HomeMy WebLinkAboutIR 8290 [INFORMAL REPORT TO CITY COUNCIL�MEMBERS No.
C,%pSTEp, To the Mayor and Members of the City Council December 5, 2000
x. X Subject: Motorcycle Procurement
1873
The Police Department has conducted an analysis of motorcycle procurement options in order to
improve the condition and safety of the fleet and to reduce maintenance costs. Because of the
increase in the size of the traffic division in the FY2001 budget and the potential for significant up-
front capital costs, it is critical for the City to develop an appropriate procurement plan.
Options
Following input from Fort Worth Police Department traffic officers and other cities, the department
completed a financial comparison of current practices and available options, including purchasing
and leasing. The major manufacturers of police package motorcycles are Kawasaki, Harley
Davidson, and BMW. In addition, the possibility of providing an allowance to officers to privately
purchase their motorcycles was explored following input from the Cities of Houston and Arlington
with current private ownership programs.
Implementation Costs
Analysis of the options factors in procurement costs, operating and maintenance costs, and
liquidation revenue from the sale of obsolete equipment. In addition, staff evaluated first year
implementation costs as well as costs projected over six years, or two complete procurement
cycles. The least expensive option was the lease of Harley Davidson Road Kings. However, when
availability and the indirect costs of contracting, travel for repair and maintenance, and lost
productivity of officers in the form of ticket revenue were factored in, the motorcycle allowance
became the most cost effective alternative. The attached charts summarize the results of the
financial analysis.
As a result of this review as well as a cost projection over time, the Department is recommending
that the City begin providing a motorcycle allowance to officers in the unit to achieve the following
objectives:
1. Improvement of Officer Safety
♦ All motorcycles will be no greater than five years old.
* Each officer will be responsible for the maintenance of his/her personal bike.
* Each officer may select the police package motorcycle that meets his/her needs
for comfort and safety features.
2. Reduced Maintenance Expenses
♦ Each officer will be responsible for maintenance and repairs. In practice, other
cities have found that officers retain bikes no longer than the length of the
available warranty.
♦ The newer privately-owned fleet will require fewer repairs than the City's current
fleet. As a result, the allowance rate can reflect these savings.
ISSUED BY THE CITY MANAGER FORT WORTH,TEXAS
INFORMAL REPORT TO CITY COUNCIL MEMBERS No. A9QC
TE
To the Mayor and Members of the City Council December 5, 2000
Page 2 o 3
Subject: Motorcycle Procurement
Guidelines for the Motorcycle Allowance
If approved, each officer will receive $475 per month upon reporting to duty with a privately owned
motorcycle that meets the criteria. The rate covers our estimate of anticipated annual expenses to
the officers in this program. It is consistent with the methodology and rate of pay for other major
cities with similar programs. Each officer will be required to sign a form acknowledging receipt of
the Standard Operating Procedure outlining financial responsibilities prior to operating a privately-
owned motorcycle on duty.
Officers will be required to provide an approved motorcycle no greater than five years old. Officers
will be responsible for all gasoline, maintenance, and repairs not caused by collision. Officers will
be required to carry liability and comprehensive and collision coverage on their motorcycle to
protect them when they are in an authorized use of their motorcycle but not in course and scope of
their jobs.
Authorized uses include duty, approved off-duty jobs, transportation to and from work, and
transportation to and from repair facilities. All repairs and maintenance shall be the responsibility
of the officers during their non-duty hours. Officers will be restricted from using the motorcycle for
personal purposes.
In order to generate the full cost-savings anticipated in this program, any officer assigned to the
motorcycle unit would be required to provide their own motorcycle. The City will retain two
motorcycles during early implementation for training purposes. In practice, officers apply for
consideration for the motorcycle unit and turnover is very low. The department retains the right to
transfer the officer out of the motorcycle unit and suspend the allowance upon thirty days notice.
Conversely, the officer can request to be removed from the unit upon thirty days notice. Finally,
officers injured in the line of duty will continue to receive their allowance for up to ninety days
depending upon the circumstances and then at the Chief of Police's discretion.
Liability
Substantial consideration was given to the issue of liability for a private motorcycle ownership
program. Currently, property damage and liability for motorcycles and motorcycle officers in the
course of their employment or if engaged in authorized use are covered under the City's self-
insurance program and Personal Liability Indemnity Plan.
Liability coverage for personally owned motorcycles is as follows:
1. An incident that occurs while the officer is in the course of their employment will be covered by
the City's Personal Liability Indemnity Plan, secondary to any coverage by the officer's private
00pl* liability insurance.
ISSUED BY THE CITY MANAGER FORT WORTH,TEXAS
INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 8290
7E
G,�,pFlp�
of cTE To the Mayor and Members of the City Council December 5, 2000
Page 3 of 3
X Subject: Motorcycle Procurement
2. An incident that occurs during authorized use but not in course of employment is the
responsibility of the officer and/or his/her insurance company.
Coverage of physical damage to the motorcycles is as follows:
1, Damage that occurs to the motorcycle while the officer is in course of employment will be paid
by the Police Department's operating budget, secondary to any coverage by the officer's
private vehicle coverage. If the damage is the fault of a third parry, the City will pursue
recovery of the amount of damages from the responsible party.
2. Physical damage that occurs while the motorcycle is not in use will be covered by the private
insurer. The Police Department would pay up to $250 for the officer's deductible in these
instances. An example is theft or vandalism while parked.
3. Any use of the motorcycle that is not authorized would be the sole responsibility of the officer
and his/her private coverage and would result in appropriate discipline.
Basically, the City is incurring the same financial liability that they presently do with City-owned
motorcycles. The only exception is that a private insurer will incur liability for instances falling
outside of course and scope that the City currently assumes with take-home motorcycles. The
officers are protected from financial loss barring situations of unauthorized use or negligence.
Officer Input
Officers currently assigned to the motorcycle unit have been presented copies of the proposed
Standard Operating Procedure for the privately-owned motorcycle program. Police Department
management held a meeting with all of the officers to seek input regarding their questions and
concerns. The Standard Operating Procedure has been amended to address these concerns.
Subsequently, the policy received unanimous written support by the motor officers for
implementation of the program.
Conclusion
At the City Council's direction, staff will prepare an M&C to authorize allowances for motorcycle
officers to provide police package motorcycles for duty. The program will be implemented in
January 2001 and phased in as officers are able to take delivery of motorcycles from
manufacturers.
If you WOUld like additional information, please contact Police Chief Ralph Mendoza or Assistant
City Manager Libby Watson.
ob Te rrell
City Manager
ISSUED BY THE CITY MANAGER FORT WORTH,TEXAS
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