Council updated on Mosaic payroll modernization contract; related items set for executive session

Administration told the council that prior payroll modernization appropriations totalled $6.25 million, of which about $3.7 million has been spent and roughly $2.5 million remains. Staff said a proposed 18‑month contract with Mosaic would be funded from the existing appropriation; the contract term would run into mid‑2027 if approved. The council was reminded that the request is to enter a contract using previously approved funds, not to increase the overall appropriation.

Councilors asked why a contract approval is necessary if funds are already appropriated; staff clarified the city has not yet entered into a new Mosaic contract and council approval would formalize the agreement. One related item (item 41) was set to be discussed in executive session.

Separately, the director of IT, Dave Prock, said the city is purchasing additional licenses for software already used by other departments and asked permission to waive an RFP process to continue with the incumbent vendor, asserting the product is available from a single local supplier and the purchase would exceed the annual public bid limit.

Councilors asked for clarity on procurement procedures; staff said they prefer competitive processes when possible but that timeline and vendor availability sometimes limit options. The council deferred detailed action pending executive session and additional procurement information.