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Survey Documentation 

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Survey Documentation - Load Port Reconciliation

- Static Tank Measurement With Automatic Sampler

This method uses tank measurements to obtain a transferred GSV.  The free water is added to the GSV to obtain TCV.  The S&W from the automatic sampler, which represents the total water component, is then applied to the TCV to arrive at the NSV.

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     TOVo - FWo = GOVo         TOVc - FWc = GOVc
     GOVo x VCFo = GSVo     GOVc x VCFc = GSVc
     (GSVo - GSVc) + (FWo-FWc) = TCV (Transferred)*
     TCV x (%S&W / 100) = S&W
     TCV - S&W = NSV

* When more than one tank is involved, a TCV is calculated for each tank.  The S&W calculation is then performed on the total TCV.

- Static Tank Measurement Without Automatic Sampler

This method uses static tank measurements to obtain a transferred GSV from opening and closing gauge data.  The NSV can be determined on the basis of either an individual or collective tanks.  The values of free water and S&W should be determined from a consistent, mutually agreed upon source.

     TOVo - FWo = GOVo         TOVc - FWc = GOVc
     GOVo x VCFo = GSVo     GOVc x VCFc = GSVc
     (GSVo - GSVc) = GSV (Transferred)
     GSV x (%S&W / 100) = S&W
     GSV - S&W = NSV

It may be noted that if the S&W and free water components are combined mathematically into a single water component, the 'Static Tank Measurement with Automatic Sampler' procedure can be used as an alternative calculation method.

Terminology Key:

  • %S&W   -   Sediment & Water expressed as a percentage

  • S&W      -   Sediment and Water expressed as a volume

  • o             -   Relates to opening quantity

  • c             -   Relates to closing quantity

  • ( )           -   Relates to absolute value regardless of algebraic sign

The current API volume correction factor tables (MPMS Chapter 11.1) should be used for all calculations.  If any party in the transaction used a different set of volume correction factors, this situation should be noted and the alternative calculations should be included in the inspection report.

Quantities of sediment and water in heavy fuels and residuals usually are not deducted unless they exceed 1 percent.  However, contractual agreements determine the method of testing and S&W allowances.


Survey Documentation - Load Port Voyage Analysis

Prepare the load port section of the Voyage Analysis Report.  Compare the shore's total calculated volume or metered quantities (including free water and sediment and water) with the vessel's total calculated volume quantity received.  (Note that total calculated volume equals gross stand volume plus free water minus on-board quantity).  If the difference on the same comparison basis is greater than the difference specified by parties to the contract or by stated policies of those companies after application of the Vessel Experience Factor, recheck all measurements and calculations in an attempt to identify the discrepancy.  If the differences cannot be reconciled, issue a Notice of Apparent Discrepancy to both parties.

- Bill of Lading

When the Bill of Lading and vessel volumes are compared, any discrepancies among the gross standard volume, net standard volume, API gravity (relative density), temperatures and/or any other specification should be investigated as directed by the appropriate interested parties.

- Qualitative Testing

Testing for quality should be specified by the interested parties.  Report the types of analytical methods that is, ASTM, ISO or other industry approved test methods) that are used for testing.  Responsibility for testing rests primarily with shore personnel, providing that adequate laboratory facilities are available.  Other parties or their representative should be allowed to conduct the same tests on a duplicate sample or alternatively, to witness the testing that the shore party performs.

- Time Log

Record on a Time Log the times and dates of the main loading events.  Include the time and a description of any unusual events.

- Letter of Protest

If any problems occur that could affect subsequent procedures at any stage of the transfer, all key persons involved should be notified promptly so that corrective action can be taken.  Any action or refusal to act contrary to this procedure or specific prior contract agreements must be reported to the persons concerned and may be documented by issuance of a Letter of Protest.

- Distribution of Documents

Leave two sets of inspection documents on the vessel: one for the vessel itself and the second one for the inspector at the port of discharge.  In the case of heated cargoes, have the vessel's representative prepare and maintain a voyage heating log to be delivered to the inspector at the port of discharge.  Note contractual heating requirements, if any.

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