Vehicle fleet Contents Policy statement... 2 Principles... 2 Responsibilities... 3 All police officers and police staff drivers... 3 First line manager or supervisor... 3 District and departmental heads... 3 Business Services Department, Transport Section... 4 Legal Services insurance claims... 5 Additional information... 6 Vehicle fleet Page 1 of 6
Policy statement Summary West Yorkshire Police recognises the importance of maximising the use of its vehicle fleet to support operational policing and meet its strategic long term business needs while embracing environmental friendly technologies which minimise the impact on the environment. The Force will constantly review all new vehicle and equipment developments, embracing environmentally friendly technologies to reduce its carbon footprint and have vehicles evaluated through the most appropriate channels. This policy procedure outlines how the Force will effectively acquire, replace, maintain and repair vehicles owned by West Yorkshire Police. Scope This policy applies to all police officers and police staff. Principles General In order for West Yorkshire Police to be effective and efficient in its vehicle fleet acquisition, management, use and replacement, the Force has adopted the following principles: Minimum equipment levels will be maintained and items periodically checked to ensure they are in good, serviceable condition. All police vehicles, including internal loan vehicles, will carry a first aid kit which will be supplied and replenished by the relevant district or department. Marked police vehicles will carry a minimum amount of emergency equipment to ensure the health and safety of individuals, e.g. at incident scenes. All police vehicles, including those hired by the Force, will have an RT19 logbook allocated to it. All police vehicles will be issued with a Force fuel data key and a PHH fuel card (ALLSTAR card) to enable fuel to be obtained at various locations in the Force area. Fuel will only be drawn for the vehicle to which the cards or keys have been allocated. Tyres will be replaced at a minimum of 2mm tread depth and tyre specifications, determined by the Transport Section at the time of vehicle commissioning, will not be changed without their approval. Vehicles will be called in for routine servicing by the police workshop on a mileage or time criteria and all equipment except radio and the logbook must be removed. Vehicle fleet Page 2 of 6
Defective vehicles or incidents causing injury or damage will be reported by completing and submitting the POLVEH form within 24 hours. This also applies to external hire vehicles. Vehicles will be repaired within 28 days of damage or defects becoming apparent. Responsibilities All police officers and police staff drivers Police officers and police staff drivers are responsible for: Ensuring that the vehicles they are using carry a logbook and they update this every time they use the vehicle. Keeping vehicles in a clean and tidy condition with sufficient fuel to allow for prolonged emergency use by the next driver. Carrying out vehicle checks before they use a vehicle, endorsing the logbook with the mileage as well as recording any damage or missing equipment not already covered. Where the demands of duty render these steps impracticable, they should do them as soon as possible thereafter. Checking that the vehicle carries the minimum amount of emergency equipment appropriate to its role/use. On no account should any police officer or police staff member: Use personal satellite navigation equipment under any circumstance in a police or Force vehicle (use of a private satnav in your own vehicle while on Force business is unaffected). Elect to have winter tyres fitted of their own accord Transport Section must be contacted. First line manager or supervisor First line managers or supervisors are responsible for: Ensuring that their staff check all police vehicles (including hire vehicles) and their equipment at least once a week and thoroughly investigate any discrepancies. District and departmental heads District and departmental heads are responsible for: Consulting Business Services Department who will use the Crown Commercial Services framework to select the correct vehicle to meet their needs. Ensuring they have the correct level of equipment in their vehicles and meeting the cost of replacing lost or damaged items. Ordering and controlling bunkered fuel supplies. Hiring vehicles through the Force contract, meeting the costs from their budgets and complying with the Force policy on Hire vehicles. Details of the current contract can be found on the Procurement Intranet site. Making decisions regarding additional winter driving aids, e.g. snow chains Vehicle fleet Page 3 of 6
etc. in consultation with, and sourcing all items for winter resilience purposes through, the Transport Section. Ensuring that snow chains are inspected before the on-set of winter and, where defects are found, taking them out of service and replacing them via the Transport Section. Ensuring officers and staff receive specific training and risk assessment around fitting and using tyre chains. Approving the use of satellite navigation (satnav) equipment which must be purchased from the procurement contract (see the procurement website) and meeting all the costs associated with the purchase, fitting and maintenance. Business Services Department, Transport Section Transport Section is responsible for: Maximising fleet availability for operational needs by ensuring that there is a minimum of 95% of the fleet available at all times by: o reviewing service intervals to reduce vehicle downtime; o meeting vehicle replacement timescales; o improving driver standards through training and using data recorders to reduce blameworthy collisions; and o having mobile mechanics and service vans carrying out minor servicing as well as repairing 40% of collision damaged vehicles at the user s location. Providing guidance on vehicles approved for police use by the Crown Commercial Services and working with customers to develop solutions which effectively support operational policing. Providing the most suitable, economical and cost / fuel efficient vehicles necessary for a variety of functions, where practical from a single manufacturer, and increasing the use of bio diesel. Improving overall performance by exploring all options to help reduce transport costs by considering more cost effective solutions to hire and private mileage claims. Ensuring that our vehicles reflect a true and competitive cost, through monitoring historical vehicle costs (purchase, commissioning, maintenance and residuals); Introducing new technological developments which add value such as alternative fuel vehicles that will reduce CO 2 emissions and increase fuel efficiency and using data recorders to monitor vehicle idling time so that working practices can be developed to reduce fuel consumption. Increasing the recycling of parts in our new vehicle replacement and both our internal and external collision repair facilities. Assessing the minimum equipment needed, in line with health and safety requirements and regional or national specifications and reporting vehicles with missing equipment or below minimum equipment levels to the district or departmental head. Producing a monthly fuel report for bunkered and ALL STAR card use to Finance and Business Support so that externally funded vehicles can be recharged to the appropriate district or department. Sourcing and arranging stocks of tyres and judging the timing of the fitting Vehicle fleet Page 4 of 6
of winter tyres based on prevailing weather conditions and the percentage of operational vehicles agreed by the Vehicle Fleet User Group. Arranging the fitting and removal of winter tyres (Transport Section will not fit winter tyres to hire vehicles or any other non-force owned vehicle) and informing users about maximum speed limits where winter tyres have a lower speed rating. Legal Services insurance claims Legal Services are responsible for handling all motor insurance claims. Vehicle fleet Page 5 of 6
Additional information Supporting information The supporting information for this policy can be accessed via this link. Further information Further general information can be accessed via the Business Support intranet site under Transport. Policy database administration Item Details Document title: Vehicle fleet Owner: Business Services Author / Reviewer: Steven Thompson Date of last review: 14/01/2016 Date of next review: 13/01/2019 The Equality and Human Rights Assessment for this policy is held on Force Registry which can be accessed via this link. The table below details revision information relating to this document: Topic title Date Edited the first line manager responsibility section as 27/07/2017 managers are no longer responsible for carrying out the checks, but to ensure the checks are being done. Agreed at the Vehicle Fleet User Group. Vehicle fleet Page 6 of 6