1. Bunkering procedures
By Capt F X Chacko

2. OBJECTIVE
To control the quality, quantity and the timely delivery of bunkers supplied to vessels.
To ensure safe execution of all bunker operations, taking into account the requirements of MARPOL, Annex VI.
Certain countries e.g. USA have specific requirements for reporting and record keeping. These requirements shall be followed in addition to the following procedures.

3. The C/E in cooperation with the Master is responsible for:
Responsibility
The C/E in cooperation with the Master is responsible for:
Monitoring the vessel’s bunker consumption and reporting to the Company.
Ensuring that bunkers received conform to the specified requirements i.e. quantity and quality.
Ensuring that the bunkering operation is carried out in a safe manner and in accordance with the instructions provided in this presentation
Ensuring that fuel oil samples are drawn during bunkering, as per the defined guidelines.
Ensuring that fuel oil samples are properly sealed and signed by the supplier’s representative. These must be landed securely and sent by fastest means for quick analysis by our contracted Viswa Lab.
Retention and storage of fuel oil samples according to MARPOL An. VI for twelve (12) months.
Correct filing of Bunker Delivery Notes according to MARPOL An. VI for three (3) years.

4. Responsibility- CE The C/E is responsible to the Master for:
Declaring correct ROB’s at all times and calculating bunker requirements for intended periods / passages keeping safe margins.
The storage and consumption of fuel and L.O., F.W. and bunkers.
Tank ullages, soundings of all vessel compartments that are designed and designated for storage of bunkers, fuel, L.O. and F.W. Readings of above mentioned fluids are taken daily.

5. Bunker requirements.
When voyage orders are received, the C/E must advise the Master of the amount of fuel currently on board and the anticipated daily consumption for the forthcoming voyage and from this information, the Master and the C/E must determine the ships bunker requirement.
The voyage orders will indicate whether one way or round-trip bunkers are to be taken or whether any limitations as to the bunker requirements are needed. Prior to sailing, the Master is to ensure that there are adequate bunkers aboard for the planned voyage plus a safe margin for reserve.

6. Safety Margin
Α guideline in calculating a safe margin of reserve, is 20% of the bunkers estimated to be consumed on the voyage, making due allowance for the weather expected en route. The safe margin of reserve should not be less than 3 days consumption, but only in exceptional circumstances should more than 7 days be necessary. The following guidelines can be used for M/E minimum reserves for all passages, excluding unpumpable quantities:

7. Calculations for safety margin
i) Heavy Fuel Oil
Sea Passage Duration Days
Additional Bunkers Reserves
1 to 5
50%
6 to 10
40%
11 to 20
30%
over 20
20%
ii) Diesel Oil
The Minimum quantity of Diesel Oil on board at the beginning of a voyage is calculated as:
Dmin = (Vdays + 5days) x Gcons + 5% of Dcapacity
However at the minimum the MDO rob on commencement of voyage should be abt 50 Mts
Required breakdown of fuel oil quantity to normal and low sulphur fuel oil must be provided, taking into account the estimated time of sailing and port stay in Sulphur Emission Control Areas (SECA), as defined by MARPOL Annex VI.

8. Bunker measurement
Bunkers measurement must be carried out before and after bunkering on the ship and the barge delivering the bunkers, by the C/E.
The barge measurements should be used for calculating the quantities received on-board.
The ship’s tanks measurement before and after bunkering (initial – final) should be carried out by the C/E, as a secondary verification only.
The barge tanks are used as a reference point for measurements because they normally are rectangular and therefore the volume is easier to define.

9. Bunker measurement
Nevertheless, the C/E should keep in mind the following while carrying out bunker measurements:
Agree with the supplier representative on the use of a correct measuring tape, which should be checked by both parties.
Check that the barge ullage tables are approved by a recognized authority, which guarantees their accuracy. Photocopies of ullage tables should not be used.
Carry out temperature corrections according to the ASTM Tables 54B and 56. Before and after bunkering, volumes should be calculated at 15°C.
It is suggested that the C/E accepts to sign the BDN on the basis of the volume received and not the weight. The weight is based on the density supplied by the supplier representative. This can only be verified if a commercial sample is sent to an analysis laboratory.
Compare the delivered volume as measured on the barge with the volume received on-board to ensure there are no excessive quantity deviations.

10. Fuel oil storage instructions
When bunkering, avoid mixing fresh fuel with fuel already existing in bunker tanks. In case of list / trim problems, prepare your ship by transferring fuel / ballast / FW well in advance of bunkering operation. Ships provided with inner / outer HFO tanks arrangements should, in addition to above:
Avoid storing fuel oil in the outer tanks.
If storage in the outer tanks is unavoidable, start consuming the fuel in these tanks and bring them tο a level below hydrostatic balance with sea water as soon as possible.
Arrange bunkering/transfer operations in such a way as to keep inner tanks with the maximum quantity of fuel stored in them.

11. Bunkering Instructions
On vessels running on residual fuel, the C/E shall be closely monitoring the temperature and viscosity of the fuel. Both physical properties follow a very distinct pattern, a deviation from which indicates possible problems. Such check is particularly relevant when switching to different bunkers.

12. Pre-bunkering procedures
The C/E and the delivering vessel's or facility's person in charge shall hold a pre-bunkering conference. Persons in charge shall meet either on-board vessel or at the facility, unless the Master determines it is unsafe under the National and International regulations. Persons in charge shall:
Ascertain quantities to be delivered vis-à-vis quantities ordered.
Agree the bunkering position.
Agree the bunkering rate and time of delivery, if the bunkering is to take place “alongside” ex pipelines or bunker barge.
Discuss procedures for informing the delivering vessel's or facility's person in charge, before the receiving vessel changes over tanks or begins topping off.
Discuss emergency shutdown procedures and identify each vessel's means to shut down the transfer in an emergency.
All bunkering checklists as per the SMS must be strictly complied with

13. Pre-bunkering survey
The C/E shall carry out a pre-bunkering survey of the bunker barge, as per Company/suppliers agreement, in order to determine the exact quantity on-board, by checking all cargo tanks as well as void spaces, bunker tanks, etc. It is recommended to check tanks by taking soundings.
When supply ex shore tanks, verify installation flowmeters and ascertain its readings prior and after supply. If convenient, also verify that all valves from lines that may divert the product to other destination are sealed.
Note: During calculations, the vessel’s representatives shall ensure that calibration tables used are original and approved by Class or Flag State. If such tables are not presented, a relevant note shall be made in the bunker barge ullage report.

14. Sampling of bunkers Position and method of sampling:
The fuel sampling must always be done throughout the duration of the bunkering operation through the use of a continuous drip line sampling valve. The installation of the drip line sampling valve should be done at the fuel oil “Custody Transfer Point” (the point where the custody of the fuel passes from the barge (or shore) to the ship). This is the vessel (and not the barge or shore) bunker inlet manifold.

15. Sampling of bunkers
According to bunker Sales Contracts, the binding sample in an arbitration is the one drawn from custody point (i.e. ship’s receiving manifold) and which is to be sealed and signed by both barge and vessel’s Officers. Therefore, it is very important that the sealing of the samples takes place upon completion of the bunkering and in the presence of the C/E or the appointed Officer.

16. Fuel oil samples storage and recording
In the event that the C/E has to receive samples obtained by means which he was unable to witness and verify, then on receipt of these samples he shall add the following comment alongside his signature: “WITHOUT PREJUDICE FOR MY SHIPOWNERS RIGHTS IN RESPECT OF BAD QUALITY”.
The samples must be sealed using numbered seals and the seal numbers recorded in the E/R logbook. The sample seal must include the following information:
Location and method of sampling.
Bunker delivery date.
Name and IMO number of barge or shore delivery installation.
Name and IMO number of the receiving vessel.
Signatures/stamps and names of the supplier’s and ship’s representatives.
Seal ID No.
Bunker grade.

17. Fuel oil Bunker Delivery Note (BDN)
The BDN for F.O. provided by the supplier’s representative must include the following information:
Name and IMO number of the receiving vessel.
Bunkering Port.
Bunkering Date.
Name address and telephone number of the marine fuel supplier.
Bunker Grade(s).
The quantity delivered/received in cubic meters (volume) and metric tonnes (mass).
The density at 15°C (in kg/m3).
A declaration for the sulphur content by %, that the sulphur content (in %m/m) is according to Reg a of MARPOL, Annex VI and that the fuel quality is according to the specifications of Reg. 18 of MARPOL, Annex VI and ISO standard 8217:1996.

18. Fuel oil Bunker Delivery Note (BDN) M A R P O L Requirement
According to MARPOL An. VI, the BDN must be checked by the C/E and the Master especially regarding the sulphur content mentioned and the quantities received.
The BDN is a statutory document that may be requested by the Port Authorities and every effort must be made to ensure the accuracy of the included data.
The BDNs should be kept in the ship’s file for at least 3 years after the delivery of the fuel oil. Samples shall be kept onboard for one year.

19. Disputes
Letter of Protest should be made to the delivering vessel owner if oil measurement losses are above 0.5%. If bunker quantities and/or quality are in dispute, then the delivery receipts must be endorsed accordingly and the reason stated. The receipt is to be signed "under protest" only. In all cases of ship/shore bunker shortages the Company is to be informed immediately. Never sign a bunker delivery receipt before:
The bunkering operation has been completed.
Authenticated samples have been received.
Letter of protest shall be issued by the vessel in the following cases, but not limited to:
Shortage.
Quality.
Slow pumping rate.
Lack of co-operation from bunker barge staff.
Incomplete format of the BDN.

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