FORS Bronze audit - Owner Van Driver Accreditation (OVDA)

Organisation details

• FORS ID

• Company name

• What is the main reason for FORS accreditation?

  Industry good practice

  Required for contract

  Other - please state

• What is the accreditation route?

  OVDA

Address

• Address - Line 1

• Address - Line 2

• Town

• Postcode

• Country

Point of contact

• Name

• Phone number

• Email

Audit details

• Auditor name

• Auditor number

• Audit provider

  Select Dekra DriveTech JCS Logistics UK Milebay Protea

  • Dekra
  • DriveTech
  • JCS
  • Logistics UK
  • Milebay
  • Protea

• Audit type

  Select Audit Re-approval audit Enhanced audit Follow up audit Reapproval follow up audit Enhanced follow up audit MOCA HO - with vehicles MOCA HO - without vehicles MOCA HO - with vehicles follow up MOCA HO - without vehicles follow up

  • Audit
  • Re-approval audit
  • Enhanced audit
  • Follow up audit
  • Reapproval follow up audit
  • Enhanced follow up audit
  • MOCA HO - with vehicles
  • MOCA HO - without vehicles
  • MOCA HO - with vehicles follow up
  • MOCA HO - without vehicles follow up

• Audit level

  Bronze

• Audit method

  On site

  Remote

  Online - Desktop

• Audit Date

  Date

Responsible person M3

• The operator must be made aware of the following prior to the start of the audit:

• 1. The operator must be represented by the formally appointed responsible person as required at Bronze M3, who maintains continuous and effective management of the fleet activity.
  
  The responsible person must be available and present for the entirety of the audit and must provide photo ID if requested.  

• What employment status is the responsible person?

  Director limited company

  Sole trader

  Franchisee - self employed

• Has the responsible person been identified by photo ID?

  Yes

  No

  NA

Operator statement

• The following statement must be read out to all operators prior to the start of the audit:
  
  "I declare that the information and evidence provided during this audit is true and correct of my van operation. I understand that any willful dishonesty may result in suspension or termination of our FORS accreditation.
  
  I also understand that FORS accreditation means my van operation has demonstrated it has met the requirements of the FORS Standard at the time of audit. It is not a guarantee that all requirements or legal obligations will be met all of the time.
  
  I acknowledge that our FORS accreditation must not be used as defence in a court of law, at public inquiry or during an enforcement investigation."

• Does the van operator acknowledge this statement?

  Yes

  No

Auditor declarations

• I declare that I have read the above statements to the operator prior to the start of the audit

  Yes

  No

• I declare that I have not provided any consultant support or assistance to this operator within the past two years.

  Yes

  No

Requirement

• To verify that all drivers hold a valid licence for the category and type of vehicle they are tasked to drive and manage any risks associated with endorsements or restrictions.

Audit guidance

• A Major Action Point will be awarded for:
  
  • No driving licence held

Audit questions

• Do you have a valid full UK category B driving licence held?

  Yes

  No

• Has this been evidenced via the DVLA - View or share your driving licence information?

  Yes

  No

• Is there a valid category B entitlement?

  Yes

  No

• Are any endorsements recorded?

  No

  Yes

Requirement

• To professionally develop drivers and all other staff involved in the fleet operation, through progressive FORS Professional Development.

Audit guidance

• A Minor Action Point will be awarded at Initial Bronze Audit for:
  
  • No fleet management completed in the past five years?
  
  A Major Action Point will be awarded at Initial or Re-approval Bronze Audit for:
  
  • No road safety eLearning module completed in the past 12 months?
  • No counter terrorism eLearning module completed in the past 24 months?
  
  A Major Action Point will be awarded at Re-approval Bronze Audit for:
  
  • No fleet management completed in the past five years?

Audit questions

• Have you undergone approved fleet management training in the past five years, such as transport manager qualification, Fleet Management Essentials or CPC refresher?

  Yes

  No

• Have you completed a road safety eLearning module been completed in the past 12 months?

  Yes

  No

• Have you completed a counter terrorism eLearning module been completed in the past 24 months?

  Yes

  No

Requirement

• To require that drivers are fit to drive, are not impaired and meet the minimum eyesight standard for driving.

Audit guidance

• A Major Action Point will be awarded for:
  
  • No policy in place
  • Inability to read a vehicle registration plate be read at a distance of 20 metres?

Audit questions

• How do you ensure you are fit to drive? ie personal policy adequate or not

  Yes

  No

• Can you read a vehicle registration plate at a distance of 20 metres?

  Yes

  No

Requirement

• To ensure all drivers have knowledge of and comply with the rules of the road?

Audit guidance

• A Major Action Point will be awarded for:
  
  • No policy in place

Audit questions

• How do you ensure you have knowledge of and comply with the rules of the road? Is the personal policy adequate or not?

  Yes

  No

• Do you have access to the current version of The Highway Code

  Yes

  No

Requirement

• To not cause or permit a driver to use a hand-held mobile phone or any other hand- held communication device while driving.

Audit guidance

• A Major Action Point will be awarded for:
  
  • No policy in place

Audit questions

• What is your personal policy on the use of hand-held mobile phones and other devices while driving? Is the personal policy adequate or not?

  Yes

  No

Requirement

• To manage drivers’ working time and driving hours.

Audit guidance

• A Minor Action Point will be awarded for:
  
  • New drivers' hours recording method implemented
  
  A Major Action Point will be awarded for:
  
  • Exceeds 10 hours driving per day
  • Exceeds 11 hours work per day
  • No drivers' hours records in place
  • No method in place to record drivers' hours records

Audit questions

• Do you drive more than 4 hours per day?

  Yes

  No

• Do you drive for more than 10 hours per day?

  Yes

  No

• Do you work for more than 11 hours per day?

  Yes

  No

• Do you have a method in place for recording your drivers' hours?

  Yes

  No

  Partially

• Do you have drivers' hours records in place covering the past 12 months?

  Yes

  No

  Partially

• D section - Overall grade

  Pass

  Minor

  Major

Requirement

• To maintain vehicles, trailers and specialist equipment in a serviceable and roadworthy condition.

Audit guidance

• Conduct a DVLA check on the vehicle's registration plate.
  
  A Minor Action Point will be awarded for:
  
  • No knowledge of the MOT expiry date at audit
  • No knowledge of the next service date/interval at audit
  
  A Major Action Point will be awarded for:
  
  • No valid MOT in place
  • No vehicle service conducted in the past 12 months
  • No vehicle service records covering the past 15 months

Audit questions

• Does your vehicle have a valid MOT?

  Yes

  No

• What is the vehicle MOT expiry date?

  Date

• Has your vehicle been serviced in the past 12 months?

  Yes

  No

• When was the vehicle last serviced?

  Date

• Do you have vehicle service records held covering the past 15 months?

  Yes

  No

  Partially

• How do you ensure defects are repaired and followed through? Is the personal policy adequate or not?

  Yes

  No

  Partially

• Have you had to get collision damage repaired?

  Yes

  No

  NA

• Is the vehicle fitted with any specialist lifting equipment such as tail lift?

  Yes

  No

• Has the equipment undergone a Lifting Operations and Lifting Equipment Regulations (LOLER) examination?

  Yes

  No

Requirement

• To check vehicles, trailers and specialist equipment for defects immediately before they are used.

Audit guidance

• A Minor Action Point will be awarded for:
  
  • New vehicle walkaround check and defect reporting method implemented
  
  A Major Action Point will be awarded for:
  
  • No procedure in place
  • No vehicle walkaround check and defect reporting records in place
  • No method in place to record vehicle walkaround check and defect reporting

Audit questions

• How do you ensure your vehicle is roadworthy each day?

• Is this policy adequate?

  Yes

  No

  Partially

Requirement

• To tax all vehicles operating on public roads.

Audit guidance

• A Minor Action Point will be awarded for:
  
  • No knowledge of the vehicle tax expiry date at audit
  
  A Major Action Point will be awarded for:
  
  • No vehicle vehicle tax in place

Audit questions

• Is the vehicle taxed?

  Yes

  No

• What is the vehicle tax expiry date?

  Date

Requirement

• To hold a minimum of third party insurance or self-insurance for the fleet and any other insurance necessary to provide financial protection to the operation.

Audit guidance

• Where relevant, a Minor Action Point may be awarded for:
  
  • No Public Liability insurance certificates in place
  • No Goods in Transit insurance certificates in place
  • No knowledge of the motor insurance date at audit
  
  A Major Action Point will be awarded for:
  
  • No motor insurance in place

Audit questions

• Are the following insurances in place?

• Motor insurance

  Yes

  No

• Motor Insurer

• Motor Reference

• Motor Expiry date

  Date

• Public liability insurance

  Yes

  No

  NA

• PL Insurer

• PL Reference

• PL Expiry date

  Date

• Goods in transit insurance

  Yes

  No

  NA

• GiT Insurer

• GiT Reference

• GiT Expiry date

  Date

• Professional indemnity insurance

  Yes

  No

  NA

• PI Insurer

• PI Reference

• PI Expiry date

  Date

Requirement

• To load vehicles and trailers safely and within the legal limits.

Audit guidance

• A Major Action Point will be awarded for:
  
  • No policy in place

Audit questions

• How do you ensure loads are safely restrained and the vehicle is not overloaded?

• Is this policy adequate or not?

  Yes

  No

  Partially

Requirement

• To monitor tyre usage and maintain tyres in a serviceable and roadworthy condition.

Audit guidance

• A Major Action Point will be awarded for:
  
  • No policy in place
  • No evidence of tyre specialist company used

Audit questions

• How do you ensure tyres are safe and legal?

• Is the personal policy adequate or not?

  Yes

  No

  Partially

• Which tyre specialist company is used?

• Where no Major or Minor Action Points are awarded, V section will be graded as 'Pass'
  
  Where any Minor Action Points are awarded, V section will be graded as 'Minor'
  
  'Where one or more Major Action Points are awarded, V section will be graded as 'Major'

• V section - Overall rating

  Pass

  Minor

  Major

Requirement

• To maintain safe and healthy working conditions.

Audit guidance

• A Major Action Point will be awarded for:
  
  • No policy in place
  • The policy not clearly stating the commitment to health and safety

Audit questions

• How do you ensure health and safety rules are adhered to?

• Is this health and safety policy adequate or not?

  Yes

  No

  Partially

• Do you have PPE?

  Yes

  No

  NA

Requirement

• To review and act upon any complaint made against the fleet operation.

Audit guidance

• A Minor Action Point will be awarded for a policy and procedure being in place but:
  
  • Complaints not investigated and/or improvement actions not recorded
  
  A Major Action Point will be awarded for:
  
  • A complaints policy and procedure not being in place

Audit questions

• What action would you take if a complaint or grievance was made against you?

• Is this policy adequate or not?

  Yes

  No

  Partially

Requirement

• To record, investigate and take action against all transport-related infringements.

Audit guidance

• A Minor Action Point will be awarded for a policy and procedure being in place but:
  
  • Infringements not investigated and/or improvement actions not recorded
  
  A Major Action Point will be awarded for:
  
  • A policy and procedure not being in place
  

Audit questions

• What action would you take if you were issued a penalty notice or found guilty of an offence?

• Is this policy adequate or not?

  Yes

  No

  Partially

Requirement

• To keep up-to-date in the fleet and road transport sector.

Audit guidance

• A Major Action Point will be awarded for :
  
  • No evidence of relevant industry updates in place

Audit questions

• How do you keep updated and informed of industry developments and changes? Is the personal policy adequate or not?

  Yes

  No

• What channels do you use to keep up-to-date in the fleet and road transport sector?

• FORS bulletins, eNews and LinkedIn

  Yes

  No

• Subscription to government information services

  Yes

  No

• Subscription to trade media

  Yes

  No

• Are you a member of a relevant professional body?

  Yes

  No

• Which professional bodies?

• M section - Overall grade

  Pass

  Minor

  Major

Requirement

• To adhere to compliant, safe and efficient routes.

Audit guidance

• Minor Action Point will be awarded for:
  
  • New distances travelled recording method implemented
  
  A Major Action Point will be awarded for:
  
  • No procedure in place
  • Distances travelled not recorded

Audit questions

• How do you ensure you plan and follow compliant, safe and efficient routes?

• Is this policy adequate or not?

  Yes

  No

• Do you record distances travelled?

  Select Yes No Partially

  • Yes
  • No
  • Partially

Requirement

• To monitor fuel consumption and vehicle emissions.

Audit guidance

• Minor Action Point will be awarded for:
  
  • New distances travelled recording method implemented
  
  A Major Action Point will be awarded for:
  
  • No procedure in place
  • Distances travelled not recorded

Audit questions

• Do you record and monitor fuel consumption?

  Yes

  No

  Partially

Requirement

• To document and investigate road traffic collisions, incidents and near-misses.

Audit guidance

• A Major Action Point will be awarded for:
  
  • No procedure in place
  • Any road traffic collisions not recorded

Audit questions

• What action would you take in the event of a road traffic collision?

• Is this procedure adequate or not?

  Yes

  No

  Partially

Requirement

• To carry passengers in such a manner that no danger is likely to be caused.

Audit guidance

• Minor Action Point will be awarded for:
  
  • No policy in place

Audit questions

• Do you carry passsengers when the vehicle is being used for work purposes?

  Yes

  No

• How do you ensure passengers are safe and legal?

• Is this policy adequate or not?

  Yes

  No

Requirement

• To conduct specialist operations safely and in accordance with the law.

Audit questions

• Do you conduct any of the following specialist operations?

  Select Dangerous goods Non-hazardous waste Hazardous waste None

  • Dangerous goods
  • Non-hazardous waste
  • Hazardous waste
  • None

Audit guidance

• A Major Action Point will be awarded for:
  
  • No dangerous goods policy in place
  • Dangerous goods procedures in place but do not include one or more of the criteria

• Is there a policy in place for the carriage of dangerous goods?

  Yes

  No

• Are there procedures in place for ensuring the following criteria:

• Dangerous goods vehicle approval certification

• Control measures relevant to the transportation of dangerous goods

• Dangerous goods documentation, consignment notes and data sheets

• Driver training and ADR (International Carriage of Dangerous Goods by Road) certificates

• Emergency actions and contact details

Audit guidance

• A Major Action Point will be awarded for:
  
  • No waste carriage policy in place
  • No trained appointed responsible waste management person
  • Waste carriage procedures in place but do not include one or more of the criteria

• Is there a policy in place for the carriage of waste?

  Yes

  No

• What tier is the waste carrier licence? Refer to requirement M7

  Upper tier

  Lower tier

• Are there procedures in place for ensuring:

• Waste carrier licensing

• Control measures relevant to the transportation of waste

• Waste documentation, consignment notes and data sheets

• Waste operations and driver competence

• Emergency actions and contact details

• A Major Action Point will be awarded for:
  
  • No hazardous waste policy in place
  • Hazardous waste procedures in place but do not include one or more of the criteria

• Is there a policy in place for the carriage of hazardous waste?

  Yes

  No

• Are there procedures in place for ensuring the following criteria:

• Vehicle approval certification

• Control measures relevant to the transportation of hazardous waste

• Hazardous waste documentation, consignment notes and data sheets

• Driver training

• Emergency actions and contact details

Requirement

• To minimise the risk of theft of vehicles, fuel, equipment and loads.

Audit guidance

• A Major Action Point will be awarded for:
  
  • No policy in place
  • Operational security procedures in place but do not include two or more of the criteria

Audit questions

• What actions do you take to ensure your vehicle, and its keys, load and equipment are safeguarded against theft?

• Is this policy adequate or not?

  Yes

  No

• How do you ensure you are aware and alert to counter terrorism?

• Is this policy adequate or not?

  Yes

  No

• O section - Overall grade

  Pass

  Minor

  Major

• Audit completion time

  Date

• Total number of Minor Action Points

• Total number of Major Action Points

• Audit overall grade

  Select Pass Pass - minor action points Follow up required - major action points

  • Pass
  • Pass - minor action points
  • Follow up required - major action points