Chicago Police DepartmentUniform and Property U02-01-04
Vehicle Consumables
Issue Date:29 March 2011Effective Date:29 March 2011
Rescinds:S11-04
Index Category:Department Vehicles
I.PURPOSE
This directive:
  • A.continues the Departments participation in the City of Chicago, Department of Fleet Management Fuel Management System.
  • B.revises procedures for dispensing consumables (fuel, oil, diesel exhaust fluid (DEF), and windshield washer fluid).
  • C.introduces the Department of Fleet Management Trak Fuel Sentry Head Computerized System.
  • D.informs Department members that a City of Chicago identification card will be required to dispense fuel.
  • E.informs Department members of the diesel exhaust fluid (DEF) maintenance needed for select vehicles (e.g., the 2010 Chevrolet prisoner transport vehicle).
II.GENERAL INFORMATION
  • A.All City of Chicago owned vehicles are authorized to receive fuel and consumables at City fuel sites.
  • B.Department members are authorized to use the Trak Fuel Sentry Head Computerized Fuel Management System and to dispense consumables from the pumps located at City fuel sites.
  • C.Vehicles will not be operated with less than one-quarter tank of fuel, except under emergency conditions.
  • D.Vehicle operators may refuel, as needed, to comply with the provisions of this directive. However, members are encouraged to avoid refueling during regular watch changes.
  • E.A diesel exhaust fluid (DEF) additive is used with select diesel engine vehicles (e.g., the 2010 Chevrolet prisoner transport vehicle) to reduce the amount of toxic emissions as required by federal standards. This additive is stored in a small tank located next to the diesel fuel tank. A full DEF tank will last for several thousand miles based upon vehicle usage. The fluid level in the DEF tank must be maintained for the vehicle to run correctly.
    • 1.DEF fluid will be available at each of the Fleet Management motor maintenance facilities and on the R-service vehicles.
    • 2.As the DEF fluid level drops, warnings will be displayed on the dashboard. The warnings will begin when the fluid level drops below the 1,000 mile range and again at the 300 mile range. If these warnings are ignored and the DEF tank becomes empty, a message of “55 MPH MAX SPEED UPON RESTART” will be displayed along with warning chimes. The vehicle speed will then be limited to 55 miles per hour on the next restart of the vehicle.
      NOTE:
      If the vehicle continues to be driven without filling the DEF tank, the speed will then be limited to 4 miles per hour after the second restart of the vehicle.
  • F.Department members will be held strictly accountable for any fuel and/or motor oil which they dispense.
III.FUELING PROCEDURES
When refueling, Department members will adhere to the following procedures:
  • A.Using the keypad on the Trak Fuel Sentry Head Computerized System:
    • 1.“Enter Mileage” is displayed. Enter the odometer reading exactly as it reads, omitting the tenths. Press Enter.
    • 2.Enter the vehicle number is displayed. Enter the vehicle number preceded with PD (e.g., vehicle 9002 will be entered PD9002). Press Enter.
      NOTE:
      If invalid mileage or an incorrect vehicle number is entered, the sentry screen will display an error message and steps 1 and 2 will have to be repeated. Use the backspace key to correct a mistake when entering information on the sentry screen. If no keyboard entry is detected after forty seconds, the sentry will default to the enter mileage screen and the information will have to be reentered.
    • 3.Enter the vehicle license plate number is displayed. Enter the complete vehicle license plate number. Press Enter.
    • 4.Swipe ID card [and] wait for beep is displayed. Swipe your Department identification card. If the card is accepted, the identification number is briefly displayed.
      NOTE:
      The stripe on the rear of the identification card must be facing down and pass through the card reader completely. The identification card must be in good condition.
    • 5.Available hoses is displayed. Enter the appropriate hose number. Press Enter.
  • B.Remove the hose from the pump, insert the nozzle into the fuel tank, and turn the pump handle downward. The dispenser will reset the counter to zero and the dispenser pump will turn on.
    NOTE:
    The pump handle must be turned downward and the fuel must begin pumping within twenty-five seconds after swiping the identification card or the fuel pumping will stop and the process must be started over again.
  • C.Upon completion of fueling, turn the pump handle upward and replace the nozzle.
  • D.When a vehicle displays a low DEF warning, the vehicle operator will take the vehicle to the vehicle’s designated motor maintenance garage to have the DEF tank filled. If after hours, the vehicle operator will call for an R-service vehicle and request a filling. Only motor maintenance or R-service technicians will fill the DEF tank.
    NOTE:
    The DEF tank has a blue cap and is located next to the green diesel fuel tank cap. Do not remove the DEF cap when fueling the vehicle with diesel fuel.
IV.FUEL PUMP MALFUNCTION
Fuel Management personnel will:
  • A.provide instructions and assistance in an attempt to reactivate the fuel pump.
  • B.notify the Department of Fleet Management, Override Request Center, if a malfunction cannot be corrected.
V.RESPONSIBILITIES
Vehicle operators will ensure that:
  • A.at the time of each fueling, vehicle fuel tanks are completely filled and oil and windshield washer fluids are filled to prescribed levels.
  • B.the required amount of coolant, as indicated on the coolant reservoir between maximum and minimum, is at the prescribed level.
    NOTE:
    The member should visually inspect the coolant reservoir; at no time will the member open the radiator cap.
  • C.under normal circumstances, vehicles will not be turned over at the end of a tour of duty with less than one-quarter tank of fuel.
  • D.the DEF tank is refilled when a low DEF tank warning appears.
Terry G. Hillard
Interim Superintendent of Police
10-168 SB