CM-2023-081 - 5/15/2023Exhibit 1. TWC Data Exchange Request and Safeguard Plan
All statements and information on this form and associated correspondence relating to the Request and
Security Plan (RSP) are incorporated by reference into the data exchange Contract with TWC as Exhibit 1.
Recipient agrees to provide written notice to TWC of any changes to the responses contained in this RSP
during the Contract term immediately but no later than three (3) calendar days from the date of change.
Email changes to DEcontracts@twc.texas.gov. After review and approval by TWC, the notice of changes shall
be incorporated by reference into the Contract under Exhibit 1. Any changes to the responses requested by
Recipient and accepted by TWC in this Exhibit 1 shall amend the corresponding information in the GTC and
A-H.
This document is confidential under Texas Government Code regarding infrastructure
security and shall be redacted from release in response to a request for information or
documents. Contact TWC upon such a request.
1. Legal name of requesting governmental City of Round Rock / Round Rock Police Department
entity/Responsible Financial Party
2. Entity Tax ID#
3. Street Address — Line 1
4. Street Address — Line 2
5. City, State, Zip
6. New request or renewal of an existing
contract?
7. 1 Type of entity and authority to contract
8. Legal Purpose(s) for requesting
information
(Check all that apply)
9 1 Requested length of contract term
G1�i-2o23-0��
74-6017485
2701 N Maus St
Round Rock, TX 78665
❑ New request
® Extension of existing agreement
Previous/Current Contract #:
❑ There are other contracts between TWC, and the party not
affected by this Contract, which are as follows:
® Texas Local Government Code, Chapter 791, Interlocal
Cooperation Act (e.g., cities, counties)
❑ Texas Government Code, Chapter 771, Interagency
Cooperation Act (e.g., state agency)
❑ Federal Agency Authority
❑ If state agency, please specify authority
® 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
will be inserted into contract)
j 1 year LJ 2 years Lj 3 years U 4 years N 5 years
Renewal Option up to a total of 5 years combined)
Texas Workforce Commission I Nov 2022
Requested start date
❑ For federal entities only: to correspond with start of fiscal
year starting:
11. 1 Information requested ®Wage Records (WR):
(Check the data being requested) Waee Detail Inquiry: View wage information for an individual.
Coworker Search: View wages reported by an employer.
12.
®UI Benefits and Claimant Info (UI):
Personal Information: View demographic information for an
individual.
Claims: View unemployment insurance claim information.
Payments: View unemployment insurance payment info.
Employer Search: Search employers by name or address.
® Employer Records (ER)
Employer Master File: Search Employer Master File and view
state unemployment tax information.
® Online access: Contractor access for lookup by SSN through
a 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
Please confirm that the number of Users given access is and
will be limited to the minimum number necessary to
accomplish the Limited Purpose(s). ® Yes ❑ No
Online Access for Over 25 User Accounts:
*If the request is for more than 25 user accounts, please
indicate the reason the volume of access accounts is
necessary (check all that apply): There is/are:
❑ a high volume of daily/weekly inquiries require the
requested volume of use accounts
❑ other reason(s) for the volume of access accounts:
❑ Off line access:
Offline Method of Transfer and Frequency:
(Check applicable options)
❑ Ongoing: Scheduled computer matching against file of SSNs
or tax account numbers submitted by Requestor periodically.
Frequency of ongoing scheduled requests:
❑Nightly ❑Weekly ❑ Bi-Weekly ❑ Monthly
DQuarterly nAnnually Other —specify:
Texas Workforce Commission I Nov 2022
❑ Non-scheduled - Upon Request: Ad hoc request for non-
scheduled matches or data files.
❑ One-time request for large quantity of records.
❑ One-time request for one or a few records (less than 100
matches of SSNS or <5 TWC Employer ID or FEIN).
Submit request toopen.records@twc.texas.gov or fax
request to 512-463-2990 or the open records portal at
https://twc.govqa.us/WEBAPPLrs/(S(rq*bfug2yv4rb'2wrzlu
c3se))/supporthome.asox.
Specify the particular data elements for the information
requested in question 11. E.g., name, address, wage benefit
amount, employer name, telephone number, etc.
1. If other specific data elements are requested, provide a
data format.
Offline Data Elements Requested:
Data elements to be submitted to TWC for the resulting
matched data:
❑ SSN — Social Security Number
Data available from TWC available for SSN matches
from the UI Wage_ Records:
Name: last, first, middle initial
NAICS
Quarter Wages were earned
Quarterly Wages
Employer Name
Employer Address
Employer Zip
Employer contract
Employer Telephone
Employer Tax Account Number
Instructions for submitting SSN-UI Wage Record Match
Requests:
Filename and format will be provided by and
coordinated with the TWC developer upon receipt
of Attachment E. REQUEST FOR TEXAS
WORKFORCE COMMISSION RECORDS
File transmission shall be protected using TWC
Secure FTP and encrypted using at least 256-bit
encryption.
❑ TWC Employer ID Number (EIN)
Texas Workforce Commission I Nov 2022
Data available from TWC available for EIN matches
13. How will data be viewed?
Select one of the three options.
from the Employer Tax Master File:
Name: last, first, middle initial
Social Security Number
Quarterly Wages
Employer Name
Employer Address
Employer Zip
Employer contact
Employer Telephone
Employer Tax Account Number
Instructions for submitting Texas EIDs or FEINs:
(follow the same pattern as for SSNs):
Format sample: 123456789
Send seed file via secure file transfer to
Agency's secure portal, currently GoAnywhere —
https://mft.twc.state.tx.us/webclient/Login.xhtmi
(prior account establishment required)
❑ Federal Employer ID Number (FEIN)
Same as Texas Employer ID information
Volume/quantity of offline records requested per submission
and associated rates:
Estimated number of individuals in which sensitive personally
identifiable information requested at any one time:
❑ 1-999: $250
❑ 1,000—14,999: $300
❑ 15,000--19,999: $375
❑ 20,000 — 24,999: $500
❑ 25,000 -Above: $1,000
Hourly rate for programming of a new request or
modification of an existing job: $48.81.
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.
1) N We will ONLY view screen information.
(Respond to #14-19, check "N/A" to #20 and #21.)
2) ❑ We will use electronic copies of screen prints (PDF), or
❑ We will transfer data into an electronic record.
(Respond to #14-20, check "N/A" to #21.)
Texas Workforce Commission I Nov 2022
14. Will non -employees be provided access
to the data?
Express written contract language
authorizing data exchange with non -
employees is required for re-
distribution of information accessed.
15. Will the data you are requesting be
disclosed to any other entity?
Express written contract language
authorizing data exchange with non -
employees is required for re-
distribution of information accessed.
16. What access control methods will you
3) II We will use paper copies of screen prints, or
❑ We will transfer information into paper records format. F
(Respond to #14-19 and #21, check "N/A" to #20)
Only direct employees will be provided access.
❑ Persons who are not employees may/will be provided
access. Please specify those that apply:
❑ Data Center Operators
❑ Other Governmental Contractors: Please specify:
l/
Yes - Specify:
Texas State Requirements under Title 1, Part 10, TAC Sec.
use for access to the TWC information? 202, or comparable standards
❑ National Institute of Secure Technology (NIST) or
comparable standards
❑ IRS Publication 1075 or comparable standards
17. 1How does your organization assess ❑ Vulnerability testing Frequency:
your security posture? How frequently ❑ Penetration testing Frequency:
are these assessments conducted? ® Audits testing Frequency: Weekly C ber Hygiene
Assessment by CISA and we complete the CJIS Audit and stay in
compliance with those standards.
❑ Other— Please specify: Frequency:
18.0
Are background checks performed on
® Yes, background checks are performed (go to 18.1).
employees who will access
❑ No, background checks are not performed
information?
If No background checks are performed, state what type of
records checks are being performed:
Pre -employment
18.1
When are background checks
performed?
❑ Periodic checks during employment
❑ N/A
19.
How will you have an auditable trail?
Twill keep a worksheet that includes at a minimum, the
person 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.
How will you encrypt the data at rest?
Other, If Other specify:
Please specify: {
20.
(Ex: Once transferred to a database or
® N/A — We do not keep data at rest.
other electronic system)
21.
When will data destruction occur?
❑ Consistent with Texas State Libraries and Archives
Commission (state records retention laws)
❑ Consistent with other standards: Please specify:
® N/A - We do not retain data.
Texas Workforce Commission I Nov 2022
22.
Point of Contact Name
(for daily matters)
Rick White
23.
Point of Contact Title
Planning Manager
24.
Point of Contact Phone
512-218-5524
rwhite@roundrocktexas.gov
25.
Point of Contact E-mail
26.
Point of Contact Address
2701 N Mays St, Round Rock TX 78665
27.
Alternate Point of Contact Name and
Title
28.
Alternate Point of Contact Phone
29.
Alternate Point of Contact E-mail
30.
Alternate Point of Contact Address
If different from Point of Contact
31.
Signatory Name
Laurie Hadley
32.
Signatory Title
City Manager
33.
Signatory Phone Number
512-218-5400
34.
Signatory E-mail
Ihadlev@roundrocktexas.rtov
35.
Signatory Address
221 E Main, Ste 221, Round Rock, TX 78664
36.
Data Technology Contact Name
Megan Tschoerner
37.
Data Technology Contact Phone
512-218-5451
38.
Data Technology Contact E-mail
mtschoerner@roundrocktexas.gov
39.
Invoice Recipient Name
Rick Write
40.
Invoice Recipient Phone Number
512-218-5524
41.
Invoice Recipient Title
Planning Manager
42. '
Invoice Recipient E-mail
rwhite roundrock xas. ov
If different from Point of Contact -- Same Address
43.
Invoice Recipient Address
All statements and information on this form and associated correspondence relating to the Request and
Safeguard Plan are incorporated by reference into the data exchange Contract with TWC as Exhibit 1. The
original Exhibit 1 and contract must be signed by the Contract Signatory.
The person signing is authorized by Recipient to bind their organization to the terms of the contract.
signation For Subsequent Submissions:
By checking here, the contract signatory approves the Recipient Point of Contact as their designee for
s bmission of subsequent updates to the Request for Safeguard Plan and requests for renewals for purposes
of extending the duration and associated amount.
Contract Signatory or desi ee
Laurie Hadley/City Manager
Printed Name/Title
6�—f6--2L3
Date
For questions on how to complete this request form, contact DEContracts P., twc.texas.com
Texas Workforce Commission I Nov 2022
City of Round Rock
IOUND ROCK
XA5 Agenda Item Summary
Agenda Number:
Title: Consider executing a Texas Workforce Commission Data Exchange Request and
Safeguard Plan
Type: City Manager Item
Governing Body: City Manager Approval
Agenda Date: 4/14/2023
Dept Director: Allen J Banks, Chief of Police
Cost: $0.00
Indexes:
Attachments: LAF - TWC Data Exchange Request and Safeguard Plan 04 04 23.pdf, Data
Exchange Request and Safeguard Plan
Department: Police Department
Text of Legislative File CM-2023-081
The Texas Workforce Commission (TWC) provides one of the Police Department's more -important
information resources. Department Analysts may access work history and unemployment information
provided by TWC for investigative purposes. The "data exchange request and safeguard plan" for which the
City Manager's signature is sought outlines the general parameters of a new contract; the agency will use
the information provided in this document to develop the actual, formal contract. The Department
coordinated with IT in the development of this request and plan document. The City Manager's signature
only confirms that she approves the contract parameters and acknowledges that it will cost $1,500
annually. Once the final contract is developed, that document will come back to the City Manager for final
approval and execution.
The only substantive differences from past contracts are (a) the longer duration -- five years vs. one; and
(b) the request to use TWC resources to support Police Department applicant background processes.
There is no cost associated with this item, though the final contract's $1,500 annual charge is currently a
budgeted item in the General Fund.
City of Round Rock Page 1 of 1