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Board advances $13.56M HR/payroll contract after department warns of carrying costs
Summary
The board advanced a 29‑month, $13,563,250.29 contract to Cyber Incorporated to implement a new HR and payroll system after department staff warned that delaying the award would continue monthly license fees and operating costs and risk project staff turnover. Funding for near‑term work was already appropriated; additional general‑fund requests will appear in next year’s budget.
Department of Human Resources staff presented a request to award and execute a 29‑month contract with Cyber Incorporated to implement an integrated human resources and payroll information system. Mickey Callahan (Department of Human Resources) told the committee the project is already underway: the city has appropriated $10,000,000 and spent roughly $7,000,000 to date, and the requested contract totals $13,563,250.29 for implementation services.
Callahan warned the committee that a delay could incur ongoing carrying costs: the city is paying about $80,000 per month for software licenses that remain active while implementation stalls, and about $400,000 per month to operate the project team. She said that further postponement risks staff layoffs or losing the institutional knowledge needed to continue the work, and could push out the implementation timetable by months or longer.
Supervisors questioned whether to fold the contract into the upcoming budget prioritization process, because next fiscal year will require an additional $9.2 million general fund request tied to the contract’s milestones. DHR staff said the current year appropriation covers expected payments for the remainder of this fiscal year, but that next year the mayor’s proposed budget will include the larger request.
After discussion, the committee recorded a motion to send the contract forward with a committee recommendation. Some supervisors asked for a clear accounting of what has already been spent, the expected operating savings, and the schedule of milestone payments the contractor will receive; DHR agreed to supply a detailed spreadsheet.
What’s next: the contract was advanced for further action; DHR will provide a more detailed expenditure and milestone schedule for supervisors ahead of final approval and for inclusion in next year’s budget materials.
