1. Sampling Device
Procedures for sampling - step 1
Ensure that your vessel has a proper sampling device at the point of Custody Transfer, which is at the vessel's bunker manifold.
Your sampling device and collection container should be clean and ready for use.
If your vessel is not fitted with a proper sampling device, you will not be able to take a representative sample. We strongly recommend that you place an order for a DNVPS Line Sampler.
2. Request to Witness Sampling Form
Procedures for sampling - step 2
Complete a Request to Witness Sampling Form and give the top copy to the suppliers representative. Retain the blue copy for your file.
Invite the supplier's representative to witness the sampling procedures.
If the supplier declines to attend the witnessing of sampling, it is essential that you record this fact in the ship's log book at the time as contemporaneous evidence for future reference in case there is dispute.
Ensure that full information about the barge, cargo officer, supplier, time, date, and circumstances etc. are recorded. These records will be important should a dispute develop.
3. Continuous Drip Sampling
Procedures for sampling - step 3
Take a continuous drip sample by using the DNVPS Line Sampler. Adjust the needle valve to give a slow and continuous drip throughout the whole bunkering period. Secure the needle valve with a security seal provided by DNVPS. Record the seal number to prevent any tampering. Collect approximately 5 liters of sample with the cubitainer provided in the DNVPS Sampling Kit.
Check the amount of sample collected to ensure that you have about 5 liters by the end of the bunkering. If you need to break the seal on the needle valve to make adjustments, you should invite the bunker barge Cargo Officer or his representative to be present when you are adjusting the drip and replacing the security seal. Keep proper records in your ship's log if the invitation is declined and also when such adjustments took place.
4. Dividing the Sample Evenly
Procedures for sampling - step 4
Cap the cubitainer and shake the contents vigorously for about 10 minutes to mix the sample thoroughly.
Fill 3 sample bottles 1/3 at a time. Make several passes to fill the bottles equally. This is to ensure the sample is more evenly distributed and that the contents in each bottle are similar. In some cases, both the ship owner and the charterer may be on the testing programme and will require separate samples to be sent. Four samples will be needed in such cases.
Fill the bottles up to the indication on the bottle FILL TO THIS LINE. Stop at the line as shown in the diagram on the left.
5. Sealing the Bottles
Procedures for sampling - step 5
Close the bottles tightly using the screw caps provided.
Seal all the bottles and record all seal numbers on the Chief Engineer's Report form. It is important also to record this information in the ship's log book.
Complete three (or four) sample bottles labels and sign them in the presence of the supplier's representative. Do not sign any blank labels for the barge crew under any circumstances.
Fix a label on each bottle.
Caution: If you are offered a sample by the barge crew and have not witnessed correct sampling procedures, please use the rubber stamp provided to indicate a 'For receipt only, source unknown' message on the sample label.
6. Insert Sample into Ziplock Bag
Procedures for sampling - step 6
Put the bottle to be sent for testing into the Ziplock bag to prevent spillage. Gently squeeze the Ziplock bag to minimize air content prior to sealing.
This bottle will be sent ot the appropriate DNVPS laboratory by courier once the correct colour label has been used. See the DNVPS Air Courier Directory for details.
7. Sample for Supplier
Procedures for sampling - step 7
Hand one bottle to the supplier's representative. If the supplier declines or discards the sample, make sure that this is recorded in the ship's log with full details of the person, barge, supplier, time, date, incident and sample seal number. This is essential for collecting contemporaneous evidence at the time of the event in case a quantity or quality dispute arises later.
8. Ship’s Retained Sample
Procedures for sampling - step 8
It is very important to retain one bottle of sample onboard as very often this will be the only one left which represents the fuel delivered to your ship.
IMPORTANT: If this sample is eventually sent for testing, please ensure that all interested parties or their representatives are present to witness the breaking of the seal and the testing process.