Chicago Police DepartmentUniform and Property U02-01-05
Vehicle Service
Issue Date:26 June 2019Effective Date:26 June 2019
Rescinds:27 May 1997 Version; U02-01-10
Index Category:Department Vehicles
I.Purpose
This directive:
  • A.identifies a list of City agencies and Department units charged with the installation, maintenance, and repair of Department owned vehicles and vehicle equipment.
  • B.establishes procedures governing vehicle and vehicle equipment repair services.
II.Service and Maintenance Authorities
Multiple agencies and contracted vendors have responsibilities for the installation, maintenance, inspection, and repair of Department vehicles and vehicle equipment. As current and newly researched equipment items evolve, this list may be expanded. Below is a summary of only some key vehicle components serviced by City agencies and contracted vendors. Special circumstances may apply to Leased and Rented vehicles. The Fleet Section should be consulted for any questions related to repairs, servicing, towing, or other maintenance issues associated with leased and rented vehicles.
  • A.Office of Emergency Management and Communications (OEMC) is responsible for coordinating the installation, maintenance, and repairs of the following:
    • 1.PDT and MDT computers.
    • 2.Mounts/docking stations for PDT and MDT computers.
    • 3.Vehicle GPS devices and equipment.
    • 4.Automated License Plate Reader (ALPR) systems.
    • 5.In-vehicle radios and personal radios, batteries and chargers.
    • 6.Traffic Radar Units.
    • 7.Marine Electronics Equipment.
  • B.The Department’s Information Services Division (ISD), Unit 125, is responsible for coordinating the installation, maintenance, and repairs of In-Car Video System and components.
  • C.Department of Fleet and Facilities Management (2FM), Fleet Section is responsible for coordinating the repair and maintenance of the following:
    • 1.All vehicle mechanical systems.
    • 2.All factory and aftermarket electrical systems related to emergency warning lights and audible signal systems.
    • 3.Repairs for body damage related to crashes and other causes.
    • 4.Installation of protective dividers, emergency warning lights and audible signal systems, and vehicle markings for all newly purchased vehicles.
  • D.All inquiries regarding the status of vehicles that have been downed for service will be made via the Fleet Section. When there is an inquiry regarding a vehicle downed for service, a supervisor authorized by a Unit Commanding Officer or WOL will contact the Fleet Section by telephone at BELL: 312-745-6015/PAX: 0582 Monday-Friday, 0600-1500hrs. After hours, inquiry can be made via email to CPDFleetLiaison@chicagopolice.org. Members assigned to any unit outside of the Fleet Section will not contact 2FM service garages or contracted vendors to make inquiries regarding a downed vehicle. Supervisors MAY contact a service garage to inquire if a vehicle may be brought in to have an R-Service issue inspected.
III.Department Owned Vehicle Service Procedures
  • A.Drivable Vehicles
    • 1.Where a service issue arises from a mechanical or electrical issue, the vehicle operator may take the following actions:
      • a.Follow established procedures for requesting R-Service, or
      • b.If the assigned 2FM maintenance garage is nearby and open, the vehicle operator may proceed directly there to attempt to have the issue immediately addressed.
    • 2.If any issue creates a possible safety or law violation, a supervisor will be notified and will determine if the vehicle must be taken out of service until the issue has been resolved.
    • 3.If the vehicle operator proceeds to the assigned 2FM maintenance garage, he/she will:
      • a.meet with the 2FM garage attendant and be prepared to provide their name, star, beat, vehicle number, and description of the issue.
      • b.follow any direction given by the garage attendant.
    • 4.2FM staff will inspect the vehicle and may review its maintenance history. If 2FM staff down the vehicle, the vehicle operators will be responsible for:
      • a.removal of all personal effects from the vehicle.
      • b.removal of the PDT and/or Beat Plate.
      • c.parking the vehicle within the garage facility property if directed.
      • d.after equipment is removed and the vehicle is parked as directed, providing the vehicle keys to the 2FM staff.
      • e.if a pool vehicle is provided, inspecting the vehicle and consulting with 2FM staff issuing the vehicle to ensure any noted damage has been reported.
    • 5.If 2FM staff immediately identify any apparently unreported damage, the vehicle operator will notify their immediate supervisor and follow any direction given. If 2FM staff identify any unreported damage after the vehicle has been accepted, the staff will notify the Fleet Section, who will review the circumstances and provide direction to 2FM and/or the unit to which the vehicle is assigned.
    • 6.If the service issue involves any equipment under the responsibility of ISD—Unit 125 as listed in section II-A-2 of this directive, the vehicle operator will take the following actions:
      • a.A PQuip service ticket will be created documenting the issue and the member’s immediate supervisor will be promptly notified.
      • b.The supervisor will determine if the vehicle should be downed until the issue is resolved.
      • c.In the event of an emergency requiring an immediate response by an ISD technician, ISD—Unit 125 may be notified directly or CPIC may be contacted for guidance.
    • 7.Equipment issues arising under the responsibilities of OEMC, as identified in section II-A of this directive may have different handling procedures. If a member is unclear on how to address an OEMC related equipment issue, the Fleet Section will be consulted at Bell: (312)745-6015 or PAX: 0582. If the occurrence is outside of normal business hours, an email will be sent to CPDFleetLiaison@chicagopolice.org The notification will include the affected vehicle number, Unit the vehicle is assigned to, the nature of the issue and a contact person to receive a notification for vehicle/equipment servicing.
      NOTE:
      The affected unit will follow any direction given by the Fleet Section regarding equipment repairs or inspection.
  • B.Non-Drivable Vehicles
    • 1.A member operating a vehicle that becomes non-drivable as a result of a mechanical or other failure or any issue that creates a safety or law violation which prevents the vehicle from being driven will:
      • a.Notify their immediate supervisor and OEMC primary radio dispatcher that they must be held down for R-Service.
      • b.Using established procedures, members will request R-Service through the OEMC Citywide 3 dispatcher and:
        • (1)be prepared to provide their location, vehicle number, vehicle type, possible mechanical/electrical issue,
        • (2)remain with the vehicle unless directed otherwise by a supervisor.
          NOTE:
          If available, a supervisor will respond and evaluate the situation.
    • 2.Only R-Service personnel and Department supervisors assigned to the General Support Division and Fleet Section are authorized to order a tow.
    • 3.In instances where a Department member is still awaiting the arrival of requested R-Service or a tow and they are approaching the end of their tour of duty, the vehicle operator will advise their supervisor.
    • 4.The supervisor will direct the OEMC dispatcher to assign later personnel of the same watch, or on-coming personnel to replace the vehicle operator to await the arrival of R-Service or tow truck. Only a Lieutenant or above may authorize overtime for a member to await R-Service or tow arrival.
  • C.Automated License Plate Reader (ALPR) Equipped Vehicles Downed or Towed for Service
    • 1.ALPR vehicles are equipped with a special PDT that is to be utilized ONLY in the vehicle it is assigned. Unit Commanding Officers having ALPR equipped vehicles assigned to their unit are required by Department Directive to establish a secure storage area for such PDTs. In all instances when an ALPR equipped vehicle is downed for service, unless legitimate safety issues exist, a supervisor WILL ensure the ALPR PDT is removed from the vehicle prior to the vehicle being towed or left at any 2FM maintenance garage. The PDT will be stored in the designated location within the Unit. Only a supervisor from the General Support Division, Fleet Section may authorize an ALPR PDT to be installed in a vehicle other than the one the PDT is actually assigned.
    • 2.Any time an ALPR equipped vehicle is downed for service, the Watch Operations Lieutenant (WOL), or in units not assigned a WOL, the supervisor designated by the Unit Commanding Officer, will immediately forward a notification via email to their Unit Commanding Officer. The Email will be copied to the Fleet Section at CPDFleetLiaison@chicagopolice.org. The notification will include the vehicle number, identify that it is ALPR equipped, the date/time the vehicle was downed or towed, and the nature of the problem. If for any safety reason, the PDT was unable to the removed from the vehicle, this will also be clearly noted.
    • 3.In all instances that an ALPR equipped vehicle has been downed for service, regardless of the reason, Unit Commanding Officers will notify the Fleet Section at CPDFleetLiaison@chicagopolice.org
    • 4.Any other mechanical or electrical issue affecting an ALPR equipped vehicle or any ALPR components requires the WOL or designated supervisor to immediately notify the Fleet Section at CPDFleetLiaison@chicagopolice.org.
    • 5.The Fleet Section is required to follow up on and track all service requests for any ALPR equipped vehicles. The Fleet Section will consult with the appropriate 2FM garage manager to determine an approximate return to service date for the vehicle and attempt to expedite its return.
  • D.Tire Service
    • 1.2FM, Fleet Section shall be responsible for establishing tire pressure guidelines. Any time a vehicle is serviced, garage staff will ensure proper tire pressure during their vehicle inspections.
    • 2.If a member discovers their assigned vehicle’s tire pressure is incorrect, the member may correct the pressure as required at any authorized 2FM facility or commercial auto service station.
    • 3.If any of the following vehicles require a tire to be changed in the field, on a 24 hour basis, the vehicle operator will notify the OEMC Citywide 3 dispatcher that tire service is needed. The vehicle operator will provide all information requested by the Citywide 3 dispatcher.
      • a.Squadrol
      • b.Van cell
      • c.Motorcycle
      • d.Police All Purpose Vehicle (PAPV)
      • e.Three Wheeled Utility Vehicle
    • 4.For all other vehicles, the vehicle operator shall be responsible for the tire change and will adhere to the following procedures:
      • a.Notify the OEMC primary radio channel dispatcher that the member must change a tire,
      • b.Provide the exact location,
      • c.Once the tire change is complete, relocate to the assigned 2FM maintenance garage to exchange the bad tire for a replacement spare and notify the OEMC primary radio channel dispatcher of the location change,
      • d.If the assigned 2FM maintenance garage does not have an appropriate spare, the vehicle operator will request the garage attendant to inquire with the next closest garage for an appropriate replacement spare,
      • e.If the appropriate spare is available at the alternate location, the vehicle operator will follow the instruction of the garage attendant for obtaining the spare. The OEMC primary radio channel dispatcher and member’s supervisor will be notified of the location change,
      • f.In the event an appropriate spare tire is unable to be provided after these steps, the bad tire will be retained in the car and the 2nd Watch of the next tour will be advised to notify the Fleet Section on the next business day to arrange for the tire exchange,
        NOTE:
        In such cases, the vehicle may continue to be operated pending the tire exchange, however members will be cognizant that should another tire require changing, they will need to summon the assistance of another member operating the same make/model of vehicle to provide their spare tire. In this event, the bad tire will be exchanged for the spare in the assisting vehicle. Supervisors will ensure that only one vehicle at a time is sent to complete tire exchanges at 2FM maintenance garages.
      • g.Any time a spare tire is replaced in any Department vehicle, the replacement tire will be installed ONLY in the manner specified by the vehicle manufacturer or by alternate procedures authorized in writing by 2FM, Fleet Section.
  • E.Extreme Weather
    During periods of freezing temperatures, all Unit Commanding Officers must ensure that any vehicles not being utilized are started and allowed to run for 20 minutes, no less than once per tour.
IV.Service Procedures for Vehicles Rented or Leased to the Department
2FM, Fleet Section will not provide repair or tire services for vehicles rented or leased to the Department. As such, rented or leased vehicles will not be taken to any 2FM garage for any vehicle or tire service. Additionally, R-Service will not be requested. By contracted agreement, vehicle and tire servicing are required to be provided through the vendor providing the vehicle.
  • A.The Fleet Section will maintain a current procedural outline for obtaining vehicle and tire servicing for rented and leased vehicles. The procedural outline will be provided to the Commanding Officers of all Units assigned a rented or leased vehicle and to CPIC. Whenever the Fleet Section is notified of any changes of authorized vendors or procedures, the outline will be updated and redistributed to Crime Prevention and Information Center (CPIC) and any affected Unit Commanding Officers.
    • 1.The Procedural Outline will contain the information necessary for securing vehicle services.
    • 2.Members operating a leased or rented vehicle will follow the procedural guidelines as posted. Additionally, any special direction given by the Fleet Section will be adhered to.
    • 3.In the event of a crash or mechanical failure requiring a tow, the vehicle operator will follow the procedures established for requesting the tow of a rented or leased vehicle.
  • B.Commanding Officers of Units having rented or leased vehicles assigned will designate a central location that the procedural outline will be located within the Unit and made available at all hours during which the Unit is operational. If at any time the outline is unavailable or unable to be located, the Fleet Section will be notified to provide a new copy via email, at CPDFleetLiaison@chicagopolice.org
    NOTE:
    At any time there is need for a rented or leased vehicle to be serviced, and the unit’s procedural outline is not available, the Fleet Section will be contacted Monday-Friday during the hours of 0700-1500. CPIC will be contacted outside of these hours.
V.Washing of Vehicles
  • A.The washing procedures outlined in this directive are applicable to all owned, rented, and leased Department vehicles.
  • B.2FM will provide the Department with a list of all vendors authorized to perform vehicle washing services.
    • 1.The Fleet Section will post a list of vendors authorized to perform vehicle washing services, no less than twice per year and each time 2FM provides an updated list. The list shall include:
      • a.Business name of the vendor,
      • b.Address of the vendor, and
      • c.Services provided.
    • 2.All Unit Commanding Officers will review the lists each time they are posted and will designate those locations closest to their Unit.
    • 3.Members will ONLY use authorized vendors for Department vehicles. To reduce personnel downtime, Unit Commanding Officers will identify authorized vendors closest to the Unit for members under their command to utilize.
    • 4.Department vehicles will only be taken to authorized car washing vendors.
      • a.Department members utilizing an unauthorized vendor will be responsible for any fees incurred for the services rendered.
      • b.Department members found utilizing unauthorized car washing vendors may be subject to discipline. If any damage is caused to a Department vehicle while being serviced by any unauthorized vendor, the Department member responsible will be disciplined.
  • C.Unit Scheduling of Vehicle Washes
    • a.Unit Commanding Officers will designate a 2nd Watch supervisor to establish a vehicle wash schedule that:
      • a.Does not impede unit operations.
      • b.Ensures that all unit vehicles are maintained in a clean and presentable condition.
      • c.Utilizes all available hours that the approved vendor operates, so as not to overburden any one watch.
    • b.Squadrols, van cells, and other oversized or specialty vehicles may require special accommodations or advanced scheduling with the authorized vendor.
    • c.To facilitate the established vehicle wash schedule, if necessary, vehicle assignments will be rotated to ensure all unit vehicles receive wash services as scheduled.
    • d.When any member takes their vehicle for a wash, the OEMC primary radio channel dispatcher will be notified to hold the vehicle down for the event type “WASH”.
  • D.Police Vehicle Priority
    Vendors MAY be required to allow police vehicles to pass all waiting civilian vehicles in line for wash services. This may not apply to all vendors. Those that are required shall post notice of the policy in a conspicuous area that all members of the public can clearly see.
    NOTE:
    The Fleet Section will conduct periodic location inspections of those vendors required to adhere to a Police Vehicle Priority policy. When any apparent discrepancy is discovered the on-duty location manager or other supervisor will be identified and the appropriate authority of 2FM will be notified and provided with the name of the manager or other supervisor contacted. If any field or other Department personnel not assigned to the Fleet Section believes there is a violation of this policy, the name and address of the location will be promptly reported to the Fleet Section for appropriate follow-up to be taken.
  • E.Vehicle Washing Standards and Services
    • 1.During normal vehicle washes, the following areas will be thoroughly cleaned:
      • a.Entire exterior of the vehicle, including tires. These areas will also be dried.
      • b.Interior of the vehicle shall be thoroughly cleaned and vacuumed. Areas will include the dashboard, steering wheel, steering wheel column, interior mirror, seats, floors, floor mats, rocker panels, and rear window deck.
    • 2.Full Detailing Services
      • a.Full Detailing Services are available and may be obtained as follows:
        • (1)Unit Commanding Officers will submit a Bureau of Technical Services (BTS) Action Request form (CPD-60.107) to the Fleet Section. The form will state that a full detailing service is requested and the specific vehicle number will be identified.
        • (2)The Commanding Officer, Fleet Section has the authority to approve or deny a request, however any reasonable request will be ordinarily be approved.
        • (3)Once the request is approved, the Fleet Section will provide the Unit Commanding Officer instruction on how and where the approved services can be obtained. The Unit Commanding Officer will be responsible for ensuring the vehicle is taken as directed.
      • b.Full Detailing Services shall consist of all elements included in a standard vehicle wash plus removing of all tough dirt and/or stains from both front and rear seats, shampooing of the vehicle, cleaning of the entire dashboard (including all exposed and connected components), headliner, door panels, rear window deck, and metal cage structures.
        NOTE:
        Members should be aware that Full Detail Services take, on average, at least a half-day to complete.
  • F.Vehicle Washing Procedures
    • 1.When a Department vehicle enters an authorized car wash facility, Department members will consult with the attendant and complete the required Department vehicle wash log maintained by the vendor. The log may include the Vehicle Number, Unit of Assignment/Detail, License Plate, Member Name/Star or Employee Number, and type of vehicle (i.e., SUV, Sedan, Squadrol, Van, etc.)
    • 2.Members must schedule an appointment for hand-washing services on the following Department vehicles which should never go through an automatic washing process:
      • 1.squadrols,
      • 2.prisoner transfer vans,
      • 3.trucks,
      • 4.four-wheel-all-terrain vehicles, and
      • 5.motorcycles.
    • 3.Members will:
      • 1.if the vehicle wash services provided are unsatisfactory, immediately notify the facility’s manager and obtain the name of the person notified.
      • 2.submit a To-From-Subject Report, directed to their Unit Commanding Officer and Commanding Officer, Fleet Section. The report will document the vendor business name and address, date/time, affected vehicle number, the name of the facility manager notified, nature of the concern, and any corrective action taken by the facility manager. The report will be submitted prior to the end of the member’s tour of duty. Upon receipt, the Unit Commanding Officer will forward the report to Commanding Officer, Fleet Section, Unit 173. The Commanding Officer, Fleet Section will review the information and make notification to the proper 2FM authority.
  • G.Damage caused to Department Vehicles During the Course of a Vehicle Wash
    • 1.Authorized vehicle wash vendors are responsible for any vehicle or equipment damage caused to a Department vehicle that occurs during the course of a vehicle wash.
    • 2.Prior to leaving the facility, Department members will inspect the Department vehicle that was washed, for any damage not present prior to services being rendered.
    • 3.If any Damage is discovered to have occurred during a vehicle wash, the following actions will be immediately taken:
      • 1.The vehicle operator will:
        • (1)remain at the location and immediately notify the manager or other person in charge of the facility.
        • (2)notify their immediate supervisor.
        • (3)identify the damage to the manager or other person in charge of the facility.
        • (4)complete an on-line Department Vehicle Crash Damage Report formset (CPD-22.951). The report will include the business name and address of the affected vendor, the name of the manager or other person in charge who was notified of the incident, the name/rank/star/beat of the supervisor who responded. Upon approval, copies will be distributed according to normal procedures, including the Unit Vehicle Status File. An additional copy will be scanned/emailed to the Fleet Section at CPDFleetLiaison@chicagopolice.org.
      • 2.A supervisor will respond to the scene and inspect the vehicle damage.
      • 3.The Commanding Officer, Fleet Section, will consult with the appropriate 2FM authority and will provide direction to the affected Unit Commanding Officer on how to seek repair services for the damaged equipment.
VI.Preventative Maintenance (PM)
2FM-Fleet establishes maintenance schedules for all City owned vehicles. In cooperation with the Chicago Police Department’s Fleet Section, specialized scheduling is designed to account for Department operational needs and personnel downtime. Preventative Maintenance (PM) is imperative to ensure vehicles assigned to the Department of Police are able to be kept in safe and functional service for multiple years. Proper maintenance of Department vehicles is key to ensuring the lifespan of the vehicles, adhering to guidelines of manufacturer warranties, reducing downtime for more major repairs, routine inspections of all equipment installed in the vehicle, and passenger safety. Unit Commanding Officers will ensure supervisors under their command maintain strict compliance with any directive given for a vehicle under their command to be taken for PM. The Fleet Section, in cooperation with 2FM will make notifications to all Department Units when specific vehicles have been scheduled to be taken for PM. Any directive for a Department vehicle to be taken for PM constitutes an order. Members who fail to adhere to such directive will be held strictly accountable.
NOTE:
If at any time a legitimate manpower or other exigent circumstance exists, or the vehicle itself is unavailable to be taken as scheduled, the Fleet Section will be immediately notified to facilitate rescheduling the PM.
(Items indicated by italics/double underline were revised or added.)
Eddie T. Johnson
Superintendent of Police
12-013 PMD