PROCEDURE Commissioning and Decommissioning of Fleet Vehicles and Parts. Number: G 2104 Date Published: 8 August 2013

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1 1.0 Summary of Changes This procedure was amended to reflect the name change of the Collision Reduction Unit (CRU) to the Driver Standards Department (DSD). 2.0 About this Procedure This procedure explains the criteria used when considering the Commissioning, replacement and decommissioning of vehicles and parts used within the Essex Police vehicle fleet including any vehicle on loan to the Force for evaluation 3.0 Risk Assessments/Health and Safety Considerations A vehicle provided by Essex Police and all its equipment, is work equipment under the Provision and Use of Work Equipment Regs 1998 (PUWER). The Transport Services Department will ensure so far as is reasonably practicable that any motor vehicles purchased and commissioned, or hired, will be deemed fit for the purpose of their intended use. It must be understood that in the case of hire vehicles, the hire company has taken responsibility for the roadworthiness and legality of the vehicle before provision, although vehicles must be checked upon delivery by the hirer. It is the responsibility of the user of the hire vehicle to undertake the daily checks required for all vehicles used on police business. Drivers retain the ultimate responsibility for ensuring vehicles meet necessary standards while on the road and to report any defects as soon as practicable. It is essential that any person driving a vehicle on behalf of Essex Police, or any supervisor giving permission for any vehicle to be driven, ensures that the driver authorisation of the individual is valid and that it authorises the use that class of vehicle. Police vehicles must not be used for personal use. They will only be used to carry individuals connected with the officer s duty unless the use is authorised by an officer of the rank of Inspector or above. In relation to decommissioning, all vehicles sent for disposal via public auction will be assessed and issued with a MoT certificate where applicable. Any vehicle not reaching MoT standards will be issued with a MoT failure certificate and the Auction Company will be advised accordingly. Vehicles assessed as not suitable for auction will be written off and disposed of by crushing or broken for parts and sold via a local salvage company. Page 1 of 5

2 3.1 Removal of Livery In the interests of security, all marked police vehicles will have livery pertaining to Essex Police removed before the vehicle is taken to auction or salvage. 4.0 Procedure 4.1 Commissioning of Vehicles Transport Services, Fleet Section are responsible for the commissioning, decommissioning and evaluation of all vehicles used for the police purposes. No other person is permitted to purchase or acquire a vehicle for policing purposes. The annual vehicle replacement programme determines which vehicles are due to be replaced in discussions with divisional commanders. Vehicles will usually be purchased by Transport Services via the appropriate manufacturer in accordance with the national framework agreements managed by the NPIA. Vehicles required for specific purposes may be purchased via a public auction through the Fleet Section at Transport Services or any other method as deemed appropriate by the Head of Transport Services. Police officers or members of staff will not be permitted to directly purchase fleet vehicles under any circumstances. Once a vehicle is purchased or acquired and delivered to Transport Services it will be subject to the following process of commissioning: All vehicles will be subject to an initial vehicle check for roadworthiness, safety and legality by Transport Services workshop; Determination of the vehicle category in liaison with the Driver Standards Department (DSD; All vehicles will be fitted with equipment and livery appropriate to the duty of the vehicle; further information is available via the vehicle catalogue on the Transport Services Extranet Site; The issue of a fleet number for the vehicle; Registration of the vehicle with the DVLA, where appropriate; The issue of a vehicle log book (T59) and fuel card; Where appropriate, provision of a vehicle excise licence renewable every 12 months. VELs will be provided annually by Transport Services to the relevant division or department at the renewal date. Any loss of a VEL must be reported to Transport Services to enable a duplicate to be obtained. All paperwork pertaining to the purchase, commissioning and eventual disposal of all fleet vehicles will be maintained by the Transport Services Fleet Section. Page 2 of 5

3 4.2 Operational Control Divisional or Departmental Commanders are responsible for the operational control of vehicles used under their command. Any movement of vehicles within a division or department should be notified to Transport Services Fleet Administration Section and FCR. 4.3 Sponsorship Vehicles From time to time sponsorship vehicles are offered by local authorities or other such parties to work in partnership with Essex Police in crime reduction. If the sponsorship involves the purchase of a suitable vehicle, this may only be undertaken by the Transport Services Fleet Section. Where the sponsorship involves the supply of a vehicle by a third party the vehicle will require commissioning in accordance with this procedure. The sponsorship vehicle shall be treated as an Essex Police vehicle and shall be subject to all the same checks, guidelines, driver authorities and permissions. Under no circumstances will the vehicle be used for personal use. Transport Services are not responsible for the ongoing service, maintenance and repair of the sponsored vehicle. This must be carried out to recommended manufacturer standards by the sponsor or dealer. It is expected that the sponsor will support all possible costs in connection with the sponsorship vehicle, including servicing, repairs, road tax and livery. Fuel shall be drawn against the Essex Police fuel card system. A sponsorship vehicle will not be used in any response, surveillance or covert policing role. No emergency equipment, including airwave radios will be fitted to a sponsorship vehicle. Users of the sponsorship vehicle shall be consistent with the Essex Police guidelines and driver authorities. Sponsorship vehicles must not be marked in any operational way. However, the vehicle may carry the Essex Police Crest and any corporate logos in consultation with Transport Services. When returning sponsorship vehicles, all markings referring to Essex Police must be removed. Page 3 of 5

4 4.4 Vehicles on Loan to Essex Police for Evaluation (Demonstrator Vehicles) These vehicles are not owned by the Police Authority and are often loaned by manufacturers and dealers for evaluation purposes. No vehicle should be accepted without the specific authority of Transport Service Fleet Section and any such vehicle should be delivered to HQ Workshop before being taken into service. Such loan vehicles will be allocated a fleet number and issued with a Mileage and Equipment Record (T59). Approval for the use of a demonstrator vehicle will be given at the discretion of the Transport Services Fleet Section in order to ensure that they receive the widest possible evaluation in a variety of roles. An evaluation form will be issued and users should comment on the suitability of the vehicle for a particular role. At the conclusion of the loan period, the vehicle should be returned to Transport Service Fleet Section, together with form T59 and the completed evaluation form(s). If operational equipment is required to be fitted to a loan/demonstrator vehicle, guidance must be sought obtained from Transport Services. All records pertaining to loan or demonstrator vehicles shall be maintained by the Fleet Section of Transport Services who is responsible for recording the use of all vehicles and arranging the necessary insurance cover Operational Requirement/Assessment: Where a specific type of vehicle is thought to be of value to the organisation or required for specific operational purposes, Transport Services Fleet Section should be consulted and a written report submitted. Transport Services will maintain a record of all vehicles assessed; duplicate assessments will not normally be allowed. The vehicle assessed would normally be fitted with all the 'police' equipment needed for a full assessment. The assessment period is determined by Transport Services Fleet Section but could be over several weeks. 4.5 Decommissioning of Vehicles and parts Transport Services Fleet Section will decommission police vehicles in line with the vehicle replacement programme and determine the method of disposal. All records pertaining to replacement and disposal of vehicles are maintained by the Transport Services Fleet Administration Section and the Head of Transport. No other police officer or member of staff shall be entitled to dispose or sell police vehicles, or parts, via any method and all disposals must be managed by Transport Services Fleet Section. Page 4 of 5

5 All decommissioned vehicles, vehicle parts and workshop equipment used by Transport Services may be sold via public auction or via internet auction sites such as ebay, where Transport Services are solely responsible for the disposal process and management of the Internet or ebay account Purchase of decommissioned vehicles by staff Any member of staff wishing to purchase a decommissioned police vehicle or parts must not have been involved in the decommissioning process and must purchase the vehicle via the public or internet auction process as if they were a member of the public. No preferential treatment or direct sale of vehicles to any member of staff will take place under any circumstances. 5.0 Monitoring and Review This procedure will be reviewed by or on behalf of the Head of Transport Services within three years of the date of publication to ensure that it remains accurate and fit for purpose. 6.0 Related Procedures Essex Police Vehicle Fleet replacement and disposal procedures are set out in conjunction with the following associated procedures: G 2102 Procedure - Vehicle Maintenance and Repair G 2105 Procedure - Fuel Management 7.0 Related Policies G 2100 Policy - Vehicle Fleet Management Page 5 of 5

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