2.1  Submission of Pre Arrival Documents

The Vessel/Owners' Agents shall submit the following documents/certificates, which shall remain valid during the stay of the Vessel at Dhamra Port, on departure from load port/last port of call at marineops@dhamraport.com with a copy to cargoops@dhamraport.com:

1. Conditions of Use of Facilities and Services at Dhamra Port (Annexure-I)
2. Vessel Declaration (Annexure-IA) along with Vessel Particulars, Pre Arrival Information (Annexure-II), Pilot Card and Cargo Particulars;
3. Cargo Ship Safety Construction Certificate;
4. Cargo Ship Safety Equipment Certificate;
5. Cargo Ship Safety Radio Certificate;
6. International Tonnage Certificate;
7. International Load Line Certificate;
8. International Ship Security Certificate;
9. International Oil Pollution Prevention Certificate;
10. Safe Manning Certificate;
11. Classification Certificate;
12. Certificate of Registry;
13. Safety Management Certificate (ISM Code);
14. Document of Compliance (ISM Code);
15. Ship Sanitation Control / Exemption Certificate;
16. P&I Insurance Policy / P&I Certificate of Entry which shall inter-alia cover liability for collision and damage to fixed and floating objects, wreck removal expenses, expenses in connection to pollution caused by spillage of oil or any hazardous / noxious substances and third party damage including damage caused to port property;
17. Pre Arrival Notification of Security (ISPS Code);
18. IMO Crew List;
19. Advance Notification for Waste Delivery to Port Reception Facilities (IMO).

2.2  Submission of Pre Arrival/Arrival Notice

The Vessel/Owners' Agents shall send notice of Estimated Time of Arrival (ETA) of the Vessel at Dhamra Port on daily basis starting 7 days prior to her arrival. If the voyage duration is less than 7 days, the Vessel/Owners' Agents shall send notice of ETA of the Vessel on departure of the Vessel from last port of call and thence on daily basis. However, the Vessel/Owners' Agents shall start sending notice of ETA at least 3 days prior her arrival at Dhamra Port. The Vessel/Owners' Agents shall send the confirmed time of arrival at Dhamra Port anchorage at least 24 hours and 12 hours prior to arrival.

The Vessel should establish communications with Port Traffic Control on VHF channel 14/16, as soon as the Vessel is within VHF range for advice on berthing instruction. Port Traffic Control will assign a working channel for use while the Vessel is within the Port Limits. A listening watch should be maintained on both the channels.

2.3  Conditions of Acceptance of Vessel

The Vessel shall be accepted for anchoring/berthing subject to fulfillment of the following conditions amongst others:

1. All the documents/certificates as stipulated in Section 2.1 are valid and shall remain valid during the stay of the Vessel within Port Limits. In the event any information is incomplete or missing, the berthing of the particular Vessel will not be planned.
2. Vessel possesses valid Port Clearance Certificate from the last port of call.
3. Vessel is not loaded above the Vessel's certified load lines.
4. The Free Pratique has been granted on the request of the Vessel/Owners' Agents by the Port Health Officer as per PHO regulations of Government of India.
5. Vessel is not carrying any hazardous cargo under IMDG Code.
6. All Vessel Related Charges such as Port Dues, Pilotage and Towage and Berth Hire has been paid as per Port Tariff by the Owners' Agents.
7. Indian Light House Dues as per rates notified by Government of India has been duly paid to the Government Authorities.

2.4  Anchoring of Vessels

1. All Vessels shall anchor 2~3 miles off the fairway buoy and shall report the anchor position, soundings and time of anchoring to Port Traffic Control. Also they shall mark their anchor position on Indian Hydrographic Chart No. 3017. No anchorage is available within the harbour.
2. Vessels shall use port anchor as per convention practiced in northern hemisphere.
3. Vessels shall ensure that both anchor cable hawse pipe security covers are in place and no over-side ladders are put out unless in use as an anti - pilferage precaution. Vessels shall also keep anti-pilferage watch on deck from sunset to sunrise while at the anchorage.
4. All Vessels at anchorage shall maintain a radar distance of minimum 4 cables between them.
5. Vessels shall display an appropriate day and night signals and fly Indian courtesy flag and other codes as required under international maritime law from sunrise to sunset while at anchorage.
6. Vessels shall hoist appropriate flags from sunrise to sunset while at anchorage.
7. Vessels shall keep continuous bridge watch on VHF channels 14 and 16 with Port Traffic Control.
8. Vessels shall keep engines on standby at short notice while at anchorage.
9. Vessels shall keep security watch as per security level declared by PFSO, Dhamra Port under ISPS Code.
10. No Vessel shall carryout any work requiring immobilization while at anchorage without prior permission from the Port Authority.

2.5  Pilot Boarding and Pilotage of Vessels

1. Pilotage is compulsory for all the vessels of more than 200 GRT calling Dhamra Port. Any Vessel required to carry a pilot under the Indian Ports Act, 1908 shall not navigate within the harbour unless a Dhamra Port pilot is on board. Pilot boarding station is located at 1 nautical mile south east of the fairway buoy.
2. The Owners' Agents shall submit the Pilot Booking Request (Annexure - IIIA/ Annexure - IIIB) to Port Traffic Control for assigning of pilot for inward/ outward movement of the Vessel. The Port Traffic Control shall issue a notice of confirmation (Annexure - IV).
3. The pilot transfer arrangements shall be as per SOLAS Regulations as amended from time to time.
4. The pilot ladder should be rigged in conjunction with the accommodation ladder if required within 2 meters of the water to enable the pilot to ascend or descend the ladder clear of pilot boat. The distance from sea level to the bottom of the accommodation ladder shall not exceed 9 meters.
5. The use of any defective boarding equipment is prohibited. This includes accommodation ladders that lead forward and also those that do not rest firmly against the vessel side.
6. Under no circumstances should the Vessel circumvent the safety boarding rules and regulations.
7. A Vessel's officer in radio communication with the bridge should be in attendance along with two crew members to assist during pilot boarding/de-boarding.
8. The pilot shall be escorted from deck to Navigation Bridge immediately upon boarding the Vessel. All necessary formalities shall be carried out at the navigation bridge. The Master and the pilot shall discuss and finalise the pilotage plan keeping all potential hazards, safety parameters and Vessel's characteristics in view. A Passage Plan (Annexure - V) shall be signed by both the Master and the pilot. The same is essential before the Vessel approaches to the channel or leaves the berth.
9. The Pilotage Certificate (Annexure - VIA/Annexure - VIB) shall be jointly signed by the Master and the pilot before disembarkation of the pilot from the Vessel.

2.6  Mooring of Vessels

1. The Vessels shall be moored and fastened to the satisfaction of the Port Authority.
2. The Vessel shall move at such optimal speed so that her steering ability is maintained within the harbour. The operating regime of the Vessel's propellers shall be such that it does not endanger the other vessels at berth.
3. The distance between the Vessels moored at the berths shall be safe enough for berthing/un-berthing.
4. The mooring gang of Dhamra Port shall release and secure the mooring ropes of the Vessels.
5. Vessel shall be moored with a minimum of 3 head ropes, 3 breast ropes and 2 spring ropes as forward mooring configuration and similarly 3 stern ropes, 3 breast ropes and 2 spring ropes as stern mooring configuration. Alternatively, the Vessel can also be moored with 4-2-2 configuration as forward mooring and 4-2-2 configuration as stern mooring. However for Vessels with LOA less than 200 meters, 3-2-2 configuration as forward mooring and 3-2-2 configuration as stern mooring are also acceptable.
6. The Vessel shall pass one spring line each from forward and afterward with the help of heaving line and messenger line. Second spring line can be passed after the Vessel is positioned on the berth. Remaining lines can be passed ashore with the help of mooring boats.
7. All mooring lines shall have rat guards fixed on them while Vessel is alongside the berth.
8. The Vessels shall keep mooring watch and adjust the mooring ropes with the change of tides to keep the Vessel alongside the berth at all times.

2.7  Furnishing of Documents upon Berthing of Vessels

Upon berthing of the Vessel, the Vessel/Owners' Agents shall submit last Port Clearance Certificate in original and three copies of following documents/ certificates; one each for Port, Customs and Immigration Authorities:

1. Vessel Particulars;
2. Load Port Cargo Survey Report;
3. Arrival ROB Report;
4. Cargo Manifest/Declaration;
5. IMO Crew List;
6. Ports of Call List for Last 10 Voyages;
7. Maritime Declaration of Health including Ship Sanitation/Exemption Certificate;
8. Crew Vaccination List;
9. NIL List;
10. Crew's Effects Declaration;
11. Passenger List;
12. Vessel's Currency List (both Personal and Official);
13. Vessel's Stores Declaration;
14. Vessel's Properties Declaration;
15. Bonded Stores List;
16. Narcotics List;
17. Details of Radio Equipments.

In addition to the above, the Vessel/Owners' Agents shall submit any other documents/certificates required by the Port / Customs / Immigration Authorities including the documents/certificates as stipulated in Section 2.1. The Authorities may also verify the original documents/certificates as stipulated in Section 2.1.

The Master of the Vessel and Port Authority shall discuss and complete the Ship/Shore safety checklist for loading/unloading dry bulk cargo carriers as per IMO format. The Vessel shall also furnish, discuss and finalise the loading/unloading plan with the Port Authority.

2.8  Guidelines for Vessels at Berth

1. The Vessels shall have both the anchors hawsed.
2. The Vessels shall not use propellers except in an emergency with the permission from the Port Traffic Control.
3. The Vessels shall not lower the lifeboats into the water except in an emergency with the permission from the Port Traffic Control.
4. A majority of the crew shall always stay on board of the Vessel so that in case of any emergency the Vessel can cast off the berth and proceed to the anchorage. The main propulsions, steering and anchor gears shall be in working condition. Any repair or maintenance operations that may prolong the time for readiness to depart, may take place only with the written permission from the Port Authority.
5. The Vessel shall provide a proper and safe gangway equipped with net or save-all placed beneath the gangway. Proper illumination should be provided near the gangway from sunset to sunrise in such a manner that the gangway is clearly seen from the berth and from the Vessel.
6. All accidents, pollution of the water and damage to self, other vessels and flotilla inside Port Limits and damage to Port property shall be immediately reported to the Port Traffic Control by the Vessel/Owners' Agents.
7. The Vessel/Owners' Agents shall obtain prior permission from the Port Authority to carry out any welding operations or such operations on the open deck, outboard operations, fire and abandon ship drills, launching of boats and rafts. Port Traffic Control shall be informed of the commencement and completion of such operations.
8. Cleaning of the Vessels with chemicals, removing of old paint and rust is prohibited in the Port. The Vessel/Owners' Agents shall obtain permission from the Port Authority prior to painting of the Vessel at the berth.
9. Upon completion of loading/unloading, the Vessel/Owner's Agents shall submit the Request for Outward Clearance Certificate to the Port Traffic Control (Annexure - VII) in three copies.

2.9  Ballasting/De-ballasting and Overboard Discharges

1. The ballasting/de-ballasting operation shall be carried out by the Vessel as per provisions of GEF/UNDP/IMO Global Ballast Water Management Programme. The Vessel shall submit information as per IMO Ballast Water Reporting Form.
2. The waiting Vessel at anchorage shall retain full ballast on board until a confirmed berthing plan is communicated to the Vessel by the Port Traffic Control.
3. The term "over-side discharges" refers to the discharge of any solid waste or any liquids from a Vessel other than ballast water.Vessel's garbage must be retained on board in suitable containers with properly fitted covers. Garbage, dunnage and scrap materials should not be dumped in Indian Territorial Waters. Burning of Vessel's garbage is not permitted within the Port Limits.
4. The Vessel shall not discharge hold washings and raw sewage inside the Port.
5. The Vessel shall have all its scuppers properly plugged while at berth.
6. The Vessels shall follow the MARPOL guidelines while dealing with garbage, raw sewage and hold washings.

2.10  Reporting of Loss of Cargo or Vessel's Equipment

1. The Vessel/Owners' Agents shall inform the Port Traffic Control about loss of any cargo or Vessel's gear in the Port and shall, after obtaining permission from the Port Authority, forthwith recover the lost article if practicable.
2. If such recovery is not made the Vessel/Owners' Agents shall deliver to the Port Authority a written report of the loss giving:
   1. the approximate location of the lost article;
   2. a description of the lost article; and
   3. other pertinent details relating to the loss.
3. If the lost article is posing a hindrance to the port operations, the Port Authority will remove/recover the article at the risk and expense of the owner of the Vessel.

2.11  Weather Conditions

1. The weather parameters for operating the Vessel at Port will depend upon the circumstances prevailing at that time. The Port Authority will consider the circumstances before taking any decision to suspend and/or resume operations.
2. Warning on severe weather conditions will be intimated to all the Vessels. Port Authority shall decide about shifting of the Vessels from berth to anchorage on the basis of severity of weather conditions which shall be communicated to the Vessels.
3. The Port will hoist signals on top of Port Signal Station in case of adverse weather conditions as per norms.

2.12  General Conditions

1. Every Vessel either seeking to enter or in the harbour is subject to the orders of the Port Authority in respect of her entry, departure, draught, berth, anchorage, location, speed, direction and means and method of movement.
2. A Vessel while in Port shall be subject to the direction of the Port Authority with respect to her position, removal, the manner in which and the time when the Vessel shall be moored, loaded or unloaded. A Vessel shall proceed to the position assigned thereto by the Port Authority immediately after such assignment unless the Port Authority otherwise directs.
3. The Vessel/Owners' Agents shall ensure that the Vessel:
   1. does not encumber a channel or wrongfully occupy any berth;
   2. does not obstruct or impede navigation or the berthing of any other vessel; or
   3. is not navigated in such a manner or at such a rate of speed so as to endanger or damage other vessels or goods or operations in the Port or adjacent thereto or cause injury or harm to any person or wildlife.
4. Except in accordance with a permit from the Port Authority no person shall cause or permit any Vessel or floating property to tie up, moor, anchor, or occupy a berth at any wharf, pier, buoy, float or pile owned or administered by the Port Authority.
5. No person shall moor or make fast any boom or floating property:
   1. to the outside of a Vessel moored at a berth; or
   2. to the berth in such a manner as to restrict the movement of any Vessel.
6. The Port Authority may refuse to allow any Vessel to enter the Port for any reason. However, such a refusal shall normally be for the purpose of:
   1. preventing danger to the population or damage to the environment;
   2. preventing an obstruction to navigation or use of the Port; or
   3. preventing a Vessel from engaging in illegal or disruptive activities.
7. The Port Authority may order a Vessel to leave the Port or prohibit a Vessel from entering the Port where, in the opinion of the Port Authority, that Vessel:
   1. is in a dangerous condition;
   2. constitutes a hazard to navigation or the operations of the Port;
   3. may contaminate the Port; or
   4. may endanger the safety of any person or property in the Port.
8. The Vessel referred in Section 2.9 (f) and (g) shall forthwith comply with the order of the Port Authority, failing which the Port Authority may take such corrective action as is necessary to remedy the situation and the Vessel/Owners' Agents shall be liable to pay to the Port Authority such costs.
9. The Vessel/Owners' Agents shall carry out all the formalities for ingress and egress and during stay of the Vessel at Dhamra Port in relation to the Customs, Immigration and Port Health in accordance with the provisions of applicable laws of Republic of India.
10. Customs and Immigration officers will board all the Vessels on arrival/before departure at/from berth. The Owners' Agents of the Vessel shall be responsible for necessary coordination.
11. The Master of the Vessel shall be responsible at all times for the safe loading/unloading of the Vessel.
12. The shifting and warping of Vessels, if required, shall be carried out as per directions of the Port Traffic Control.
13. The Vessel shall ensure that no unauthorized person board the Vessel within the Port Limits. The crew of the Vessel shall check the identity of all the persons boarding their Vessel. Accordingly, a gangway watch shall be maintained at all the times by competent personnel and any unauthorized attempt to board the Vessel shall be reported immediately to the Port Traffic Control.
14. The Vessel shall ensure that no unauthorized crafts are allowed alongside whilst the Vessel is within the Port Limits.
15. No Vessel shall cast off without the directions of the Port Traffic Control.