Chicago Police DepartmentUniform and Property U02-01-02
Vehicle Equipment and Inspections
Issue Date:26 June 2019Effective Date:26 June 2019
Rescinds:27 May 1997 Version; 27 May 1997 Version of U02-01-03
Index Category:Department Vehicles
I.Purpose
This directive:
  • A.outlines the Department's vehicle and equipment inspections procedures.
  • B.outlines procedures for the use and care of Department vehicle emergency equipment.
  • C.satisfies CALEA Law Enforcement Standard Chapter 41.
II.Inspection of Vehicles
  • A.Assigned Vehicles
    • 1.Whenever assigned a Department vehicle, personnel will conduct an inspection of any Department vehicle under their control:
      • a.at the beginning and end of their tour of duty.
      • b.prior to and immediately upon completing the transport of any prisoner or citizen.
      • c.prior to accepting any vehicle from another Department member or Department unit.
    • 2.If a Department vehicle is loaned to another unit, the Commanding Officer of the lending unit will ensure a supervisor is assigned to complete a thorough vehicle inspection immediately upon the vehicle being returned.
    • 3.In any instance any unreported vehicle damage is discovered upon a vehicle being returned from loan, the appropriate reports must accompany the return of the vehicle to be placed in the unit vehicle file. If unreported damage is discovered upon the return of a loaned vehicle, a the member from the borrowing unit returning the vehicle will be ordered by the receiving supervisor to complete any required reports and obtain a Control Board Number. The receiving supervisor will ensure copies of all reports are included in the Vehicle Status File and notification is made to the Fleet Section-Unit 173 via email, at CPDFleetLiaison@chicagopolice.org. Copies of any related reports will be included.
    • 4.The Commanding Officer, Fleet Section will ensure that notification is made to the Commanding Officer of the unit that borrowed the vehicle and copies of all related reports are forwarded. The Commanding Officer of the borrowing unit will then ensure an investigation is conducted, consistent with Department directives titled "Summary Punishment" or "Specific Responsibilities Regarding Allegations of Misconduct".
    • 5.Vehicle inspections will be conducted of/for:
      • a.interior and exterior body for any damage.
      • b.presence of any illegal or unauthorized items.
      • c.the presence and proper positioning of the appropriate Beat Plate, if required.
      • d.if equipped, spare tire and that it is in good repair.
      • e.if equipped, protective dividers will be inspected to be in good repair at the beginning of each tour of duty, after each transport, and at the end of the tour of duty.
      • f.vehicle jack and lug wrench, if equipped.
      • g.any other equipment required per the Vehicle Equipment Chart listed in section III-B-5 of this directive.
      • h.function of all In-Car-Video system (ICV) and Automated License Plate Reader (ALPR) equipment, if equipped.
      • i.proper syncing of ICV and Body Worn Camera components, if so equipped.
      • j.presence and function of LoJack system, if so equipped.
      • k.presence and function of the PDT, if equipped.
      • l.proper condition and function of:
        • (1)headlights and brake lights,
        • (2)directional signals,
        • (3)horn,
        • (4)windshield wipers and windshield washer system,
        • (5)electronic window and door lock switches, if equipped,
        • (6)instrument panel and interior dome lights,
        • (7)siren, airhorn, emergency roof lights, alternating flashing headlights, spotlights, secondary strobe or other warning lights, as equipped, and
        • (8)any apparently unauthorized equipment or modification(s) to the vehicle.
    • 6.Any reportable vehicle damage will be documented in the Automated Department Vehicle Crash/Damage Report (CPD-22.951). The report can be found in the CLEAR System under Misc. Operational,Traffic Safety Unit. A Control Board Number will be obtained from the Fleet and Facilities Management (2FM)-Fleet Section. Control Board Numbers will be obtained by contacting the following numbers 24 hours each day: Bell: (312)743-9029, PAX: 0950. A copy of the Department Vehicle Crash/Damage report and any related crash report will be faxed to the 2FM—Fleet Section Desk at (312)745-2808. Any vehicle or vehicle equipment irregularities discovered will addressed as follows:
      • a.Discovering member will:
        • (1)notify the Office of Emergency Management and Communications (OEMC) dispatcher of their primary radio frequency to hold them down on a vehicle inspection.
        • (2)review the affected vehicle file to determine if the incident was previously reported. If so, no further action will be necessary.
        • (3)if not previously reported, promptly notify their immediate supervisor.
        • (4)complete all reports as directed by their supervisor.
        • (5)if the irregularity has to do with an equipment or mechanical malfunction only, the Citywide 3 dispatcher will be notified to assign R-Service personnel. If the issue creates an unsafe or illegal condition, the reporting member's immediate supervisor will be notified and respond to determine if the vehicle should be taken out of service.
      • b.Supervisor will:
        • (1)inspect the irregularity and determine if the irregularity appears to be the result of an unintentional action or normal wear and tear. If the irregularity appears to be the result of negligent or intentional misuse, the supervisor will initiate a formal investigation via the SPAR or CR/CL process as appropriate.
        • (2)determine if the irregularity requires the vehicle to be taken out of service due to an unsafe or illegal condition.
        • (3)if necessary, take the vehicle out of service until the irregularity is corrected.
        • (4)if a tow is required, notify the Citywide 3 dispatcher to assign R-Service Personnel to respond and order a tow.
        • (5)if it is determined the irregularity was not previously reported, the discovering member will be directed to complete the appropriate report(s) and to insert copies into the affected vehicle file.
          NOTE:
          Copies of any SPAR or CR/CL initiations will not be placed in the vehicle file.
        • (6)in all instances where there is damage to a Department vehicle or vehicle equipment, or any equipment is missing and the incident was previously unreported, attempt to identify the members last assigned the vehicle. Once identified, depending on circumstances, the supervisor may elect to initiate a SPAR investigation or in cases of clear negligence or intentional misuse of the equipment, a CR/CL investigation may be initiated. If the members last assigned the vehicle are unable to be immediately identified, a CR/CL investigation will be initiated.
        • (7)in all instances where contraband is discovered in a Department vehicle, the discovering member will be required to complete the appropriate case report and inventory the item(s). The investigating supervisor will initiate a formal investigation pursuant to Department directive titled "Complaint and Disciplinary Procedures."
    • 7.Any member who fails to report an irregularity found during a vehicle inspection shall be considered to have accepted the vehicle in good condition and will be held responsible for the irregularity if discovered at a later time.
  • B.Vehicle Status File
    • 1.All districts/units will establish and maintain a vehicle status file by vehicle number, including both assigned and replacement vehicles. All pertinent information including Department Vehicle Traffic Crash or Damage Reports (CPD-22.951) will be placed in this file. The vehicle status file will be readily accessible to vehicle operators, supervisory and command personnel on all watches.
    • 2.Vehicle Status Files will accompany any vehicle permanently reassigned or surrendered to another Department Unit or 2FM garage.
    • 3.When previously unreported damage is discovered during a vehicle inspection, the member discovering the damage will:
      • a.notify his/her immediate supervisor.
      • b.complete any necessary and appropriate reports, ensuring a Control Board Number is obtained from the 2FM-Fleet Section 24 Hour Desk.
      • c.insert a copy of all related reports into the affected Vehicle Status File.
    • 4.If a vehicle is being borrowed from another Unit and previously unreported damage is discovered during the pre-acceptance vehicle inspection, a supervisor of the lending Unit will be immediately notified and a member of the lending Unit will be directed to immediately complete any required reports. Copies of all related reports will be inserted into the affected Vehicle Status File.
    • 5.If a borrowing unit returns a vehicle with damage not previously documented in the affected Vehicle Status File, the appropriate reports will accompany the vehicle on its return.
    • 6.A supervisor in the lending unit will conduct a vehicle inspection at the time a loaned vehicle is returned. If there is previously unreported damage present, and no documentation accompanies the returned vehicle, the member from the borrowing unit charged with returning the vehicle will be ordered to complete the required report(s). Additionally, the supervisor of the lending Unit will notify the Fleet Section via email at CPDFleetLiaison@chicagopolice.org. The Commanding Officer of the borrowing unit will be copied on the notification and will ensure an investigation is initiated within the borrowing unit. Related reports will be scanned in to the email notification. Appropriate action will be taken.
  • C.Weekly Vehicle Inspection Reporting and Procedures
    Each Sunday, during 2nd Watch, the following Weekly Vehicle Inspection procedures will be followed.
    • 1.To expedite the Weekly Vehicle Inspections, each member assigned a Department vehicle shall be issued and complete a Vehicle/Equipment Inspection Report (CPD-11.457). During their pre-tour vehicle inspection, each member will ensure that all items listed in the report are inspected and documented as the report directs.
    • 2.If any irregularities are discovered, procedures outlined in section II-A-3 will be followed and actions briefly noted in the Vehicle/Equipment Inspection Report (CPD-11.457). Any related Control Board Number(s) will be documented in the Vehicle/Equipment Inspection Report.
    • 3.Once completed, all reports will be immediately submitted to the unit designated supervisor. Any unit having a District Station Supervisor (DSS) or equivalent shall be the unit designated supervisor.
    • 4.Once received, the designated supervisor will review the reports for completeness and accuracy. If any discrepancies are discovered, the form will be returned to the reporting member for correction. A copy of each report will be forwarded to the General Support Division, Fleet Section-Unit 173 and the original will be placed in the appropriate Unit Vehicle Status File and retained for three months.
    • 5.The DSS, or unit equivalent will conduct the Weekly Vehicle Inspections of any vehicles not utilized during Sundays on the 2nd Watch.
    • 6.Each Sunday, the DSS shall review the Vehicle Status Files of each vehicle assigned to the Unit. The DSS shall purge and destroy any Vehicle/Equipment Inspection Reports that have attained their three month retention status.
    • 7.Commanding Officers of units not operating on Sundays shall ensure these inspections are completed no less than once per week.
  • D.Procedures for the Weekly Inspection
    • 1.The results of the weekly inspection will be recorded on the Vehicle/Equipment Inspection Report (CPD-11.457). This report will be prepared in duplicate; the original will be maintained in the affected Unit Vehicle Status File for three months and a copy will be forwarded to the Fleet Section, Unit 173.
    • 2.When malfunctions or irregularities are discovered during the weekly vehicle inspection, the supervisor performing the inspection will:
      • a.indicate the irregularities on the Vehicle/Equipment Inspection Report by using the appropriate symbols: M=Missing, R=Repairs or Replacement needed.
      • b.direct the vehicle operator to initiate corrective action, when required.
      • c.ensure that missing equipment is replaced, or if no replacement equipment is available, notify the unit/district secretary to initiate appropriate requisition reports.
    • 3.A check mark, placed in the item column(s) of the report, will indicate the item has been inspected and found to be present, in working order, or in satisfactory condition.
    • 4.When vehicle malfunctions have been corrected during the tour of duty, the vehicle operator will advise their supervisor, who will note on the inspection report that the deficiency has been corrected.
    • 5.Newly discovered and accumulated damage will be recorded on the Vehicle/Equipment Inspection Report.
    • 6.The Commanding Officer, Fleet Section will ensure all Weekly Vehicle/Equipment Inspection Reports received are maintained in a file to be referenced for inquiries made by 2FM Service Garages or other authority.
    • 7.Supervisors will ensure that any vehicle discovered to have a flat tire or requiring other service, will be addressed prior to the end of the tour of duty. If necessary a member of the 2nd Watch will be assigned to address the issue, and R-Service will be summoned in accordance with Department directive titled "Vehicle Service."(U02-01-05)
  • E.Reserve Pool Operations
    Personnel assigned to the 2FM facility will inspect each pool vehicle for cleanliness upon its return. Before pool vehicle reassignment, 2FM personnel will ensure that all fluids are filled to prescribed levels.
  • F.Vehicle Traffic Crash Damage
    • 1.When a member is involved in a traffic crash while operating a Department vehicle, the member will immediately notify the OEMC radio dispatcher of their primary radio frequency and their immediate supervisor. The member involved, if able, will summon EMS for any injured parties, including themselves, as quickly as circumstances allow. All procedures outlined in the Department Directive titled "Preliminary Investigations-Traffic Crashes" will be followed.
    • 2.All required reports will be completed prior to the completion of the Department vehicle operator's tour of duty. If the vehicle operator is incapacitated or otherwise unable to personally complete the on-line or formset version Department Vehicle Crash/Damage Report formset (CPD-22.951), the assigned supervisor will ensure the reports are accurately completed prior to the completion of the supervisor's tour of duty.
    • 3.Copies of any related reports, excluding IOD and related IOD witness statement reports, will be inserted into the affected Unit Vehicle Status File.
    • 4.if a tow is required for the Department vehicle, the on-scene investigating supervisor will:
      • a.Determine if the type of Department vehicle involved, i.e. Department owned, rented, leased.
      • b.if the vehicle is Department owned, notify the OEMC Citywide 3 dispatcher to assign R-Service personnel to respond and order a tow.
        NOTE:
        If the vehicle is rented or leased to the Department, R-Service will not be requested, instead, the supervisor will contact the provided phone number and follow the specific instructions for towing/servicing of rented and leased vehicles.
III.Vehicle Equipment
Department vehicles may carry a variety of additional equipment. The Department Vehicle Additional Equipment Chart, found at the end of this directive, specifies equipment that is authorized and may be equipped to certain vehicle types.
  • A.Maintenance
    • 1.Unit Commanding Officers will:
      • a.ensure any issues of damaged, missing, failing vehicle equipment are properly documented.
      • b.ensure a Bureau of Technical Services (BTS) Action Request form (CPD-60.107) is completed when requesting replacement equipment. Any loss or damage to equipment should be explained and copies of any related reports and/or SPAR or CR/CL numbers included.
      • c.ensure appropriate disciplinary action or investigation is initiated for any instance of negligence or intentional misuse has led to damage or loss of vehicle equipment.
      • d.designate a safe location within the unit for the storage of vehicle equipment, (i.e., PDT, ICV components, ALPR system components, fire extinguishers, flares, etc.)
    • 2.Vehicle operators will:
      • a.ensure that all required equipment is in the vehicle at the start of their tour of duty.
      • b.replace damaged/used items before being relieved.
      • c.clean reusable equipment that was used.
      • d.transfer all equipment to a replacement vehicle when required, or return all equipment to the unit desk or other designated area when a vehicle is taken out-of-service and no replacement vehicle is available.
    • 3.Operators of vehicles equipped with fire extinguishers will ensure that the fire extinguisher is properly secured in the storage bracket when not in use.
    • 4.Any fire extinguisher that has been used, the indicator is missing from the trigger position, or when the gauge (if so equipped) indicates "BAD" the discovering member will notify their immediate supervisor and remove the device from the vehicle and place in the unit storage area. A To-From-Subject Report will be directed to the Unit Commanding Officer, identifying the issue with the device and where it has been stored. A copy of the To-From-Subject Report shall be taped to the device to indicate it is not to be used and to allow identification at the time it is exchanged by members of Equipment and Supply.
    • 5.If additional fire extinguishers are available in the Unit for distribution, the reporting member shall be issued a replacement from the unit supply. If no devices are available in the unit, the replacement device, when received, shall be placed in the same vehicle from which the used or damaged device was removed.
    • 6.Designated custodians of vehicle equipment will:
      • a.store equipment in the storage cabinet or other secure area as designated.
      • b.issue equipment to vehicle operators as required.
  • B.Replacement of Vehicle Equipment
    • 1.Vehicle equipment may be obtained from the Equipment and Supply Section by completing a Material Requisition form (CPD-34.622).
    • 2.At the end of each month, the original Material Requisition form will be forwarded to the Equipment and Supply Section. Duplicate(s) will be retained by the originating unit for six periods, then destroyed.
    • 3.The unit commanding officer's report will accompany the Material Requisition form when requesting replacement(s) for lost or damaged equipment.
    • 4.Request for vehicle equipment will also require a BTS Action Request Form (CPD-60.107). The report must be submitted by the Unit Commanding Officer and will include a brief explanation of the reason for replacement and any related reports documenting loss or damage of the equipment to be replaced. The approved BTS Action Request Form will accompany a Material Requisition Form (CPD-34.622).
    • 5.Department Vehicle Equipment Chart
      It may be necessary for certain vehicles within the Department's fleet to be equipped with specialized equipment. These needs may be determined by the operations of a specific Department unit or the actual vehicle purpose and function. The following chart outlines a minimum standard of equipment that may be authorized to be equipped within the identified vehicles. The chart is not considered to be all-inclusive and the Commanding Officer, Fleet Section, Unit 173, may consider reasonable requests for similar equipment installations in vehicles not pre-identified in the chart. Requests will follow the procedures established in Department directive titled "Department Vehicles",
(Items indicated by italics/double underline were revised or added.)
Eddie T. Johnson
Superintendent of Police
15-165 RWN