TE9 Fleet Manual 4th Edition January 31 2005.pdf

RESERVE

FLEET

MANUAL

MARITIME

ADMINISTRATION

Office of Ship Operations Division of Reserve Fleet

4th Edition January 31, 2005

Fleet Manual Fourth Edition Errata

Date Pages Description

Maritime administration, Reserve Fleet Manual

CHAPTER 1: ADMINISTRATION

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 1-1

1 ADMINSTRATION

1.1 MISSION

1.1.1 Mission Statement

1.1.2 Authorization

1.1.3 Releasing Authority

1.1.4 Controlling Authority

1.1.5 Purpose

1.1.6 Objective

1.1.7 Scope

1.2 DEFINITIONS/ACRONYMS

1.3 RESPONSIBILITIES

1.3.1 Division of Reserve Fleet

1.3.2 SOMO

1.3.3 Fleet Program Manager

1.4 VISITORS

1.4.1 General

1.4.2 Reimbursable Vessels

1.5 QUALITY MANAGEMENT

1.5.1 General

1.5.2 Quality Control

1.5.3 Quality Assurance

1.6 RECORDS MANAGEMENT

1.7 ANNUAL MEETING

1.8 FLEET SECURITY

2 FUNDING

2.1 BUDGETING

2.2 CONTINUOUS BUDGETING

2.3 BUDGET PREPARATION

2.3.1 Workload Projection

2.3.2 Budget Submission

2.3.3 Environmental Audits

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 1-2

2.3.4 Budget Content

2.4 SPENDING PLAN

2.4.1 Fleet Spending Plan

2.4.2 Reimbursable Spending Plan

2.4.3 Unfunded Budget Requests

2.5 ALLOTMENTS

2.5.1 General

2.5.2 Obligations

2.5.3 Commitments

2.6 ACCOUNTING

2.6.1 Quarterly Reports

2.6.2 Expenditures

2.6.3 End of Year Fund Recovery

3 FACILITY MANAGEMENT

3.1 FLEET ORGANIZATION CAPABILITY

3.1.1 General

3.1.2 Fleet Service Craft

3.1.3 Electrical Power

3.1.4 Anchorage and Access Depths

3.1.5 Shoreside Infrastructure

3.1.6 Navigation Hazards

3.1.7 Facility Condition Index

3.2 SAFETY MANAGEMENT

3.2.1 General

3.2.2 Safety Standards

3.2.3 Visitors

3.2.4 Contractors

3.2.5 Asbestos

3.2.6 Fire Safety

3.2.7 Environmental Management Responsibility

3.2.8 Environmental Audits

3.2.9 Fuel Transfers

3.2.10 Hazardous Materials and Waste Management

3.2.11 Storage of Hazardous Material and Waste

3.2.12 PCBs

3.2.13 Ballast Water

3.3 EMERGENCY RESPONSE

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 1-3

3.3.1 Emergency Response Plan

3.3.2 Oil Spill Response

3.3.3 Fire Response

3.3.4 Vessel Flooding

3.3.5 Emergency Shelter

4 VESSEL MANAGEMENT

4.1 INDIVIDUAL VESSELS FILES

4.2 PRESERVATION STANDARDS

4.2.1 DH

4.2.2 CP

4.2.3 Fire & Flood Alarms

4.2.4 Painting

4.2.5 Electrical Power

4.2.6 Heating Equipment

4.2.7 Lay - up

4.2.8 Vessel Condition Summary Report

4.2.9 Vessel Roster Report

4.2.10 Annual Preservation Report

4.3 ENROLLMENT INTO THE FLEET

4.3.1 Pre-Arrival Inspection

4.3.2 Arrival Inspection

4.3.3 Arrival Acceptance

4.3.4 Arrival Mooring

4.3.5 Post Arrival Inspection

4.4 PRESERVATION MAINTENANCE

4.4.1 Dewatering

4.4.2 Liquid Levels

4.4.3 Remooring

4.4.4 Phase IV

4.5 SHIP DEPARTURE

4.5.1 Departure Notification

4.5.2 Activation

4.5.3 Shipyard Repairs

4.5.4 Disposal

4.5.5 Donation

4.5.6 Delivery to Customer

4.6 SHIP and PROJECT CODES

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 1-4

5 PROPERTY MANAGEMENT

5.1 ARTIFACTS

5.1.1 General

5.1.2 Inventory

5.1.3 Event Dependent Items

5.1.4 Historic Documents

5.2 PROPERTY TRANSFERS

5.2.1 General

5.2.2 Property Transfer Responsibility

5.2.3 Militarily Useful

5.2.4 Vessels on Donation Hold, Historic Hold, Historic Review, Emergency Sealift, and National Register

5.2.5 Vessels on Hold for Logistics Support

5.2.6 Vessels Available for Stripping

5.2.7 Vessels Available for Disposal

5.2.8 Reimbursable Ship Parts and Equipment

5.3 PROPERTY DONATIONS

5.3.1 Donations to U.S. Memorial Ships

5.3.2 Donations of Property to Public Bodies

5.3.3 Donations to USCG Approved Training Schools

5.3.4 Humanitarian Organizations

5.4 PROPERTY LOANS

6 REIMBURSABLE SERVICES

6.1 GENERAL

6.1.1 Salaries

6.1.2 Electricity

6.1.3 Supplies, Equipment & Material

6.1.4 Billing

6.2 REIMBURSABLE CUSTODY

6.2.1 Pre-Arrival Inspection

6.2.2 Additional Work Requirements

6.3 VESSEL TRAINING

6.3.1 Reimbursable Customers' Vessels

6.3.2 NDRF/RRF Vessels

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 1-5

6.3.3 Training Report

7 STAFFING

7.1 HIRING REQUESTS

7.2 STAFFING BUDGET

7.2.1 Preservation Work Force

7.2.2 Support Work Force

7.2.3 Fleet Workload Crosswalk

7.2.4 Work Priority

7.2.5 Preservation Work Plan

7.3 LABOR ACCOUNTING

7.3.1 Time and Attendance Collection

7.3.2 RFTAS

7.3.3 Productivity Report

7.3.4 Work Load Summary

7.3.5 Personnel Report

7.3.6 Program Allocation

7.3.7 Work Plan/Actual Comparison

7.4 STAFF EVALUATIONS

APPENDICIES

1. MA-496 & 496A Reimbursable Vessel Custody Acceptance Forms

2. Report Forms

3. Object Classes

4. Fleet Capacity

5. Fleet Management Review (FMR)

6. Artifacts List

7. Maritime Administrative Orders (MAO’s)

8. Job Codes List

9. Safety and Emergency Plans

10. Cathodic Protection Process

11. Dehumidification Process

12. Mooring Procedures

13. Fleet Visitation and Training Policy

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 1-6

1 ADMINSTRATION

1.1 MISSION

1.1.1 Mission Statement

The mission of the National Defense Reserve Fleet is to:

1) maintain retention vessels in selected states of readiness so they are available in times of national emergency,

2) maintain vessels that are designated non-retention until they can be disposed,

3) make vessels available as training platforms to other federal, state or local agencies, and

4) provide cost effective vessel storage capacity to other federal, state or local governmental agencies.

1.1.2 Authorization

Authorization for this Fleet Manual is derived from MAO 61-1, Section 5.02, which discusses the Division of Reserve Fleet's responsibility for maintaining the Fleet Manual.

1.1.3 Releasing Authority

The Releasing Authority for this Manual is the Director, Office of Ship Operations (MAR-610) who is ultimately responsible for the contents of this Manual.

1.1.4 Controlling Authority

The Controlling Authority for this Manual is the Chief, Division of Reserve Fleet (MAR-612) who has the responsibility to keep the contents of this Manual updated by changing its content.

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 1-7

1.1.5 Purpose

The purpose of this document is to provide policy to the Regional Headquarters regarding vessel maintenance in the National Defense Reserve Fleet anchorages (fleet sites). With the exception of administrative procedures necessary for funding coordination, performance standards (outcomes) vice procedural requirements are stated in this Manual.

This is to allow region and fleet personnel the freedom to pursue the most efficient procedures for accomplishing the mission.

Region and fleet personnel are encouraged to share their procedures and practices with their peers. Fleet procedures will be reviewed annually during the Fleet Management Review (see Appendix 5).

1.1.6 Objective

The objective of this policy is to provide direction that will enable the:

maintenance of the Ready Reserve Force (RRF) ships in a status that ensures their delivery to commercial tugs when they are activated, maintenance of each NDRF retention ship in the original condition it was received or better, and preparation of NDRF non-retention vessels so that they may be disposed to the best advantage of the program.

The effectiveness of the program depends on being able to apply human resources, equipment, and material to maintain these ships. Identifying and changing processes that improve resource utilization should be constantly pursued. Quality management initiatives are encouraged as a method of improving our resource utilization.

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 1-8

1.1.7 Scope

This policy is for the acceptance of ships into, the maintenance of ships in, and the disposal of ships from the fleet sites. This Manual does not cover the responsibilities involved with the maintenance of vessels outside of the fleet sites; specific arrangements are made to provide for that requirement, which may or may not include the fleet workforce. Assignment of ships to the fleet sites is found in the Reserve Fleet Inventory, and may include ships outside of the fleet anchorage.

This Manual covers Phase IV inspections of RRF vessels located at the fleet sites and policies involving reimbursable customers; however, the specifics of the procedures for Phase IV inspections are provided by the Division of Ship Maintenance and Repair.

This Manual covers policies involving customers using the fleet anchorages and policies involving property distribution.

It is intended that local management at each fleet site have as much latitude as possible to exercise the exact measures required to maintain a ship in a satisfactory state. The Regional Headquarters may, at their option, develop their own policy to meet local and specific needs if it does not contradict the policy in this manual or other contractual requirements. Any manuals and procedures pertaining to the fleet sites shall be forwarded both electronically and in hardcopy to the Division of Reserve Fleet.

Reserve fleet personnel have been a source of introducing many of the major improvements in methods and techniques. These contributions have proven valuable to our effectiveness. To ensure that effective techniques are shared between the fleet sites, communication between the fleets is strongly

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 1-9 encouraged. Significant items should be brought to the attention of the Division of Reserve Fleet.

If a change to these policies is desired, a change request to change this document should be forwarded electronically to the Division of Reserve Fleet.

Continued improvements in every day work activities are advocated and need not be referred to the Division of Reserve Fleet, provided they are not inconsistent with the provisions of this Manual or other contractual requirements.

1.2 DEFINITIONS/ACRONYMS

Access – This refers to the berthing area, structures and waterway channel used for fleet craft when the term is used in reference to fleet craft.

Afloat – Maintaining buoyancy of an object or ship.

Allotment Codes – Allotment codes identify the organizational group that uses funds; the Fleet allotment codes are:

69 Division of Reserve Fleet 70 Beaumont Reserve Fleet 71 James River Reserve Fleet 72 Suisun Bay Reserve Fleet

Allotments – Allotments are formal funding transfers that change the amount of funds allocated to a program element. No funds are available for expenditure until they are actually allotted into the respective accounts.

Once allotted, the funding is available for the responsible party to obligate the funds.

Anchorage – A water area that is deep enough to moor ships with ground tackle.

Berth – The water area surrounding a ship where it is securely located.

Blanks – Flat steel plates that fit over studs and bolt into place to cover an opening in a ship’s hull, or a flat circular plate that is inserted into a pipeline to positively stop the flow of liquid through the pipeline.

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 1-10

Blanks Status Codes I blanks are internal.

X blanks are external.

D double blanks (internal & external) N no blanks.

U status of blanks is unknown.

Budget Year – In the budget cycle, two fiscal years beyond the fiscal year in which funds are being expended. If the current fiscal year is 2004, then the budget year is fiscal year 2006.

Cathodic Protection (CP) - The lessening of steel corrosion in ionized water by the use of an impressed current or sacrificial anodes.

Challenge – Confront, prevent and monitor trespassers on MARAD property both in the anchorage and on the Shoreside. Inquire about visitors’ intentions regarding the purpose for entering MARAD property.

Consumable – Materials and supplies to include but not limited to oil, grease, handtools, batteries, lubricants, light bulbs, spare parts, filters, fuel and oil spill kits.

Days – Calendar days unless otherwise specified

Deactivation – The work performed of a general maintenance and preservation nature designed to ensure that a vessel is in a good state of watertight integrity, cleanliness, well preserved, well maintained, repaired and in all respects prepared for lay up.

Dehumidification (DH) - The lowering of the moisture content of the atmosphere of an enclosed area of a ship by the use of machinery.

Dewatering – Removal of water that has entered a vessel’s interior spaces.

Dip Cell – Equipment used to read the electrical potential difference between a ship’s hull and the water adjacent to the hull.

Disposal – Removal of an item from use and from the property records.

Emergency – An event that requires fast reactive efforts to substantially limit damage.

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 1-11

Emergency Ship Movement – A vessel towed within the fleet boundary in response to emergency conditions such as fire and some vessel activations (No Notice Activation).

Escort – An individual or individuals provided to guide people who are not familiar with the hazards, safety practices, and specific locations in the anchorage.

Fenders – Structures placed between ships to prevent contact of the hulls.

First Response – The immediate action taken to lessen the effects of an emergency and initiate a full response to eliminate the emergency to include but not limited to fire, flood, severe weather, collisions and petroleum or HAZMAT spills.

Fiscal Year (FY) – The budget cycle year beginning on October 1st and ending on

September 30th. The fiscal year 2005 runs from October 1st, 2004 to September 30th, 2005.

Fleet Craft – Vessels that are MARAD's property at the fleet sites that are less than 1500 gross tons are fleet craft. This rule does not apply to vessels not owned by MARAD.

Fleet Management Review (FMR) – The annual quality assurance review done at one or all fleet sites by the Division of Reserve Fleet.

Fleet Operations Group - The service providers at the fleet anchorages.

Fleet Program Manager - The most senior government employee regularly working at a fleet site location.

Flood Marks – Two parallel lines painted on the hull on each side at both the bow and stern to provide a visual indication of any change in trim or draft.

Freebalance – The MARAD accounting program that tracks allotments, obligations, and expenditures.

Gangway - Equipment used to provide access for personnel to a ship from a position near the water usually involving vertical movement. This typically reaches from a pier or wharf to the weather deck. It also refers to an accommodation ladder reaching from the weather deck to the water.

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 1-12

General Agent (GA) – A contractor that is responsible for the operation of a ship.

A General Agency Agreement (GAA) is authorized by law for rapid assignment of a contractor.

Ground Tackle – Equipment used to secure a ship to the bottom of the waterway at its berth in an anchorage.

Hazardous Material (HAZMAT) - Any useable material defined by law, which if released or spilled, may pose a hazard to human health or the environment due to its quantity, concentration, physical characteristics, chemical characteristics, or infectious characteristics.

This material may be used or stored aboard some vessels, or may be part of the original design or equipment on a vessel (e.g., asbestos in lagging, PCBs in electrical cable insulation).

Hazardous Waste (HAZWASTE) - Any unusable material defined by law that is liquid, solid or gaseous, which if improperly stored, treated, transported, disposed or otherwise managed, may pose a substantial present or potential hazard to human health or the environment due to its quantity, concentration, physical characteristic, or chemical characteristic. Unlabeled containers are assumed to be hazardous waste until proven to be otherwise.

Legal Requirements – All applicable laws, regulations, contractual obligations, agreements, and policy directives.

List – When pertaining to the configuration and appearance of a ship, the condition where the decks are tipped to the port or starboard side while in calm water.

Materiel Handling Equipment (MHE) – Equipment used to move materials and equipment.

Militarily Useful - A vessel is militarily useful when designated as such in the

Reserve Fleet Inventory report. These vessels are in a condition such that their activation and use are feasible.

Minor Maintenance - Maintenance performed on a specific vessel during or after a Phase IV inspection to correct deficiencies that can be completed within an 8-hour period using 3 FTE’s (24 manhours).

Moor – The act of securing a ship at its berth.

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 1-13

Mooring – The berth or location of a ship.

Nest of Barges – A group of barges or buoys that are securely lashed together to form a unit.

No-Notice Breakout – A ship movement that involves an unscheduled ship removal from the Fleet.

Non-Retention Vessels - NDRF vessels that are processed for disposal and cannot be activated within a reasonable amount of time, and have no further military use or value to MARAD.

Phase IV - RRF ship deficiency inspections resulting in deficiency reports and the performance of minor maintenance.

Pilferage – Loss of materiel by theft.

Pilferable Items – Materiel that is valuable, easily converted to personal use, vulnerable to theft, having a ready sale potential, or high personal use or attraction.

Planning Year –The next fiscal year in the budget cycle beyond the fiscal year in which funds are being expended, i.e., if the current year is fiscal year 2004, the planning year is fiscal year 2005.

Plate Anchors/Stakes – Structures permanently driven into the ground under an anchorage for the purpose of attaching ground tackle.

Preservation – The act of using systems to prevent deterioration and corrosion.

Preventive Maintenance (PM) – Systematic regularly scheduled inspections, adjustments, cleaning, preservation, lubrication, parts replacements, testing and operation of equipment and devices to detect and correct defects before they cause system failures.

Program Elements – The six character funding categories established to account for the use of funds (e.g., 80NDA0 or 76NDA0).

Qualified Individual (QI) – The person responsible for continuing action to stop an oil spill source and clean spilled oil. An Assistant Qualified Individual (AQI) assists the QI in specific areas.

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 1-14

Ready Reserve Force (RRF) - These are militarily useful vessels that are a subset of the NDRF and have a readiness assigned by DoD for strategic sealift use.

Reimbursable Custody - A service provided by MARAD to other government agencies where their vessels are located in, monitored by, and maintained by a fleet organization.

Reserve Fleet Time and Attendance System (RFTAS) - The database that records work hours at the fleet sites.

Retention Vessels - The classification of a vessel that is maintained in a state of preservation with the intention of using it for some purpose in the future. This purpose is usually for mobilization to support a national emergency but it can also be a source of spare equipment. RRF vessels are considered to be in retention status.

Safepaths – Markings on the decks of nested ships showing a passage along the deck that is normally free of hazards.

Scrap Vessel - A non-retention vessel that has been designated ready for disposal.

Service Craft – This is another term used for fleet craft.

Ship Manager (SM) – A contractor that is responsible for the operation of a ship.

The contract is awarded under Federal Acquisition Regulations.

Status Codes - These codes are specified in the appropriate sections of the manual for equipment and systems but are generally used to indicate the operating condition of a system’s equipment.

Stowage – The relocation of specified items within or from the vessel and the proper security of those items aboard the vessel in designated locations.

Streamlined Allotment Process (SLAP) –A process of allotting funds to program elements.

Stripping – The removal of useable equipment, parts, fixtures or any other valuable items from a vessel in preparation for ship disposal.

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 1-15

Topside Housekeeping – The act of keeping ship interior spaces and exterior decks free of hazards and debris.

Vessel – Ships, watercraft, barges, buoys, and other floating equipment capable of transporting people or cargo.

Walkway - Equipment used to provide access for personnel between ships that are nested together. The term “crosswalk” is sometimes used as a substitute but should be avoided. It is typically rigged between vessels where there is need for a horizontal crossing.

BRF Beaumont Reserve Fleet COTR Contracting Officer’s Technical Representative EPCRA Emergency Planning and Community Right-to-Know Act FTC Fleet Training Center GFP Government Furnished Property HAZMAT Hazardous Material JRRF James River Reserve Fleet LAN Local Area Network MA MARAD form prefix MAO Maritime Administrative Order MAR-(number) Specific office in the MARAD organization MARAD Maritime Administration MOA Memorandum of Agreement MSC Military Sealift Command MSDS Material Safety Data Sheets NAVSEA Naval Sea Systems Command NDRF National Defense Reserve Fleet OSRO Oil Spill Removal Organization PCB Polychlorinated Biphenyl SBRF Suisun Bay Reserve Fleet SOMO Ship Operations and Maintenance Officer USCG United States Coast Guard USN United States Navy VOSS Vessel Opportunity Spill Support WAN Wide Area Network

1.3 RESPONSIBILITIES

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 1-16

Funding for fleet activities is provided from the Office of Ship Operations through the Division of Reserve Fleet to the Regional HQ. The funds are to be used as allotted within the approved budget request by the SOMO within budget constraints. This manual describes the SOMO's responsibility for managing and reporting on fleet facilities funding.

1.3.1 Division of Reserve Fleet

The Division of Reserve Fleet provides an indication of the vessels that are assigned to the specific region and gives notice of when a ship changes status. This is done through the monthly Reserve Fleet Inventory Report, which is the official document that assigns vessels to a region and shows the program and program status to which they belong. All relevant information regarding the facilities and vessels in custody shall be reported to the Division of Reserve Fleet. The Chief, Division of Reserve Fleet is the Accountable Property Officer (APO) for all the ships in the NDRF (including RRF) and ships held for reimbursable customers.

1.3.2 SOMO

The Ship Operations and Maintenance Officer reports to the Regional Director and ensures that the fleet organizations develop and maintain data and reports as required for proper accountability and administrative control of fleet operations, including preparation and justification of operating expenses when requesting additional funding above the budget plan. Requests are to be fully justified and annotated in each new request above the approved budget.

The SOMO is assigned as the Property Custodian for the ships in the custody of the specific regional headquarters and reports property concerns to the Chief, Division of Reserve Fleet. Further delegation of property custodian responsibilities can be made if

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 1-17 desired upon notification to the Division of Reserve Fleet.

The SOMO may direct that the fleet organization follow additional policies that does not conflict with this manual’s policies or create unfunded requirements. Many of the requirements stated in this manual can be executed by the fleet organizations without SOMO intervention; however, some of the requirements will require the interpretation of the SOMO and approval from the Chief, Division of Reserve Fleet.

When the manual directs the fleet organizations to perform an activity, it is assumed that the SOMO agrees since concurrence was obtained when the manual was drafted.

1.3.3 Fleet Program Manager

The Fleet Program Manager is responsible for the condition of the vessels and facilities at the fleet site and the resources needed to maintain those vessels and facilities. The Fleet Program Manager reports to the SOMO on the quality of facility and vessel condition relative to the performance standards and on the efficiency and effectiveness of resource utilization and production outcomes.

1.4 VISITORS

Visitation to NDRF fleets shall be in accordance with NDRF Fleet Visitation and Training Policy as provided in Appendix 13. The regions shall have the authority as indicated in the visitation and training policy to authorize, track, and report all visit requests including training requests at each fleet site. A report of visits or training shall be included in the weekly report by the fleet operations group and or fleet support group to the Division of Reserve Fleet.

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 1-18

1.4.1 General

Potential visitors that are not involved in work related, administrative, or program review activities shall be discouraged from requesting to go aboard NDRF vessels. All persistent visit requests shall be forwarded to the SOMO review and or for approval.

A group that has been approved for regular visits (memorial, stripping, or donation) by the SOMO may be accommodated without further approval for subsequent visits. The visit must be reported to the Division of Reserve Fleet within two days after it occurs in the weekly Fleet Operations report. These subsequent visits shall be accommodated within the scope of the approval received from the region.

1.4.2 Reimbursable Vessels

Visitors who want to go aboard vessels belonging to reimbursable customers, who are not MARAD employees or from the reimbursable customer's organization, must have permission from the appropriate official representing that customer prior to obtaining permission from the fleet organization.

An estimate of the amount of labor needed to accommodate the request along with an estimate of the cost shall be prepared by the fleet organization if the visit is approved.

The Navy has requested that, on their reimbursable custody vessels, only employees that are on official business pursuant to berthing, maintenance, preservation and security are to be allowed onboard.

No other visitors are permitted on Navy ships unless they have received written approval, 24 hours in advance, from the NAVSEA Inactive Ships Maintenance Office in Portsmouth, Virginia. All public and Congressional Affairs requests for access to Navy ships are to be referred to the same office:

NAVSEA Inactive Ships Maintenance Office Bldg 8Y, St. Juliens Creek Annex

Portsmouth, VA 23702-5002

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 1-19

Phone: 757.485.6375 Fax: 757.485.6384

It is the requestor's responsibility to gain this approval from the Navy; requestors should be given the above contact information. All requests for visits aboard reimbursable vessels shall be forwarded to the Division of Reserve Fleet unless specific authority has already been granted to the Region by NAVSEA for visits on specific Navy Reimbursable vessels.

1.5 QUALITY MANAGEMENT

1.5.1 General

The SOMO shall ensure that the basic tenets of quality management are used to ensure that the fleet organization meets the required performance standards. In order to meet the Quality Management tenets, the Fleet Operations Groups shall provide a Quality Control plan, which shall be approved and accepted by MARAD. MARAD shall develop from the Fleet Operations Group QC Plan, a Quality Assurance Surveillance Plan (QASP) and the Fleet Support Group (FSG) shall monitor the quality output of the fleet operations group through direct audit of processes by the fleet support group. The fleet support group shall have the responsibility for ensuring that QA is performed on the fleet operations group. The Region has the responsibility for ensuring QA tenets are met within the Fleet Support Group and shall randomly and routinely conduct QA check on the FSG. HQ will conduct annual QA compliance checks on both the FSG and FOG during the annual Fleet Management Review. Reporting and other requirements shall be as indicated in the QASP.

1.5.2 Quality Control

Quality Control responsibility should be assigned to the first level of supervisors in the fleet organization.

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 1-20

This motivates them to directly observe all outcomes of efforts and compare the quality to program standards. The fleet operations group shall submit to MARAD for review and approval, a Quality Control plan that outlines how the FOG will achieve QC in the performance outcomes as specified in the Performance Work Statement.

1.5.3 Quality Assurance

Quality Assurance (QA) is provided by upper level supervisors and management, specifically through the Fleet Support Group who will monitor FOG performance and report to the Region, the standards of quality being observed within the FOG operations.

The Region will also provide QA monitoring of the Fleet Support Group on a random and routine basis to ensure that standards of the Fleet Manual are being met by the FSG. The Division of Reserve Fleet will conduct an annual Fleet Management Review as a final QA effort to monitor compliance with Fleet Manual policy. The SOMO shall report on QA efforts for each calendar quarter. The report shall use the Fleet Management Review checklist in appendix 5 for a self-inspection.

1.6 RECORDS MANAGEMENT

Records shall be handled in accordance with guidance from the National Archives and Records Administration. The MARAD record controls schedule is maintained by the Office of Management Services. The ship files maintained by the Division of Reserve Fleet are eventually placed in archival storage. To ensure that important documents are provided for that record, many of the reports required to be submitted to the Division of Reserve Fleet will be placed in that file and archived after a ship has left the NDRF. If there are important records in custody at the fleet site that are to be destroyed either

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 1-21 according to NARA's General Records Schedule or MARAD's Record Control Schedule, contact the Division of Reserve Fleet before destroying the records to possibly include them with the archived records.

All reports being sent to the Division of Reserve Fleet shall be sent electronically in the Adobe Acrobat PDF format and be provided in paper form if requested. The PDF document summary information shall be completed with the file name, subject and key words. Ship names shall be included in the key words when the document pertains to one or a few ships.

1.7 ANNUAL FLEET OPERATIONS MEETING

An annual Fleet Operations meeting, which should rotate among the fleet sites, should be held near the end of the fiscal year (usually the 4th quarter), so that Fleet Operations Group personnel, Regional representatives, Fleet Support Group Personnel, and HQ personnel can exchange ideas relating to operations and policy, and determine if workload changes are required for the new fiscal year. The fleet may, through the Regions, submit workload changes at any time during the year.

1.8 FLEET SECURITY

Develop and maintain a physical security plan that describes vessel security measures, shoreside security measures, and includes a key control plan to control access to facility and vessel spaces.

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 1-22

Title 33, Code of Federal Regulations (CFR), Section

162.270 establishes restricted areas in vicinity of the Maritime Administration’s Reserve Fleets. The wording states, “No vessels or other watercraft, except those owned or controlled by the U.S.

government, shall cruise or anchor between Reserve Fleet units, within 500 feet of the end vessels in each Reserve Fleet unit, or within 500 feet of the extreme units of the fleets, unless permission has been granted to do so by the enforcing agency.”

This regulation authorizes MARAD to challenge craft and vessels that enter the reserved anchorage without permission. This means that security force personnel have the right to approach the intruding craft, warn them to stop, block their forward motion, explain reasons for having the restricted area, and warn of potential law enforcement actions.

Security Patrols shall be established to challenge unauthorized intrusion into this 500 foot buffer zone around the fleets or onto the ships. Maintain visual watch rounds from all angles of the anchorage perimeter along with constant, auditory, and olfactory watch of the anchorage 24 hours a day and 7 days a week. There shall not be any break in the anchorage patrol lasting more than five minutes.

Allow only authorized access to vessels.

Shoreside security shall maintain visual watch rounds of the facility perimeter along with constant, auditory, and olfactory watch of the grounds 24 hours a day and 7 days a week. At all times, personnel requesting to enter the facility gate shall be positively identified and their authorization for access shall be checked before they are allowed on the facility. The initial response to a gate access request shall be provided within five minutes and access shall be provided to qualified individuals within 15 minutes.

The Homeland Security Advisory System was created by Presidential Directive and uses levels to

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 1-23 communicate “Threat Conditions” that “… provide a comprehensive and effective means to disseminate information regarding the risk of terrorist acts to Federal, State, and local authorities…”

The threat levels are color coded as Low = Green, Guarded = Blue, Elevated = Yellow, High = Orange and Severe = Red.

The security measures described above shall be in effect at all times when the threat level is coded as Yellow, Blue, or Green. When the threat level is raised to Orange, the following additional measures shall be taken.

(1) Perform a 100% pre-approved identification check.

This means that only those persons that have been previously approved by a designated government representative for entry into the fleet facility may enter. The facility gate shall be closed and not be opened for anyone that is not on a pre-approved list.

(2) Report to the U.S. Coast Guard that you acknowledge threat level Orange and provide information on the increased measures taken.

Contact them at least weekly to verify that increased measures are being maintained and to communicate any other concerns.

(3) Cancel all work that is not related to maintaining ships. This would include canceling familiarization visits, public visits, and vessel training activities.

(4) Make preparations to rapidly transition to more strict security measures if threat level Red is announced.

When the threat level is raised to Red, the following additional measure shall be taken. The increased

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 1-24 measure is especially important if the threat level is limited to the local area. Contact the Division of Reserve Fleet for verification that special circumstances do not require the additional measure.

(1) Have all non-essential personnel leave the facility.

Essential personnel shall include security personnel and a team of personnel that can perform first-responder emergency response capability.

Maritime Administration, Reserve Fleet Manual

CHAPTER 2: FUNDING

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 2-1

2 FUNDING

2.1 BUDGETING

The ability to carry out the mission of fleet readiness is directly dependent on the proper management of resources (people and money). This chapter is concerned predominantly with money management;

staffing is addressed in Chapter 7 since labor costs associated with MARAD personnel are not part of the budget preparation request for operations, supplies and services. Labor cost is indirectly managed through staffing projections.

For the purposes of formulating and executing budgets, there are three different budget documents to consider, which are in various stages of budget formulation or execution at any time during the fiscal year.

The spending plan for the current fiscal year is managed to maximize expenditures in accordance with an approved budget.

The spending plan for the upcoming fiscal year, which is the planning year, is being prepared for approval and is generally limited to a pre-approved budget figure.

Since funding plans are on a two-year budget cycle, the budget for the year beyond the upcoming year (budget year) would have already been prepared, so the next budget call would be for the following year. As part of the budget's preparation, four future years (out-years) are required for projecting long range funding requirements.

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 2-2

For example, in the latter half of fiscal year 2004, the spending plan for fiscal year 2004 is being expended, the spending plan for fiscal year 2005 is being prepared for approval, and the budget for fiscal year 2006 is being prepared.

2.2 CONTINUOUS BUDGETING

For the purpose of submitting and funding current, planning, and budget year requirements, a continuous budgeting process was developed. This means that requests may be submitted to the Division of Reserve Fleet from the three fleets through their respective Regions at any time. However, the Division of Reserve Fleet must adhere to time constraints in submitting budgets for approval according to these time constraints:

The Division of Reserve Fleet must submit the spending plan for the planning year in September, just prior to the beginning the new fiscal year. For example, the spending plan for fiscal year 2004, must be submitted in September 2003.

The budget for the budget year must be submitted two years in advance - the budget submission for fiscal year 2006 is submitted in January 2004.

Approving projects for the budget process is simplified if the project is planned and submitted in accordance with these time constraints. The advantage of the continuous budgeting process is that it provides the flexibility to review budget requests earlier when they are submitted so project priorities and be shifted sooner.

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 2-3

A continuous budget request that is made earlier than the deadlines imposed to meet the above schedule must be requested formally in a memorandum so it is recognized as an official request. To this end, include these words in the subject area of the memorandum, “CONTINUOUS BUDGET REQUEST: (add a descriptive phrase to describe specifics)”.

2.3 BUDGET PREPARATION

2.3.1 Workload Projection

Prior to MARAD's budget submission to the Navy (N-42), the Office of Ship Operations receives budget guidance from the U.S. Transportation Command (USTRANSCOM) on the projected vessel needs for the next several years. In the early spring of that same year, the Division of Reserve Fleet meets with the Navy to discuss their projected needs in the annual Ship Disposition Review. From these two meetings the Division of Reserve Fleet prepares the annual Workload Projection that is used to determine the operations budgets for the fleets’ labor. It is distributed annually, in September, to the fleets.

Budget requests should be based on this workload projection as it indicates the expected composition of each fleet during the current fiscal year, planning year, budget year, and four out-years. The projected number of vessels will be monitored on an annual basis and any significant shifts will be reflected in the report. Adjustments may be made after the report is finalized if major changes occur to the number of ships.

In a continuous budgeting model, funding requests may be submitted at any time.

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 2-4

2.3.2 Budget Submission

For planning purposes, funding requests for the upcoming budget year, showing personnel change requests and funding of facility needs, shall be submitted to the Division of Reserve Fleet before the end of September each year. The original budget request will be submitted to the RMB, with a copy to MAR-612, for approval. Fleet organizations must submit funding requests through their Regional Headquarters. The Division of Reserve Fleet will review and forward quarterly funding updates to the RMB. An “above the budget line” funding/spending request shall be submitted, along with the approved original budget plan that shows any deferred maintenance or imposed funding constraints (rescissions), or any new requirements during the current budget year that has been identified.

2.3.3 Environmental Audits

Per Maritime Administrative Order (MAO) 600-2 dated November 2, 1998, the Associate Administrator for Port, Intermodal, and Environmental Activities shall conduct an environmental audit of all MARAD facilities every two (2) years. It is the responsibility of the SOMO to ensure that any deficiencies noted in these audits that require funding to resolve are included in the fleet support group’s budget submissions. The fleet operations and support groups shall support the audits.

2.3.4 Budget Content

Fleet expenses are normally summarized into the five major program elements listed below, but additional program elements can be made for specific categories if necessary. Program elements starting with 80 are

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 2-5 for the Fleet Support Group. Program elements starting with 76 are for the Fleet Operations Group.

2.3.4.1 Travel (80TRA0/76TRA0)

This is the amount needed for fleet personnel travel.

The funds are allotted directly to the Region according to the approved spending plan. Funding for travel will be allotted to the region for both the Fleet Support Group and Fleet Operations Groups into program element 80TRA0. When funding is needed for Fleet Operations Group travel, a SLAP will be requested for transfer of funding from 80TRA0 into 76TRA0.

2.3.4.2 Operations (80NDA0/76NDA0)

This is the amount needed for normal fleet operations to maintain the ships and the facility itself in their required state. The funds are allotted directly to the Region according to the approved spending plan.

The items covered include but are not limited to:

Utilities with the exception of electricity which is under 80ELE0 (see 2.3.4.3) Water / sewer Contract / general services Additional safety and health supplies, and services (see section 2.3.4.6) Building and grounds maintenance, Fleet craft operations and maintenance

Inspections NDRF Ship preservation. Major repair projects needed to keep a ship in adequate basic preservation should be called out as a

The budget request must show when major maintenance actions are to be performed for each craft.

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 2-6 separate line item. Minor repair items should be absorbed in this line item. For RRF vessels see below.

Replacement of existing equipment needed to keep the fleet site operational, e.g., moorage electrical wire, electrical system components, DH machines, alarms, communications equipment, or generators, must be itemized and prioritized.

Supplies that are needed to maintain ships in a preserved status. Ship preservation supplies that are specific to an RRF ship are to be handled separately as they will be funded through the Division of Maintenance and Repair.

Bulk items needed for ship preservation on any ship, including the RRF ships.

2.3.4.3 Electrical Services (80ELE0)

The amount needed for electrical services at the fleet site. The funds are allotted directly to the Region according to the approved spending plan.

2.3.4.4 Pollution Prevention (80POL0)

Funding identified for pollution prevention is not allotted until there is an emergency situation that requires resources to prevent environmental damage.

Estimates shall be provided in budget requests for a “likely spill event”, which includes the remediation

NOTE: Various supplies and services are purchased in bulk and may be used for reimbursable customers. Use of bulk supplies for reimbursable customers should be documented and included in the Reimbursable Spending Plan.

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 2-7 efforts expected if a ship in the fleet anchorage released oil into the local waters from a likely risk.

Funding to support remediation efforts will be held in a contingency fund. The facility improvement program element is used to cover funds needed for proactive pollution prevention improvements.

2.3.4.5 Facility Improvements (80FAC0)

This program element is for funding needed to improve or upgrade the facility. Routine maintenance of the facility should be contained in the Operations (80NDA0) category. Each improvement project budget request shall have a narrative summary describing the project, an estimated dollar amount, and a time line for completion.

Project descriptions should include dollar estimates for Architectural and Engineering (A&E) support that may be needed to develop specifications. On large projects, A&E work should be planned for one year and the construction planned for the following year(s). If a cost estimate cannot be reasonably determined, separate funding for an A&E contract may be requested to develop an estimate several years before the project is funded.

2.3.4.6 Safety and Health Supplies and Services

The MARAD Safety Officer provides funding for periodic medical examinations, pre-placement/fitness

NOTE: Acquisition of fleet craft should be included under this item and not under operations.

NOTE: Recurring costs that are a result of any facility improvement project will need to be identified in the original proposal.

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 2-8 for duty examinations, pre-separation medical examinations, and the purchase of some occupational safety and health equipment and supplies. The fleet organizations are to request funding for these supplies and services, through their Region

When these funds have been exhausted, 80NDA0/76NDA0 funds may be used for safety and health supplies and equipment. However, if 80NDA0/76NDA0 funds are being used repeatedly for safety and health supplies and services, then the Division of Reserve Fleet should be notified.

2.4 SPENDING PLAN

Prior to the fiscal year in which funds are to be expended, a spending plan is created that indicates the program elements that are anticipated for allotment and expenditure for each fiscal year quarter. During the fiscal year, these spending plan amounts may be modified as needed, but changes between program elements must be approved by the Division of Reserve Fleet.

2.4.1 Fleet Spending Plan

The Spending Plan schedules the expected allotments for the coming fiscal year by quarter. The Spending Plan lists approved funding by program elements and allotment codes and indicates the quarter in which funding will be allotted. It is derived from the RMB approved planning year budget.

The initial spending plan will be drafted by the Fleets;

approved by the Regions; and sent to the Division of Reserve Fleet for review and comment. Spending Plans must be submitted to the RMB during August

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 2-9 so that current year budgets can be reviewed and approved for the upcoming fiscal year.

2.4.2 Reimbursable Spending Plan

Funding for materials and services to support reimbursable customers shall be identified as separate line items for each reimbursable custody customer.

Each fleet includes these items on the Fleet Spending Plan. Specific allotment codes and program elements are identified for these funds showing the amounts expected to be charged to each specific customer.

This could include split orders where a bulk purchase of supplies is shared between NDRF and reimbursable customer's ships. Labor costs are not included since they are recorded in RFTAS.

The MOA with each customer sets up the schedule for producing the funding estimates. This, generally, requires that customers send their requirements to the Division of Reserve Fleet before August so the cost estimates can be produced and included in the customer’s line items.

2.4.3 Unfunded Budget Requests

Requests for funding increases for the current year or the planning year must be decided on a case-by-case basis. Funding requests for emergencies or important contingencies that occur during the planning year, or are during the current fiscal year, should be identified as an "unfunded budget request." Adjustments without increases can be made by shifting funds between program elements.

The requestor must indicate if the unfunded request has a higher priority than current year projects or the planning year projects and if funds are needed sooner than the normal budget cycle. Project funding

Controlling Authority: MAR 612 Releasing Authority: MAR 610 Revision Date: January 31, 2005 Page: 2-10 changes must be justified with…