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M7 Regulatory licensing

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Evidence required

Requirement

To hold all regulatory licences and permits relevant to the fleet operation.

Purpose

To ensure that all FORS Operators requiring regulatory or operational approval hold a valid licence or permit that is relevant to the operation.

Demonstration

FORS Operators shall have a procedure in place to ensure the organisation is correctly licensed or permitted to operate vehicles relevant to the operation.

Licences and permits include, but are not limited to:

  • Operator licence
  • Waste carrier licence (upper or lower tier)
  • Passenger service permit
  • Not for profit passenger transport permit
  • Private hire licence
  • Regional or city vehicle permits relating to safety or environmental requirements, where applicable

The procedure shall ensure sufficient discs, plates and permits are obtained and displayed where required. The procedure should include licence or permit withdrawal and return when a vehicle is removed from service.

Licences and permits shall be:

  • Held in the name of the correct legal entity of the organisation
  • In date or within their review date
  • Specific for the operating centre being audited
  • Reviewed to ensure any conditions and undertakings are being met
  • Reviewed for changes for notification to the relevant licence or permit authority within the stated timescales

Any regulatory licence or permit relevant to the fleet operation that is revoked, suspended or curtailed shall be reported to FORS in accordance with FORS Terms and Conditions.

Where an operator licence is held, the responsible person shall make a declaration of any enforcement sanctions within the past 12 months and any impending regulatory action.

Licences and permits should have sufficient vehicle margin to allow for any flexibility required in the operation.

Regulatory and operational licences and permits can differ across countries outside the UK.

The procedure, records and data relevant to operational licensing shall be:

Prepare the following evidence

Licences and permits

A documented procedure explaining how you identify, manage and monitor licences and permits for your fleet operation.

Provide copies of all relevant valid licences and permits, such as:

  • Operator Licence
  • Waste Carrier Licence
  • Private Hire licence
  • Passenger Service Permit
  • Not-for-profit Passenger Service Permit
  • Regional or local permits, such as a Direct Vision Standard (DVS) Permit

Provide evidence that you meet any conditions, undertakings, commitments or restrictions linked to your licences or permits.

Vehicle Operator Licensing (VOL)

If applicable, you must be able to access VOL during the audit to show your current:

  • Authorised and specified vehicles
  • Maintenance suppliers
  • Agreed safety inspection frequencies

Make sure the information in VOL reflects your current operation.

Regulatory action

Provide records showing that FORS has been notified of any licence or permit that has been revoked, suspended, curtailed or subject to other regulatory action since your last FORS Bronze audit.

Any regulatory action must be reported to FORS in line with scheme requirements.

Check that your details are up to date

Make sure:

  • Your company name, registered address and directors match the relevant information held by Companies House, where applicable.
  • The Operator Licence holder’s name matches the organisation details on FORS Online, unless the licence is held in the name of a holding company.
  • Operating centres listed on your licence reflect your current operation.
  • Vehicles recorded in VOL match the scope declared to FORS.

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