The following “Invoice Instructions” (as referred to within the Mitie Purchase Terms and Conditions (Works)) is a set of requirements that the Contractor must adhere to in the preparation and submission of applications for payment and / or invoices. Failure to adhere to these requirements may result in delay to the payment of an invoice, or non-payment, until the supporting evidence has been received and you provide the invoice and / or application, in the format required.
In the “Invoice Instructions” all capitalised terms shall have the same meaning and interpretation as assigned to them in the Mitie Framework Agreement and/or the Mitie Services Agreement, and “Contractor Operational Procedures and Reporting Requirements” and as follows:
Completed: means the Contractor has responded to the Work Order received from Mitie, contained the issue/delivered the Services that gave rise to the Work Order, completed the Works, provided confirmation of the time and date of those completed works, and submitted the Supporting Documentation evidencing completion as required and referenced in the “Contractor Operational Procedures and Reporting Requirements;
Compliance Certificate: means such certificate, report(s) and/or record(s) as required by applicable law or regulation and/or as recommended under any code of practice for the applicable asset(s) to provide adequate evidence of testing, inspection and/or maintenance in accordance with the applicable law and / or code of practice and certified by a competent authority;
Physical Completion: means the date and time that the work or services described within a Work Order are deemed to have been completed to the required standard and the date of completion has been reported to Mitie and entered into Mitie’s Maximo system;
Planned Preventative Maintenance: means the planned maintenance of the Assets, Asset Systems and the Sites throughout each year of the Agreement to maintain the Assets, Asset Systems and the Sites in accordance with maintenance requirements and the Annual Maintenance Plan agreed with Mitie;
Purchase Order: means a commercial instrument issued by Mitie to the Contractor which captures the nature of the Works the Contractor has been instructed to deliver and includes the type, quantity and a financial value, which financial value must not be exceeded by the Contractor in the performance of the Works;
Purchase Order Requestor: means Supply Chain Planner and is the reference shown on a Purchase Order of the named Mitie individual who has raised and administrated the Purchase Order prior to issue to the Contractor;
Reactive Works: means any unplanned or unscheduled maintenance or asset replacement required to ensure compliance with the service requirements carried out following receipt of a Work Order from Mitie;
Schedule of Rates: means the rates agreed between Mitie and the Contractor and referenced in the Mitie Framework Agreement or Contract specific Mitie Service Agreement;
Service Report: means a report or document which is presented in a legible format and meets the required standard as set out in clause 4.3 and 4.4 of the Contractors Operational Procedures and Reporting Requirements and provides a definitive asset condition rating and asset condition classification following delivery of a Planned Preventative Maintenance task;
Supporting Documentation: means the documentation (that may include, but not be limited to, data, signed work record sheets, timesheets, supplier invoices and photographs) set out in the Invoice Instructions that the Contractor must provide to Mitie with each invoice, or where no such documentation is specified, such documentation as reasonably required by Mitie to satisfy itself that the Works have been carried out in accordance with the provisions of this Agreement;
Supply Chain Planner: means a Mitie employee who is engaged in the process of allocating works to Contractors, management of work orders allocated to Contractors, arranging the issue of POs and is also referred to as the Purchase Order Requestor;
Work Order: means Mitie’s written order for the supply of Goods and/or the provision of Works as detailed in the Work Order raised in line with the Mitie Framework Agreement, Mitie Services Agreement or Purchase Order issued in accordance with the requirement of Reactive Works and/or Planned Preventative Maintenance task and/or remedial Works; and
Worksheet: means the written document completed by a Contractor’s engineer/operative at the time of attendance to a Reactive Work Order, which captures the work carried out, time on site and materials, parts or consumables used in undertaking the Works and conforms to the requirements set out in clause 12 of the Contractor Operational Procedures and Reporting Requirements.