8B
Date: January 27, 2026
To: Honorable Mayor and Members of the City Council
From: Andrei Yermakov, Information Technology Director
By: Jillian Wade, Senior Administrative Analyst | [email protected] Subject: Information Technology – Authorize Change Order to Purchase Order for As-Needed Computer Equipment. Expenditure: $75,000 (General Fund).
RECOMMENDATION
Recommendation of the Information Technology Director that City Council authorize change order #3 with Lenovo USA Inc. of Morrisville, NC (PO # 2026-051), in the amount of $75,000, for a new total not-to-exceed amount of $323,000, for computer equipment on an as-requested basis.
FUNDING
Funding is available in the fiscal year 2025-26 IT Replacement Fund’s Operating Budget.
DISCUSSION
The original Purchase Order was established to support routine, as-needed purchases of computer equipment and related accessories. Since then, several unplanned expenses have significantly accelerated the use of available funds. These include a large purchase of computer equipment and monitors for the Police Department, as well as a substantial order of large-format monitors for the Community Development Department. Change Order #1 was submitted to accommodate the purchase of equipment required for the SCADA upgrade with Public Works.
Change Order #2 was approved to address the immediate needs of the Community Development Department; however, these actions have left insufficient funds to cover the remainder of the fiscal year.
Based on current Lenovo pricing, the Information Technology Department estimates that an additional $75,000 will be sufficient to cover several planned equipment replacements and any further unanticipated computer purchases needed for the remainder of the fiscal year. This additional funding is necessary to ensure uninterrupted support for City operations and to address technology needs that could not have been reasonably anticipated when the original Purchase Order was issued.
Therefore, it is the recommendation of the Information Technology Director that the City Council authorize Change Order #3 with Lenovo USA Inc, to increase Purchase Order 2026-051 by $75,000 to meet ongoing computer equipment replacement needs. 1