Dunedin approves $1.86 million vehicle and equipment purchase plan; city to add five electric pickup trucks

The Dunedin City Commission voted unanimously March 4 to approve the fiscal year 2025 vehicle and equipment replacement plan, authorizing purchase orders for 24 assets totaling $1,855,467.82 across multiple city funds.

Public Works Director Sue Bartlett and Fleet Manager Scott Katterson presented the annual replacement plan, which lists each proposed vehicle or piece of equipment and indicates which items were deferred from prior years. The package the commission approved includes 24 assets for FY25 and shows budget impacts by fund; detailed vehicle‑level quotes and purchasing reviews were attached to the staff report.

Katterson told commissioners the list reflects a mix of life‑cycle replacements, deferred purchases and two items added early because of storm damage: a van that the staff characterized as a total loss and a pump that was damaged. Later in the discussion staff said five city vehicles were damaged across two recent storms—three in the second storm and two in the first; two vehicles struck by trees were repairable, one transit van at an emergency center was a total loss and is being replaced now.

The agenda item also includes a sustainability change: Community Development’s building division will replace three previously planned Nissan Frontier pickup trucks with five Ford F‑150 Lightning electric pickups, intended to align with the city’s “Ready for 100” campaign. Bartlett said the building fund has reserves available to cover the earlier‑than‑planned purchases; staff will finalize charging‑infrastructure placement and costs as part of project implementation.

Commission discussion focused on how the fleet sets replacement schedules, the evaluation criteria for deferring assets, and the cost tradeoffs between electric and gasoline vehicles. Katterson said departments contribute to an internal service fund over the expected useful life of each asset and that replacement timing is based on an annual inspection protocol, condition assessments, mileage and operational need. He estimated a typical passenger vehicle useful life at about 10 years for budget planning.

Katterson and other staff said electric vehicle purchase prices have narrowed versus gasoline models, and that Ford provides charging‑station hardware in some programs while software and installation costs remain. He said Lightnings can also charge on standard 120‑volt outlets if no station is installed, and the city is evaluating options and any software/installation charges that would apply.

Commissioners asked about auction returns for surplus vehicles, trade‑in or insurance claims for storm losses, and whether the city ever leases rather than purchases. Staff said most fleet purchases are financed through city processes, some are financed through a municipal lease program, and damaged vehicles are processed by risk management and submitted for insurance or FEMA reimbursement when eligible.

Before the final motion to approve the FY25 replacement list, Katterson and Bartlett confirmed 14 assets remain deferred to future years and that two assets previously budgeted for later years were brought forward because of storm damage. The commission’s motion passed unanimously; roll call recorded aye votes from Commissioners DeGard, Vice Mayor Gao, Commissioner Walker, Commissioner Sandbergen and Mayor Franey.

Staff said the purchase orders will be issued and tracked through purchasing and finance; any fund transfers necessary to complete acquisitions are included in the packet and will return to the commission as needed.