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Emergency Response Framework

Emergency Response Framework


Draft Rev 1.1

Emergency Response Framework

Content
1. Introduction
2. Scope
3. Information Terminal
4. Emergency Scenarios
5. Level of Emergencies
6. Notification and Escalation
7. Alarms
a. Type of alarms
b. When to raise alarm
c. Actions when alarm is raised
d. When to announce All clear
e. Actions when All clear alarm is sounded
8. Organisation
9. Roles and Responsibilities
10. Communication
11. Evacuation
12. Training of personnel
13. Testing of the plan
14. Review and Update of the Emergency plan
15. Emergency Equipment and Fire Fighting Equipment
16. Media and Press Response Arrangements
17. Checklists per emergency:
a. Fire and Explosion
b. Spillage OnShore
c. Spillage Off Shore
d. Gas or Vapour Release
e. Personal Accident
f. Confined Space Incident
g. Shipping Emergency
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Emergency Response Framework


h.
i.
j.
k.
l.

Incident with Fall Harnass


Bomb/Terrorist Threat
Incident at neighbouring facility
Severe Weather event (hurricane, flooding, earthquake)
Power Failure

18. Attachments:
a. Role
b. Drawings
c. Telephone lists
i. Internal
ii. External
d. Contact information personnel
e. Log file

Emergency Response Framework


1. Introduction
An emergency or crisis situation may arise from a number of causes or a
combination of causes and its effect on the terminal will depend on the situation
prevailing at that time.
The objective of an emergency plan is to describe the tasks and responsibilities of
employees within the organisation so that if an emergency occurs, this can be
overcome as efficiently as possible due to the fact that the allocation of
responsibilities is evident and the communication lines are clear.
This plan was set up to help terminals when setting up an Emergency Response
Plan. It should therefore be seen as a guideline and it is not an obligation to use.
This plan is a framework and can be adjusted to meet the needs of your terminal. It
should be translated to the local language. When text is written in italic, it means
you have to delete the italic text and add your own text there. Standard text can
remain in the document.
Since terminals are different and authorities might require other reporting, you have
to adjust this framework such, that it fully meets local legislative requirements as
well.
2. Scope
The purpose of this Emergency Response Plan is to provide a clear and concise
reference of the important actions for a number of emergency situations that may
arise in the terminal. It is therefore a must for all key personnel in the emergency
response organization or emergency coordination organization, to be familiar with
the contents of this plan and to have full knowledge of their duties and
responsibilities in the respective organization. This manual is intended as an action
guide and reference document to respond to serious emergencies on the terminal.
In short, the objectives of this plan are to;
Define lines of communication both internal & external
Define responsibilities to personnel who are in position of leadership and /or
are required to take specific actions
Make all personnel knowledgeable of the actions they must take in the event
of an emergency
Provide essential information on the hazards, emergency handling
equipment, locality etc.
Communication guidelines and a key contact summary.
In dealing with the emergency, the ultimate objectives are:
Protect and rescue human life
Minimize damage to company property and the environment
Containment of the emergency to prevent escalation
Render, safe the affected areas
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Emergency Response Framework

Eliminate threat
Provide authoritative information to the media
Preserve relevant records and equipment for the subsequent inquiry into the
cause and circumstances of the emergency
Restore normal operating conditions
Protect the interest of the company

The Emergency Coordination Team has three key roles:


To provide strategic input and direction to the overall response efforts, to
ensure protection of the companys image and performance.
To handle high level communications with key stakeholders including media,
authorities and the local community.
To ensure all necessary support is available for site emergency response
team including resources, funds, technical inputs and specialist advice.
Though training and regular practice under simulated conditions, it is expected that
this plan will enable the organization to respond effectively to emergencies.
3. Information Terminal
The terminal is located at:
Add address terminal
Add description terminal (number of tanks, capacity, products, jetties, loadingstations
etc.)
See map:
Add small map of terminal and surroundings (neighbouring companies,
communities)

4. Emergency Scenarios
There are several emergencies possible at a terminal, which can occur separately or
in parallel.
In this plan the following scenarios are taken in account:
a. Fire and Explosion
b. Spillage OnShore
c. Spillage Off Shore
d. Gas or Vapour Release
e. Personal Accident
f. Confined Space Incident
g. Shipping Emergency
h. Incident with Fall Harnass
i. Bomb/Terrorist Threat
j. Incident at neighbouring facility
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Emergency Response Framework


k. Severe Weather event (hurricane, flooding, earthquake)
l. Power Failure
Note: Add scenarios that are specific for your location (e.g. spillage of very toxic
product on your site etc.) Also it is possible to delete one of above scenarios if that
scenario cannot happen at your location.

Emergency Response Framework


5. Level of Emergencies
This plan is based on four levels of emergencies:
Level
LEVEL 1

LEVEL 2

LEVEL 3

LEVEL 4

Nature
Minor incident.
Has no potential risk to lives or property or the environment.
Within the capability of a site employee to handle.
Limited reporting internally.
e.g.

Minor product release, which c an be easily isolated, contained and cleaned up


and does not threaten surface water or drains

Minor on site injury, First aid case or Medical Treatment Case.


Considered serious in nature
Still within the capability of the terminal to handle.
But has potential risk to life or property or the environment.
External emergency services may be requested..
E.g.

Fire or restricted dimensions (separate from terminal installation e.g. container,


vehicle, generator)

Serious personal accident (serious personal injury/fatality)

Serious Spill

Health effects on or off-site (Distressing exposure)

Local News Coverage


Major and serious in nature, with (potential) extended duration.
Siren alarm is sounded, followed by ceasing of all contractor and operational activities and
followed by evacuation of terminal.
Assistance from external emergency services is required.
e.g.

Significant health effects on or off site

Fire requiring fire fighting attendance

Spillage or release with localized contamination of waterway, local gas or smoke


cloud

Gas cloud in or outside terminal boundaries

Incident at neighbouring company requiring terminal to evacuate

Major spillage of product

National News coverage


Catastrophic in nature, with (potential) extended duration. Beyond the capability of the
terminal to handle.
Siren alarm is sounded, followed by ceasing of all contractor and operational activities and
followed by evacuation of terminal.
Implications are serious, warranting the activation of the Emergency Co-ordination
Centre.
Assistance from external emergency services is required.
e.g.

Major fire of terminal facilities like tank, pump room, loading station

Fatalities/disabling injuries on site, any off site injury resulting from t terminal incident

Siginificant acute health effect on or off site

Spillage or release with major contamination of waterway, large gas or smoke cloud.

Prohibition of entire or partial operation

International News coverage

Gas cloud in or outside terminal boundaries

Incident at neighbouring company requiring terminal to evacuate


Major spillage of product

Emergency Response Framework


6. Notification and Escalation

Event
Fire, Explosion, Gas Release, Spill, Personal
Accident

Reporter

(person who observes above)

Report event to the CCR using radio, telephone (number), or fire alarm
manual call point
Operational Emergency Reponse Organisation

Incident Command
Centre (ICC)

Incident Controller:

Fight Fire
Medical Assistance
Secure area outside
terminal

Emergency
Coordination Centre
(ECC)
Only for level 3+4

Start up Emergency Plan


Sound siren alarm if needed
Start up Emergency
Response Team
Inform external emergency
services if needed
Start up Emergency
Coordination Centre if
needed

Level 2+3 +4

External Emergency
Services

Level 2+3+4

Emergency Response
Team (ERT)

Emergency Coordination
Team:

On Site Incident Responder +


Team members:

Link all internal/external


communication
(authorities, hospital,
media, customers,
division, corporate)

Control the incident


Achieve isolation
Fight the fire
Crisis Team Division
Carry out rescue and
7. Alarms
See
crisis management
When
an emergency
communication
is effectiveplan
for
perform
First Aid arises, it is necessary that
withfor
a role
in the emergency
those
Search
missing
persons plan and for all others present on the terrain.
It must be clear to everyone what is expected from them.
Level 4

Contrary to what is often assumed, an emergency plan does not commence


when a siren alarm is sounded. The emergency plan actually starts when the
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Emergency Response Framework


person in the CCR who receives the notification of the incident decides to start it
up.
a. Type alarms
Describe the alarms on the terminal.
At least two siren alarms, which can be distinguished from each other, should
be available on the terrain. One of the alarms will function as an attention
signal for the purpose of evacuation and the other alarm will be used to
indicate that the situation is safe. They can be described in text and
graphically e.g.
Alarm:

All Clear Alarm:


Some terminals might have a separate gas alarm as well with a separate all
clear gas alarm.
Describe if intercom system is used to inform all present on terminal as well.

b. When to raise alarm


The alarm is a sign to stop all activities and evacuate and should be used for
all level 3 + 4 incidents.

c. Actions when alarm is raised


In the case of a siren alarm, the following actions should be started:

All operational activities will be ceased and ships will set loose from their
mooring
All contractor activities will be stopped and all permits will be handed over
in the CCR
Office personnel, Visitors, drivers and contractors will assemble at the
assembly point
Other operational personnel will report to the control room to receive
further instructions

d. When to announce All clear


The all clear can be activated if the emergency situation is over and in case
of fire, this can only take place after consultation with the Chief of the Fire
Fighting Service.
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Emergency Response Framework

e. Actions when All clear alarm is sounded


Actions following an All Clear Signal:
Operational work activities will commence under supervision of the Internal
Operator CCR
Work permits will be re-issued according to procedure (note: please ensure
that this is part of the work permit procedure)

8. Organisation
An assumption of this emergency plan is that it must be able to function
independently, outside of normal working hours, until external services could
reach site.
No difference is made between night or daytime situations. No account is taken,
therefore, of extra employees during office hours.
Hierarchical relationships are discounted during an emergency situation during
office hours
Managers of employees within the emergency organisation are expected, insofar
as they do not fulfill a specific role in the emergency plan, to offer assistance
without contravening the agreed tasks and responsibilities. Intervening in or
taking over tasks and responsibilities is not considered to be desirable in any
situation at all.
For a terminal, which is not open 24/7 special arrangements are needed and
have to be described for an emergency outside working hours.
In this framework general function names have been used when naming the
roles. Please adjust and use the correct function name for your terminal. For
instance the Incident Controller can be compared with the function of shiftleader
or can be at some locations the CCR Panel Operator.
The Vopak Way Standard Emergency Planning contains the role of Site
Controller. The role in this plan is spread over a few roles. In a small
organization, all roles apart from the incident controller will have to be combined
in the role of Site controller.
This framework is based on the Operational Emergency Response Organisation
which deals with the emergency itself and the Emergency Coordination Centre
which deals with communication to external groups, division and corporate. This
to ensure that the Emergency Response Organization can focus on dealing with
the incident itself. The Emergency Response Organisation should limit external
communication as much as possible (limited to external emergency services +
few other).
The Incident Command Centre will often be the control room of the terminal.
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Emergency Response Framework


The Incident Command Centre should contain the following:
Hardcopy of the Emergency Plan
On site communications equipment (e.g. radio to ensure communication
with incident responders on site)
Off site communications equipment (telephone, fax, etc)
Up to date inventory plan listing the contents of each tank
A hardcopy of the emergency plan should also be kept available at the entrance
to the site, either in the security building or in a locked, clearly marked
emergency information cabinet. The key to the locked cabinet should be
available to emergency services using a break glass type container.
If the Incident Command Centre cannot be used as a result of the incident, or
becomes too dangerous to occupy during an incident, the alternative location is:
Please describe what the alternative location is. This location should be off the
terminal and could be e.g. in a head office building or at a nearby company.
All information is available at the alternative location as well.
Ensure roles can be filled and ensure there are alternative persons appointed in
case of illness/holidays etc.
Ensure that persons with role in emergency response for contact of external
services are identifiable as the point of contact for external emergency services
(vest, helmet).

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Emergency Response Framework


Organisation is schematically as follows:
Terminal
Management
Emergency
Coordination
Centre Members
Gatekeeper
Security
Evacuation
Supervisor
Office

Incident Controller

External
Emergency
Services

On Site Incident
Responder +
Team
Guide operator

9. Roles and Responsibilities


Please adjust names of roles to those used at your terminal and adjust
roles/responsibilities where appropriate. E.g. if you do not have your own fire
services, you can delete 9a en 9b.
9a. Internal Fire Services (IFS) Officer
If a terminal has his own internal fire brigade, then the Officer of the Internal Fire
service acts as On site responder. He is responsible for the preliminary actions
when combating the incident, organising the search for missing persons and
determining the necessity of complete evacuation up to the arrival of the external
emergency services, who then assume command. The Officer communicates
with the Incident Controller for calling up any extra personnel necessary (First
Aid, operational personnel, collection of mobile extinguishing equipment).
His role is to:
Assume command in fighting the fire, with the following priorities:
Securing the safety of those present
Limiting the damage to the environment, property and installations
as much as possible
Delegate actions to the Internal Fire Service Responders
Determine further actions to be taken in agreement with the Incident
Controller, including shutting down the plant and any evacuations
necessary.
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Emergency Response Framework

Determine the necessity of a complete evacuation (provide:


evacuation scenario, assembly points, evacuation if necessary)

Organise search for missing persons


Secure any traces to be used as evidence
Ensure that evidence which can be used at a later date to make the
investigation into the cause and circumstances of the accident easier
remains intact.
Report all relevant information regularly to the Incident Controller.
Provide the external emergency services with all required information and
advice (ensure that you have all relevant information regarding the terrain:
map, list of tanks, product information)
Ensure good handover to External Fire Services (If External Fire Services
arrive, they will take over the incident).
Determine when the incident is over and inform Incident Controller of this
fact.

Ensure that Officer is identifiable as the point of contact for external emergency
services by wearing a special vest and/or helmet with function in emergency
response plan role on it.
9b. Internal Fire Services Responders
The Internal Fire Fighting Responders are responsible for execution of the
preliminary actions to combat an incident. They report to the Officer Internal Fire
Service.
The role of a responder is:
Admit as few people as possible to the danger zone.
Have the necessary intervention equipment brought to the location.
Fight the fire
When assistance is provided by tugs/fire vessels, arrange that these be
guided to the specified location.
Designate a communication location and secure a connection to the
crisis team by radio or messenger.
9c External Fire Services (EFS)
The External Fire Services (often Harbour area Fire services) should be on the
location within 10 minutes following an alarm call. De officer-in-charge of the EFS
will assume command of controlling the incident, organise searches for missing
persons and make any decision about complete evacuation.
The Officer-in-charge of the EFS will receive any relevant information about the
terminal from the Guide-operator when he arrives at the security gate. Such
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Emergency Response Framework


information should be available at the gate (map terminal, products stored on
terminal per tank at that day).
A guide-operator will bring the EFS to the location of the incident.
The Officer-in-charge of the EFS will contact the On Site Incident Responder on
the location of the incident. The On Site Incident Responder acts as a contact
point for any questions the officer-in-charge of the EFS may have while he is on
location of the incident and takes care of all communication between the officerin-charge of the EFS and the Vopak organisation.
His role is:
Assume command in fighting the fire (after handover from Internal Fire
Services Officer if terminal has one), with the following priorities:
Securing the safety of those present
Limiting the damage to the environment, property and installations as much
as possible
Delegate actions to the External Fire Service Responders
Determine further actions to be taken in agreement with the On Site Incident
Responder/Internal Fire Services Officer, including shutting down the plant and
any evacuations necessary.

Determine the necessity of a complete evacuation (provide:


evacuation scenario, assembly points, evacuation if necessary)

Organise search for missing persons


Ensure that evidence which can be used at a later date to make the
investigation into the cause and circumstances of the accident easier remains
intact.
Determine when the incident is over and to inform the On Site Incident
Responder/ Internal Fire Services Officer of this fact.
9d. Incident Controller
The Incident Controller is located in de CCR and is responsible from this location
for starting up the necessary actions regarding communication, security and, if
necessary, the evacuation of activities around the location of the incident.
He must have an overview of the valid permits, especially hot work, must have
an overview of the current operational activities and must have excellent product
knowledge and knowledge of the terminal (drains etc.).
His role is to:
Categorise incident and decide what is needed
Inform On Site Incident Responder and team members
Inform Internal Fire Sevices
Call external emergency services when needed (ambulance, fire
services, police)
Inform Gatekeeper Security
Sound siren alarm to start evacuation
Inform neighbouring companies
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Emergency Response Framework

Ensure communication with the On Site Responder/Officer IFS


Call up extra personnel in co-operation with the On Site
Responder/Officer IFS
Keep up to date with incident information via On Site Incident
Responder/Officer IFS/evacuation information
Ensure that there is a good registration of all personnel on the terrain and
to give this to person in charge of evacuation
Give the all clear and does this in agreement with the officer-in-charge
of the external/internal Fire Service and/or the On Site Responder.

Note: If a terminal can be reached via multiple entry gates, it is preferable to use
one fixed point of entry during a calamity and to communicate this with the
external emergency services. If use is made of a number of entry points, it is the
responsibility of the Incident Controller to communicate the correct gate to the
external emergency services. The On Site Incident Responder must also be
aware of which gate is being used so that the guide operator receives the correct
instructions.
9e. On Site Responder (could be Internal Fire Services Officer if terminal has
one)
The On Site Responder appoints the responders and the guide operator. The On
Site Responder communicates with the Incident Controller for calling up any
extra personnel necessary (First Aid, operational personnel, collection of mobile
extinguishing equipment).
The On Site Responder proceeds to the location of the incident in order to
determine the nature and scope of the incident. The On Site Responder is
responsible for stopping the relevant actions and securing the immediate area,
starting the preliminary efforts and determining the necessity of immediate
evacuation of buildings in the direct area. The On Site Responder meets and
accompanies the External Fire Services and ambulances.
If the company has an Internal Fire Service, the Officer of the Internal Fire
Service also fulfills the tasks of the On Site Responder.
The On Site Incident Responder must have an overview of current operational
activities and must have excellent product knowledge and knowledge of the
terminal (drains etc.)
His role is to:
Appoint response team members to operate stationary extinguishing
equipment
Appoint Guide operator to go to gate to guide external services to location
of incident
Arrange collection of extinguishing equipment (operate according to fire
scenarios)
Accompany External Fire Services on location
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Emergency Response Framework

Meet and accompany ambulances on location


Supervise response team members with regard to evacuation of
buildings/personnel terrain
Signal, on the authority of the officer-in-charge External Fire Service, the
end of the emergency situation to the Incident Controller

Ensure that Officer is identifiable as the point of contact for external emergency
services by wearing a special vest and/or helmet with function in emergency
response plan role on it.
9f. Response Team Members
The person who discovers/reports the fire or serious accident is also the person
who initiates the preliminary actions:
- securing his operational activities
- alert Incident Controller
- start intervention only in the case of fire (for instance, starting the fire
pumps and bringing the system up to pressure, depending on the fire scenarios
in the safety report.)
He reports to the On Site Incident Responder.
He needs to be aware of the fire scenarios on the terminal and is able to operate
the relevant systems and equipment (incl. starting the fire pumps, bringing the
system up to pressure, collecting and connecting the mobile extinguishing
systems, positioning foam extinguishing system).
His role is to:
Alert Incident Controller if he is the first to notice incident
Secure operational activities
Start fire pumps and bring the extinguishing system up to pressure
Start to cool the threatened tanks
Start foam extinguishing
9g. Evacuation Supervisor Office Building
In the case of an evacuation, the evacuation supervisor office building is
responsible for the evacuation of the office, making an inventory of the missing
persons and directing the personnel to a safe assembly point.
The Incident Controller issues the order to evacuate.
The Evacuation Supervisor Office Building is an employee who is located in the
office for their normal work activities and can be contacted easily. For the training
of evacuation supervisors, the in-house emergency and first-aid service training
can be used (evacuation, small fire-extinguishing equipment, limited First Aid).
His role is to:
Close down ventilation system
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Emergency Response Framework

Have someone close the windows


Have someone close down the air conditioning system
Depending on the emergency and wind direction at the exit routes,
visitors will be kept in the office building.
Supervise the evacuation
In the case of an evacuation, check for anyone left behind
Have someone make an inventory of those present at the assembly point
Make a list of the missing persons and send this to the Incident Controller

9h. Record keeper


During an emergency at level 2, 3 and 4, it will be important to log all information
to keep track of all actions. This log book can then be used during the incident
investigation and during the evaluation of the emergency response.
The Incident controller will appoint the record keeper.
His role is to:
Log all events, actions and decisions in the log file (start of fire pumps,
arrival emergency services, leaving of emergency services, call to
authority etc.)
9i. Gatekeeper Security
During an emergency, the Gatekeeper Security should prevent
employees/visitors whose presence is not necessary from entering the terrain. It
is his responsibility to ensure that personnel/services whose presence is required
are directed to the correct place on the terminal. He maintains a register of all
persons leaving the terrain.
As part of his task of preventing members of the press from entering the
terminal, he will be confronted with questions about the incident. He should
refrain from making any comment to the press, with regard to any subject
whatsoever.
His role is to:
Prevent persons from entering the terminal
Keep entrance clear for arrival emergency services
Inform the Incident Controller by telephone of the presence of the
Emergency Services
Give information (map terminal/tank list with product per tank) to Guide
Operator
Send authorities and press over to (define location)
Maintaining register of all persons leaving/entering the premises
9j. Emergency Coordination Centre Members

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Emergency Response Framework


This will often be the local terminal/OpCo management team. They will be
informed when the company emergency plan has been put into operation.
Theyare responsible for informing internal and external functionaries about the
emergency.
Their role is to:
Inform Management Team Business Unit/Division
Communicate with authorities, hospital, media, customers, contractors,
division, corporate and keep them up to date
Contact employees families as required
Organise internal specialists (SHE, HR, Sales)
Inform insurance company (Corporate Risk Management & Insurance)
Organise catering
9k. SHEQ Manager
The SHEQ manager has no role in the emergency itself, but is responsible for
the training and testing of the plan and keeping it up to date.

10. Communication
Please describe the means of communication you have available on site. Think
about:
Radio
Telephone
Fax
Mobile phones (note: you cannot rely on mobile phones. In a major
emergency the network can become quickly overwhelmed and unusable)

11. Evacuation
If the alarm is sounded, it automatically means that work needs to be stopped
and everyone assembles at the assembling points. Operators, which do not have
a role as On Site responder team member (which have to go to location of
incident and report to On Site Responder) have to report to the controlroom,
where they can be asked to do other jobs (record keeper etc.).
Contractors, other third parties and own personnel must assemble at the
assembling point and there attendance has to be checked to find out if there are
any missing persons.
Gate security must be able to give a list of everyone on the location.
If there are Office Buildings of a reasonable size at the location, a separate
emergency plan (what to do when a minor fire breaks out, serious accident) and
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Emergency Response Framework


evacuation plan should be made for the Office Building. This should include who
is responsible per part of the office building to check if everyone has left the
location. Responsible persons in case of an evacuation should be easily
recognisable by means of a vest/helmet and should have the communication
means in order to communicate with each other. They should receive a list of
persons which are on site (e.g. via security) in order to check who is missing.
The Incident Controller must be able to contact the Evacuation Supervisor in the
office organisation, so that the evacuation of the office can be organised
separately.

12. Training of personnel and external fire fighters/emergency responders


Local emergency responders, fire fighters and medical personnel should be
invited and encouraged to visit the facility on a routine basis. It is the
responsibility of the SHEQ Manager to ensure they are familiar.
13. Testing of the plan
Testing of the emergency plan takes place to:
Get experience in handling an emergency
Check the content of the plan
Exercise coordination and interaction between the various internal and
external organisations and departments
It is the responsibility of the SHEQ Manager to ensure the testing of the plan
takes place.
If alarms are to be tested and exercises are undertaken, the following authorities
and neighbouring companies have to be informed at least one hour in advance:
List names and telephone number of authorities/neighbouring companies that
need to be informed
Routine alarm testing
The routine alarm testing of the terminal will take place the first Monday of the
month at 12:00 hrs (please adjust for your location)
Evacuation Test
The evacuation is tested at least once per year. If the results of this test are
showing concern, the frequency has to be increased until the evacuation is going
smoothly.
Table top exercise
The table top exercise ( that is a talk through exercise of some incidents to
identify problems with the plan) takes place at least once per year with
involvement of each shift.
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Emergency Response Framework


On site testing and exercise
Each year at least each shift should be involved in an exercise involving own
staff and fire fighting responders. These can be planned exercises.
On top of this, a major unexpected exercise should take place one per year as
well.
The exercises have to be planned and executed as realistically as possible
without taking unnecessary risks. A scenario will be set up for each exercise.
For all exercises and evacuations, a review meeting will be held afterwards and
results of the exercise will be documented and actions for improvement
determined.
The following training will take place (please adjust for your terminal):
Role
Persons with role in the Emergency
Coordination Centre
On site incident responders

Training
Simulation course once every three years

Others
Evacuation Supervisor Building
Persons who may be required to issue
statements to the media
All persons with specific roles
To be determined by training review
against the plan

Fire fighting course (more extensive in case


company has Internal Fire Service), Emergency
response simulation course, search and rescue,
first aid, SCBA , etc.
On site content and operation of the plan
evacuation, small fire-extinguishing equipment,
limited First Aid.
Media training
Items such as
Search and rescue
Handling hazardous materials
First Aid
SCBA

14. Review and Update of the Emergency plan


The Emergency Response plan is set up and maintained by the SHEQ Manager
of the location and authorized by the Managing Director of the company.
The plan has to be reviewed:
At least once per year.
When changes on the terminal or within the organization take place, the
plan has to be updated as well, Think of organizational changes, changes
of telephone numbers, changes in hardware of the terminal etc.
If the evaluation carried out after each test and after each real emergency,
shows the plan has to be adjusted.
15. Emergency Equipment and Fire Fighting Equipment
List here first all emergency equipment like:
Location of first aid room and content of first aid cabinet.
Location of emergency showers
Location of first aid kits
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Emergency Response Framework


Emergency kits for special products (e.g. phenol, aniline)
Kits for spills
Response material for confined space resue
Etc.
List here all Fire Fighting Equipment:
Description of system and lines
Firewaterpumps location and information regarding the pumps
Description and location of monitors
Foam location
Location to connect fire-float
Fire Fighting truck etc.
List not only the hardware, but also how to start/operate it.
If you have your own fire services, you have to set up plans per scenario how to
fight the fire.
16. Media and Press Response Arrangements
Important: Only the Managing Director or his designate and after consultation of
Corporate Communication & Investor Relations, can authorize the issue of news
releases/statements and can speak to the media.
General Guidelines (Dos and Donts):

Know the media - Get to know how the various types of media work: recognize
and understand their deadlines: if possible build positive, professional,
personal relationships with key journalists
Be Honest, Helpful and Positive: Give them all the facts that can be released,
and help provide them with the information they require to write their copy.
In providing the information, stress the positive aspects e.g. about the
companys policy, standards, track record, response actions etc.
Dont Lie, Mislead, or Cover Up: When all the facts eventually come out, the
press could have a field-day demonstrating the companys duplicity if there was
any cover-up.
Dont Say No Comment: If you cant give out certain information, e.g. because
its commercially sensitive or confidential, or the information is not yet
confirmed e.g. injuries, explain why you cant give them the news and if
possible, when you are able to do so.

Do Not Admit Liability: Even if it seems at the moment that the company may
have been at fault, do not admit this. There may well be facts which arent
known to you which show the company to be innocent, and besides, legal
liability is something for your legal team to worry about at a later date.
Responsibility, rather than liability, however, is another matter, and if
appropriate you should be proactive in accepting responsibility for
rectifying matters, with the appropriate provisions.
21

Emergency Response Framework

Dont Speculate or Go Off the Record: There is no such thing in practice as


off the record. Never speculate about the causes, stick to the facts.
Do Respond Quickly: Give out such information as you can, as quickly as
possible, but ensure the news is confirmed.
Dont Blame Others: Stick to just the facts and consistently communicate
this is what happened, these are the actions we are taking and investigation is
in progress.
Do Keep a Record of All Media Communications This will allow cross-checking
against published or broadcast reports and will facilitate follow-up remedial
actions if needed.

The media release should:

give the facts, and offset any potentially damaging false rumours.
indicate the actions being taken to control or rectify the situation, and
prevent a recurrence.
convey Vopaks concern or regret

The release should be pro-active when media interest is imminent and reactive when
the risk of media knowledge is limited.

Press conference:
When media interest is high, a press conference can be organized. Ensure rehearsal
of the statement to be made during the conference.
The key elements of a successful media conference include:

controlling the process - introducing the team, setting the ground rules, controlling
questions, have FAQs prepared, closing the meeting after a pre-set period
following an agreed format introductions, reading a prepared statement,
inviting and taking questions through the moderator, making use of reference
material (as relevant)
Ensure room (can be at local hotel) has the facilities you need (microphone,
coffee/tea, Vopak flag etc.)

22

Emergency Response Framework

Interview s by the Press


While it is generally acceptable to decline interviews with print media during a
crisis, the broadcast media (particularly TV) will expect to get some sound
bites from Vopak following the media conference.
Basic guidelines for handling interviews include:

remain calm and showing sympathy or regret.


provide information, but selecting words carefully.
avoid speculation and jumping to conclusions
rebutt false and misleading statements and avoid an admission of liability.
emphasize key messages
taking care with tone and manner, dress / appearance and mannerisms
have someone making notes

17. Checklists per emergency:

23

Emergency Response Framework


a. Fire and Explosion

Actionlist - Fire and Explosion


Time

Action and Actionholder

Name

Incident Controller
Categorise incident
Inform On Site Responder + Team
Raise Emergency Alarm
Inform Internal and/or External Fire Service
Call external emergency services like Ambulance,
police when needed
Inform Gatekeeper Security
Inform vessels on jetties
Inform neighbouring companies
Inform Emergency Coordination Centre members
Inform On site Responder if evacuation shows
there are missing persons
Give all clear alarm after consultation with On Site
Responder/Internal Fire Service Officer
On Site Responder/Internal Fire Services
Officer
Go to location incident
Appoint response team members to start fire
water pumps and start stationary extinguishing
equipment
Appoint Guide operator to go to Gate and guide
emergency services to location incident
Arrange collection of mobile extinguishing
equipment
Accompany emergency services and handover
incident to External Fire Brigade
Look for missing persons
Signal on the authority of Officer External Fire
Service the all clear to the Incident Controller once
incident is under control
On Site Responders
Stop operational activities
Start fire water pumps
Start intervention or act as guide operator on
request of On Site Responder/Internal Fire
Services Officer
Guide Operator
Go to gate
Collect information at Gate (map terminal, list of
tanks with products)
Guide emergency services to location incident
External Fire Services
Start intervention
Signal the all clear to the Incident Controller, one

24

Telephone
number

Mobile Number

Emergency Response Framework


incident is under control
Evacuation Supervisor
Have someone close the windows
Have someone close down the air conditioning
system and ventilation system
Depending on the emergency and wind direction
at the exit routes, visitors will be kept in the office
building.
Check for anyone left behind
Have someone make an inventory of those
present at the assembly point
Make a list of the missing persons and send this
to the Incident Controller
Gatekeeper Security
Prevent persons from entering the terminal
Keep entrance clear for arrival emergency
services
Inform the Incident Controller by telephone of the
presence of the Emergency Services
Give information (map terminal/tank list with
product per tank) to Guide Operator
Send authorities and press over to (define
location)
Maintaining register of all persons leaving/entering
the premises
Record Keeper
Log all events/actions/decisions in log file

Emergency Coordination Centre Members


Informs Management Team Business Unit/Division
Communicate with authorities, hospital, media,
customers, contractors, division, corporate and
keep them up to date
Contact employees families as required
Organise internal specialists (SHE, HR, Sales)
Inform insurance company (Corporate Risk
Management & Insurance)
Organise catering

25

Emergency Response Framework

b. Spillage On Shore

Actionlist - Spillage On Shore


Time

Action and Actionholder

Name

Incident Controller
Categorise incident
Inform On Site Responder + Team
Raise Emergency Alarm
Stop all motorized vehicles on site until situation is
clear
Call external emergency services like Ambulance,
police when needed
Inform Gatekeeper Security
Inform vessels on jetties
Inform neighbouring companies
Inform Emergency Coordination Centre members
Inform On site Responder if evacuation shows
there are missing persons
Call in for clean up (own or via salvage company)
Give all clear alarm after consultation with On Site
Responder/Internal Fire Service Officer
On Site Responder/Internal Fire Services
Officer
Go to location incident note wind direction
Ensure correct PPE are worn by all in vicinity
incident
Carry out gas measurements (toxicity to
determine area incident and LEL to determine
flammability) and repeat this during incident
Close off area of incident based on
toxicity/flammability
Switch off all sources of ignition within incident
area if product is flammable (use at least 50
metres as radius)
Appoint response team members to prepare
covering spill (if toxic, flammable and/or stench
product) with foam
Appoint Guide operator to go to Gate and guide
emergency services to location incident
Accompany emergency services and handover
incident to External Fire Brigade
Look for missing persons
Signal the all clear to the Incident Controller once
incident is under control (If Fire Services are on
site, only after consulting them)
On Site Responders
Stop spill
Stop operational activities

26

Telephone
number

Mobile Number

Emergency Response Framework


Start intervention or act as guide operator on
request of On Site Responder/Internal Fire
Services Officer
Guide Operator
Go to gate
Collect information at Gate (map terminal, list of
tanks with products)
Guide emergency services to location incident
External Fire Services
Start intervention
Signal the all clear to the Incident Controller, one
incident is under control

Evacuation Supervisor
Have someone close the windows
Have someone close down the air conditioning
system and ventilation system
Depending on the emergency and wind direction
at the exit routes, visitors will be kept in the office
building.
Check for anyone left behind
Have someone make an inventory of those
present at the assembly point
Make a list of the missing persons and send this
to the Incident Controller
Gatekeeper Security
Prevent persons from entering the terminal
Keep entrance clear for arrival emergency
services
Inform the Incident Controller by telephone of the
presence of the Emergency Services
Give information (map terminal/tank list with
product per tank) to Guide Operator
Send authorities and press over to (define
location)
Maintaining register of all persons leaving/entering
the premises
Record Keeper
Log all events/actions/decisions in log file

Emergency Coordination Centre Members


Informs Management Team Business Unit/Division
Communicate with authorities, hospital, media,
customers, contractors, division, corporate and
keep them up to date
Contact employees families as required
Organise internal specialists (SHE, HR, Sales)
Inform insurance company (Corporate Risk
Management & Insurance)
Organise catering

27

Emergency Response Framework

28

Emergency Response Framework

c. Spillage Off Shore

Actionlist - Spillage Off Shore


Time

Action and Actionholder

Name

Incident Controller
Categorise incident
Inform On Site Responder + Team
Raise Emergency Alarm
Call external emergency services like Ambulance,
police when needed
Inform Gatekeeper Security
Inform vessels on jetties
Inform neighbouring companies
Inform Emergency Coordination Centre members
Call in for clean up if done externally (e.g via
harbor authorities or salvage company etc.)
Give all clear alarm after consultation with On Site
Responder/Internal Fire Service Officer
On Site Responder/Internal Fire Services
Officer
Go to location incident note wind direction
Ensure correct PPE are worn by all in vicinity
incident
Carry out gas measurements (toxicity to
determine area incident and LEL to determine
flammability) and repeat this during incident
Close off area of incident based on
toxicity/flammability
Switch off all sources of ignition within incident
area if product is flammable (use at least 50
metres as radius)
Appoint response team members to prepare oil
boom
Appoint Guide operator to go to Gate and guide
emergency services to location incident
Accompany emergency services and handover
incident to External Fire Brigade
Look for missing persons
Signal the all clear to the Incident Controller once
incident is under control (If Fire Services are on
site, only after consulting them)
On Site Responders
Stop spill
Stop operational activities
Start intervention or act as guide operator on
request of On Site Responder/Internal Fire
Services Officer

29

Telephone
number

Mobile Number

Emergency Response Framework


Guide Operator
Go to gate
Collect information at Gate (map terminal, list of
tanks with products)
Guide emergency services to location incident
External Fire Services
Start intervention
Signal the all clear to the Incident Controller, one
incident is under control

Evacuation Supervisor
Have someone close the windows
Have someone close down the air conditioning
system and ventilation system
Depending on the emergency and wind direction
at the exit routes, visitors will be kept in the office
building.
Check for anyone left behind
Have someone make an inventory of those
present at the assembly point
Make a list of the missing persons and send this
to the Incident Controller
Gatekeeper Security
Prevent persons from entering the terminal
Keep entrance clear for arrival emergency
services
Inform the Incident Controller by telephone of the
presence of the Emergency Services
Give information (map terminal/tank list with
product per tank) to Guide Operator
Send authorities and press over to (define
location)
Maintaining register of all persons leaving/entering
the premises
Record Keeper
Log all events/actions/decisions in log file

Emergency Coordination Centre Members


Informs Management Team Business Unit/Division
Communicate with authorities, hospital, media,
customers, contractors, division, corporate and
keep them up to date
Contact employees families as required
Organise internal specialists (SHE, HR, Sales)
Inform insurance company (Corporate Risk
Management & Insurance)
Organise catering

30

Emergency Response Framework


d. Gas or Vapour Release

Actionlist - Gas or Vapour Release


Time

Action and Actionholder

Name

Incident Controller
Categorise incident
Inform On Site Responder + Team
Raise Emergency Alarm
Inform Internal and/or External Fire Service
Call external emergency services like Ambulance,
police when needed
Inform Gatekeeper Security
Inform vessels on jetties
Inform neighbouring companies
Inform Emergency Coordination Centre members
Inform On site Responder if evacuation shows
there are missing persons
Give all clear alarm after consultation with On Site
Responder/Internal Fire Service Officer
On Site Responder/Internal Fire Services
Officer
Go to location incident note wind direction
Ensure correct PPE are worn by all in vicinity
incident
Carry out gas measurements (toxicity to
determine area incident and LEL to determine
flammability) and repeat this during incident
Close off area of incident based on
toxicity/flammability
Switch off all sources of ignition within incident
area if product is flammable (use at least 50
metres as radius)
Appoint Guide operator to go to Gate and guide
emergency services to location incident
Accompany emergency services and handover
incident to External Fire Brigade
Look for missing persons
Signal on the authority of Officer External Fire
Service the all clear to the Incident Controller once
incident is under control
On Site Responders
Stop operational activities
Start intervention or act as guide operator on
request of On Site Responder/Internal Fire
Services Officer
Guide Operator
Go to gate
Collect information at Gate (map terminal, list of
tanks with products)

31

Telephone
number

Mobile Number

Emergency Response Framework


Guide emergency services to location incident
External Fire Services
Start intervention
Signal the all clear to the Incident Controller, one
incident is under control
Evacuation Supervisor
Have someone close the windows
Have someone close down the air conditioning
system and ventilation system
Depending on the emergency and wind direction
at the exit routes, visitors will be kept in the office
building.
Check for anyone left behind
Have someone make an inventory of those
present at the assembly point (note: assembly pint
must be a safe location)
Make a list of the missing persons and send this
to the Incident Controller
Gatekeeper Security
Prevent persons from entering the terminal
Keep entrance clear for arrival emergency
services
Inform the Incident Controller by telephone of the
presence of the Emergency Services
Give information (map terminal/tank list with
product per tank) to Guide Operator
Send authorities and press over to (define
location)
Maintaining register of all persons leaving/entering
the premises
Record Keeper
Log all events/actions/decisions in log file

Emergency Coordination Centre Members


Informs Management Team Business Unit/Division
Communicate with authorities, hospital, media,
customers, contractors, division, corporate and
keep them up to date
Contact employees families as required
Organise internal specialists (SHE, HR, Sales)
Inform insurance company (Corporate Risk
Management & Insurance)
Organise catering

32

Emergency Response Framework


e. Personal Accident

Actionlist - Personal Accident


Time

Action and Actionholder

Name

Incident Controller
Call in First Aiders and direct hem to location
incident. First Aider determines the seriousness of
the incident and determines if ambulance is
needed.
Inform On Site Responder + Team
Call Ambulance on request First Aider
Inform Gatekeeper Security
Outside Office hours: inform family of victim if
victim is aVopak employee if victim is not seriously
injured. Inform foreman contractor if victim is
contractor.
In office hours: Inform Emergency Coordination
Centre (in practice Terminal Manager or HR)
Inform Emergency Coordination Centre members
On Site Responder/Internal Fire Services
Officer
Go to location incident
Appoint Guide operator to go to Gate and guide
ambulance to location incident
Accompany ambulance and handover victim to
ambulance

Guide Operator
Go to gate
Collect information at Gate (map terminal)
Guide emergency services to location incident

Gatekeeper Security
Keep entrance clear for arrival emergency
services
Inform the Incident Controller by telephone of the
presence of the Ambulance
Give information (map terminal/tank list with
product per tank) to Guide Operator
Emergency Coordination Centre Members
Informs Management Team Business Unit/Division
Communicate with hospital
Contact employees families as required

33

Telephone
number

Mobile Number

Emergency Response Framework


f.

Confined Space Incident

Actionlist - Confined Space Incident


Time

Action and Actionholder

Name

Incident Controller
Call in First Aiders and direct hem to location
incident.
Inform On Site Responder + Team
Call FireServices
Call Ambulance
Inform Gatekeeper Security
Outside Office hours: inform family of victim if
victim is aVopak employee if victim is not seriously
injured. Inform foreman contractor if victim is
contractor.
Inform Emergency Coordination Centre (in
practice Terminal Manager or HR)
On Site Responder/Internal Fire Services
Officer
Go to location incident
Assume confined space is unsafe, unless all
checks are carried out to show situation is safe.
Only allow first aid inside confined space if:

All electrical equipment is switched off


ensure there are pockettorches available.

Gasmeasurements have shown that


confined space is safe

Manholewatch is available

There is no danger to any of the first


aiders/rescuers
First aiders will assess and help victim.
Arrange to get victim out the confined space by
lifeline or by special rescue team of e.g. Fire
Services. Ensure correct PPE are worn (breathing
apparatus etc.)
Appoint Guide operator to go to Gate and guide
ambulance to location incident
Accompany ambulance and handover victim to
ambulance

Guide Operator
Go to gate
Collect information at Gate (map terminal)
Guide emergency services to location incident

Gatekeeper Security
Keep entrance clear for arrival emergency
services
Inform the Incident Controller by telephone of the

34

Telephone
number

Mobile Number

Emergency Response Framework


presence of the Ambulance
Give information (map terminal/tank list with
product per tank) to Guide Operator
Emergency Coordination Centre Members
Informs Management Team Business Unit/Division
Communicate with hospital
Contact employees families as required

35

Emergency Response Framework

g. Shipping Emergency

Actionlist - Shipping Emergency


Time

Action and Actionholder

Name

Incident Controller
Contact vessel and ask for information
Categorise incident
Inform On Site Responder + Team
Raise Emergency Alarm
Inform Internal and/or External Fire Service
Call external emergency services like Ambulance,
police when needed
Inform Gatekeeper Security
Inform other vessels on jetties
Inform neighbouring companies
Inform Emergency Coordination Centre members
Inform vessels agent and ask for product list per
tank on board vessel
Inform On site Responder if evacuation shows
there are missing persons
Give all clear alarm after consultation with On Site
Responder/Internal Fire Service Officer
On Site Responder/Internal Fire Services
Officer
Go to location incident note wind direction
Close off area of incident based on
toxicity/flammability
Ensure correct PPE are worn by all in vicinity
incident
Carry out gas measurements (toxicity to
determine area incident and LEL to determine
flammability) and repeat this during incident
Switch off all sources of ignition within incident
area if product is flammable (use at least 50
metres as radius)
Appoint response team members to start fire
water pumps and start stationary extinguishing
equipment
Appoint Guide operator to go to Gate and guide
emergency services to location incident
Arrange collection of mobile extinguishing
equipment
Accompany emergency services and handover
incident to External Fire Brigade
Look for missing persons
Signal on the authority of Officer External Fire
Service the all clear to the Incident Controller once
incident is under control

36

Telephone
number

Mobile Number

Emergency Response Framework


On Site Responders
Stop operational activities
Start fire water pumps
Start intervention or act as guide operator on
request of On Site Responder/Internal Fire
Services Officer
Guide Operator
Go to gate
Collect information at Gate (map terminal, list of
tanks with products)
Guide emergency services to location incident
External Fire Services
Start intervention
Signal the all clear to the Incident Controller, one
incident is under control
Evacuation Supervisor
Have someone close the windows
Have someone close down the air conditioning
system and ventilation system
Depending on the emergency and wind direction
at the exit routes, visitors will be kept in the office
building.
Check for anyone left behind
Have someone make an inventory of those
present at the assembly point
Make a list of the missing persons and send this
to the Incident Controller
Gatekeeper Security
Prevent persons from entering the terminal
Keep entrance clear for arrival emergency
services
Inform the Incident Controller by telephone of the
presence of the Emergency Services
Give information (map terminal/tank list with
product per tank) to Guide Operator
Send authorities and press over to (define
location)
Maintaining register of all persons leaving/entering
the premises
Record Keeper
Log all events/actions/decisions in log file

Emergency Coordination Centre Members


Informs Management Team Business Unit/Division
Communicate with authorities, hospital, media,
customers, contractors, division, corporate and
keep them up to date
Contact employees families as required
Organise internal specialists (SHE, HR, Sales)
Inform insurance company (Corporate Risk
Management & Insurance)

37

Emergency Response Framework


Organise catering

38

Emergency Response Framework


h. Incident with Fall Harnass

Actionlist - Incident with Fall Harnass


Time

Action and Actionholder

Name

Incident Controller
Inform On Site Responder + Team
Call Ambulance, inform then it is suspension
trauma
Inform Gatekeeper Security
Outside Office hours: inform family of victim if
victim is a Vopak employee if victim is not
seriously injured. Inform foreman contractor if
victim is contractor.
Inform Emergency Coordination Centre (in
practice Terminal Manager or HR)
On Site Responder/Internal Fire Services
Officer
Go to location incident
If victim is conscious:

Ask victim to move his legs as much as


possible

If not possible, ask him to get knees as


high as possible, preferably above hips
If victim is uncouscious:

Victim can die in 10 minutes time, so


rescuing operations needs to be speeded
up
Before someone can start working with harnass, a
rescue plan needs to be prepared. Note :

Victim should be held in vertical position


during and the first 30 minutes after
rescue.

Do not lay down victim in ambulance


should be kept in sitting position

Rescue preferably NOT by lifting person


in harnass
Resue in line with rescue plan.
Appoint Guide operator to go to Gate and guide
ambulance to location incident
Accompany ambulance and handover victim to
ambulance
On Site Responders
Start intervention in line with rescue plan
Guide Operator
Go to gate
Collect information at Gate (map terminal)

39

Telephone
number

Mobile Number

Emergency Response Framework


Guide emergency services to location incident
Gatekeeper Security
Keep entrance clear for arrival emergency
services
Inform the Incident Controller by telephone of the
presence of the ambulancer
Give information (map terminal) to Guide
Operator
Emergency Coordination Centre Members
Informs Management Team Business Unit/Division
Communicate with hospital
Contact employees families as required

40

Emergency Response Framework


i.

Bomb/Terrorist Threat

Actionlist - Bomb/Terrorist Threat


Time

Action and Actionholder

Name

Incident Controller/Gatekeeper Security etc.


Person receiving the call or receiving suspect
package
Note the notification of the call, see attached
checklist
Check the package checklist, see attached
Inform Incident Controller
Incident Controller
Call Police
Inform On Site Responder + Team
Inform PFSO
Increase ISPS level
Call Emergency Coordination Centre Members
(Terminal Manager etc.)
Raise Emergency Alarm
Inform vessels on jetty to stay on board
Inform Gatekeeper Security
Inform neighbouring companies
Inform Emergency Coordination Centre members
On Site Responder/Internal Fire Services
Officer
Appoint Guide operator to go to Gate and guide
Police
Guide Operator
Go to gate
Collect information at Gate (map terminal)
Guide police on location

Gatekeeper Security
Keep entrance clear for arrival Police
Inform the Incident Controller by telephone of the
presence of the Police
Give information (map terminal) to Guide
Operator
Emergency Coordination Centre Members
Informs Management Team Business Unit/Division
Evacuation Supervisor
Check for anyone left behind
Have someone make an inventory of those
present at the assembly point
Make a list of the missing persons and send this
to the Incident Controller

41

Telephone
number

Mobile Number

Emergency Response Framework

42

Emergency Response Framework


Bomb Information Checklist
Time of receiving call:
Content of message:

hour

Ask on friendly tone:


1 When will bomb explode?
2 Where will bomb explode?
3 What kind of bomb is it?
4 How does it look? (package)
5 What will make it explode?
6 Why do you do this?
7 Who are you?
8 Who asked you to notify us?
Identify the messenger:
1 Voice
0 man
0 young
2 Speech
0 slow
0 calm
0 stuttering
3 Language
0 local language
4 Accent/Dialect:
5 Details:

Background noises:
0 silence
0 office
0 traffic
0 other:

0 woman
0 middle aged
0 normal
0 serious
0 lisping
0 foreign:

0 talking
0 workshop
0 train

0 child
0 old
0 fast
0 excited/laughing
0 hoarse

0 laughing
0 outside
0 airplanes

0 kids

Comments:

Date:
Message received by:
Message given to:

Time:
Department:

43

Time call hang up:


Tel. Nr:

Emergency Response Framework


Package checklist
Frequently seen devices include letter bombs, soft cover pocketbook bombs, hard cover book
bombs, manila envelope bombs, and the cardboard box bombs. While many are delivered by
mail, they may come by private courier or carrier. Be alert to recognize suspicious-looking items.
The following conditions represent some of the possible suspicious characteristics:

Special handling marks (special delivery, air mail, registered, certified);


Restrictive markings (personal, confidential, addressee only);
Excessive postage;
Handwritten or poorly typed address;
Incorrect title or title but no names;
Misspelling of common words;
Oily stains or discolorations;
No return address;
Excessive weight;
Lopsided, uneven, or ridged envelope;
Protruding wires or tin foil;
Excessive securing material (tape, string, etc.);
Any evidence that the envelope has been reopened and reglued; or
Mail item from a new or strange source.

If you have a suspicious-looking letter or package:


DO NOT TRY TO OPEN IT
Isolate it and evacuate to a safe distance.

44

Emergency Response Framework


j.

Incident at neighbouring facility

Actionlist - Incident at neighbouring facility


Time

Action and Actionholder

Name

Incident Controller
Categorise incident
Inform On Site Responder + Team
Raise Emergency Alarm
Inform Gatekeeper Security
Inform vessels on jetties
Inform Emergency Coordination Centre members
Inform On site Responder if evacuation shows
there are missing persons
Give all clear alarm after consultation with On Site
Responder/Internal Fire Service Officer
On Site Responder/Internal Fire Services
Officer
Check location incident note wind direction
Ensure correct PPE are worn by all in vicinity
incident
Carry out gas measurements (toxicity to
determine area incident and LEL to determine
flammability) and repeat this during incident
Close off area at site in line with incident at
neighbouring based on toxicity/flammability
Switch off all sources of ignition within area if
product is flammable (use at least 50 metres as
radius)
Look for missing persons
Signal the all clear to the Incident Controller once
incident is under control
On Site Responders
Stop operational activities
Evacuation Supervisor
Have someone close the windows
Have someone close down the air conditioning
system and ventilation system
Depending on the emergency and wind direction
at the exit routes, visitors will be kept in the office
building.
Check for anyone left behind
Have someone make an inventory of those
present at the assembly point (note: assembly pint
must be a safe location)
Make a list of the missing persons and send this
to the Incident Controller
Gatekeeper Security
Prevent persons from entering the terminal

45

Telephone
number

Mobile Number

Emergency Response Framework


Maintaining register of all persons leaving/entering
the premises
Emergency Coordination Centre Members
Informs Management Team Business Unit/Division
Communicate with hospital, customers,
contractors, division, corporate and keep them up
to date
Contact employees families as required
Organise internal specialists (SHE, HR, Sales)
Organise catering

46

Emergency Response Framework

k. Severe Weather event (hurricane, flooding, earthquake)

Actionlist - Hurricane
Time

Action and Actionholder

Name

Emergency Coordination Centre


Prior to hurricane
Conduct hurricane awareness training, which
includes evacuation routes and asset hurricane
procedures.
Coordinate activities with authorities involved in
hurricane preparation
Communicate recommended Community
Evacuation routes
Each location should maintain current
photographs of facilities.
Months before start hurricane season

Verify the availability of and procure


emergency supplies, as necessary:

Portable radios

Plywood, lumber, plastic sheeting, or


covering

Drinking water

First Aid Kits

Flashlight and batteries

Tools

Emergency non-perishable food item


Ensure emergency generators and portable
equipment is in good working order and sufficient
fuel is available.
72 hours before eye of hurricane reaches landfall
Cancel all training and meetings requiring travel to
affected areas.
Designate location for temporary Communication
Center
Verify contractor contacts and availability
All employees shall provide to their supervisor an
evacuation location and contact number.
Each location shall identify a radio frequency
which broadcasts emergency weather information.
Report facility status to Corporate Management
48 hours before eye of hurricane reaches landfall
Implement flex-shift to allow employees to secure
personal property.
Ensure all storage tanks are stabilized
Ensure all below ground sumps have been
pumped dry.

47

Telephone
number

Mobile Number

Emergency Response Framework


Secure all critical documents including electronic
data.
Elevate electrical equipment, sensitive office
equipment and documents in the event of high
water
Report facility status to Corporate Management
36 hours before eye of hurricane reaches landfall
Communicate with suppliers and affected
customers
Report facility status to Corporate Management
24 hours before eye of hurricane reaches landfall
Begin shutdown operations
Release non-essential personnel.
Report facility status to Corporate Management.
12 hours before eye of hurricane reaches landfall
Man Communications Center continuously
Report facility status to Corporate Management.
Post storm recovery procedure
Initiate facility damage assessment
Report facility status to Corporate Management
Once access has been granted, the following
processes should be surveyed for operational
reliability prior to startup:

Electrical panels and motors

Instrument air system

Emergency Shutdown System

Tank and Vessel foundation and support


(possible washouts)

Check for dangerous wildlife and reptiles

Actionlist - Flooding
Time

Action and Actionholder

Name

Emergency Coordination Centre


Establish an evacuation plan
Take preliminary actions to secure the facility
before flooding and mandatory evacuation.
Consider having sandbags brought to sites that
could be affected by the flooding.
Consider obtaining portable pumps and hoses
from local suppliers or from other petroleum
service locations in the area.

48

Telephone
number

Mobile Number

Emergency Response Framework


Remove product from underground storage tanks
(i.e., sumps and separators, if applicable) and
replace with water to prevent them from floating
out of the ground.
If additional new product is available fill each tank
to the minimum level necessary to prevent
buoyancy in the event of flooding (Rule of thumb
is 30% of the safe fill height). If additional product
is not available, transfer appropriate product
among tanks to prevent buoyance. If minimum
levels cannot be reached through product transfer,
add water bottoms.
Plug all rack drains and facility drains connected
to the sump.
Empty all dikes of water.
Ensure that tank roof drains are working properly.
Anchor all bulk additive tanks, fuel barrels, empty
drums, and propane tanks (if applicable).
Notify Supervisory Personnel/Management that
the facility will be closed. Customer should be
notified.
Back up computer files.
Remove assets such as files, computers, spare
parts, and vehicles.
Shut off high voltage power and natural gas lines.
Close all valves on product and additive storage
tanks.
Before evacuation, know where all the employees
will be residing and obtain phone numbers so they
can be contacted if additional emergencies occur.
Conduct a post-emergency evacuation and report

Actionlist - Earthquake
Time

Action and Actionholder

Name

Emergency Coordination Centre


Prior to earthquake
Conduct earthquake awareness training, which
includes evacuation routes and procedures.
Coordinate activities with authorities
Each location should maintain current
photographs of facilities
Verify the availability of and procure emergency
supplies, as necessary:

Portable radios

Plywood, lumber, plastic sheeting, or

49

Telephone
number

Mobile Number

Emergency Response Framework


covering

Drinking water

First Aid Kits

Flashlight and batteries

Tools

Emergency non-perishable food item


Ensure emergency generators and portable
equipment is in good working order and sufficient
fuel is available.
Earthquake
Stop all activities: Shutoff all gas utilities and
secure all pipeline, tank-to-tank, and inter-facility
transfers. Secure all open Block Valves. Check
each tank structure for damage and leaks.
Release non-essential personnel
Recovery
Initiate facility damage assessment
Report facility status to Corporate Management
Set up start-up plan
All personnel
During an earthquake, if indoors, stay there. Take
cover under a sturdy piece of furniture or counter,
or brace yourself against an inside wall. Protect
your head and neck.
If outdoors, move into the open, away from
buildings, streetlights and utility wires
After an earthquake, stay away from windows,
skylights and items that could fall
Do not use the elevators. Use stairways to leave
the building if it is determined that a building
evacuation is necessary.
Aftershocks may happen. Secure any lose or
damaged equipment.

Earthquakes can seriously damage buildings and their contents; disrupt gas, electric and
telephone services; and trigger landslides, avalanches, flash floods, fires and huge ocean
waves called tsunamis. Aftershocks can occur for weeks following an earthquake. In many
buildings, the greatest danger to people during an earthquake is when equipment and non-

50

Emergency Response Framework

l.

Power Failure

Actionlist - Power Failure


Time

Action and Actionholder

Name

Telephone
number

Mobile Number

Incident Controller
Inform On Site Responder + Team
Inform vessels on jetties an stop operations
Check if power failure is only on terminal itself or if
neighbours are effected as well.
Inform Emergency Coordination Centre members
On Site Responder/Internal Fire Services
Officer
Ensure emergency generator is/has been started
up.
On Site Responders
Secure all non-essential operations by closing
valves
Emergency Coordination Centre
Informs Management Team Business Unit/Division
Communicate with authorities, media, customers,
contractors, division, corporate and keep them up
to date
Inform insurance company (Corporate Risk
Management & Insurance)

The effect of a power failure will vary per terminal. It is important to know how the emergency
generator has to be started up. Further a site must know which equipment and utilities are
connected to the emergency generator and if valves are e.g. fail safe or not. This will determine
which actions are needed if power failure does happen.
So for each site list what will happen if power fails which valves will close automatically, which
equipment is connected to the emergency generator, how to start up the generator, what will
happen to the boilers etc. This should be note in this emergency plan.
Think about products which require heating/cooling.

51

Emergency Response Framework

Attachment 1 Drawings

The following maps are part of the emergency plan:

Site maps and plans showing key parts of installation and access routes
Map of site showing surrounding area highlighting population centres
Firewater systems PID
Drainage and waste system PIDs
Electrical system drawings and isolation plans

52

Emergency Response Framework

Attachment 2 Telephone lists


Internal (Fill in table for your organization)
Function

Name

Office
Number

Home
Number

Mobile
Number

External (Fill in table for your organization, Think about neighbouring companies,
Fire brigade, Ambulance, authorities, media contacts, salvage companies, soil
remediation companies etc.)
Company/Authority/
Media

Name

Office Number

53

Mobile Number

Emergency Response Framework


Attachment 3 Contact information personnel
In the event of a serious accident or injury to a person working at the terminal, it may be
necessary to be able to contact close relatives as a matter of urgency. For this reason some key
contact details will be needed in addition to the normal personnel records.
An easy method to use is to collect the information in a standard format and ask the employee
to return the document in a sealed envelope marked with the name and date. The envelope
would only need to be opened in the vent of a serious incident, and is other wise returned to the
employee unopened, with a request to update the form and return it in a new envelope each
year or two.
Ensure that personnel information are also kept at an alternative location in the event that a
catastrophe occurs at the terminal.

54

Emergency Response Framework


Attachment 4 Log File

Time

Event/Action/Decision

55

Emergency Response Framework

56