 1 and 2. The interfacing
of activities between the client, contractors and subcontractors should be agreed by carrying
out a gap analysis of their HSE-MS. The HSE-MS elements which take precedence should be
specified by means of an interface document before work commences.
Examples of such situations are:
• Operations in an area where there is a limited selection of contractors able to meet the
evaluation criteria. For example, an alliance may have to be formed between the client

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and available contractors with the objective to develop, implement and/or improve an
HSE-MS for the contractor while executing work under the management system of the
client. The contract will initially operate under Mode 1.
• The work is intimately associated with the activities of the client, or presents such a high
risk to the client that the work is to be executed using the client’s overarching HSE-MS
under Mode 1.
• Operations too large or diverse for a single contractor may require a number of contractors
and subcontractors (a consortium) to work together under the supervision of one main
contractor working for the client under Mode 2.
• The contractor executes most aspects of the contract under its own HSE-MS, Mode 2;
however, certain support activities such as transportation and emergency response are
provided by the client.
When working with more than one contractor, it is preferable to identify a lead (prime)
contractor. Joint responsibilities should be avoided by breaking down the work into smaller
identifiable activities, each with a party assigned for responsibility of the HSE aspects. Where a
lead contractor cannot be assigned the client should retain responsibility.
A particular feature of some Arctic surveys is the collaboration of the client and contractors
with academic researchers and/or government agencies (such as the Coast Guard). In such
cases, the contracting strategy may be close to “Mode 3” and will need to be adapted. There
may be limited influence on selection of vessels and other equipment however the client should
influence compliance with agreed HSE responsibilities.
Contracting and operating issues of particular importance for metocean and Arctic surveys
include:
• Vessel selection
• Aviation support
• Land transport selection, particularly in Arctic areas
• Lump sum payment versus (daily/hourly) rates
These are discussed further below.

3.2 Vessel selection

Most metocean contractors rely on vessels of opportunity from the spot market. However,
relatively few vessel charter companies will commit to a short duration charter sometimes as
long as several months in advance. Therefore, it can be difficult for the contractor to fix or even
estimate the vessel price accurately at the tender stage. This is exacerbated by the fact that the
vessel charter cost (even for short duration charters) can represent a large component (often in
the range of 25% - 50%) of the overall metocean survey budget. On the other hand, from the
client’s perspective, the range of vessel charter costs needs to be known to plan effectively and
gain management approval for the survey.
Given the uncertainty of vessel charter costs, if a single vessel charter price is included in
the overall bid evaluation, it may well be the determining factor in selecting a contractor.
Consequently, if the vessel proposed by the contractor cannot be assured, the costs of alternative
vessels should also be provided in the bid. Additionally, tender evaluations should take into
account other factors to assess their cost effectiveness, including quality standards and safety
requirements of the metocean work and the capability of the proposed vessel and in particular
the experience of vessel masters, deck officers and crew related to operations in the anticipated
operating environment and, for Arctic surveys, in or near sea ice. Issues could include whether
the vessel works near-shore or offshore, if it will be used in the marginal ice zone or in more severe

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conditions where a pressure situation could arise and a vessel with ice class is required. Should
the vessel be ice strengthened or an icebreaker? Is additional navigational support equipment
required such as the capability to download satellite photos of ice conditions in the vicinity it
will be working or getting synthetic aperture radar data downloads to assess the ice cover?
Without taking into account the aforementioned factors when evaluating bids, there can be a
very strong incentive to propose low cost vessels to increase competitiveness without regard to
safety or the vessel’s capabilities in supporting the survey activities.
Whilst it is important for contractors to provide estimates for the costs of vessels operating
in the area, it is also important that vessel costs are separated so that contractor bids can be
compared more accurately.
For Arctic surveys, the physical environment and in particular the nature of any sea-borne ice,
for example ice ridges, multi-year floes, icebergs etc. which might be encountered needs to be
assessed. The capability required of the vessel(s) needs to be determined, based both on the ice
features and on operating considerations such as avoidance of ice, retreat in the face of incoming
ice etc. Vessels with ice breaking capabilities are often limited in numbers and owned by state
institutions. There may be a wider choice of ice-strengthened vessels. The feasibility of Arctic
surveys will therefore usually depend on availability and access to such vessels. Considerations
of quality standards and safety requirements must also be performed in these cases.
For vessel charters, BIMCO Supplytime 2005 (Ref 13) terms may be used. This is an industry
standard set of terms and conditions that clearly outline the liabilities of charterer and vessel
owner. However, such terms may not be applicable where state or local authority vessels are
employed.

3.3 Aviation support

Access to the ice to perform Arctic surveys is often dependent on the availability of aviation
support – either helicopters or fixed-wing aircraft and the nature of the ice cover (e.g. floe
thickness, size, stability etc.). The OGP report № 390 Aircraft management guidelines (Ref 4)
and report № 369 Aviation weather guidelines (Ref 5) provide detailed guidance on issues and
factors which should be considered when planning surveys relying on aviation support. Based
on the descriptors in Appendix 6 of Ref 5, Arctic areas should be considered for classification
as ‘hostile environments’. ISO 19906:2010 (Ref 12) also provides guidance on helicopter
landings on ice. It is recommended that the client aviation authority be involved in any decisions
concerning aviation aspects in Arctic areas.
In Arctic areas, consideration should be given to the proximity of support infrastructure and
availability of emergency response to the site of the survey area. This could be a vessel, a nearby
land-based station, or an installation.

3.4 Land transport

Vehicle-related incidents are one of the most common causes of injury and fatalities in the oil
and gas industry. Ref 7 (OGP report № 365, Land transportation safety recommended practice)
provides useful guidance for assessing such risks. Although the majority of the surveys covered
by this report will take place offshore, there will be elements of each survey which will almost
certainly involve both client and contractor personnel in land transportation. For example,
travel to and from offices, ports and airports in connection with mobilisations/demobilisations.
Where land transport is proposed as an integral part of the survey, for example during on-ice
surveys in remote Arctic areas, careful consideration should be given to the selection of the

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vehicle(s) and their mode of operation. Useful guidance can be found on these aspects in
Appendix 5, section 2.11 of OGP report № 432, Managing HSE in a geophysical contract (Ref
3). For Arctic surveys, ISO 19906:2010 (Ref 12) provides guidance on the safe use of ice roads,
both grounded and floating.

3.5 Lump sum versus rates

Typically in the metocean survey environment, contracts are let either on the basis of a lump
sum or on the basis of reimbursable rates.
Where a lump sum contract is proposed particular care needs to be taken to ensure that the
contractor’s HSE management system is sufficiently robust to ensure that the operating risk
is properly managed. The client contract manager should be satisfied that the lump sum bid is
realistic based on the information provided by the contractor, and that contractor’s personnel
will not be required to undertake inappropriately hazardous operations.
It is recommended that the commercial aspects of vessel-related work (excluding personnel
and equipment) be passed through to the client on a reimbursable cost + x% basis. This would
include port fees, mobilisation/demobilisation costs, vessel costs (including fuel and lubricants)
and any charter time related to audit requirements including an indication of the rates during
stand-by and downtime. A summary of the contractor’s upper-bound estimate of the costs and
total vessel days should be provided.
In some cases, the client, at its option, may elect to make a suitable supply (or other service)
vessel available to the contractor (this is the preferable option for most contractors as this makes
the vessel HSE issues much easier to handle). However, taking into account competing roles
that service vessels often undertake, the potential for delays should the vessel be required to
undertake higher priority work needs to be considered. For example, delayed availability of the
vessel may result in increased contractor standby costs, contractor personnel non-availability due
to competing surveys and/or longer periods between instrument service intervals. Moreover,
such competition for vessel time may lead to hurried activities, compromising personnel safety.
Consideration also needs to be given to the commercial consequences in the event that a
contractor-proposed vessel fails the subsequent HSE audit.
At this planning stage, the client should investigate whether licences and/or permissions would
be needed to carry out the survey and who is to obtain them. In some regions (e.g. Russia),
permitting activities must begin months in advance of the actual survey work.

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4 - HSE capability assessment

The objective of the HSE capability assessment is to screen potential contractors to establish that
they have the necessary experience, capability and financial viability to undertake the activities
required in a safe, and environmentally sound manner. Only those contractors that meet or
exceed a minimum HSE threshold (as well as other evaluation criteria) should be considered
to receive the Invitation to Tender (ITT). A review of historical records of HSE performance,
including audit results, inspections and incident reports, of contractors previously employed,
may be of value.
HSE capability assessment is usually achieved by issuing a questionnaire for the contractor
to complete, supported where necessary by historical performance records. Additionally,
contractors may be asked to submit details of their corporate HSE plans and systems to assess
adequacy.
An example of a HSE assessment questionnaire is presented in Appendix B1. Note that the level
of detail can be reduced to correspond to the scope of the survey.
A point scoring method that promotes consistency among contractor evaluations may be used
to assess submissions. Contractors who achieve a pre-defined acceptable score will then be
judged to have met the HSE pre-contract requirements. An example of a capability assessment
score-sheet is shown in Appendix B2.
Specific metocean and Arctic survey-related capability assessment issues that need to be
addressed at this stage include:
• Relevant work experience in similar environments (e.g. deepwater, Arctic regions);
• Familiarity with the type of instrumentation to be used on the specific survey; and any
special modifications required for operations in extreme conditions;
• Ability to interact with a subcontractor’s HSE-MS (e.g. the contractor providing the
survey vessel);
• Familiarity and prior experience with the type of transportation to be used;
• Contractor’s safety history/record;
• Ability and experience of harmonising and interfacing the different on-board safety
cultures and management systems, where multiple contractors or subcontractors are
involved.
The screening process should be designed to assure that the contractors invited to bid could
perform the work to the required HSE criteria.

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5 - Tender preparation

The objective of this phase is to define the overall scope of work and plan, which includes the
client’s HSE plan and HSE requirements, as well as the contractor’s response.
The industry typically refers to the tender preparation as the ITT phase. Much of the client’s
preliminary work in preparing the ITT would have been carried out during the planning phase.
This should include lessons learnt from previous similar surveys.
In preparing the ITT the client should provide sufficient information to allow contractors to
prepare a quotation that adequately addresses all the major issues of importance to the client.
Contractors should be given copies of the client’s HSE documentation - or at least given access
to for review - relevant to the contract. Documentation in the tender package may include:
• Client HSE goals and objectives;
• Client HSE-MS;
• Preliminary identification of the known and potential hazards to be addressed through a
Hazid analysis;
• List of HSE controls, procedures and compliance issues for the contract;
• Relevant operating procedures;
• Definition of the anticipated client/contractor interfaces, the client supervision strategy
and interaction with client operations, interaction with specific client plans such as
logistic, aviation and emergency support;
• Type and schedule of client and contractor training requirements.
Some HSE-related issues to be addressed in the documentation are described below.

5.1 Environmental conditions

An adequate knowledge of the environmental conditions in which the survey is to take place
is essential for planning the operation, and selecting the appropriate survey platform(s),
transportation facilities and survey equipment to ensure that the HSE risks are properly
managed.
In most cases, the contractor will have some knowledge about the operating environment where
the survey will take place. The client should make available to the contractor where feasible,
additional general information on the environmental conditions that may be relevant to
assessing related operational risks. Ultimately, the contractor needs to use this information to
propose a working solution that adequately addresses HSE risks, and provide details of how they
will be managed.
For Arctic surveys, a good understanding of the ice features and “open water” season is required,
as well as the presence of and risks to and from wildlife.

5.2 Region-specific information

The client should ensure that where feasible, the contractor has access to relevant information
that the client may have on hand regarding the political and social conditions, regulatory related
operating and environmental limitations and risk assessment specific to the region where the
operation will take place. This should include any risks arising from the survey’s interaction
with the environment, including local flora and fauna.
In order to avoid delays, the client should identify at an early stage, all the stakeholders in the
regulatory and permitting processes and to consult as to their roles and requirements.

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5.3 Vessels
Ideally, the vessel (plus an alternative) to be used during the survey should be identified either
within the ITT or in the contractor’s response to it. However, in many instances, it is difficult
to guarantee a vessel’s availability at the time of the survey that may start several weeks or in
some cases months after the contractor responds to the ITT. The tender package should specify
that contract is dependent on passing a marine safety inspection of the lifesaving appliances
and systems aboard the vessel. This inspection should be performed by appropriately qualified
personnel.
Where a specific vessel is not identified within the ITT, the ITT should include an indication
of the minimum standards the client requires of any vessel to be employed during the survey. In
preparing a quotation, contractors should include specifications of the type of vessels that are
likely to be available in the region, together with a commitment to charter a vessel only where
that vessel would comply with the standards specified in the ITT. The charter rates associated
with alternative vessels should be provided in the Contractor’s bid.
Appendix C (based on Ref 10) provides an example of the standards a vessel, its crew and
equipment, and the HSE-MS would be expected to meet in order to be acceptable for use on
surveys. Circumstances may dictate clients to require the vessel to exceed these standards.
Where this is the case, the client should provide within the ITT details of the standard they
expect the vessel to meet. If the vessel is provided by a government agency, the client should
influence compliance with these standards as far as possible.
Extra time and expense may need to be built into the contracting process for older vessels.
Additionally, the client may request that a condition survey is conducted, in addition to the
standard CMID and OCIMF inspection process.
Reference should be made to section 3.2 regarding the advisability to remove the vessel costs
from the overall bid evaluation process and to charge these costs through to the client on a
reimbursable basis.

5.4 Aviation
The support of the client aviation specialist or advisor should be sought to assist with the
planning of the aviation requirements of any survey. The provision of helicopter or fixed-wing
aircraft support may be from a separate contract to that which covers the metocean and/or ice
survey. Care will then be needed to ensure that the HSE plans of the respective contracts are
suitably managed and integrated to ensure a consistent and coherent approach. The ITT should
specify whether the acceptability of the proposed aviation contractor is contingent on the results
of an aviation audit carried out by the client prior to contract award. Helicopters and fixed-wing
aircraft should be equipped with the appropriate navigational and/or equipment aids required
for use in the intended operating environment.

5.5 Personnel
In responding to the ITT, the contractor should demonstrate that the personnel to be used
during the survey have the required competence to undertake the tasks assigned to them,
including prior experience gained in similar environments (where relevant). In addition, the
contractor should provide details of the number of personnel required to undertake key tasks,
and give an indication of their expected working hours.
In addition, personnel should be medically fit to undertake the work required of them. Individuals
may demonstrate this by having undergone a medical evaluation in accordance with a recognised

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guideline (e.g. Ref 9). In the case of Australia, Norway and UK, medicals are required at 2 year
intervals for all ages. Relevant immunizations should be up to date for the location of the survey
and contractor personnel should have and carry appropriate documentation.
In some countries it may be necessary to include interpreters on the survey team, particularly if
non-English speaking crew are used to operate vessels, helicopters or fixed-wing aircraft.
5.5.1 Competence
The contractor should demonstrate that the personnel involved in the survey are competent to
carry out the work in a safe and efficient manner under the environmental conditions in which
they will be working. Ideally, each individual should be in possession of a competence record.
Appendix D presents an example of the form such a competence record may take.
5.5.2 Training standards
Training standards for working on vessels vary significantly worldwide. Additionally, local
authorities may impose additional prescriptive training requirements.
The nature of offshore metocean and Arctic surveys is such that it is considered essential that
personnel involved in such surveys are in possession of a valid and up to date offshore survival
certificate. This should be equivalent to at least BOSIET (Basic Offshore Safety Induction and
Emergency Training) and in some regions, Helicopter Underwater Escape Breathing Apparatus
(HUEBA) standards.
The following table is provided as an example of the offshore survival training and medical
mandatory requirements in some countries; it is not complete and may well change with time.
Country Validity Period Contents
2-day Offshore Survival (BOSIET) inclusive of HUET,
Australia 4 years
refresher 1 day.
3-day Offshore Survival inclusive of HUET, refresher 1 day.

Norway & UK 4 years Also MIST required on UK rigs, 2 day course for
inexperienced people, 1 hour online test for experienced
hands.
A suggested minimum is a 2-day Offshore Survival inclusive
United States No validity period/not mandatory
of HUET, with a refresher every 3 years.
Russia 5 years STCW-95
Canada 3 years Basic Survival, Offshore Helicopter Safety & HUEBA

Sample requirements for offshore survival training & medicals

In addition to these the following competencies should be in place in the field team for remote
operations or at the supporting installation/vessel for local operations:
Team Leader – Experienced with fieldwork in the relevant environment - required for both
remote and local operations. (Key survey team members should also have relevant prior
experience in the planned survey environment).
First Aid – For remote operation, teams should have one or more team members trained to an
appropriate level of first aid.
For arctic operations, contractor may provide training in on-ice survival, ice safety and rescue.
Vessel captains and navigators should have training in ice navigation if operating in waters
subject to sea ice and icebergs.
5.5.3 Alcohol/drugs/smoking policies
The tender should specify the client alcohol, drug and smoking policies. If others such as
academic researchers and government employees cannot be mandated to follow the client’s

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policies, the risks should be communicated such that they are influenced and encouraged to
follow them.
5.5.4 Safety training
The contractor’s personnel should have undertaken appropriate safety training by following a
formal course provided by a recognised and approved training provider, this may also include
the requirement for contractor personnel to attend a client-sponsored informal induction and
orientation course.
The safety training may include, as appropriate, courses or instruction in:
• General safety inductions and awareness;
• Hazard Identification and preparation of Job Safety Analyses (JSAs);
• Requirements for safety meetings;
• Instruction on understanding the Risk Factor Table (see 7.3.3);
• Risk assessment and mitigation techniques;
• Proper use of Personal Protective Equipment (PPE);
• Equipment Safe Working Loads, load testing methods and requirements for load test
certificates;
• Wharf lifting standards and use of ‘certified’ containers;
• Differences in safety cultures and personal expectations;
• Use of safety management tools such as toolbox meetings and hazard observation systems
in support of the stewardship and oversight of safety in the field or on board vessels;
• Use of specialised equipment and instrumentation applicable to the project.
For cases where helicopters will be used, the safety training should also include instruction on
HUET and HUEBA (where required), and an induction for safe operations in and/or around
a helicopter.
Finally, the survey contractor should ensure that its personnel as well as its subcontractor
personnel are familiar and adhere to the requirements of the project safety plan(s).
Other courses and specialised knowledge in areas including; manual handling, working at
heights, winch operation, wire handling, confined space entry, in-sea equipment and on-the-job
training should be encouraged where these operations will be required over the course of the
survey.
Where on-the-job training is to be provided prior to or during the metocean or arctic survey,
the contractor should provide details of how this training is to be undertaken and how the
associated risks will be managed (see Appendix D).
5.5.5 Offshore working hours
Unless restricted by local regulation, the typical maximum daily working time target for each
individual should be no greater than about 12 hours and the response to the ITT should
be prepared on this basis. Consideration can be given to extending the length of workday
periodically, for example to complete a specific task. If the contractor feels that these hours need
to be exceeded on a regular basis however, the contractor should demonstrate that the work
could be carried out safely. Working at night is acceptable provided the vessel work area and/or
ice surface are well lit and weather conditions are acceptable to all parties. Clients should state
in the tender whether 24-hour operations are required.
An extreme weather working policy should be developed, when working under exposure to
extreme temperatures (either hot or cold), to provide guidelines on clothing requirements,
time allowed to be working without taking a break, and to establish guidelines on the ambient

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air temperature/wind conditions (chilling factor) under which work may be performed. For
further information see OGP report № 398, Health aspects of work in extreme climates, (Ref 6).
In Arctic regions, where aviation support is required, fieldwork should in most cases be restricted
to daylight hours unless provisions can be made for lighted landing zones.
5.5.6 Working on and near ice
Careful consideration should be given to the scheduling of the field work to allow operations
when the ice is thick and stable enough to permit safe on-ice work. This will vary from location
to location and from year to year. Ref 12 provides guidance on safe use of ice roads and on
helicopter landings on ice.
The minimum criteria, including ice thickness, ice floe size, ice stability etc. and protection from
wildlife for field team activities should be stated in the ITT. Otherwise, the field procedure for
determining the minimum ice criteria should be specified. When in the field, this value will be
determined as part of the planning using all available tools. These tools may include, but not be
limited to:
• Ice thickness charts produced by an ice charting agency;
• Recent observations at or close to the proposed worksite;
• Ice thickness models based on air temperature (only for regions of level ice);
• Analysis of ice imagery;
• Electromagnetic and other ice measurement equipment fitted to the means of transport;
• When no data exists, an experienced staff member (or a local knowledge team member)
may be required to make a visual observation, select an appropriate site and confirm the
ice thickness by drilling holes and measuring the thickness. If this is done by helicopter,
the helicopter can hover on the ice while the measurement is being taken;
• The minimum ice thickness should be dependent on the method used to deploy the
personnel, the equipment used and the condition (level of decay and age) of the ice at the
time of the study.
For local operations, in the immediate vicinity of offshore structures or vessels, specific risk
assessments should be performed taking into account lighting provided by the structure or
vessel. The determination of when to stop work should be reached by consensus between the
vessel Master, the client HSE staff, contractor HSE staff and field team members. It is the sole
responsibility of the vessel Master to abort and call back the on-ice party if and when the ice
and weather conditions change such that the potential for an ice pressure event may pose a risk
to personnel and vessel. Should circumstances arise where the field team are required to stay on
the ice for an extended period, Appendix J provides a series of recommended protocols for an
on-ice survival plan.
Where surveys are operating within the vicinity of icebergs, consideration should be given to
the hazards and risks associated with the iceberg proximity (iceberg stability and overturning).
5.5.7 Number of personnel required
In most cases for offshore surveys there should be a minimum of two metocean contractor
personnel in the field. In some instances, depending on the metocean work scope, logistic
support personnel or crew may be used to replace one of the metocean contractor personnel.
On rare occasions, a client representative may perform the same function with the agreement
of all parties.
It should be noted that it is unlikely that a single individual will be able to monitor effectively all
the safety and operational aspects of the work, particularly on offshore surveys. Additionally, in
a majority of cases, the crew are not sufficiently trained to carry out survey deck work operations

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without constant metocean contractor supervision. However, there may be exceptions to this
such as:
• Small vessel working inshore when using light equipment, although there should always
be a minimum of two people actually on the boat;
• Use of an oceanographic research vessel or government/military vessel where the crew are
highly trained and experienced in survey and metocean work.

5.6 Equipment
The ITT should include a general statement that the contractor will be expected to provide
(or have available for inspection following the award of contract), relevant certification and
safe working load (SWL) information for all load bearing equipment (e.g. lifting, mooring and
lowering gear) to be used during the contract. A procedure should also be in place to ensure that
all relevant equipment remains in certification for the duration of the survey.
5.6.1 Mooring ballast weights
The ITT should clearly state the client’s requirement in this area (if any). Non-toxic materials
should be used for oceanographic mooring ballast so that these materials do not need to be
included in the standard client environmental clauses and permit applications.
It is generally agreed that the environmental impact of leaving chain or concrete ballast on
the seabed is minimal. However, chain or concrete ballast could pose a hazard to existing
infrastructure (e.g. pipelines). As nearly all deep water (typically water depths greater than
200 metres) moorings are designed on the sub-surface single point principle that uses in-line
instrumentation and acoustic releases to recover the mooring, it is very difficult to recover the
ballast. Any significant changes in mooring design, or attempts to recover the ballast, make
the deployment and recovery operation inherently more risky. There may be a requirement to
recover all mooring equipment in some countries.
5.6.2 Communications
The communications strategy should allow for different and redundant means of communication
and should be included as part of the survey risk assessment. Considerations for all metocean
surveys, especially in arctic regions include winterisation and additional spare power
requirements versus milder climates. The communication strategy should include assessment of
the numbers and location of items such as:
• Telephones (landline, cell and satellite);
• VHF/UHF Radios also enabling ground to aircraft and ground to vessel communication;
• GPS Receivers;
• Locator transponders;
• Ensure compatibility of systems and inter-operability amongst field units.
Consideration should be given to bandwidth requirements to allow transmission between field
locations and remote client and contractor offices. In addition, arrangements for the provision
of suitable spares and batteries should be made to meet the needs of the communications system
in the operating environment for which it is planned and for the duration required.
5.6.3 Transportation of survey critical items
Consideration should be given to the transportation of items such as batteries and fuel where
there may be restrictions due either to safety or operational reasons. This could also include
restrictions on the size and/or weight of items of equipment to be transported in aircraft,
helicopters and/or vehicles.

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5.7 Diving operations

Diving operations (e.g. in laying shallow water moorings or biological observations) are
inherently very risky and are strongly discouraged for metocean surveys. Drifting ice and cold
waters pose additional hazards for diving operations undertaken in arctic regions. The client
should encourage contractors to refrain from diving and design diving-free operations. Detailed
guidelines for diving operations can be found in the OGP Diving recommend practice - see
report № 411 (Ref 14).

5.8 Land transportation

Detailed guidelines are not provided here. Reference is made to the following OGP reports
where useful guidance can be found:
• Land transportation safety recommended practice, Report № 365 (Ref 7).
• Managing HSE in a geophysical contract, Report № 432 (Ref 3).

5.9 HSE documentation & meetings

The ITT should provide a clear definition of the specific HSE documentation required post
award of contract. As a minimum, this will likely include:
• Project Safety Plan (e.g. Appendix E)
• Emergency Response Plan (e.g. see Appendix F for a check-list)
• Job Hazard Analysis with appropriate risk mitigation measures (e.g. Appendix H)
Past experience suggests that contractors make insufficient provision for the costs associated
with the development of HSE Plans and follow-up meetings required by the client to review
the contractors’ HSE plans. Sufficient information should be provided in the ITT to allow the
contractor to cost this activity accurately.
It is important, at this stage of the survey planning process, that lessons learned from relevant,
previous projects are communicated between client and contractor. Close-out reports, as
described in Chapter 10, are essential for improving future HSE performance.
In certain locations it may be necessary to employ local contractors who do not speak the
common language used during the survey (metocean survey personnel, vessel or aviation
subcontractor, client, etc.). Consideration should therefore be given to providing relevant client
documentation in the appropriate language(s).

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6 - Tender evaluation & award

The purpose of this phase is to objectively consider all aspects of the contract, including HSE,
in the evaluation of the bids.
Award of the contract should consider a number of areas such as past HSE performance,
technical competence, ability to meet schedule, and cost.
During the bid evaluation, several issues should be considered:
• Vessel/helicopter/fixed-wing selection;
• Transportation support;
• Proposed personnel;
• Proposed data collection, execution strategy and equipment;
• Schedule;
• Lump sum versus rates and total estimated costs;
• Management of the forward operating field camp or staging base and interface with
indigenous peoples.
Appendix B1 provides a generic questionnaire. Appendix B2 provides an example scoring
mechanism for consideration to evaluate HSE responses from the various bidders to the
invitation to pre-qualify. The client can adapt this to meet the specific bid requirements for the
particular survey in question.
At this stage, any clarifications required on the contractors’ tenders should be resolved, prior to
contract award.

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7 - Pre-mobilisation

The objectives of this phase are to ensure that the relevant aspects of the survey risk assessment
and any other HSE aspects of the contract are communicated and understood by all parties prior
to implementation of the survey, as well as to identify and acquire all required HSE equipment
and tools. Several activities such as reviews, meetings and audits can be used. The level of detail
and effort for pre-job activities should be commensurate with the level of risk.

7.1 Kick-off meeting

There is value in holding a kick-off meeting between the client and the contractor, and any other
collaborators such as government-sponsored researchers, shortly after contract award to discuss
survey issues. These may include:
• Re-affirmation of client’s HSE policy and expectations. Confirmation that HSE roles
and responsibilities of both client and contractor personnel have been clearly defined and
understood;
• Confirmation of worker competence and appropriate training; this includes both the
client and contractor individuals who take part in the metocean survey;
• Confirmation of any HSE performance objectives and targets;
• Confirmation of the scope and schedule of HSE activities, for example HSE meetings,
audits, reviews and final reports;
• Discussion of any relevant lessons learned from previous surveys, both from a client and
contractor perspective;
• Interfacing and integration of the client’s and contractor’s contingency response plans;
• Review of emergency response plans (including the bridging document, see Appendix
G) and any third party interactions, especially aviation and vessel support, where this is
separately contracted;
• Performing a survey risk assessment by the contractor, in which a client representative
should participate;
• Review of the major hazards associated with the planned operation, including
communication procedures;
• Management of subcontractors;
• Incident management reporting and investigation procedures.
A kick-off meeting among the survey contractor, vessel and/or transport services provider and
client should also be carried out to review the work and safety plans.
The kick-off meeting may also provide an opportunity to discuss the mechanisms to certify that:
• Vessel and equipment to be used meets or exceeds the minimum requirements of the
contract, and a marine safety survey of the vessel and/or aviation audit of the aviation
service provider should be scheduled at this time;
• Any applicable ‘Notice to Mariners’ or equivalent is identified;
• Where aviation support is required, discussion should include the type of helicopter/
fixed-wing, its use and the communications and working arrangements in and around the
helicopter/fixed-wing.
Often an audit/review procedure will form the basis against which the client certifies these
issues.

7.2 Responsibilities
The responsibilities of parties involved in the activity should be clearly defined before
undertaking the activity.

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It should be noted that all parties have the duty to stop the work at any time if they deem it to
be unsafe.
7.2.1 Vessel Master
The vessel master is responsible for the following activities:
• Vessel operations;
• All aspects of HSE onboard the vessel;
• Ensuring that onboard safety systems are operational and that relevant personnel know
how to use them;
• Reporting and investigating accidents/incidents to the onboard client representative,
onboard contractor’s party chief, and to the land-based vessel HSE officer;
• Verifying the requisite skills, training and competence of the vessel crew;
• Communicating all aspects of HSE to the vessel crew;
• For on-ice teams, will normally be responsible for ensuring that the overall area on which
the on-ice team is working is monitored and any change in conditions is immediately
reported to the field team leader (either on the vessel or on the ice).
7.2.2 Client Representative
On occasion a client representative may be on the vessel. In such cases his/her responsibilities
may include:
• Ensuring the work activities are carried out as planned and resolving issues that may create
stoppages in the work;
• Promotion of HSE safety culture throughout the survey;
• Conducting daily inspections of the work area;
• Monitoring HSE goals and objectives;
• Ensuring that personnel receive a workplace induction at the start of the survey;
• Ensuring that vessel personnel and safety support facilities and equipment are made
available to the contractor as required;
• Daily monitoring of contract personnel;
• Resolving and communicating contractual issues;
• Communicating HSE alerts in a timely fashion;
• Reporting incidents to the client project manager ashore;
• Ensuring compliance with the project safety and environmental plan;
• Interactions with local groups or media.
Where a client representative is not present, the contractor Party Chief will assume the above
responsibilities.
7.2.3 Contractor Party Chief
Typically the following responsibilities will be allocated to the contractor party chief:
• Ensuring adherence to the HSE plan
• Conducting toolbox meetings (see Appendix H);
• Ensuring safe execution of the contractor’s work scope;
• Identifying and communicating all hazards within contractor’s area of responsibility;
• Supervising contractor personnel;
• Supervising metocean-related operations;
• Assign deck responsibilities and co-ordinate deck work;
• Monitoring and managing contractor personnel work hours;

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• Reporting and investigating incidents and near misses to the onboard client representative,
vessel master, and to the land-based contractor’s HSE officer (see Appendix I).
• For Arctic surveys an additional role may be the on-ice team leader. For some surveys,
where the contractor party chief is not on the ice (e.g. in local surveys they may remain
on the vessel supervising several teams), then an ice team leader should be appointed. This
individual may be responsible for more than one team in which case sub-team leaders
should also be appointed.
7.2.4 Helicopter or Aircraft Captain
The captain of the aircraft is responsible for compliance with the relevant procedures and
ultimately responsible for the aircraft, passengers and crew safety during the flight cycle. The
pilot is the final authority in deciding if it is safe for all operations involving aircrafts.
In the field the aircraft captain shall accept or reject the requested landing location based on
his judgement. Once a suitable landing location has been found and the aircraft has landed the
captain should assess the conditions. Once he judges it as safe he should, at his discretion, agree
to disembarkation of the field team.
For helicopter landings on ice it is recommended to conduct a soft landing, leaving some power
on the rotors to provide uplift, until the conditions have been assessed as safe to fully set down
the helicopter. Ref 12 (ISO 19906:2010) sub-clause 16.1.7 addresses helicopter landings on ice.
All members of a field team should be:
• Familiar with the hazards and risks and mitigation procedures associated with
disembarking and embarking from and to a helicopter with rotors turning;
• If applicable, trained in the procedures of loading and unloading helicopters.
Where aircraft are used for on-ice operations similar considerations to those above should apply.
7.2.5 Weather limitations
The ultimate decision to suspend or delay work due to bad weather conditions rests with the
appropriate authority as defined in the HSE plan. It is recommended that a site-specific weather
forecast, with a look ahead of several days, should be sourced for the duration of operations; this
will assist the planning and aid in the safety of metocean operations.
For Arctic surveys, consideration should be given to monitoring the ice and ice features within
an area sufficient to ensure safe operational responses in case of adverse events. Such monitoring
may include periodic acquisition and analysis of satellite images throughout the survey period.
The operating conditions should be defined in the ITT stage and verified before contract
award. However, in practice, this depends on a range of factors such as vessel size and response,
helicopter type, lifting capability, the experience of crew, the type of equipment to be deployed
and/or recovered etc. It is important that the process through which the decision to undertake
or suspend a survey is clearly defined and understood by all parties involved (i.e. Vessel Master,
Contractor Party Chief, Aircraft or Helicopter Captain and Client Representative).

7.3 Survey risk assessment

OGP provides guidance on risk assessment in report № 423 (Ref 2). The following section is
provided to assist in the process.
A risk assessment is a tool that can be used to identify health, safety, and environmental risks
associated with survey operations. The purpose of the risk assessment is to qualify and quantify
the risk (combination of probability of occurrence and consequence), and to ensure appropriate
management of the risks in order to mitigate the potential for incidents that could result in

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adverse HSE, financial or reputational outcomes. The assessment should follow a systematic
approach with consideration of the following:
• People, the workforce and/or the public
• Environment
• Assets
• Reputation
The contractor should carry out a formal risk assessment (typically with client) for the
planned survey operations. The Risk Assessment Team may include the team leader who has
the responsibility for leading the assessment, maintaining progress and issuing the report.
Risk Assessment Team members should have technical expertise covering the range of survey
activities anticipated. An HSE representative should also be included. If possible, relevant
transport services personnel should also be in attendance.
The risk assessment should be undertaken sufficiently early in the pre-mobilisation phase
such that any risk mitigation measures identified can be effectively implemented. The client
representative should participate in the contractor’s risk assessment to ensure that all major risks
are identified and appropriate risk prevention and/or mitigation measures are incorporated.
Either a Job Hazard Analysis (JHA) or a Job Safety Analysis (JSA) associated with the different
types of metocean operation should be prepared for each operation. Safe Work Instructions
should also be developed to cover all work to be performed during the survey.
Daily meetings should be held to ensure the field team members are fully aware of the risks
and control/mitigation measures associated with the work, and to provide a mechanism for
new issues to be raised and addressed as required. These meetings should involve all field team
personnel. They will normally take place at the start of the shift prior to undertaking work, once
the daily work plan is finalised and the environmental conditions are known. A JSA should
be completed each time a new survey task is performed for the first time. When conditions
change from those covered in the JSA, work should be stopped and the JSA revised or a new
JSA developed to address the change. Toolbox talks should be completed each time a new
measurement task is performed for the first time.
In Arctic surveys, where the ice field team is deployed on-ice away from a vessel or offshore
installation (remote operations), the team lead or an appointed safety officer should conduct
a brief safety meeting on the ice prior to the commencement of work. At this time safety
procedures for the day’s activities should be summarised as per the previous night’s meeting,
and any additional safety issues associated with working at the site (ice conditions, weather,
dangerous areas, other hazards such as wildlife) should be discussed and risk mitigation measures
undertaken as appropriate.
7.3.1 The assessment
The risk assessment typically begins with identification of potential hazards followed by risk
scenario development and subsequent assessment of the probability of occurrence, and the
consequence of the event using a risk matrix. The risk assessment team qualitatively assesses the
probability and consequence of potential hazards and incident scenarios using a risk matrix such
as that shown below. Incident severity increases as one goes from consequence 1 to 5 and the
likelihood increases as one goes from probability A to E. The red high risk areas are generally
deemed to be unacceptable whereas the paler, low risk, areas are deemed acceptable with minimal
to no controls. The medium shaded risk category is characterised as undesirable and risks should
be mitigated with engineering and/or administrative control to the extent possible.
When carrying out the assessment, consider the following questions:
• What could go wrong?

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• How likely is it to go wrong?

• What would happen if they occurred?
• What are the associated risks?
• Are the risks acceptable?
• How can the risks be reduced and what control and/or mitigation measures need to be
employed?
7.3.2 Base assumptions
Assumptions are used to set boundaries and establish initial criteria for survey operations
under consideration in the risk assessment. These may be considered as “already in place” risk
prevention or mitigation measures. Potential example assumptions may include factors such as:
• All team personnel will receive a detailed safety orientation prior to commencement of
activities;
• Everyone working on vessels will have received appropriate sea survival training;
• Everyone working with helicopters has received appropriate HUET and other required
training;
• Everyone working in remote locations or on the ice in Arctic areas has appropriate training
and understands their particular role;
• All vessels will have successfully passed a marine safety inspection;
• All aircraft will have been screened and accepted by client’s aviation authority;
• All transport utilised has passed client inspection.
7.3.3 Risk assessment matrix
This is an example of a risk assessment matrix (from OGP report № 423, Ref 2). Risk assessment
is subjective and the use of a risk assessment matrix similar to that below helps to provide a basis
for consistent assessment.

Consequence Increasing probability

A B C D E
Happens Happens
Never heard Heard Incident has
several several
Environment

of in E&P of in E&P occured in

Reputation
Severity

times a year in times a month

industry industry similar E&P in similar
similar E&P
People

Assets

operations E&P
operations
operations

No health No No
0 No effect
effect/illness damage impact

Management for continuous

Slight health Slight Slight Slight improvement
1
effect/illness damage effect impact
“Low”

Minor health Minor Minor Limited

2
effect/illness damage effect impact

Incorporate risk
Major health Local Local Considerable
3
effect/illness damage effect impact
reduction measures
“medium”
Single Major Major National
4 fatality damage effect impact

Multiple Extensive Massive International

Intolerable
5 “High”
fatalities damage effect impact

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Hazards may for example include various aspects of survey vessel deck operations, on ice
operations, personnel transfer and man overboard, natural hazards, fire, medical evacuation,
housekeeping, fuel transfers, etc. Each hazard is evaluated in terms of the preventative measures
that could be adopted to reduce the probability of the event occurring and mitigation measures
that could reduce the consequence if an event occurs. The assessment process initially includes
a clarification of prevention and mitigation measures to facilitate the evaluation procedures.
Preventative measures are those applied before the event to reduce the probability of the event
occurring, e.g. “Sufficient deck-space will be cleared to allow the moorings to be laid out on the
deck prior to deployment”, to avoid the possibility of the mooring and instruments becoming
damaged and minimise the possibility of personnel trips over the mooring.
Mitigation measures are those applied proactively to reduce the impact of the event, e.g.
“Immersion suit and life jacket will be worn while transferring”, to reduce the effects of falling
into the water.
Identification of the hazards begins with the development of a full list of events that could
affect the safety of the survey. The list is reviewed and discussed by the participants in order to
consolidate the hazards being considered. After the hazards are prioritised, the final hazard list
is used for scenario development.
The prevention and mitigation measures to be applied should result in an acceptable risk level
for hazards in the above example risk matrix.
7.3.4 Record keeping
The findings of the risk assessment will be documented and should cover the following:
• Identification of job steps;
• Hazards associated with the task;
• Control measures to reduce the risk;
• Mitigation measures to reduce the risk;
• Residual risk rating (assuming control measures and/or mitigations are in place);
• Names of those assigned to implement the risk-reducing measures;
• Name of assessor(s) and people consulted including date/time of assessment.

7.4 Environment plan

The Environment Plan is designed to protect the local physical (land, sea and air) and biological
(flora and fauna) environment. It should comply with any national regulations for the location.
The plan should consider all of the following as a minimum:
• The tracking and accounting of environmentally sensitive materials;
• Surveys should plan to use environmentally lower impact materials;
• Specifics as to how survey and vessel generated waste will be handled;
• Eliminating fuel spills when transferring fuel or when refuelling aircraft from ice (if part
of the work plan);
• Care to eliminate loss of equipment – may include attachment of safety/lift lines to
relevant equipment;
• Consideration of an oil spill response plan, including on the ice;
• Orientation and communication of all survey personnel to conduct operations in a
controlled and environmentally conscious manner;
• A robust and environmentally responsible fuel-management plan to support operations in
remote locations. Fuel caching and subsequent removal, at the conclusion of operations,
should also be included in the plan.

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7.5 Health plan

A Health Plan should be developed to address the risks likely to be encountered during the
survey. More details can be found in OGP report № 343, Managing health for field operations
in oil and gas activities (Ref 8). For work in extreme environments (such as deserts or arctic
regions), OGP provides health guidance in report № 398 (Ref 6).

7.6 Moorings
“Moorings” in this report refers to the mooring of survey instruments. Mooring designs vary
according to the type of instrumentation being deployed, water depth, length of deployment,
environmental conditions, level of risk, type of work vessel (and facilities), and method of
deployment and recovery. Moorings should be designed to ensure in-line loads during and
after deployment do not exceed the in-line loading capability of the instrumentation, mooring
components, subsurface buoyancy, frames, pulley blocks and stopping chains being used to
deploy the equipment. Wherever possible mooring modelling software should be employed
to ensure that loads and tensions do not exceed component design loads given the prevailing
metocean conditions and also that mooring knock down and instrument tilt are not sufficiently
excessive to affect data quality.
Mooring designs should have adequate corrosion protection. Further, consideration should be
given to ensure that depth capabilities of instrumentation, subsurface buoyancy as well as wear
and fatigue of mooring components are accounted for in the design.
All ‘A’ frames and gantries used should be certificated and have clear markings stating the SWL
limits. If frame structures are fabricated on the vessel, the vessel personnel should be responsible
for ensuring their fitness for purpose. Test lifts and lifting plans for all lifting operations should
be performed prior to performing any work. At this time, confirmation should also be sought
that all relevant equipment certification is available and that all safety critical equipment has up
to date, documented, maintenance records.

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8 - Mobilisation

The objective of this phase is to ensure that all necessary equipment and personnel are available
for the start of the survey. The completed HSE plan should be available to the client, contractor(s),
and subcontractor personnel.
Prior to mobilisation, it is likely that only the principal members of the client and contractor
project management team have knowledge of the full HSE Plan. During mobilisation,
management of both organisations should communicate the HSE Plan to all relevant personnel.

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9 - Execution

9.1 General
The objectives of this phase are to assure that the survey is conducted according to the agreed
scope of work and HSE Plan, and that additional HSE needs identified during survey activities
are properly addressed.
The execution of a typical metocean and ice study survey consists of mobilisation, service visits
and de-mobilisation all of which will be covered by this part of the HSE Plan.
Where the responsibility for supervision rests with the contractor, the client’s role should be to
monitor compliance with contractual terms and systems defined within the contract, including
assurance that:
• The contractor’s line management and indeed all contractor’s and subcontractor’s
personnel are committed to full compliance with the HSE Plan and safety culture;
• There is compliance with all HSE related clauses in the contract and the HSE Plan;
• The contractor has an internal HSE control system;
• The contractor is monitoring the quality, condition and integrity of his work-plan,
equipment and tools;
• The contractor is holding on-site HSE and technical meetings with all operational
personnel (e.g. JSA reviews, toolbox talks etc, see Appendix H);
• The contractor is implementing and participating in a programme of emergency scenario
drills;
• There is management of HSE risks which arise from changes to the work-plan;
• There is compliance with incident, near-miss and unsafe working practice reporting
investigation and follow-up (see Appendix I);
• Interface problems between contractors and subcontractors are being addressed.
For surveys where there is collaboration with academic researchers and/or government agencies,
there should be a clear expectation that they will participate in and align with the HSE processes
of the client and contractor.

9.2 Field operations

It is recommended that detailed daily plans are formulated for all surveys. These should include
reviews of HSE plans, details of safety briefings, logistic planning, weather forecast assessment
and aviation briefings, assembly and testing of equipment and communications systems.
JSAs should be reviewed and signed off prior to specific tasks. Tool box talks should be performed
prior to each new task (see Appendix H).
Near misses should be reported and reviewed with the team in a timely manner (see Appendix
I).

9.3 Management of change

If during the course of the measurement programme or extended field operations, a change
in circumstances requires additions or changes to the HSE procedures, a process for the
management of change should be followed and may include the following:
• Identify the need for change, modification or introduction of a new policy/procedure;
• Discuss the need for change amongst relevant field team members and other affected
persons;

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• Document the goals of the change, modification, or introduction of a new policy or

procedure and conduct a risk assessment;
• Obtain final approval of the change from relevant management of both client and
contractor;
• Ensure that all relevant parties (all affected by the change) agree and sign off; team lead or
appointed safety officer communicate the changes to any HSE protocols to the field team
and other affected persons;
• Educate all team members relative to the change and provide training if required;
• Obtain any required approvals and authorisations from relevant regulatory authorities;
• Implement the change and establish control measures to ensure risk levels are as low as
reasonably practical (ALARP) and acceptable;
• Monitor the change, modification, or new policy/procedure closely for failures;
• Address failures in a timely manner (people sometimes resist change).

9.4 Demobilisation
The final stage of the survey includes the return of personnel and equipment to their appropriate
locations. Particular care is needed by personnel during this phase when there may be a tendency
to relax vigilance as the main survey works are complete.

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10 - Close-out

The objective of this phase is to conduct a joint evaluation of the contractor’s and client’s HSE
performance and to provide feedback as appropriate. Client and contractor should ensure that
their respective procedures are updated with the lessons from the survey.
Ideally, HSE performance should be tracked on a regular basis with lessons incorporated into
the programme if possible throughout the contract and performance of the work, with the final
report being the distillation of the regular monitoring process and the end of contract review.
However, the short duration of many surveys may make this impracticable.
Contracts may be closed out with a contractor performance report (both HSE and technical)
prepared by the client that provides feedback for future knowledge and learning.
The final report should:
• Address the quality of the original HSE Plan and its relevance to the overall contractor(s)
performance, stipulating what was learned and how future contracts should be structured;
• Highlight positive aspects of learning and how they can be applied in future. If appropriate,
this learning should be shared with the contractor;
• Incorporate any new hazards identified into the hazard identification and evaluation process
for future contracts. This information should be disseminated to other organisations as
appropriate. It is strongly recommended that incidents and unsafe working practice be
shared via OGP;
• Include an analysis of the client and contractor’s HSE performance for mutual
improvement;
• Include information on the contractor as a reference for the client bid list to provide advice
for improvements in assessing future tenders;
• Consolidate lessons learned with the aim of improving future programmes.
The close-out HSE data should be recorded and made accessible for future reference. A
documented record of HSE performance should be kept on each contractor.

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11 - Inspection and HSE auditing/reviews

Inspections and HSE Audits/Reviews are tools the client and contractor should use to
demonstrate compliance with the terms of the contract and in particular the HSE-MS. They
may be employed at any stage of the activity (from pre-qualification to close-out) to enhance
safety.
In preparing the ITT, the client should indicate the nature and number of audits it may undertake
during the contract, although this will, to some extent, be dependent on the performance of the
contractor on the current and past activities.
Audits should be structured such that they permit determination of demonstrable commitment
to HSE issues throughout the contractor’s organisation, rather than simply a commitment to
producing HSE documentation.
Vessel and equipment audits are of particular importance in metocean survey activities. A
checklist that could form the basis of an initial audit is presented in Appendix C.
This checklist should be viewed as the minimum standard acceptable for a metocean survey
vessel but it is likely that for completeness and uniformity the normal industry recognised vessel
inspection standards will be followed (e.g. IMCA CMID and OCIMF OVID protocols) and,
where necessary, an accompanying ice-breaking supplement (see Ref. 11).

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12 - References

1. Guidelines for the development and application of health, safety and environmental systems,
OGP report № 210, July 1994.
2. HSE management - guidelines for working together in a contract environment. OGP
Report № 423, June 2010.
3. Managing HSE in a geophysical contract, OGP Report № 432, December 2009.
4. Aircraft management guidelines, OGP Report № 390, July 2008.
5. Aviation weather guidelines. OGP Report № 369, October 2005.
6. Health aspects of work in extreme climates. OGP Report № 398, December 2008.
7. Land transportation safety recommended practice. OGP Report № 365, April 2005.
8. Managing health for field operations in oil and gas activities, OGP Report № 343, May
2003.
9. Guidelines for medical aspects of fitness for offshore work, a guide for examining physicians.
UKOOA report, January 2007.
10. IMCA/UKOOA Common Marine Inspection Document, Issue 7, March 2009.
11. IMO guidelines for ships operating in Arctic ice-covered waters.
12. ISO 19906:2010 Petroleum and natural gas industries - Arctic offshore structures.
13. BIMCO Supplytime 2005. Available at the BIMCO website: (https://www.bimco.org/).
14. Diving recommended practice, OGP report № 411, June 2008.

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Appendix A - HSE checklist for

clients when preparing the ITT
A1 - ITT technical questions

Has the HSE contracting strategy been made clear - use the Client or contractor HSE-MS?

What external accreditation certification does the contractor hold?

Have competence records been requested?

Do the nominated offshore operatives have the minimum standard certification?

Has on the job training been considered?

Does the contractor have relevant experience in a similar region working with a similar vessel and resources*?

Is there a statement regarding the required number of site personnel and the recommended daily working hours
required?

Has a mooring design statement regarding SWL of all components been requested?

Have vessel standards been addressed?

Has vessel audit been mentioned?

Have vessel specifications been requested?

Are previous client vessel audits acceptable?

Are there clear statements regarding the type of HSE documentation that are required, PSP, ERP, JSA’s etc?

Has any relevant Client information been made available to contractor?

Is the HSE questionnaire attached? (Appendix B1)

Is there a stipulation that contractor supply HSE documentation on award of contract?

Is there a stipulation that contractor submits near-miss/UWP records?

Are ‘Notice to Mariners’ permits and permissions applicable?

A2 - ITT Arctic operations - additional questions

Does the contractor have relevant experience in the arctic working with a similar vessel(s), aviation support and
resources*?

Have appropriate arctic operations and ice safety and rescue training been considered?

Has the client aviation specialist been involved in considering helicopter and aviation support to the survey?

Have communication systems and training been considered?

Has consideration been given to the provision of ice survival kits?

*Experience in working in a variety of countries/climates around the world would be relevant here, as
would be Contractor experience in obtaining, assessing and auditing a local vessel.

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A3 - ITT commercial questions

Is vessel at cost + x%?

Is it clear that all the above technical factors have been taken account of in the price?

What HSE meetings have been defined?

Has ballast weight removal been addressed?

Is vessel equipment with all required lifesaving appliances required and equipment to perform the survey?

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Appendix B - General guidelines for

preparation of HSE questionnaire
• The questionnaire should cover the information required for the Client to assess the
extent to which the contractor administers and manages HSE.
• The contractor should be advised to include both major and support activities and not
only those conducted on client sites.
• Emphasis should be placed on the need for complete answers substantiated by supporting
documentation as far as is practicable. Responses and any supporting documentation
should relate specifically to the policy and organisational arrangements of the client that
would be the signatory of any contract.
• Submissions should be assessed by a scoring mechanism that can be used in the evaluation
process.
• If necessary, follow-up discussion with the contractor’s management may be needed.
• The contractor should be encouraged to identify where it exceeds client requirements. In
cases where contractors exceed client requirements and this is deemed to provide added
value, this excellence should be recognised.

B1 - Questionnaire to assess Contractor HSE gaps and capabilities

Clients may decide that if contractor has a valid external accreditation certificate (examples
below), then the HSE questionnaire below may not require completion - this is at client
discretion.
• ANSI/AIHA Z10, Occupational Health and Safety Management Systems (the US
standard).
• CSA Z1000, Occupational health and safety management (the Canadian standard).
• BS OHSAS 18001, Occupational health and safety management systems – Requirements
(the British standard, which is identical to the international OHSAS 18001:2007
standard).
For use at the tendering phase, optional at pre-qualification:

Questionnaire items Responses

Section 1: Leadership & Commitment
Commitment to HSE through leadership How are senior managers and survey leads
personally involved in HSE management?
Provide evidence of commitment throughout the
organisation.
How do you promote a positive culture towards HSE
matters?

Section 2: Policy and Strategic Objectives

HSE policy documents Do you have an HSE policy document?
If the answer is YES please attach a copy.
Who has overall and final responsibility for HSE?
Are HSE objectives & performance measured and
recorded. If so provide details
Availability of policy statements to Itemise the methods by which you have drawn your
employees policy statement to the attention of all your employees.
What are your arrangements for advising employees
of changes in the policy?

Section 3: Organisation, Responsibilities, Resources, Standards and Documentation

Organisation - commitment and How is management involved in HSE activities, setting
communication objectives and monitoring?
How are you structured to manage and communicate
HSE effectively?
What provision do you make for HSE communication
meetings?

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Questionnaire items Responses

Competence and Training of Have the managers and supervisors who will plan,
managers/supervisors/senior site staff/ monitor, oversee and carry out the work received
HSE advisors formal HSE training in their responsibilities with
respect to conducting work to HSE requirements?
If YES please give details. Where the training is given
in-house please describe the content and duration of
courses.
Competence and General HSE training What arrangements do you have to ensure new
employees have knowledge of basic industrial HSE,
and to keep this knowledge up to date?
What arrangements do you have to ensure new
employees also have knowledge of your HSE policies
and practices?
What arrangements do you have to ensure new
employees have been instructed and have received
information on any specific hazards arising out of the
nature of the activities? What training do you provide
to ensure that all employees are aware of client
requirements?
What arrangements do you have to ensure existing
staff HSE knowledge is up to date?
(If training is provided in-house please give details of
content).
Specialised training How have you identified areas of your operations
where specialised training is required to deal with
potential hazards? (Please itemise and provide details
of training given).
If the specialised work involves radioactivity, asbestos
removal, chemical or other occupational health
hazards, how are the hazards identified, assessed
and controlled?
HSE qualified staff - additional training Do you employ any staff possessing HSE qualifications
that aim to provide training in more than the basic
requirements?
Assessment of suitability of How do you assess:
subcontractors/ other companies
i. HSE competence;
ii. HSE record of the subcontractors and companies
with whom you place contracts?
Where do you spell out the standards you require
your subcontractors to meet?
How do you ensure these standards are met and
verified?
Standards Where do you spell out the HSE performance
standards you require to be met?
How do you ensure these are met and verified?
How do you identify new industry or regulatory
standards that may be applicable to your activities?
Is there an overall structure for producing, updating
and disseminating standards?

Section 4: HSE Legislation, standards and documents

Identification of HSE laws, rules and Have all applicable HSE laws, rules and regulations
regulations of any government or regulatory body having
jurisdiction over the survey operations been recorded
and identified in the project plan?
Obtaining HSE permits and Where client assistance is required to obtain HSE
authorisations licenses, permits, temporary permits and
authorisations required by applicable laws, rules and
regulations for the performance of the project, has this
been specified?

Section 5: Hazards and Effects Management

Hazards and effects assessment What techniques are used for the identification,
assessment, control and mitigation of hazards and
effects?
Exposure of the workforce What systems are in place to monitor the exposure of
your workforce to chemical or physical agents?

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Questionnaire items Responses

Handling of chemicals How is your workforce advised on potential hazards
(chemicals, noise, radiation, etc.) encountered in the
course of their work?
Personal Protective Equipment What arrangements are there for provision and
upkeep of protective equipment and clothing, both
standard issue, and that required for specialised
activities?
Waste management What systems are in place for identification,
classification, minimisation and management of
waste?
Drugs and alcohol Do you have a drug and alcohol policy? If so, does it
include pre-employment and random testing?

Section 6: Planning and Procedures

HSE or operations manuals Do you have an HSE manual (or Operations Manual
with relevant sections on HSE) that describes in detail
your firm’s approved HSE working practices relating
to your work activities?
If the answer is YES, please attach a copy of
supporting documentation.
How do you ensure that the working practices and
procedures used by your employees on-site are
consistently in accordance with your HSE policy
objectives and arrangements?
Equipment control and maintenance How do you ensure that plant and equipment used
within your premises, on-site, or at other locations by
your employees are correctly registered, controlled
and maintained in a safe working condition?
Road Safety Management What arrangements do you have for combating road
and vehicle incidents?

Section 7: Implementation and Performance Monitoring

Management and performance What arrangements do you have for supervision and
monitoring of work activities monitoring of performance?
What types of performance criteria do you use; give
examples?
What arrangements are there for passing on any
results and findings of this supervision and monitoring
to your:
i. Base management;
ii. Site employees?
HSE performance achievement awards Have you received any award for industry HSE
performance achievement? If so, please provide
details.
Statutory notifiable incidents/ Have you suffered any statutory notifiable incidents in
dangerous occurrences the last five years (safety, occupational health and/or
environmental)?
(Answer with details including dates, country, most
frequent types, causes and follow-up preventative
measures taken).
Improvement requirement and Have you suffered any improvement requirement or
prohibition notices prohibition notices by the relevant national body,
regulatory body for HSE or other enforcing authority
or been prosecuted under any HSE legislation in the
last five years?
(If your answer is YES please give details.)

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Questionnaire items Responses

HSE performance records Have you maintained records of your incidents and
HSE performance for the last five years?
(If YES, please provide the following: Number of:
Fatalities, Lost Time Injuries, Lost Workday Cases,
Medical Treatment Cases and Restricted Work Day
Cases. Also include the Fatal Accident Rate, Lost Time
Injury Frequency and Total Recordable Incident Rate
for each year.
(NOTE: Please include your firm’s definitions of the
above mentioned terms - for clarification refer to the
OGP Safety Performance Accident Data Report).
How is health performance recorded?
How is environmental performance recorded?
How often is HSE performance reviewed and by
whom?
Incident investigation and reporting Who conducts incident investigations?
How are the findings following an investigation, or a
relevant incident occurring elsewhere, communicated
to your employees?
Are near-miss safety lessons reported?

Section 8: Auditing and Review

Auditing Do you have a written policy on HSE auditing?
How does this policy specify the standards for
auditing (including unsafe act auditing) and the
qualifications for auditors?
Do your HSE Plans include schedules for auditing and
what range of auditing is covered?
How do you verify the effectiveness of auditing and
how does management report and follow up audits?

Section 9: HSE Management - Additional Features

Memberships of Associations What are the nature and extent of your participation
in relevant industry, trade and governmental
organisations?
Additional features of your HSE Do you have any other HSE features or arrangements
management not described elsewhere in your response to the
questionnaire?

Section 10: Additional Organisation Specific Information

Please add any additional relevant Client-specific
information here.

B2 - HSE tender evaluation points system

B2.1 - Scoring
The contractor’s tender should be evaluated by attaching a score to the selected response for each
category (see Appendix B2.2).
An example evaluation system provided for guidance purposes only to help assess the contractor’s
HSE capability is shown in Table B2.2. In this table, a possible method for allocating points is:

A B C D

HSE Plan documentation (Sections 1 to 5, 7 & 8 0 3 6 10

Performance and experience factors (HSE incidents) (Section 6) 0 7 14 20

For guidance purposes elements scoring 0 should normally disqualify a contractor from being
included in a pre-qualification list. If, however, a tender is still to be considered, any 0-rated
elements should be highlighted. However, the final rating system and disqualification thresholds
are left to individual clients to determine.

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In practice, it may be difficult to differentiate between classes; it is suggested that 2 or 3 staff

complete this score sheet and the results compared and/or combined.

B2.2 - Rating of Contractor’s pre-qualification by a points scoring system

A B C D
Section 1: Leadership & Commitment
Commitment to HSE through leadership: Item 1(i)
No commitment from senior HSE disciplines delegated to line Evidence of active senior Evidence of a positive HSE culture in
management. managers - no direct involvement by management involvement in HSE senior management and at other
senior management. aspects. levels.

Section 2: Policy & Strategic Objectives

HSE policy documents and availability: Items 2(i) and 2(ii)
No written HSE policy. A policy statement exists but not in a HSE policy establishes responsibility Policy with clearly established
widely distributed document. for HSE, but not widely distributed. responsibility and accountability; is
distributed to employees; and is
visible on notice boards.

Section 3: Organisation, Responsibilities, Resources, Standards & Documentation

HSE communication and meeting programmes: Item 3(i)
None. Periodic HSE meetings for special HSE meetings performed on a In addition to C, employees are
operations only. regular basis at management and assigned topics to discuss on a
supervisor level. rotational basis.

Staff HSE training: Item 3(ii)

No specialised staff training. HSE training assigned to a specific HSE training applied to HS training given formally to all
person on location. management but not relevant staff on their respective
comprehensively covered. responsibilities.

Employee orientation and training programme: Item 3(iii)(a)-(d)

No formal programme. Verbal instructions on procedures Employee handbook provided and All under C together with: follow-up
only. supervisor outlines, explains and observation of the new employee’s
Orientation booklet provided for demonstrates new employee’s job. work is also included. Employee has
new employees but no on-the-job explained to him safe practices and
orientation by supervisor. emergency duties.

Specialised training: Items 3(iv)(a) and (b) and 3(v)

No HSE training established. On-site basic training conducted HSE training is given for specialised Formal HSE training programmes
occasionally. operations, but no routine training have been developed in all areas
conducted. and are conducted on a regular
basis. Retraining periods are
established.

Subcontractors: Item 3(vi)(a)-(c)

No written arrangements. Written arrangements in place for HSE arrangements incorporated in HSE arrangements exist in
basic HSE matters only. HSE manual but not in a format that handbook form, distributed to all
is distributed to all employees. employees, subcontractors,
subcontractor employees and are
enforced. Follow-up audits held
with discussion/feedback to
management and employees.

Standards: Items 3(vii)(a)-(c)

No HSE standards available. Basic HSE standards exist. Has written HSE standards to cover Has a system of specifying,
all hazardous operations. monitoring compliance and
updating standards.

Section 4: HSE Legislation, standards and documents

HSE Laws, rules and regulations: Item 4(i)
No attempt to identify applicable Some limited attempt to identify Most applicable HSE laws, rules All applicable HSE laws, rules and
HSE laws, rules and regulations. applicable HSE laws, rules and and regulations have been regulations have been identified.
regulations. identified.

Obtaining HSE permits & authorisations: Item 4(ii)

No attempt to advise Client on Some limited attempt to advise Good attempt to advise Client on Full details provided to Client on
assistance required to obtain Client on assistance required to assistance required to obtain assistance required to obtain
applicable HSE laws, rules and obtain applicable HSE laws, rules applicable HSE laws, rules and applicable HSE laws, rules and
regulations. and regulations. regulations. regulations.

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A B C D
Section 5: Hazards and Effects Management
Hazards and Effects Assessment: Item 5(i)
HSE system does not include HSE system makes reference to the HSE system includes methods for the HSE system has a comprehensive set
hazards and effects assessment. need to assess hazards and effects assessment of major hazards and of methods for the assessment of all
but has no comprehensive structure effects. HSE hazards and effects and
to carry this out. applies them to all of its contracts
with documentation.

Exposure of the workforce: Item 5(ii)

Does not actively advise the Advises the workforce of the major Has formal methods for monitoring Has a set of formal methods for
workforce nor monitor exposure. hazards that they are likely to be exposure to the major hazards. monitoring exposure to all
exposed to but only monitors foreseeable hazards (linked to its
exposure randomly. hazards and effects assessment
method) and applies them to all
contracts.

Potential Hazards (chemical, physical and biological hazards such as noise, radiation, vapours, fumes, temperature extremes etc): Item 5(iii)
Makes no special provision for Provides information to workforce in Distributes information to individuals Maintains a database of the
advising the workforce about the workplace on properties of in the workforce at start of their properties of all potential hazards
properties of potential hazards. potential hazards but has no active involvement on-site. encountered in its contracts and has
follow-up. formal methods of information
distribution to all personnel and
trains its workforce in handling, etc.

Personal protective equipment (PPE): Item 5(iv)

Basic PPE provided to personnel but PPE requirements formally assessed PPE requirements formally assessed Procedures in place to assess all PPE
no corporate procedure for but little effort made to ensure with spot checks on usage. requirements, to monitor and
assessing individual needs. correct usage. enforce usage and replacement
needs. Stock inventories monitored,
kept above demand levels. Training
in use provided where needed.

Waste management: Item 5(v)

No formal methods for the control of Has general procedures for waste Has procedures for the disposal of Has a formal system for waste
waste. disposal. each of the main categories of site management (including
wastes but makes no provision for identification, minimisation and
minimising environmental impact. classification), that seeks actively to
minimise environmental impact.

Section 6: Planning and Procedures

HSE or operations manuals: Item 6(i)(a) and (b)
No HSE procedures available. Basic HSE procedures exist. Has written HSE procedures to cover Has procedures to cover all HSE
all hazardous operations. precautions, typical Contractor HSE
Plan requirements with a system of
updating and dissemination to
employees.

Equipment control and maintenance: Item 6(ii)

No defined programme to identify Plan relies on outside sources, ie A written programme outlining In addition to C, periodic
or evaluate hazardous practices and Organisation inspections. supervisory guidelines, inspections conducted by top
equipment conditions. Supervisory inspection of equipment responsibilities, frequency and management or by teams of
confined to worksite personnel only. follow-up is in effect. specialists.

Road Safety Management: Item 6(iii)

No special attention paid to road Importance of road safety Has a general management strategy Has a complete strategy and set of
safety as an area of hazardous acknowledged but left to core with some procedures for its plans and procedures covering
activities. business managers/supervisors to component issues. vehicles, drivers and operations
enact individually. management.

Section 7: Implementation and Performance Monitoring

Management and performance monitoring of work activities: Items 7(i) and 7(ii)
No system for formally monitoring Performance monitoring in a few Has a system for monitoring HSE Has a comprehensive system for
HSE performance. areas carried out. performance in key areas. monitoring performance in all areas
with feedback to employers for
improvement and has received
awards for achievement.

Statutory notifiable incidents, dangerous occurrences, improvement requirements and prohibition notices: Items 7(iii) and 7(iv)
More than one occurrence of major One occurrence of a major incident Occurrences relate to minor No occurrences in the last five
incident in last five years. in the last five years. incident(s) only. years.

HSE performance records (latest year injury rate comparison to three preceding years average): Item 7(v)(a)-(d)

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A B C D
Supplied insufficient information to Rate is not improving. Shows only minor rate improvement. Rate steadily improving by more
establish rate or rate increases. than 20 per cent per year..

Criteria for absolute performance

Rate over 200 per cent that of Rate under 200 per cent that of Rate under 120 per cent that of Rate better than that of
Organisation. Organisation. Organisation. Organisation.

Incident Investigation and reporting: Item 7(vi) (a) - (c)

Findings not generally Findings communicated to key Findings communicated to all As in C but with the addition of
communicated. personnel only via limited internal employees via specific notice. details of implication for improving
memo or similar media. HSE performance.

Section 8: Auditing and Review

Auditing: Item 8(i)(a)-(c)
Audit process is cursory only - HSE HSE documents include reference to HSE documents include details of As in C but additionally specifies
documents are not explicit about auditing but there are no specific how auditing is to be implemented management’s role in audit and
auditing. details about scheduling and with schedules/coverage for the key follow-up on action items.
coverage. areas.

Section 9: HSE Management - Additional Features

Membership of Associations: Items 9(i) and 9(ii)
No memberships. Has membership of at least one Is a member of at least one HSE Is an active participant in at least
association but with no prominence association. one HSE association.
given to HSE.

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48 ©OGP
 HSE guidelines for metocean & Arctic surveys

Appendix C - Minimum
metocean vessel HSE standard
Introduction
Metocean measurement work has special challenges which are exacerbated in remote and
especially arctic regions. Therefore, the suitability of the vessel engaged on the work can have a
significant impact on the safe completion of a measurements program.
This document is designed to give the vessel owner an indication of the specifications and
capability of vessel required.
Each section covers a different aspect of the vessel suitability and all sections should be filled
in as completely as possible. Should additional notes or comments be required please attach
additional pages. The first section is just the basic details of the vessel for the bid preparation
stage, the second section is a questionnaire to the owners of the vessel prior to inspection and
the third section is for the Party Chief to complete on site.
If a third party IMCA or OVID audit has been completed in the last three months and a copy
of this can be supplied then only Section 1 needs to be completed.
This document provides the basis of the vessel audit that will be completed by the contractor
personnel who will attend the vessel. It will give guidance to the areas that we will be inspecting
during this audit.
This self-assessment will form part of the charter party with the additional clause being added
to the terms and conditions.
“The charterer reserves the right to suspend or cancel the charter party without prejudice in the event
that the details contained in the self assessment audit form completed by owners dated……. have
been misrepresented or falsified.”

Abbreviations

AHV Anchor Handling Vessel

AIS Automatic Identification System
CA Certifying Authority
COLREGS Collision Regulations
CoS Chamber of Shipping
COSHH Control of Substances Hazardous to Health
COSWP Code of Safe Working Practices for Merchant Seamen
DC Daughter Craft
DESIGN Diving Equipment System Inspection Guidance Notes
DOC Document of Compliance
DP Dynamic Positioning
DPA Designated Person Ashore
DSE Display Screen Equipment
EPIRB Emergency Position Indicating Radio Beacon
ERP Emergency Response Plan
FMEA Failure Modes & Effect Analysis
FRC Fast Rescue Craft
GMDSS Global Maritime Distress & Safety System
HAV Hand Arm Vibration

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HLO Helideck Landing Officer

HP High Pressure
HRL Hyperbaric Rescue Lifeboat
HSE UK Health & Safety Executive
IAGC International Association of Geophysical Contractors
ICS International Chamber of Shipping
IMCA International Marine Contractors Association
IMDG International Maritime Dangerous Goods Code
IMO International Maritime Organisation
IOPP International Oil Pollution Prevention Certificate
ISM International Safety Management
ISPS International Ship & Port Facility Security
LR Lloyds Register
LSA Life Saving Appliance
MARPOL Merchant Shipping (Prevention of Oil Pollution) Regulations
MCA Maritime & Coastguard Agency
MERSAR Merchant Search & Rescue
MOB Man Overboard Boat
OPITO Offshore Petroleum Industry Training Organisation
OVID Offshore Vessel Inspection Database
OWS Oily Water Separator
PFEER Prevention of Fire & Emergency Escape Regulations
POB Personnel On Board
PPE Personal Protective Equipment
PTW Permit To Work
RDF Radio Direction Finding
ROV Remote Operated Vehicle
SART Search & Rescue Transponder
SBV Standby Vessel
SMS Safety Management System
SOLAS International Convention for the Safety of Life at Sea
SOPEP Shipboard Oil Pollution Emergency Response Plan
STCW International Convention on Standards of Training, Certification & Watchkeeping for Seafarers
SWL Safe Working Load
UKOOA United Kingdom Offshore Operators Assocation (now UK Oil & Gas)
UMS Unattended Machinery Space

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C1 - Vessel particulars - bid preparation phase

Requested Information

Name of Vessel

IMO number

Type of Vessel (include detail of any special features)

Previous name(s)

Date of inspection

Port of inspection

Name of Master

Vessel operation at time of inspection e.g. mobilising,

loading, discharging, bunkering, repairs or idle

Name of Vessel Owner

Address of Vessel Owner:

Tel:
E-mail:

Name of Vessel Operator

Address of Vessel Operator:

Tel:
E-mail:

Date current Vessel Operator assumed responsibility for vessel

Manning Agent

Address of Manning Agent:

Tel:
E-mail:

Flag (if the vessel has changed flag within the past 6 months,
report date of change and previous flag in Additional
Comments)

Port of Registry

Classification Society (if vessel has changed class within the

past 6 months, report date of change and previous
classification society, in Additional Comments)

Class ID number

Hull type

Gross Tonnage

Deadweight Tonnage

L.O.A.

Beam

Maximum Draft

Max Speed

Main Engine(s) Type, Horsepower & Manufacturer

Number of Engines

Number & Type of Main Propellers

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Number of Rudders

Number of Generators

Kort Nozzles Fitted

Bow Thruster Fitted (number & type)?

Stern Thrusters Fitted (number & type)?

Other Propulsors Fitted (number & type)?

Rated Bollard Pull (as applicable)

Type of bunkers

Bunker capacity

Daily Fuel Consumption

Potable Water Capacity

Can vessel make potable water?

Inmarsat number

V-Sat number

Vessel mobile phone number

Vessel email address

Call sign

Date of last owner’s/operator’s/superintendent’s visit to vessel

Name of vessel’s P&I club

Date of last port inspection

Name of contact details for designated person ashore

Date of last dry docking or in water survey

Location of last dry docking or in water survey

Date next dry docking due

Ice Class (if relevant)

Additional Comments (include any additional specialised

equipment vessel has onboard)

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C2.1 - Pre-inspection questionnaire - execution phase

To be sent to vessel owner prior to inspection

YES NO Comments

1.1.1 - Does the vessel have a winch onboard?

(If yes, please give details; include location of winch, drum
capacity, SWL.)

1.1.2 - Does the vessel have an A-Frame onboard?

(If yes, please give details; include location of A-Frame, range
of movement, SWL.)

1.1.3 - Does the vessel have a crane onboard?

(If yes, please give details; include location of crane, reach,
SWL.)

1.1.4 - How much clear aft deck space is there? (in sq

metres)
(Please provide a sketch of the aft deck area including positions
of cranes, winches, etc.)

1.1.5 - Is there dry office space available for

charterer’s use at deck level?
(If yes, please give details.)

1.1.6 - Is there an FRC craft available for use in

charterer’s operations?

1.1.7 - Has the vessel owner been briefed on the type

of work the charterer proposes to undertake?

1.1.8 - Has the vessel previously undertaken any

metocean/mooring deployment work?
(If yes, please give details.)

1.1.9 - Is the vessel ice strengthened? If so, provide ice

class.

1.1.10 - Does the vessel have adequate deck lighting

to support night or Arctic operations under poor
lighting conditions.
(If yes, please give details.)

Previous inspections

YES NO Comments

1.2.1 - Has the vessel undergone a third party IMCA

or OVID audit in the last six months?
(If yes, please include a copy of the report, if a copy of this
report is included there is no need to complete sections 3-10.)

1.2.2 - Has the vessel undergone any other third party

audit or inspection in the last year?
(If yes, please include a copy of the report.)

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C2.2 - Certification & documentation

Statutory certificates should be valid and in date.
They shall be either written in English or have English translations to accompany each certificate.

YES NO Comments

2.1.1 - Is the vessel free of outstanding conditions of

class & any safety-related memoranda?
(Give number of conditions of class outstanding and detail any
safety-related items.)

2.1.2 - Are all statutory certificates valid?

(The certificates and documentation listed below shall be
checked and verified as in date. Note any Certificates due to
expire during the period of Charter, Contract or Hire, or close
to expiry date. Copies of all certificates should be included
with this report.)
See Appendix C for a complete list of Certificates and
Documentation that shoudl be onboard, depending on vessel
type.

2.1.3 - Does the vessel have an ISM Safety

Management Certificate?
(Please include a copy of the certificate and the most recent
internal audit.)

2.1.4 - Does the vessel have current Health, Safety &

Environmental policies?
(If yes, please include a copy of the policies.)

2.1.5 - Does the vessel maintain an indexed library of

procedures and publications?

2.1.6 - Is the Chain Register/Lifting Appliance Register

up to date?

2.1.7 - Do all cranes, winches, derricks and pad eyes

have valid SWL certificates?

2.1.8 - Are Oil Record Book(s) completed and up to

date?
(If any pollution incidents have occurred in the last twelve
months, note how were they closed out, and what preventative
measures were put in place.)

2.1.9 - Are systems in place for reporting defects to the

Operator?

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Expiry date for below certificates to be completed and copies of certificates marked with * to be
attached including inspection pages.

Applicable to
Certificate Vessel Type Expiry Date Comments
Y/N

* International Tonnage Certificate (1969)

International Load Line Certificate

International Load Line Certificate Exemption

* Cargo Ship Safety Construction Certificate

Intact Stability Booklet

* Cargo Ship Safety Equipment Certificate

* Cargo Ship Safety Radio Certificate

Cargo Ship Safety Radio Exemption Certificate

Damage control booklets

* Minimum Safe Manning Document

Cargo securing manual

International Oil Pollution Prevention Certificate

Offshore support vessel Certificate of Fitness (for

hazardous and noxious liquids); or International
Pollution Prevention Certificate for the Carriage of
Noxious Liquid Substances in Bulk (INLS
Certificate)

Document of Compliance with the special

requirements for ships carrying Dangerous Goods

Dangerous Goods Manifest or Stowage plan

Garbage management plan and garbage record

book

Diving Systems Safety Certificate

Dynamically Supported Craft Construction and

Equipment Certificate

Oil Record Book

Shipboard Oil Pollution Emergency Plan

Shipboard Marine Pollution Emergency Plan

International Air Pollution Prevention Certificate

* Safety Management Certificate

* Document of Compliance (copy)

Noise Survey Report

* Continuous Synopsis Record

* ISPS Certificate (copy)

Ship Security Plan (not for examination - content

secure to vessel)

Cabotage - if applicable

Anti-fouling/TBT free - if applicable

MARPOL IV/V/VI - if applicable

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Applicable to
Certificate Vessel Type Expiry Date Comments
Y/N

Ship Sanitation Certificate - Derat

Ballast Water Management Plan

P&I

H & M Insurance certificate

Employer Liability Insurance

Locally applicable additional certificates

C2.3 - Crew management

All officers should possess valid certificates/licences appropriate to their rank. All parties should
share a common goal to operate the vessel safely and efficiently. The provisions of STCW in
respect of qualifications and competence must be met.

YES NO Comments

3.1.1 - Do all officers have the required certificates for

their rank?

3.1.2 - Do all crew members have flag authority

endorsements for their certificates?

3.1.3 - Have the requirements of the “Minimum Safe

Manning” certificate been met?

3.1.4 - Has the Master been promoted in the last 12

months?
(If yes, please provide details below of experience on similar
type vessels.)

3.1.5 - Are minimum requirements for GMDSS

operators met?
(Give details of crew with GMDSS certificates below)

3.1.6 - Do the operators have a procedure for

assessing crew competence?
(Please provide detail below.)

3.1.7 - Has sufficient provision been mode for

medical/first aid training?
(Please provide detail below.)

3.1.8 - Do all crew members onboard speak English?

(Where English is not spoken by all, arrangements shall be
made to ensure that orders and information can be transferred
efficiently and without ambiguity, e.g. provision of a Liaison
Master.)

3.1.9 - Is there a policy in place for working hours to

avoid issues related to fatigue?
(Please provide details and should meet ILO Convention (No.
180) concerning Seafarers’ Hours of Work and the Manning of
Ships.)

3.1.10 - Does the vessel operator have a drug and

alcohol policy
(Please provide details below.)

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C2.4 - Bridge, navigation & communications equipment

The existence of established bridge organisation and passage planning procedures, and the
professional application of ship handling and navigational practices in compliance with
international regulations, shall be checked. Enquiry shall be made as to whether bridge manuals
or navigation procedures exist and include general information and requirements on navigation,
bridge organisation, watchkeeping, equipment, pilotage and port arrival and departure
procedures. Navigation equipment shall be in operational condition.

YES NO Comments
4.1.1 - Is the vessel provided with Operator policy
statements, instructions and procedures with regard to
safe navigation?

4.1.2 - Are vessel manoeuvring characteristics

displayed on the bridge?

4.1.3 - Are the auto, manual and emergency steering

changeover procedures displayed on the bridge?

4.2.1 - Is the deck logbook fully maintained in ink,

both at sea and in port?

4.2.2 - Does the vessel have written procedures for

entry into a 500-metre zone?

4.2.3 - Are Standing Order and Master’s Night Order

Books used?
(Standing Orders issued by the Operator are endorsed by the
Master and signed by all deck officers.)

4.2.4 - Is the standard equipment, including bridge,

communication and navigation equipment as listed in
SOLAS available for use and free from defects?

4.2.5 - Does the vessel have a system to ensure that

nautical publications, charts and information are both
onboard and current?
• Lists of Radio Signals to be of the latest edition and
corrected to date.
• Light Lists, Tide Tables, Pilot Books, Nautical Almanac,
Charts Catalogue and Ship’s Routing to be the current
editions.
• Latest Notices to Mariners to be onboard and dated
within last two months.
• A copy of the International Code of Signals should be
onboard.

4.2.6 - Is a comprehensive passage plan available for

the current voyage and does it cover the full voyage
from berth to berth?

4.2.7 - Is gyro and magnetic compass error log

maintained and up to date?
• Evidence should be available to show that periodic
checks of navigational equipment are made at sea.
• Deviation curve(s) to be displayed.

4.2.8 - Are navigation warnings and weather forecasts

available?
(Please give details or sources)

4.2.9 - Is all radio and communications equipment

available for use and free from defects?
• Lists of Radio Signals to be the latest edition and
corrected to date.
• Operating instructions for emergency transmitter/autokey
to be clearly displayed.
• EPIRB and SART’s to be regularly tested and their
locations clearly marked.
• Survival craft portable VHF radios to be in good working
order and charged ready for use.
• Emergency batteries to be in good working order, fully
charged and their condition and testing logged.
• Handbook for GMDSS operations to be available.

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The equipment listed below should be confirmed as fitted (if required) and in good operating
condition.

Details

Magnetic compass Number and type to be detailed.

Gyro compass and repeaters Number and type to be detailed.

Radars Number and type to be detailed, including

ARPA of not.

Radar plotting equipment Number and type to be detailed.

Echo sounders Number and type to be detailed.

Speed and distance indicators Number and type to be detailed.

Radio direction finder (RDF) Number and type to be detailed.

R/T or GMDSS equipment State in comments section radio classification

of vessel. If GMDSS, are officers properly
certified?

Satellite Telephone/Email System Details of systems fitted to be provided.

AIS System Number and type to be detailed.

Signal lamps (Aldis) Batteries charged and ready for use.

VHF radio VHF with internationally agreed channels.

Notice on proper procedures shall be
displayed.

Navtex Number and type to be detailed.

In use, stations selected for area of
(Navigational Text Messages) operation. Action taken on any relevant
messages.

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C2.5 - Safety management

YES NO Comments
5.1.1 - Is the safety management system pro-actively
used onboard?
(Who is the appointed vessel safety officer?)

5.1.2 - Are sufficient crew onboard at all times to

handle emergency situations?

5.1.3 - Is a no-smoking policy in place?

5.1.4 - Is the fire control plan displayed onboard?

5.1.5 - Are safety signs for all major items displayed

onboard?
(Muster station, first aid, fire fighting, etc.)

5.1.6 - Do crew members have PPE issued and is this

used?

5.1.7 - Are regular safety meetings held?

(Copy of most recent minutes to be included.)

5.1.8 - Are personnel joining the vessel given safety

inductions.
(Who is the responsible for safety tours, is an induction in the
permit to work system given?)

5.2.1 - Does the vessel have a system for recording

incidents, accidents and near misses?
Please include details of:
• Who investigates reports;
• Latest Statistics;
• One example for recent occurrence of a near miss, an
incident and an accident.

5.2.2 - Are written emergency procedures in place for

collision, grounding, fire, explosion, gas and toxic
vapour release?

5.2.3 - Does the vessel conduct risk assessments?

(Please provide examples and how often these are reviewed.)

5.2.4 - Does the vessel conduct pre-task safety

meetings (tool-box talks, etc)?
(Please provide details.)

5.2.5 - Does the vessel operate a permit to work

system?
(Please provide details.)

5.2.6 - Does the vessel have confined space entry

procedures?
Are test kits available for gas detection?

5.2.7 - Are procedures in place for hot work?

5.2.8 - Are chemicals stowed and handled

adequately?
(Chemicals should be securely stowed, warning notices should
be in-place, protective equipment available, data sheets
available.)

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C2.6 - Pollution prevention

Emergency response drills and exercises should be scheduled on a regular basis to determine
that the pollution prevention plan is up to date and efficient, confirmation of this should be
included.

YES NO Comments
6.1.1 - Does the vessel hold SOPEP drills at least
annually?
(Please include a description or copy of report from the last drill.)

6.1.2 - Are arrangements in place to prevent any oil

spill entering the water?

6.1.3 - Is the oily water separator control system and

engine room bilge oily water separator/filtering system
in good working order?

6.1.4 - Does the vessel have a Waste/Garbage

Management Plan?

C2.7 - Structural condition

YES NO Comments
7.1.1 - Is a survey report file maintained onboard?

7.1.2 - Does the vessel have any outstanding conditions

of class?

7.1.3 - Is there a class approved stability book

onboard.

C2.8 - Life-saving appliances

YES NO Comments
8.1.1 - Does the vessel have any lifeboats onboard
and are they in good condition?
Please include details:
• Number, capacity and type of lifeboats
• Lifeboats shall be ready for immediate use. Internally they
shall be clean, dry and tidy.
• Lifeboats shall have been lowered within the last three
months.
• All small equipment shall be secured and stored in lockers
or watertight containers as appropriate.
• Large equipment shall be suitably secured.
• All equipment shall be readily accessible, including
medicines not stowed on boat.
• Contents of lockers shall be clearly identified.
• Communications equipment, where fitted, shall be
operable.
• Engines and electrical equipment shall be tested.
• Perform a random check to ensure that food and water,
and pyrotechnics are in date.
• Lowering equipment and associated items shall be in good
order. .
• Lifeboat operating instructions shall be prominently
displayed.
• Lifeboats for use in arctic operations shall be winterized

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8.1.2 - Does the vessel have a man overboard boat

and is it in good order?
Please include details:
• Crew shall have received onboard training in MOB
use and hazards to SOLAS requirements (NB: special
arrangements apply for FRC crew on SBV).
• Personal protective equipment to be provided for all MOB
crew including head protection.
• Launching apparatus to be in good condition.
• Communications equipment to be operable.
• Drills to be held at regular intervals.

8.1.3 - Are lifesaving appliances that may be exposed

to sea spray and/or atmospheric icing suitably
protected from the elements?
(Please include details.)

8.1.4 - Does the vessel have a gangplank or stairs for

egress onto the ice?

8.1.5 - Are the liferafts onboard in good order?

Please include details:
• The number, capacity and type of liferafts.
• Liferaft shall have a valid inspection certificate.
• Casings shall be in good condition.
• Liferafts shall be stowed in such a position that they can
be easily and successfully launched.
• Painter length shall be appropriate for the height of
stowage.
• Boarding ladders to be in good condition (check for
missing steps, rope deterioration and lashings).
• Hydrostatic releases, if fitted, shall be correctly attached,
in good condition and in date.
• Liferaft operating instructions shall be prominently
displayed.
• Davit launched liferafts to have been exercised every 6
months.
• Provide temperature rating for life rafts and davits.

8.1.6 – Are all other lifesaving appliances in good

working order?
• Muster lists to be displayed and corrected to date.
• Muster points to be clearly identified.
• Radar transponders to be fitted one to each side of the
vessel and stowed to permit rapid use in survival craft.
Check they are in date.
• EPIRB shall be stowed such that it will float free on
release. Battery shall be in date.
• Life-buoys, life-buoy lights, self-activating smoke floats
and quick release mechanisms to be in good order, in
date and functional.
• Life-jacket donning instruction notices to be posted on
each deck.
• Life-jackets and survival suits to be in good condition.
Conduct checks on random sample to ensure associated
equipment is functional. Confirm life-jackets and survival
suits are stowed in the locations detailed on LSA plan.
• Pyrotechnics, including line-throwing apparatus shall be
in date and in good condition.
• Comment if oxygen resuscitation equipment is available.
• Suitable stretcher for marine use is to be available.
• First aid packs to be ready for use.
• Are life-jackets and exposure suits kept in heated lockers
for operations in the Arctic?

8.1.7 – Are emergency drills held in accordance with

SOLAS requirements?

8.1.8 – Are the LSA/Fire plans up to date and reflect

any changes/additions to equipment?

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C2.9 - Fire-fighting

YES NO Comments
9.1.1 - Is the fire fighting equipment in good order?
• Inspection records and inventory lists to be maintained
and kept up-to-date.
• Fire mains, pumps, hoses and nozzles to be in good order
and available for immediate use. Conduct physical
inspection of a random number of hoses.
• Emergency fire pump to be fully operational. Starting
instructions shall be clearly displayed.
• Operating instructions for fixed systems to be clearly
displayed.
• Crew shall be familiar with operation of fixed systems.
• Isolating valves in fire/foam system lines to be clearly
marked and operational.
• Portable fire extinguishers to be in apparent good order
with operating instructions clearly marked.
• Firemen’s outfits including breathing apparatus to be in
good condition and ready for immediate use.
• Breathing apparatus sets to be ready for immediate use
with fully charged air bottles.
• Sufficient fully charged spare air bottles shall be available.
• International ship/shore fire connection to be readily
available and its location clearly marked.
• Engine room fixed fire-extinguishing system to appear in
good condition.
• Any other fixed fire extinguishing system to appear in
good condition, e.g. external monitors.

9.1.2 - Are vessel personnel trained and familiar with

the operation of fire-fighting, life-saving and other
emergency equipment?
• Donning and use of breathing apparatus.
• Launching of life-rafts and donning of survival suits.
• Location and operation of ventilation fans emergency
stops.
• Location and operation of ventilation isolation dampers.
• Operation of main and emergency fire pumps.
• Operation of fixed fire-fighting systems.
• Emergency fuel shut-off system.
• Operation of emergency steering gear.
• Evacuation escape routes.

9.1.3 - Are fixed fire detection and alarm systems fully

operational and tested regularly?
• If a system to monitor flammable atmospheres in non-cargo
spaces is fitted, are recorders, alarms and manufacturers
test procedures in order?

9.1.4 - Are measures in place to effectively isolate

ventilation to enclosed spaces, i.e. engine room,
accommodation, galley, storerooms, etc.?
• Vent fan stops shall be operational (spot check) and
clearly marked.
• Closing devices to have a maintenance and testing
programme in place.

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C2.10 - Mooring
Deck officers should have a good understanding of safe mooring practice and its application
under varying local conditions.

YES NO Comments
10.1.1 - Is all mooring equipment in good condition?

10.1.2 - Are anchors, cables and securing

arrangements in good condition?

10.1.3 - Is the vessel provided with a safe means of

access?
• Over-side accommodation ladders shall be in good
condition and properly rigged.
• Gangway to be provided in good condition and when
in use, to be properly rigged with a safety net and
a life-buoy, with lifeline placed near the gangway or
accommodation ladder.
• Pilot ladders to be in good condition and properly rigged.
If not in use, ladders to be properly stowed to minimise
damage.

C2.11 - Machinery spaces & plant (including ballast systems)

All equipment shall be maintained in accordance with the manufacturer’s recommendations,
international regulations and the Operator’s directives. An inventory of spare parts shall be
maintained onboard.

YES NO Comments
11.1.1 - Are all items of main, auxiliary and emergency
plant reported to be fully operational?
(Please provide details of any non-operation machinery.)

11.1.2 - Is a planned maintenance programme in place

and is this being followed?

11.1.3 - Is the engine room logbook fully maintained in

port and at sea?
(Log books should be completed in ink not pencil.)

11.1.4 - Are hot surfaces free of any evidence of fuel,

hydraulic or lube oil impingement?

11.1.5 - Are main switchboard, generators and critical

electrical equipment protected against water spray?

11.1.6 – Is the bilge system operational?

11.1.7 - Are emergency electrical power supplies fully

operational?
(Emergency starting arrangements should be tested regularly.)

11.1.8 – In the case of UMS vessels, are machinery

alarms and engineer’s alarm systems regularly tested
with results recorded?

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11.1.9 – Are safe machinery space practices in place

and complied with?
• Engine room machine tools to have adequate eye
protection measures in place.
• Guards to be in place on exposed shafts/gears.
• Emergency escape routes to be clearly marked,
unobstructed and illuminated.
• Engine room emergency stops/shut-offs to be clearly
marked and regularly tested with tests recorded.
• Engineers’ alarm to be operational and clearly audible
within the crew accommodation.
• Gauge glass closing devices on oil tanks to be of self-
closing, fail-safe type.
• Self closing devices on double bottom sounding pipes to
be operational.
• Is there a set of Chief Engineer’s Standing Orders posted
and countersigned?
• Does the Chief Engineer maintain a Night Order Book? If
so, to be checked as providing instruction for situations
likely to be encountered.
• Watertight doors to be in full working order and
operating/warning notices posted.

11.1.10 - Is the steering gear/steering compartment in

good order?
• Emergency steering gear to have been tested quarterly
and tests recorded.
• Instructions for the changeover of steering gear from
remote to local operation should be clearly displayed in
steering flat.
• All Deck and Engineer Officers to be familiar with
operation of steering gear in normal and emergency
modes.
• All steering gear hydraulic reservoirs to be charged to
normal operating levels.
• Communications with the bridge to be satisfactory.
• The rudder angle indicator is to be clearly visible at the
auxiliary/emergency steering position.
• Access to steering gear is to be unobstructed.
• Suitable gratings and handrails to be fitted in steering
gear compartment.
• The steering gear save-all to be free of excessive spilt oil.

11.1.11 – Are all the machinery spaces clean and free

from leaks?

11.1.12 – Is the necessary technical information

available for safe and efficient handling of cargo and
ballast?

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C2.12 - General appearance & condition (including accommodation,

public rooms & galley)
Each area should be clean, painted, properly maintained and in good condition.

YES NO Comments
12.1.1 - Is the hull in good condition?
• Hull to be free of extensive coating breakdown.
• Hull to be free of fractures or indentations which may
significantly weaken the structure or affect the watertight
integrity.
• Are all hull markings, namely vessel name, loadlines,
draft marks and warning signs, correctly placed and
legible?

12.1.2 - Are the weather decks in good condition?

• Deck lighting shall be adequate.
• Securing arrangements of ends of anchor chains within
chain lockers (bitter ends) to be unobstructed.
• Chain locker doors to be firmly battened down.
• Moorings and other equipment to be well stowed.
• Forecastle space, lockers and holds to be free of water.
• Manual sounding points shall be identified and easily
opened and closed.
• Any tank manifolds to be adequately secured.
• Non-slip surfaces to be provided on external walkways.
• Ladders and walkways to be in good condition.

12.1.3 - Are all deck openings, including watertight

doors and portholes, in good condition and capable
of being properly secured?
• Closing devices, packing material and locking
arrangements shall be in satisfactory condition.
• Bridge windows to be effectively sealed and where
vulnerable to wave action, provided with shutters.
• Are vents and air pipes on freeboard deck in good
condition and fitted with closing devices to prevent
ingress of water?
• Closing devices, packing material and locking
arrangements shall be in satisfactory condition.

12.1.4 - Is the accommodation clean and tidy?

• Alleyways to be free of obstructions and areas of low
headroom to be properly marked.
• All exits, including escape routes, to be clearly marked.
• Fittings such as central radio and TV antennae, lights,
emergency lighting, domestic piping isolation valves etc.,
to be in good physical condition.

12.1.5 - Are food storerooms, handling and

refrigerated spaces, galleys, mess rooms and pantries
clean and tidy?
• Personnel alarms for refrigerated spaces should be
available.
• Gratings or duckboards, if fitted in storerooms and
refrigerated spaces, to be in good condition.
• Food storerooms and refrigerated spaces to be in a
hygienic condition. Carry out random check of food
stocks to ensure stock is being rotated and is not out of
date.
• Refrigerated spaces to be maintained at an appropriate
temperature.
• Galley extraction grills to be clean and free from grease.
• Galley fire extinguishing systems to be in good order and
catering workforce aware of locations and means of
operation.
• Crockery to be free from defects which may contain
contamination.
• Food preparation areas to be tidy and clean.

12.1.6 – Is the hospital clean and tidy?

• Hospital to be ready for immediate use.
• First aid kits to be readily available.

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C2.13 - Helidecks

YES NO Comments
13.1.1 - Does the vessel have a helideck? If yes,
answer 13.1.2 - 13.1.7.

13.1.2 - Do onboard procedures address helicopter

operations?

13.1.3 - Is the helideck appropriately certified and

approved?

13.1.4 - Is the helideck fire-fighting equipment

available for immediate use and free of defects?

13.1.5 - Has the helideck crew been allocated and

trained to an appropriate aviation authority standard
under which the vessel is operating?

13.1.6 - Is there a formal procedure for briefing

passengers?

13.1.7 - Are appropriate checks made before

helicopter arrival?

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C3 - On-site audit checks

To be completed by Party Chief using self-assessment report as supporting document.

YES NO Comments
1.1 - Do the vessel winch, crane and A-Frames match
the self assessment report and are these suitable for
the project?

1.2 - Is the deck arrangement and condition suitable

for the project?

1.3 - Is the vessel deck equipment condition and

general appearance acceptable for the work to be
completed?

1.4 - Can crew communicate in English to a

satisfactory level for safe completion of required
operations?

1.5 - Does the vessel have a suitable area for servicing

equipment?

2.1 - Are vessel certificates as per self-assessment

report?

2.2 - Is evidence of effective safety management

available?
• Passage plans
• Updated charts of work area.
• Safety drill records.
• Non-conformity reports.
• Risk assessments, etc.

2.3 - Is all vessel equipment in good working order?

• Radars, GPS, AIS, GDMSS, Satellite phones, EPIRB, etc.

2.4 - Does the safety equipment appear to be in good

condition?
• Fire extinguishers.
• Life Rafts.
• Life Jackets.
• Emersion Suits, etc.

2.5 – Are new crew members given a safety tour that

covers all relevant points?
• General vessel tour.
• Muster Stations.
• Location of safety, fire fighting, MOB alarms etc.
• Fire aid equipment location.
• Permit to work system.
• Incident reporting.
• Waste disposal.

3.1 – Are the accommodation and bathrooms of a

suitable standard?
• Accommodation not to have excessive noise; to have
clean bedding, etc.
• Bathrooms to be cleaned with suitable numbers for
amount of crew onboard.

3.2 – Is the galley clean and food stored in suitable

areas?
• Galley surfaces cleaned, cookers and extraction vents
not to have excess grease accumulation.
• Food not left uncovered, fridges monitored for correct
temperature.
• Cooking utensils to be stored appropriately i.e. knives
not to be stuck in edges of work surfaces etc.

Completed by:
Name: Date:

Position: Signature:

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C4 - Post self-assessment checks

This section should be completed by the Project Manager with items that have been raised in the
self-assessment that require further checking by the Party Chief.

YES NO Comments

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C4.1 - Audit & inspection

Comments:
Has an audit of the vessel (other than this event) been
conducted in the last 12 months, and if so when, and by
whom/for whom?

Attach a copy of the audit to this report (and if appropriate

a report on the current status of the corrective actions).

Master/Captain: Contractor Representative:

Date: Date:

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Appendix D - Competence record

Name: Date of update:

Job title:

D1 - General experience
Number
Relevant offshore experience (years)
Metocean mooring deployments/recoveries
Metocean rig deployments/recoveries
On-ice expeditions & measurement surveys

D2 - Training courses attended

Note: only training relevant to the particular survey is required.
Training Course Governing Certification Expiry Date Total Years
Body Yes/No Qualified
Examples
*Offshore survival
*Medical
*Cold water survical
Ice management (by Captain/Navigators)
*HUET (Helicopter Underwater Escape Training)
HUEBA (Helicopter Underwater Breathing Apparatus)
HSE induction
Winch handling
Electrical safety
H2S
Small boat operations
WHMIS (Work Place Hazard Materials Information System)
Manual handling
First aid
Working at heights
Confined space entry
Lifting gear operation
Vessel audits
Ice safety & rescue
Chainsaw operation
Helicopter Landing Officer
VHF
EPRIB & Satellite phone
Oil spill response

*The minimum standard for metocean work should be an Offshore Survival Course and a valid
offshore medical certificate. In Canada, HUET and HUEBA training should also be required
for surveys requiring offshore personnel transfers by helicopter.

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D3 - Membership of professional bodies

Institution Membership duration Type of member
(For example) IMarEST

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Appendix E - Metocean project HSE plan

All the following information can be in tabular or bullet point format - “short is good”.
Project safety organisation Scematic of organisation and reporting line for safety responsibilities.

Any local regulations or laws that are to be complied with. (Can be a list of the
Regulations appropriate regulations or key extracts.)

Reporting schedules Requirements for reports from the field including incidents.

Safety records List of HSE records which are to be available either onshore or offshore.

Safety training requirements for all project personnel including subcontractors, vessel
Training requirements crew and customer representatives.

Medical examination results Statement of all medical examination requirements for all survey personnel.

Any unusual physical hazards that may be encountered during the project, and methods
Physical hazards of reducing risk.
Any special health hazards to which personnel may be exposed during the project, and
Health hazards methods of reducing risk.

Alcohol, drugs and weapons Client and Contractor policies in respect of these, and methods of ensuring compliance.

Environmental considerations Any special environmental restrictions or actions to be taken.

Safety meetings Frequency and composition of all meetings required to be held.

Reiteration of any standard local instructions, and information on any local

Road travel circumstances.
Full details of weather broadcasts, weather fax services and actions to be taken by the
Weather monitoring various elements of the project in the event of adverse forecasts.

Transfers at sea Policy statement.

Diving operations Policy statement.

Medical facilities onboard Statement for each vessel/installation.

Launching & recovery of towed Instructions with regard to heavy or uncommon equipment.
equipment
Helicopter/fixed-wing operations Policy statement.

On-ice operations Policy statement.

On-ice survival plan Policy statement.

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Appendix F - Metocean emergency response plan -

checklist
Contact numbers All relevant telephone, fax, etc. numbers for participants,
emergency services, doctors, hospitals, transport
organisation etc.

Communications Schematic or listing of all methods of communication

including all methods of radio and satellite communication,
and contact schedules for communication between elements
of the project and/or to shore.

Medevac - Offshore Flow diagram or concise listing of actions to take in the

event of a medical emergency occurring offshore.

Medevac - Onshore Flow diagram or concise listing of actions to take in the

event of a medical emergency occurring onshore.

Medevac - On-ice Flow diagram or concise listing of actions to take in the

event of a medical emergency occurring on-ice.

Vessel emergency Summary of vessel operator’s procedures in the event of a

vessel emergency arising (or a reference to where these are
to be found).

Aircraft/helicopter emergency Summary of procedures in the event of an aircraft/

helicopter emergency arising (or a reference to where these
are to be found).

Shore safety facility Easy-reference diagrammatic indication of medical and

other assistance available at and near each shore site or
base to be occupied.

Lost contact with shore or on-ice party Procedure to be followed if contact is lost with any shore or
on-ice party.

Weather monitoring Any special instructions, including radio frequencies etc., to

maintain proper weather watch.

Pirate attacks Procedure to be following to prevent and repel any pirate

attack.

Refugees, displaced persons and asylum seekers Procedure for processing and managing the repatriation of
refugees and other groups encountered or rescued at sea.

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 Vessel name Contractor name: Client headquarter duty:
Reg. No.: Switchboard: Phone:
Call sign: Fax: Fax:
Mobile: Operation manager:
Fax: Direct line: 24 hours technical duty:
Satellite: Private: Mobile:
Contact person: Mobile: Project manager:
Mobile: Project manager: Phone:
Shipping Company: Direct line: Mobile:
Phone: Private:
Mobile:
Cruise leader:
Mobile:

Client
Main Emergency Centre:

©OGP
Captain “Cruise leader name”
Phone:
Fax:
(contingency plan)

Client
Headquarter duty
Appendix G - Bridging document

The vessel Captain is responsible for this document being displayed on the bridge
Project:
BRIDGING DOCUMENT CONTINGENCY PLAN
NB! Serious incidents shall be reported to Client Headquarter Duty as soon as possible. Less severe incidents shall be reported to project manager as soon as possible. Date:
HSE guidelines for metocean & Arctic surveys

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Appendix H - Guideline for metocean

HSE toolbox meetings
A toolbox meeting (safety discussion) is organised by the Party Chief; it involves everyone
associated with the onboard operations and must take place prior to starting any work.
The meeting should cover key safety aspects of the work and result survey and appropriate
vessel personnel supporting the survey being made aware of their responsibilities during the
operations. Sections H1 and H2 provide guidance for some of the key considerations that
should be addressed during this meeting.

H1 - Hazard management
The party chief should cover the following issues and get a positive response to these questions:
• Is everybody involved fully aware of what is being done at the worksite?
• Is everybody involved aware of what others are doing at the worksite?
• Have significant hazards associated with the work been identified?
• Have adequate control measures been identified for these hazards?
• Are JSA’s or JHA’s available for the work?
• Have responsible people for implementing these control measures been identified?
• Are these control measures in place?
• Does everyone know that any new people joining the work party must be given a full and
thorough handover?
• Does everyone have the correct PPE for the job?
• Is everyone fit to do the job?
• Is everybody aware who is in charge of the operation?
• Is everybody aware that anyone can stop an operation if they feel it is unsafe?
• Can anyone think of any lessons learned from the last operation that are applicable?

H2 - Hazard identification
Put control measures in place if any of the following hazards are identified:
• Working at height
• Manual handling
• Working with winches or cranes
• Working with wires under tension
• Working with equipment or connections under pressure
• Working near an open stern or on a cluttered deck
• Working in poor weather conditions (including, but not limited to sea state, extreme heat
or cold ambient air temperatures, etc.)
• Working in areas of poor lighting
• Working with chain saws or ice drills
• Working on-ice
• High voltage or high pressure systems

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Appendix I - Near Miss, Incident

& Unsafe Working Practice report
Date and time of incident: Date and time of report:
Person(s) reported to:
Witnesses:
Person making this report:

Classification (tick box)

Medical treatment case Over 3-day injury
Lost workday case Occupational disease
Restricted workday case Minor injury

Dangerous occurrence Incident Unsafe working practice Near miss

Material damage Environmental damage

About the Event

Where did it happen? Vessel (if applicable)
Contract number Project Manager
Contractor persons involved

Other persons involved

Description of events
(include as much detail as
possible and provide a
sketch below)
Sketch of events

Nature of injury or condition

to person(s) (attach medical
report if appropriate)

What immediate remedial

action was taken?

In your opinion, how could

this have been prevented?

Is this the opinion of all

witnesses?

Pass this form to the HSE Manager for completion

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This page to be completed by the HSE Manager

Date and time of incident

Type of incident (tick box)

Contact with moving machinery or
Struck by moving vehicle Slip/trip/fall
material
Struck against something fixed/
Trapped by something Exposure to fire
stationary
Struck by moving/flying/falling
Handling/lifting/carrying Electrical
object

Exposure to hazardous substance Submergence/asphyxiation Exposure to elements

Fall from height/height in metres Exposure to explosion Animal

Road traffic accident

The Investigation
Investigation started Investigation completed

Investigation team
comprised the following
persons:

Investigation found the

following:

The following actions are

recommended to prevent
recurrence:

The following procedures

require amendment:

The following training needs

have been identified:

Circulate report to:

After completion, please submit this form to OGP for their safety statistics database.

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Appendix J - On-ice survival plan

J1 - Command structure
• The Team Leader will have overall responsibility for the Field Team.
• The Team Leader should designate other positions of responsibility as required.
• If vessel is present and safe to occupy, the ice field personnel should follow the vessel
emergency procedures.

J2 - Communications
The Communications protocols should remain essentially unchanged from normal on-ice
operations, unless stipulated in the Emergency Response plan. However, the timing and
frequency of scheduled communications may change. The length of time between scheduled
satellite telephone communications may be decreased (if for example conditions are very
dynamic) or increased (for example to conserve battery power) at the mutual agreement of the
Emergency Co-ordinator and the field team’s person responsible communications.

J3 - Watches
The Team Leader should establish the Watch Officer rotation.
At no time will the Field Team be without a designated Watch Officer. This position should
be rotated regularly (every 2 hours or as deemed appropriate by the Team Leader). The Watch
Officer should remain awake, and if possible outside of any tent or shelter during the entire
duration of the watch period. If weather conditions make this unsafe, the Watch Officer should
remain fully dressed for outside activity and take up a sheltered position (such as in the vestibule
of a tent) where he/she has a clear view of the campsite.
The Watch Officer should not go outside of the designated camp perimeter at any time. Any
unusual or threatening conditions will be immediately reported to the Team Leader.

J4 - Site selection
In most cases the best site for an overnight camp will be the ice-floe the Field Team is working
on. If there is an option to change locations and set up camp on a different ice-floe, and it is safe
to do so, then the following criteria apply.
• The ice-floe should be made up of thick, competent ice.
• The ice-floe should be of sufficient size for the camp.
• The Field Team should never be camped on 2 or more different ice-floes.
• The campsite should be located away from hummocks/ridges.
• The campsite should be located away from areas of deep snow.
• No tents should be set up within 10m of the edge of an ice-floe. If the floe is not of sufficient
size to meet this criterion the life rafts should be deployed.
• If possible the campsite should be located near to escape routes to other sites in case the
ice-floe breaks up.
• If a vessel is present and safe to occupy, the vessel will be used as a safe refuge and vessel
emergency procedures will be followed.

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J5 - Hazards
The main threats to personnel safety and procedures for mitigating these threats are identified
below.
J5.1 - Water
Water presents the greatest threat to survival, and does so in 2 ways. First, falling through the
ice or into a lead can result in drowning or hypothermia. This situation is avoided by remaining
inside the camp perimeter, and always carrying the bear claws for self rescue.
Secondly water, or even moisture, can threaten personnel by reducing the insulation value of
clothing and sleeping bags. The importance of keeping clothing and sleeping bags dry cannot
be over-stated. Shake or brush snow from equipment and clothing, especially when it is being
brought into a tent. Do not over-dress inside sleeping bags but ensure all clothing is readily
accessible to be put on quickly in the event of an emergency. Avoid physical activity that causes
sweating. Minimise the risk of flooding due to snow load on the ice – do not set up near ridges,
do not build wind breaks near to the tents, clear away large snow drifts.
Have an alternate campsite selected in case the site in use floods. If the ice conditions are such
that they cannot provide a safe platform for the camp, or are deteriorating and may soon be
unable to support a camp, personnel should put on the immersion suits, with parkas, boots,
mitts and hats on over the top. The decision to deploy to the life-rafts will rest with the Team
Leader.
J5.2 - Cold
Cold can lead to life-threatening hypothermia or frost bite. Clean, dry and properly maintained
field clothing should provide adequate protection from cold. It is the responsibility of the
individual to ensure that all protective clothing is brought to the ice every day (even on warm
days when it might seem unlikely to be required). Sleeping bags and insulation pads should be
stored in waterproof survival bags.
J5.3 - Fatigue/panic
Extended stays on the ice may be stressful and uncomfortable for some personnel. This will lead
to reduced sleep and high levels of anxiety. Poor decisions are often made when people are in this
condition. It is difficult to mitigate these conditions, but anxiety can be reduced by keeping all
personnel fully informed of the situation with respect to weather and recovery efforts. Working
together as a team and providing low exertion site improvement/housekeeping tasks (weather
permitting) for everyone in the Field Team will help to alleviate some of the stress.
J5.4 - Dehydration
An intake of water-based fluids is essential for survival. Sea-water is not potable, so water must
be taken in the form of melted snow, melted ice from ridge or stamukha sails or, in extreme
emergencies, dry snow. Water is more important than food, and the first priority after the basic
camp infrastructure has been established should be the collection and melting of snow for
drinking water. In cold weather hot fluids such as tea or soup has the added advantage of core
body warming.
J5.5 - Hunger
In the short-term hunger is less of a threat to survival than dehydration. Adequately clothed and
otherwise healthy people can easily go several days without any food, even in the cold. The main
threat posed by hunger is that hungry people tend to get cold, and cold people tend to make
poor decisions. The survival equipment should include sufficient food for everyone in the Field

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Team for 3 days. Three meals per day should be taken by all members of the Field Team. In the
event that cooking is not possible, some of the food can be eaten cold.
J5.6 - Fire
Cooking will require the use of open-flame stoves. All members of the Field Team should be
trained in the safe use of the stoves. All stove use (cooking or melting snow) should be done
OUTSIDE the tents, unless conditions dictate otherwise.
J5.7 - Carbon monoxide
Combustion of hydrocarbons in the cook stoves will produce carbon monoxide. All stove use
(cooking or melting snow) should be done OUTSIDE the tents, unless conditions dictate
otherwise.
J5.8 - Falls
The campsite should be on relatively flat ice, and personnel should not travel outside the defined
camp perimeter. However, falls on level ice are still possible. Personnel should move around in a
controlled manner and not run. Falls can lead to serious injury, and in a survival situation it will
not be possible to remove an injured person from the ice.
J5.9 - Sunlight
Intense sunlight can lead to snow-blindness. Sunglasses (part of the individual personal
protective equipment) should be worn during daylight hours. Sunburn can be avoided by
wearing sunscreen (also part of the individual personal protective equipment).
J5.10 - Disorientation
Blowing snow and to a lesser extent fog, can lead to whiteout conditions. In these situations even
simple tasks such as going to the toilet can be life threatening. The camp perimeter should be
clearly marked and all personnel should stay inside the perimeter. Paths to toilet, cooking, and
other designated areas should be clearly marked. In extreme conditions, any travel away from
the tents should be conducted in pairs and using a rope for security.

J6 - Camp setup & operation

In the event that a vessel is not present (or not safe to occupy), a camp will be set up on the ice.
The configuration of the camp will depend on the number of people and the sites available. The
basic principles of camp layout include:
• Tents should be set up in close proximity to each other, oriented such that their long axes
are parallel to the wind with the entrances on the down-wind side.
• Tents should be set up on packed snow, not directly on the ice.
• The camp perimeter should be established and marked. No one is to travel outside the
perimeter except during an evacuation.
• A designated toilet area should be established. This should be inside the camp perimeter
and clearly marked.
• A designated area for the camp water (snow) supply should be established and marked.
This area should be off-limits for any other purpose.
• The camp should be maintained in a constant state of readiness. Equipment and food
should only be unpacked as it is used.
• The life-rafts should not be inflated unless they are immediately required. The un-inflated
life-rafts should be positioned near to the tents to afford quick access.
• Immersion suits and life vests should be stored in duffle bags with the un-inflated life raft.

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• Cooking should be done in a designated area, not inside tents due to the hazard from fire
and fumes, unless conditions dictate otherwise.
• Generator use (if available) should be limited to recharging satellite telephone batteries. A
designated area for the generator and fuel should be established and marked. This should
be well away from the water supply and down wind from the tents.

J7 - Activity
If weather conditions permit, mild outside activities with frequent rests during daylight hours
are recommended. These should be co-ordinated by the Team Leader. They should always
take place inside the camp perimeter. They might include cooking, collecting clean snow for
drinking water, marking the camp perimeter and other areas, making weather observations and
clearing excess snow accumulations. Work slowly and take frequent breaks to reduce sweating
(remember, you have all day!).
When people are lost or stranded there is a natural tendency to want to “do something” to
extricate ones self from the situation. This can lead to panic and poor decisions. Remember, a
properly clothed group can survive for several days in poor weather without food, water (except
for snow) and shelter. The axioms for survival in this situation are:
• STAY DRY AND IN SHELTER
• STAY IN TOUCH
• STAY CALM
• STAY TOGETHER
The Team Leader should keep everyone in the Field Team up-to-date with information on
weather forecasts and recovery operations.

86 ©OGP
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