HomeMy WebLinkAboutIR 8736INFORMAL REPORT TO CITY COUNCIL MEMBERS
No. 8736
To the Mayor and Members of the City Council December 20, 2005
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SUBJECT: MOTORCYCLE PROGRAM
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On December 12, 2001 (M &C G- 13102), the City Council authorized the implementation of a
motorcycle allowance of $475 per month for officers who privately purchase equipment for
use at work. This was in response to the deteriorating state of the fleet of owned motorcycles,
the desire of officers to choose the type of motorcycle that they rode and the perception that
maintenance would improve with privately owned bikes, thus enhancing safety. At the time,
the City explored the possibility of leasing motorcycles directly. However, adequate service
sites were not available nearby which would result in significant out -of- service time for
officers. As a result, staff recommended the creation of the motor allowance as the most cost -
effective option to achieve the goals of improved safety and condition of the fleet. This option
also allowed the rapid expansion of the motorcycle unit without upfront capital costs.
Shortly after the inception of the program (Informal Report No. 8323), the City began
separately reimbursing officers for the cost of private insurance. Insurance was required to
operate motorcycles outside of the course and scope of employment such as during commute
time since City Charter contract provisions prevented coverage under the City's self-insurance
program. This change was made without reducing their allowance to compensate for rising fuel
prices.
On June 7, 2005, staff presented a recommendation and Informal Report No. 8690 to the City
Council to increase the monthly reimbursement to $515 with an additional mileage
reimbursement for use in excess of 2,250 miles per quarter. The estimated annual cost for the
total program with the revisions is $246,739 for 35 positions including insurance and excess
mileage reimbursements. Staff also indicated that direct lease options had become viable due to
additional service centers and a Request for Proposals (RFP) would be issued to explore
pricing. Councilmembers wanted assurance that the safety and condition of the fleet would not
deteriorate under a direct -lease program. Further, a request was made for staff to consider
making it an option for officers to receive an allowance or a City - issued motorcycle.
The sole responder to the RFP was Fort Worth Harley Davidson offering the 2006 Harley
Davidson FLHPI at an annual lease rate of $2,990 plus an additional $895 annually for the
anti -lock braking system. The implementation of a lease program run by the City would cost an
annual $164,800 to $202,800 depending on the model selected. Routine repairs and service
will be covered under warranty and collision damage will be paid under the City's self -
insurance. The motorcycle would be traded annually to ensure consistent fleet quality. The
anticipated annual savings once the program is fully in place would be $43,500 to $81,500
from the current program.
ISSUED BY THE CITY MANAGER
FORT WORTH, TEXAS
Staff recommends that all future officers assigned to the Motorcycle Unit be placed on City-
leased motorcycles. Existing officers who choose to sell their motorcycles or reach the
maximum allowable age for their motorcycle will be required to transition to the City-leased
motorcycle. Staff does not recommend a hybrid program that allows the officer a choice since
it will result in administrative costs for two programs. An M&C will be included on an
upcoming agenda for the City Council to vote on the contract award.
Should you have any questions, please feel free to contact Susan Alanis, Assistant Director at
(817) 392-4221.
Charles R. Boswell
City Manager
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS