Guinea Bissau – Reporting Requirements of ROs

C23054 | 19 September 2023

Notice to: Ship Owners / Managers/ Operators / Surveyors / Auditors

This circular is issued to advise that the Guinea-Bissau International Ship Registry has issued a Marine Circular Nr.04/2023 on the “Reporting Requirements of Recognized Organizations to the Flag State Administration of the Republic of Guinea-Bissau (G-B ISR)”

The Circular requires the following notifications to be made by the RO to the G-B ISR / Technical Department:

• All scheduled surveys/audits to be conducted on G-B I.S.R. registered vessels:
  • at least three days before the commencement of the surveys/audits.
• On a change of Classification Society or RO:
  • at least three working days prior to the commencement of the surveys/audits (by the newly designated Class Society/RO). Written approval from the G-B I.S.R. is required before commencing the surveys/audits.
• In case of a change of RO and the consequent transfer of the relevant certification: the date of issue of the certificates and confirming the date, place, and action taken to satisfy each overdue survey, overdue recommendation and overdue condition of Class:
  • to be made by the newly designated RO within 48 hours from the issuance of the certificates.
• Where, as a result of a Port State Control inspection, the RO has been requested to survey a vessel: the relevant report confirming the rectification of the deficiencies posed by the Port State Control and any relevant additional note:
  • to be submitted without any delay, and in any case not later than 72 hours after the satisfactory completion of the respective surveys.

The Circular also requires authorization to be obtained by the RO, from the G-B I.S.R./Technical Department, under the following circumstances:

• When an exemption and/or deviation from IMO requirements is considered necessary (in exceptional circumstances): clarification for the requirement of granting the exemption/deviation on the basis of the relevant applicable IMO Convention and/or Code is to be provided.
• In case of overdue surveys/audits/recommendations:
  • within 15 days following the date that the surveys/audits/recommendations became overdue.
• Upon becoming aware of a situation involving a major deficiency or serious safety-related issue that would normally be considered sufficient to detain a ship from proceeding to sea pending correction:
  • to be made immediately.
• Upon becoming aware of a situation aboard the ship or within a company responsible for operating such ships involving a major non-conformity, as defined in the revised Guidelines on the implementation of the International Safety Management (ISM) Code by Administrations (Resolution A.1118(30), as applicable, Paragraphs 6.5.2 and 6.5.3 of the RO Agreement):
  • to be made immediately.

The following submissions are to be made to G-B I.S.R (unless the RO has provided access to the certificates issued for the Guinea-Bissau flagged vessels, via its website):

• An updated survey status of each G-B I.S.R. vessel certified by the RO:
  • on a 6-month time interval, and preferably by January and July of each calendar year
• Copies of the certificates issued during that month:
  • by the end of each month

The Circular also gives the e-mail address and telephone numbers of the G-B I.S.R. / Technical Department, where any queries can be submitted:

• e-mail : tech@gbi-lb.org
• Tel : +302104537950, +30 210 4537194

Act now

All Ship Owners / Managers / Operators / Surveyors /Auditors should take careful note of these requirements, and ensure that they are complied with.