Public bodies are required to maintain an up-to-date vehicle inventory on the M&R system, and to report details of vehicle procurements since August 2021.
This help page describes M&R methodology for vehicles. For step-by-step guidance on how to report data into the software system see the help page for the vehicles data input screen.
All public bodies must report details of their vehicle fleet and of their vehicle procurements since 2021. This is required in accordance with Regulation 8 in SI 381 of 2021, which transposed the Clean Vehicles Directive (CVD) into Irish legislation.
- The CVD provides for the setting of binding minimum targets for the share of ‘clean’ vehicles, as defined in the Directive, in procurements undertaken by public bodies.
There are two key M&R reporting requirements with respect to vehicles:
- Vehicle inventory - breakdown of your organisation's vehicle fleet at the end of 2023, and at the end of subsequent years.
- Vehicle procurements - details of the vehicles that your organisation has procured after 2 August 2021.
These requirements are described in more detail below.
Your vehicle inventory is a breakdown of your organisation's vehicle fleet by vehicle category, at the end of a specific year.
Your vehicle inventory includes:
- All cars, vans, trucks, buses and other vehicle categories list below.
- Vehicles that are leased, as well as those that are owned.
The following are excluded from the scope of your organisation's vehicle inventory:
- Aircraft
- Marine & river vessels
- Bicycles & scooters
In general the scope of vehicles included in your vehicle inventory (category, type, ownership, etc.) should align with the scope of reportable vehicle procurements defined below under ‘Vehicle procurements’, except:
- Your inventory should include vehicles procured at any time prior to the end of the reporting year.
- Your inventory should include vehicles that may have been procured for your organisation by another public body.
You should report the number of vehicles in your organisation's inventory, broken down by the vehicles categories set out below.
- Passenger car (M1): no more than eight seats in addition to the driver's seat.
- Van (N1): maximum weight 3.5 tonnes.
- Minibus (M2): more than eight seats in addition to the driver's seat; maximum weight 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.
- 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
- Refuse truck (N2): maximum weight 3.5 - 12 tonnes.
- Refuse truck (N3): maximum weight greater than 12 tonnes.
- Motorcycle
- Moped, trike or quad
- Agricultural or forestry vehicle
- Armoured vehicle
- Ambulance
- Hearse
- Wheelchair accessible vehicle (M1): no more than eight seats in addition to the driver's seat.
- Track-laying vehicle
- Mobile crane
- Fork lift
- Road sweeper
- Mobile workshop
- Well driller
- Concrete pump
- Non-road mobile machinery (NRMM)
- 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.
The alphanumeric codes referenced above are as per the EU classification of vehicle types.
You must report the specific quantities of vehicles procured, by category and technology, after 2 August 2021. This includes:
- Procurements that commenced after 2 August 2021.
- Vehicles that are purchased, leased, rented and procured via hire-purchase.
- Vehicles that are procured by your organisation via public service contracts for the provision of passenger road transport services.
- Service contracts that are procured by your organisation for the specific types of service set out in Table 1 of the Annex to the CVD. The specific service types listed in Table 1 are:
- Public road transport services (CPV code 60112000-6)
- Special-purpose road passenger-transport services (CPV code 60130000-8) and non-scheduled passenger transport (CPV code 60140000-1)
- Refuse collection services (CPV code 90511000-2)
- Mail transport by road (CPV code 60160000-7), parcel transport services (CPV code 60161000-4), mail delivery services (CPV code 64121100-1) and parcel delivery services (CPV code 64121200-2).
- Vehicles that are procured by your organisation via frameworks and via non-framework contracts. The former includes vehicles procured by your organisation via OGP frameworks.
- Vehicles that are procured by your organisation on behalf of another public body.
- All vehicle categories, including passenger vehicles; commercial vehicles; motorbikes, mopeds, trikes and quads; agricultural and forestry vehicles; special purpose vehicles; mobile machinery (including non-road mobile machinery); and other self-propelled vehicles.
The following procurements are not reportable by your organisation:
- Procurements that commenced before 2 August 2021.
- Service contracts that are procured by your organisation for any services that are not listed in Table 1 of the Annex to the CVD.
- Vehicles that are procured by another public body for your organisation.
To report the procurement of vehicles you must first report a vehicle procurement contract and then report one or more vehicle procurement drawdown(s).
The pages linked above explain the reportable data for contracts and 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.
¶ Vehicle procurement contracts and vehicle procurement drawdowns
When your organisation procures vehicles, it puts one or more contracts in place with one or more suppliers. The nature and duration of contracts can vary depending on the circumstances. For example, an organisation could enter into a discrete contract for the once-off procurement of one vehicle. Another organisation might establish a multi-year framework contract through which it procures (draws down) many vehicles of different types over several years. And another organisation might enter into a contract to lease vehicles whereby new vehicles are provided (drawn down) every six months.
For the purpose of reporting via M&R, every vehicle procurement comprises two elements:
- A vehicle procurement contract, which is the contract through which your organisation procures one or more vehicles from one or more suppliers.
- One or more vehicle procurement drawdowns - these relate to the drawdown of one or more vehicles of a specific category and technology.
In very simple terms, a vehicle procurement contract can be considered to be the overarching legal agreement for a procurement. 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 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.
- Every procurement drawdown must be linked to exactly one procurement contract.
- 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.
¶ Procurements on behalf on another public body
The following reporting arrangements apply where one public body procures vehicles on behalf of another:
- The public body that procured the vehicle(s) from the suppliers must report the vehicle procurement contract.
- The public body that procured the vehicle(s) from the suppliers must report the vehicle procurement drawdown(s).
- The public body for which the vehicle(s) were procured does not have to explicitly report the procurement. When he procuring public body reports via steps 1 and 2 above, the relevant details appear in the M&R account of the public body for which the vehicles were procured.
- 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.