CM-2020-086 - 3/20/2020TWC Data Exchange Request and Safeguard Plan
CONTRACT BASICS
Please fill in the information regarding the request. Check all
that apply.
1. Legal name of requesting
City of Round Rock / Round Rock Police Department
governmental entity/Responsible
Financial Party
2. Entity Tax ID#
74-6017485
3. Street Address — Line 1
2701 N Mays St
4. Street Address — Line 2
5. City, State, Zip
Round Rock, TX 78665
6. Is this a new request or renewal of
❑New request
an existing contract?
®Renewal of existing agreement
❑There are other contracts with the party not affected by this
agreement, which are as follows:
7. Type of entity and authority to
®Texas Local Government Code, Interlocal Cooperation Act (e.g.,
contract
cities, counties)
❑Texas Government Code, Interagency Cooperation Act (e.g.,
state agency)
❑Federal Agency Authority
❑If state agency, please specify authority
8. Purpose for requesting
Check all that apply:
information
®to assist in criminal investigations
®to assist in locating defendants, witnesses and fugitives in
criminal cases
®to assist in locating persons with outstanding warrants
®to assist in locating probation absconders
❑to assist in determining eligibility for public assistance/services
®other: please specify: Background investigations for applicants
(language will be inserted into contract)
DATA REQUEST DETAILS
9. Information requested
Check all that apply:
®wages reported by employers as earned per SSN per quarter
(wage records ) [proof of income]
®addresses of employers who reported wages by SSN
®addresses of recipients of unemployment insurance benefits by
SSN
®unemployment insurance benefits paid by SSN [proof of
income]
®employer reports of wages paid per quarter (list of workers by
employer) by employer Tax account [co-worker list]
10. Method of receiving data
®Online access: Contractor access for lookup by SSN through
password -protected log -in account. Number of individuals
needing access accounts:
®1-10 (The subscription rate is $1,500 per year.)
❑11-25 (The subscription rate is $2,000 per year.)
❑26-50 (The subscription rate is $3,500 per year.)*
❑Specify other quantity
Texas Workforce Commission 1 04-2015
Volume/quantity of ONLINE users of Personal Identifiable
Information (PII) information per year. Estimated number of
individual records requested?
® under 10,000 annually ❑ 10,000-500,000 annually
❑ over 500,000 annually
* Please send separate detailed iustification on
organizational letterhead if more than 25 accounts are
requested.
Offline records: Computer match done by TWC staff. Scheduled
computer matching against file of SSNs or tax account numbers
submitted by Requestor periodically. Frequency of requests:
❑Nightly ❑Weekly ❑ Bi-Weekly ❑ Monthly
❑Quarterly ❑Annually ❑ Other — specify:
❑ Ad hoc request for non-scheduled requests. Attach
specifications including data field names.
❑ One-time request for large quantity of records. Attach
specifications including data field names.
® One-time request for one or few quantity of records. Submit
request to open. records Co)twc.state. tx.us or fax request to 512-
463-2990.
Volume/quantity of OFFLINE records requested
Per submission:
Estimated number of individual's in which sensitive personally
identifiable information requested at any one time:
® 1- 1,499 in any one file transfer.
❑ 1500 to 9,999 in any one file transfer.
❑ 10,000-or more in any one file transfer. If over 10,000 file
additional tracking information will be required.
❑ 10,001— 499,999 in any one file transfer.
❑ 500,000 or more in any one file transfer.
De -identification: If submitting SSNs to TWC, also include a
unique identifier. For enhanced security, the return file will not
include SSNs but instead will include only the unique identifier
where feasible.
11.
Volume/quantity of OFFLINE Match of SSNS to wage records — work Volume Per submission:
records requested ® under 150 SSNs/Tax IDs ❑ 151 to 1500 SSNs/Tax IDs
❑ Over 1500 SSNs/Tax IDs per submission
12.
Requested length of contract ® 1 year ❑ 2 years 3 years 0 4 years El 5 years
13.
Requested start date ❑ For federal entities only: to correspond with start of fiscal year
starting:
14.
Please complete this safeguard ® We will only view screen information
section, items 15 through 21. ❑ We will use paper copies of screen prints
❑ We will transfer information into paper records format
Texas Workforce Commission 1 04-2015
F_
❑ We will use electronic copies of screen prints (PDF)
❑ We will transfer data into an electronic record
15.
Express written permission and
® Only direct employees will be provided access.
contract language is required for
❑ Persons who are not employees may/will be provided access.
non -employees to access. Will
Please specify those that apply:
non -employees be provided
❑ Data Center Operators
access to the data?
❑ Other Governmental Contractors: Please specify:
16.
What access control methods will
® Texas State Requirements under TAC 202 comparable
you use for access to the TWC
standards
information?
❑ National Institute of Secure Technology (NIST) comparable
standards
❑ IRS Publication 1075 comparable standards
17.
How will you protect data at rest?
® Encrypt with FIPS 140-2 or higher and ® Encrypt at 256-BIT
(Both FIPS 140-2 and 256-BIT AES
AES encryption or higher
encryption are minimum
❑ Other: Please specify:
requirements.
18.
When will data destruction
❑ Consistent with Texas State Libraries and Archives Commission
occur?
(state records retention laws)
® Consistent with other standards: Please specify:Data
destruction will
19.
Will the data you are requesting
Specify
be disclosed to any other entity?
20.
Describe how your organization
❑ Vulnerability testing ❑ Penetration testing❑Audits; specify
assesses your security posture.
frequency
❑ Other, If Other specify:
21.
Are background checks performed
❑ No, background checks are not performed
on employees who will access
information?
®Yes, background checks are performed. If yes, state when
background checks are performed: ® Pre -employment ❑
Periodic checks during employment
22.
How will you have an auditable
® I will keep a worksheet that includes at a minimum, the person
trail?
making the inquiry, the reason for the inquiry, identifying
information regarding the case or claim for which the inquiry was
made, and the date the inquiry was made.
❑ Other, If Other specify:
23.
Point of Contact Name
Rick White
(for daily matters)
24.
Point of Contact Title
Manager, Crime Analysis and Statistics
25.
Point of Contact Phone
512-218-5524
26.
Point of Contact E-mail
Rwhite@roundrocktexas.gov
27.
Point of Contact Address
2701 N Mays St, Round Rock, TX 78665
28.
Alternate Point of Contact Name
and Title
29.
Alternate Point of Contact Phone
30.
Alternate Point of Contact E-mail
Texas Workforce Commission 1 04-2015
31.
Alternate Point of Contact Address
If different from Point of Contact
32.
Signatory Name
Laurie Hadley
33.
Signatory Title
City Manager
34.
Signatory Phone Number
512-218-5400
35.
1 Signatory E-mail
Ihadley@roundrocktexas.gov
36.
Signatory Address
If different from Point of Contact 221 E. Main St., Round Rock TX
78664
37.
Data Technology Contact Name
Bryan Whitted
38.
Data Technology Contact Phone
512-218-7062
39.
Data Technology Contact E-mail
bwhitted@roundrocktexas.gov
40.
Invoice Recipient Name
Rick White
41.
Invoice Recipient Phone Number
512-218-5524
42.
Invoice Recipient Title
Manager, Crime Analysis and Statistics
43.
Invoice Recipient E-mail
Rwhite@roundrocktexas.gov
44.
Invoice Recipient Address
If different from Point of Contact: SAME
All statements and info
Contract Signatory
The person lists
ion on this form are true and correct to the best of my knowledge.
Date r,2e-2�ao
,f the contract.
For questions on how to complete this request form, contact RSMContracts@twc.state.tx.us , fax to 512-936-
0219 or call 512-463-2422.
STOP HERE if you are only seeking online access.
If Sending Batch Files or Computer Matching — Below are the Off line Charge Details:
OFFLINE INFORMATION REQUEST SPECIFICATIONS
(Describe in detail and be as specific as possible.)
Provide a reason for the request (e.g., statutory citation or rule number):
Is this a one-time or an ongoing request?
❑ One-time ❑Ongoing
If ongoing, specify time duration and frequency of data exchange (e.g., Annual for the next three calendar years,
Quarterly, Monthly):
If other specific data elements are requested, provide a data format.
Description of the request (If you require a particular data run, clearly specify the data needed, such as wage records,
employer records, Ul benefits information, etc.):
Costs for Off line Information:
Rate Schedule for Quarterly Wage Information Only Matched to Submitted SSNs. Rates for TWC quarterly wage record
information matched to submitted SSNs are calculated on a per -request basis. Recipient agrees to pay Agency for
current wage record matches at the following rates:
Number of SSNs submitted
Rate
150 or less
$10 for the first SSN; $2 for each
additional SSN; maximum charge $34
Texas Workforce Commission 1 04-2015
151-599
$35 per 150 SSNs
600-1,499
$85
1,500 or greater
$110 per 1,500 SSNs
Texas Workforce Commission 1 04-2015
Rate Schedule for Technology Services and Other Resources. Rates for technology services and other resources are set
out in as follows and may be assessed for data matches or disclosures that require staff or resources to complete.
Type of Units
Description of Unit
Rates'
($)/Unit
CPU TIME
Number of seconds of computer processing time.
0.27584
per
second
JOBS RUN
Number of jobs, TSO logons, etc., run during the monthly accounting
2.374857
eriod.
DISK 1/0
Number of disks read and write operations x 1000.
0.251
DISK SPACE
Amount of disk space required to perform job functions and store
0.006584
permanent files. Measured in megabyte hours.
TAPE 1/0
Number of tapes read and write operations x 1000.
0.268429
TAPE MOUNTS
Number of tapes manually placed on tape drive equipment.
1.065082
STANDARD PRINT
1. Number of pages printed on the Xerox 4135 Printer
0.014904
2. Number of pages printed on the Xerox 4635 MICR Printer
SPECIAL PRINT
Number of pages of manufacturer's preprinted forms.
0.128476
PROGRAMMING
Per hour rate for any necessary programmer time.
45.75'
STAFF TIME
OTHER STAFF TIME
Per hour rate of staff time spent in connection with processing of a
24.11
request, other than programming time.
MATERIALS
Diskette
1.00
Tape Media
3.00
Rewritable CD (CD-RW)
1.00
Non-rewritable CD (CD-R)
1.00
POSTAGE
Actual cost of certified mail return receipt requested
' The listed rates are periodically revised to take into account any significant changes in costs of staff, equipment, system
software, etc. Once revised, these rates are automatically applied to all computer utilization jobs.
Texas Workforce Commission 1 04-2015
City of Round Rock
ROUND ROCK
TEXAS Agenda Item Summary
Agenda Number:
Title: Consider executing a Texas Workforce Commission Data Exchange
Request and Safeguard Plan Form.
Type: City Manager Item
Governing Body: City Manager Approval
Agenda Date: 3/20/2020
Dept Director: Police Chief Allen Banks
Cost:
Indexes:
Attachments: TWC Data Exchange Contract Request Form-9-10-2014 Online only, LAF -
TWC Data Exchange Request and Safeguard Plan (03 16 20)
(00441879xA08F8)
Department: Police Department
Text of Legislative File CM-2020-086
One of the Police Department's most important data resources is the Texas Workforce
Commission (TWC), which provides us recent work history information on subjects. We gain
access to that resource through a contract with that agency and they are requireing
preapproval from the City Manager to develop a formal contract that will also need to be
approved at a later date. This preapproval is not a binding contract and is only a contract
request.
City of Round Rock Page 1 Printed on 312312020