DBS Port State Control Policy and Preventive Measures

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

C24035 | 01 August 2024

This Circular is issued to inform all concerned parties of the measures taken by DBS to assist the fleet in achieving improved PSC results and avoid detentions. This Circular supersedes C22009.

DromonClass constantly evaluates the Port State Control performance of our fleet and examines each Report to identify areas for improvement. The aim is to decrease the number of deficiencies per Port State Control Inspection and reduce the likelihood of a vessel being detained.

• DBS Detention Policy
  No DBS vessel should be detained by PSC authorities.
  DBS will evaluate each detention and take measures such as:
  
  • issuing a warning letter
  • suspension/withdrawal of the ship.
• DBS Outstanding Recommendations Policy
  We have noted that following the completion of classification and statutory surveys, some imposed recommendations and/or deficiencies are not rectified before the ship departs from the inspection port, and without prior notification of the fact to Dromon Head Office and the Flag State, as applicable. All recommendations relating to classification and statutory certification must be rectified before:
  
  • departure from the inspection port; and
  • any Class and/or Statutory Certificate is issued or endorsed.

Where the Managers/ Owners cannot rectify the imposed recommendation at the inspection port the following actions must be taken:

1. 1. For recommendations relating to Class Surveys a Recommendation / Condition of Class will be imposed, which must be rectified within the specified time limit.Recommendations relating to Class items are corrosion, structural defects, or damage to the hull, machinery, and/or equipment, which based on DromonClass Rules and in the opinion of the Surveyor affect the ship’s classification status.
   2. For recommendations relating to Statutory Surveys, the Owner/Manager must obtain Flag State consent before departing the Port without the recommendation being rectified. Such consent will require the imposed recommendation to be rectified within a specified time limit.The Flag State may require a Conditional/Short-term Statutory Certificate to be issued before consenting to the imposed recommendation remaining open for a specific time limit. In such a case the Surveyor will be informed accordingly.

• DBS PSC Preventive Action Scheme
  The DBS Port State Control (PSC) Preventive Action Scheme aims to:
  1. reduce the number of deficiencies on board our fleet;
  2. identify in advance of a PSC inspection any possible deficiency and therefore eliminate the likelihood of a detention; and
  3. follow up on all deficiencies/recommendations imposed by our Surveyors or PSC Authorities during inspections.

• Paris MoU DBS PSC Preventive Occasional Attendance
  Based on the Paris MoU tool, DBS calculates each ship’s profile to identify the next likely PSC Inspection in any Paris MoU Port.Owners/ Managers are notified that the vessel is due for a PSC Inspection and advised that an Occasional Attendance will be carried out approximately one (1) month before the vessel’s due date for a Paris MoU PSC Inspection, at a convenient port of call.During our attendance the DBS Surveyor:
  • uses the DBS PSC Checklist that can be found here;
  • identifies possible deficiencies as well as detainable deficiencies; and
  • reviews corrective actions for deficiencies imposed during previous surveys and/or PSC inspections.

Any deficiencies identified during a PSC Preventive Action Survey are recorded in the official survey status report of the ship. Where the ship’s due date for a PSC Preventive Inspection Scheme Survey falls within the window of a scheduled survey (e.g. annual/ intermediate surveys etc.) then the scheduled surveys will be carried out.

Owners/ Managers that do not participate in the above scheme will bear any consequences, which, in the case of a detention, may include:

• • issuance of a warning letter
  • suspension/withdrawal of their ship

• Vessels ’self-inspection in Paris MoU

DBS may request a ship to carry out a self-inspection, using our PSC Preventive Inspection Checklist before arrival at a Paris MoU Port. The checklist is to be submitted to DBS Head Office along with photos and/or videos as evidence that the inspection was performed.

If any of the items in the checklist are not in good working condition or are found not in compliance, the crew is to implement appropriate corrective action before arrival at the Port.

• Vessels’ self-inspection in Tokyo MoU

Based on the Tokyo MoU tool, DBS calculates the ship’s profile to identify the next likely PSC Inspection in any Tokyo MoU Port.

DBS Head Office calculates the appropriate interval per ship and allocates dates at which an email notification to complete the self-inspection will be distributed to concerned parties.

The ship’s crew is to carry out the self-inspection before arrival at a Tokyo MoU Port, using the PSC Preventive Inspection Checklist. The checklist is to be submitted to DBS Head Office along with photos and/or videos as evidence that the inspection was performed.

If any of the items in the checklist are not in good working condition or are found not in compliance, the crew is to implement appropriate corrective action before arrival at the Port.

• PSC Inspection Report Notification

Owners/Managers are responsible for providing DBS Head Office with the full PSC Inspection Reports when a PSC Inspection has been carried out onboard. Any detention has also to be communicated immediately to DBS Head Office to eliminate any delays.

Owners/Managers are expected to give prompt notification of Inspections, and reporting of follow-up Corrective Actions, to rectify identified deficiencies arising from a PSC Inspection. Early reporting and follow-up action give DromonClass time to evaluate Inspection Reports, design specialized campaigns, develop new tools, and provide direct assistance to the vessel to minimize the likelihood of a detention.

• Most Common detainable deficiencies

The most common detainable deficiencies incurred over the last two years are shown in the table below. The ship’s crew should consider these items and work towards the rectification of any that may exist on board their ship.

For further assistance, contact DBS Head Office at psc@dromon.com

DBS website

Visit our website, where you can access various circulars and publications, and get further support on many PSC-related issues and deficiencies, that may assist in preventing any detentions.

Act now

Owners/Managers/Operators/Surveyors/Auditors should adhere to the above policies, measures, and actions, and comply with all DromonClass requirements to achieve improved performance.

Owners/Managers/Operators that do not follow the above, risk the consequences stated in the DBS Detention Policy