For the purpose of reporting via M&R, every vehicle procurement comprises two elements, one of which 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 drawdown is defined by a drawdown date, and a specific combination of vehicle category and vehicle technology.
- A vehicle procurement drawdown can involve multiple vehicles, but can only comprise vehicles of the same category and technology.
- One organisation can report a vehicle drawdown on behalf of another organisation if the former procured the vehicle(s) on behalf of the latter.
This page explains the reportable data for vehicle procurement drawdowns. 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 contracts, see this help page.
Each procurement drawdown comprises a specific quantity of vehicles of the same category and technology.
- Contract name, which must be a vehicle procurement contract that you have previously reported.
- Drawdown name, which should be a description that makes sense to your organisation. It must be unique.
- Drawdown date:
- For simple contracts, this is the same as the contract date.
- For service and framework contracts, it is the date on which the vehicle(s) were drawn down via the contract.
- Category and sub-category of the vehicle(s) drawn down - see options below.
- Technologies and sub-technologies (where relevant) of the vehicle(s) drawn down - see options below.
- For biofuel technologies:
- Percentage blend rate of the biofuel used in the vehicle(s).
- You must also outline the evidence that you can provide (upon request) to verify that only biofuel is to be used in the procured vehicles. This could include contract clauses or similarly effective means within the public procurement procedure.
- Quantity of vehicles drawn down.
- Indicate whether the vehicle(s) were drawn down for another public body.
- If yes, name of the public body for which the vehicles were drawn down.
¶ Vehicle categories and sub-categories
- Passenger vehicles
- Passenger car (M1): no more than eight seats in addition to the driver's seat.
- Minibus (M2): more than eight seats in addition to the driver's seat; maximum weight 5 tonnes.
- Bus - single deck (M3): more than eight seats in addition to the driver's seat; maximum weight greater than 5 tonnes.
- Bus - double deck (M3): more than eight seats in addition to the driver's seat; maximum weight greater than 5 tonnes.
- Coach
- Commercial vehicles
- Van (N1): maximum weight 3.5 tonnes.
- Van (N2): maximum weight 3.5 - 12 tonnes.
- Truck (N2): maximum weight 3.5 - 12 tonnes.
- Truck (N3): maximum weight greater than 12 tonnes.
- Motorbikes, mopeds, trikes and quads
- Motorcycle
- Moped, trike or quad
- Agricultural and forestry vehicles
- Agricultural or forestry vehicle
- Special purpose vehicles
- Refuse truck (N2): maximum weight 3.5 - 12 tonnes.
- Refuse truck (N3): maximum weight greater than 12 tonnes.
- Armoured vehicle
- Ambulance
- Hearse
- Wheelchair accessible vehicle (M1): no more than eight seats in addition to the driver's seat.
- Track-laying vehicle
- Mobile machinery
- Mobile crane
- Fork lift
- Road sweeper
- Mobile workshop
- Well driller
- Concrete pump
- Non-road mobile machinery (NRMM)
- Other
- Other self-propelled: any self-propelled vehicle designed and constructed specifically to perform work and that, because of its construction characteristics, is not suitable for carrying passengers or for transporting goods, and that is not machinery mounted on a motor vehicle chassis.
¶ Technologies and sub-technologies
- Diesel
- Petrol
- Diesel hybrid
- Petrol hybrid
- Diesel plug-in hybrid
- Petrol plug-in hybrid
- Retrofit – clean
- Compressed natural gas (CNG)
- Liquefied natural gas (LNG)
- Renewable gas (bioCNG)
- Liquefied petroleum gas (LPG)
- Retrofit – zero emission
- Battery electric
- Fuel cell hydrogen
- Battery electric
- Fuel cell hydrogen
- Compressed natural gas (CNG)
- Renewable gas (bioCNG)
- Liquefied natural gas (LNG)
- Liquefied petroleum gas (LPG)
- Biofuel
- Biodiesel
- Fatty acid methyl ester (FAME)
- Hydrotreated vegetable oil (HVO)
- Co-processed HVO
- Bioethanol
- BioLPG
- Biomethanol
- BioCNG
- BioLNG
- Biogasoil
- Biojet
The second element in every vehicle procurement 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.
- 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.
- 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.