For the purpose of reporting via M&R, every vehicle procurement comprises two elements, one of which is a vehicle procurement contract. A vehicle procurement contract is the contract through which your organisation procures one or more vehicles from one or more suppliers. In very simple terms, it can be considered to be the overarching legal agreement for the procurement.
Every vehicle procurement comprises exactly one vehicle procurement contract.
This page explains the reportable data for vehicle procurement contracts. For step-by-step guidance on how to enter the data into the software system see the help page for the vehicles data input screen. For an explanation of the reportable data for vehicle procurement drawdowns, see this help page.
- Contract name, which must be unique, i.e. you cannot use the same name for multiple contracts.
- Contract date, which is the formal date of the vehicle procurement contract.
- Contract type:
- Framework contract, i.e. an umbrella contractual agreement with one or more vehicle suppliers that enables the purchasing organisation to place orders for vehicles.
- Service contract, i.e.a contract for transport services (see below).
- Simple (if neither of the above apply).
- For framework contracts choose between the following options, and enter a framework reference:
- Own framework, if the framework was procured by your organisation.
- OGP framework, if the framework was procured by the Office of Government Procurement (OGP).
- Other framework, if the framework was procured by another organisation.
- For service contracts choose between the following (as set out in the annex to the Clean Vehicles Directive):
- Public road transport services
- Special-purpose road passenger-transport services
- Non-scheduled passenger transport
- Refuse collection services
- Mail transport by road
- Parcel transport services
- Mail delivery services
- Parcel delivery services
- Procurement type:
- Purchase
- Lease
- Rent
- Hire-purchase.
- OJEU procurement, i.e. indicate whether the estimated contract value was above the relevant EU threshold to be advertised in the OJEU. If yes, enter the OJEU notice publication number, which is the notice publication number used when a procurement is published in the OJEU.
The second element in every vehicle procurement is a vehicle procurement drawdown. A vehicle procurement drawdown describes a specific number of vehicles of the same category and technology that are supplied via the procurement, as part of a single batch or addition to your fleet.
- Every vehicle procurement contract comprises zero, one or multiple vehicle procurement drawdowns. An organisation could have a procurement contract in place but might not have drawn down any vehicles yet; hence why a contract could have zero drawdowns.
- Every procurement drawdown must be linked to exactly one procurement contract.
- Use input screen vehicles to maintain an up to date inventory of your vehicles and to report details of vehicle procurement contracts and vehicle procurement drawdowns.