07303 PROCEDURE VEHICLE EVALUATION

Version: 2 Last Updated: 21/12/05

ECHR

Expiry Date: 21/12/06

Potential Equality Impact Assessment: Low

1. About This Procedure

1.1.

This procedure explains the Hampshire Constabulary Transport

Departments approach to the evaluation of vehicles for inclusion in the
force vehicle fleet.
This includes cars, light commercials and
motorcycles.

2. Risk Assessments / Health & Safety Considerations

2.1.

The Transport Department will take into account, as part of the

evaluation process, the Risk Assessments / Health and Safety
considerations outlined in the Health and Safety Procedure 21324
Safe Use of Vehicles.

2.2.

The motor vehicles and motorcycles evaluated will be fit for purpose,
and where necessary, will be evaluated through the remit of the Vehicle
Equipment Working Group, Force Driver Training, be compliant with
NAPFM (National Association of Police Fleet Managers) and PITO (Police
Information Technology Organisation) Framework. Evaluation will also
take into account Automotive Electrical Section EMC (Electro-Magnetic
Compatibility) Certification and, where reasonable and practicable, will
comply with the Driving At Work Health & Safety Best Practice policy. All
as set out in the Transport Departments Quality Assurance / Service
Provision Manual.

3. Procedure
3.1. Vehicle Evaluation
3.1.1.

This procedure will comply with the general principles as set out
in the Transport Department Policy 07300 Vehicle Fleet
Management.

3.1.2.

Prior to the purchase of any core fleet vehicle e.g. RPU (Road
Policing Unit), Area car, Section Vehicle, Multi Role etc, the Fleet
Manager will arrange the evaluation of a number of
manufacturers different model types.

3.1.3.

Vehicles are initially issued to Force Driver Training for appraisal

to ensure that they are Quality Assured and fit for purpose of

07303 PROCEDURE VEHICLE EVALUATION

the defined role. The criteria covers engine performance,
handling, braking, road holding, payloads, and suitability for
purpose e.g. RPU, Area Car, Section Vehicle, Multi role etc.
3.1.4.

If Force Driver Training is satisfied, the vehicles are issued to

the appropriate BCU / department for further evaluation and end
user perception through the remit of the Fleet Manager and
VEWG, (the Vehicle Equipment Working Group). VEWG, which
represents the Service Users, also ensures the vehicle can
accommodate the fitting of any specialist police fixed / portable
equipment that is required, e.g. radio, Tracker, Vascar,
associated storage facilities etc, as set out in Procedure 07304
Procurement and Commissioning of Vehicles, and the Transport
Department Quality Assurance / Service Provision Manual.

3.1.5.

All road testing of any new vehicle, as part of the evaluation

process, will be carried out in accordance with the Procedure
07311 Vehicle Road Testing.

3.1.6.

Corporate evaluation forms are utilised for this purpose (Forms

TE1, TE2 and TE3) which also take into account Euro NCAP
Crashworthiness Test ratings, Fuel Consumption, CO2
Emissions, Vehicle Unit Cost and cost of Service Spares.

3.1.7.

If and when a vehicle is selected as being suited for the police

operational use, the Fleet Manager takes a business case to the
Transport Management Committee for ratification, and approval
to purchase.

3.1.8.

The vehicle is then ordered with the supplier utilising the PITO
framework arrangements.

3.1.9.

For the purchase of individual or a small number of vehicles for

either general or special force roles e.g. squads, sections etc,
the procedure will be as for core fleet vehicles with the
exception of the use of the corporate evaluation forms TE2 and
TE3.

3.1.10.

For the purchase of second hand vehicles from private sector

garages for specialist operational duties, refer to Procedure
07304 Vehicle Procurement and Commissioning.

3.1.11.

For vehicles subject to a sponsorship scheme, see Procedure

00315 Sponsorship of Police Products

07303 PROCEDURE VEHICLE EVALUATION

4. Roles And Responsibilities
4.1.

The Fleet Manager is responsible for supplying a range of suitable

vehicles for evaluation with associated technical specifications. Each
vehicle will be provided with a temporary Log Book as set out in
Procedure Vehicle Log Books which will include Fuel Card, TE1
Evaluation Form and clear instructions when the vehicle should be
returned to Bar End.

4.2.

Force Driver Training will be responsible for carrying out the initial
drive evaluation and inform the Fleet Manager if the vehicle is to be
considered for further frontline evaluation or purchase.

4.3.

It is the responsibility of the BCU Commander or Departmental head to

ensure that the road testing of any vehicle, as part of the evaluation
process, will be carried out in accordance with Procedure 07311
Vehicle Road Testing

4.4.

It is the responsibility of any police officers or police staff involved in

the evaluation of a demonstration vehicle to sign for the receipt of the
vehicle, complete the log book in compliance with Procedure Vehicle
Log Books (in preparation), complete the evaluation form TE1 and to
return the vehicle and log book etc, on time, to the Transport
Department.

4.5.

The VEWG will provide feedback and debate on the relative advantages
/ disadvantages of each of the various manufacturers vehicles under
evaluation, including the suitability of the vehicle for the installation of
any required specialist police fixed / portable equipment.

4.6.

The Transport Department will process the evaluation forms TE2 and
TE3, from the completed TE1 forms, to finalise the evaluation of each of
the vehicles under consideration for presentation to the Transport
Management Committee.

5. Administration
5.1.

Corporate evaluation form TE1, to be completed by all drivers trialling

any of the vehicle types under consideration.

5.2.

Corporate evaluation forms TE1, TE2 and TE3 to be utilised in the

selection of core fleet vehicles e.g., RPU (Road Policing Unit), Area car,
Section Vehicle, Multi Role etc.

5.3.

Records of all the evaluation forms, associated Log Books and fuel
cards used together with the dates vehicles were issued and returned
will be maintained by Transport Department in accordance with

07303 PROCEDURE VEHICLE EVALUATION

Procedures 07306 Vehicle Fuel Management, Procedure Vehicle Log
Books (in preparation) and the Hampshire Constabulary Archive
Disposal Schedule.
5.4.

Fleet Manager to maintain close contact with vehicle manufacturers to

ensure awareness of any advances in new technology, particularly on
Environmental issues with regard to alternative fuels, e.g., LPG, BI-Fuel,
Fuel Cell, Hydrogen vehicle types within our fleet operation, as set out
in
the
Transport
Department
Quality Assurance / Service Provision Manual.

6. Monitoring/Evaluation
6.1.

The vehicle evaluation procedure will involve the participation of force

Driver Training and the results discussed by the Transport Department
Fleet Manager with VEWG which represents the service users.

6.2.

Performance of the vehicle evaluation procedure will be monitored

through regular Transport Department Management Meetings which will
include feedback from VEWG, Transport Management Committee and
Transport Department Annual Customer Satisfaction Survey.

6.3.

The Fleet Manager will hold regular meetings with BCU Commanders,
police officers and police staff to ensure customer satisfaction and
vehicle suitability for the role / purpose.

7. Review
7.1.

The procedure will be reviewed annually in line with the Transport

Department Quality Assurance / Service Provision Manual annual review
which is ratified by the Transport Management Committee.

8. Related Procedures, Policies And Information Sources

8.1. Related Policy
8.1.1.

07300 Policy - Vehicle Fleet Management

8.2. Related Procedures

8.2.1.

21324 Procedure Safe Use of Vehicles

8.2.2.

07304 Procedure Vehicle Procurement and Commissioning

07303 PROCEDURE VEHICLE EVALUATION

8.2.3.

07307 Procedure Vehicle Security

8.2.4.

07311 Procedure Vehicle Road Testing

8.2.5.

07312 Procedure Vehicle Log Books

8.2.6.

00315 Procedure Sponsorship of Police Projects

8.3. Information Sources

8.3.1.

Joint Department of Transport / Health and Safety Executive

best practice advisory paper Driving at Work

8.3.2.

PITO Automotive & Equipment Section Automotive EMC

Directive Advisory Best Practice Statement

8.3.3.

Transport
Department
Quality Assurance / Service Provision Manual

8.3.4.

Minutes of VEWG Meetings

8.3.5.

Transport Department Customer Satisfaction Survey

8.3.6.

Hampshire Constabulary Disposal Schedule

Origin:

Transport Department