CM-06-04-055Round Rock Police Department
Staff Summary Sheet
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Li f —
PD -031-04 (08/04)
TO
ACTION
GNATURE
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TO
ACTION
SIGNATURE
(Last Name and Date)
1
Rick
White
Approval
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6
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2
Stan
Simpson,
Capt
Approval
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7
3
Bryan
Williams,
Chief
Approval '
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4
Jim Nuse,
City
Approval
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9
Manager
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5
10
Title & Name:
Division:
Phone:
Nextel:
Return Date:
Analyst Brenda Craytor
Office of the Chief,
512/218-6677
03-21-2006
Planning & Research
Subject
Date
PURCHASE AND CONTRACT AGREEMENT FOR TEXAS WORKFORCE COMMISSION
03-21-2006
ONLINE ACCESS
Summary:
1. This is a proposal for the Round Rock Police Department to enter into a Data Sharing Agreement with the Texas
Workforce Commission (TWC) in order to obtain online access to information that will assist personnel with
investigative needs. TWC files house quarterly reports of employment and income status, unemployment benefits
to include the address and telephone of the claimant as well as the reason for the unemployment benefits, job
referral information to include the address and telephone number of the claimant, and business quarterly wages
paid out.
2. Currently this department has been accessing TWC file information from another agency contact developed during
my past employment. This type of information is being requested on an average of once a week to once every two
weeks. The other agency is supplying this information as a favor and to maintain good working relationships with
this department. However, they are being charged for this service and are providing the information to this
department freely. With budgetary restraints being placed on everyone, it is feared that this could cause problems
to the existing good working rapport of our two agencies.
3. Information housed within the TWC files will assist in the location and apprehension of suspects and fugitives as
well as assist with administrative background investigations. Not only does the information provide the latest
employment records, but also mailing addresses, telephone contact numbers, where a suspect may be applying for
work, if the suspect is receiving food stamps and who is employed at a specific location. In a background
investigation, this information can assist with verifying past employment information supplied by an applicant.
4. TWC files are accessible through an Internet site wherein each authorized user is given an individual login and
password, There is no limit to the number of authorized users an agency may have; however, it is recommended
that only personnel with a work need be given access.
5. Investigative personnel agree that this department's transactions will probably never exceed the minimum monthly
charge of $125.00.
6. The Data Sharing Agreement can be for a 1 -year or a 3- year time period. It is recommended that a 1 -year
agreement be initiated and after actual usage begins this be re-evaluated prior to renewal of the agreement.
Tab 1: Data Sharing Agreement Tab 3: Example of Wage Verification Record
Tab 2: Price Sheet Tab 4: Example of Unemployment Data Sheet
Tab 5: Example of Job referral Data Sheet
_
Li f —
PD -031-04 (08/04)
Information Required to Initiate a Data Sharing Agreement
Are you a governmental entity? Yes
If a governmental entity, is the information needed for the administration or enforcement of a law?
For enforcement of a law
Agency
Agency name: Round Rock Police Department
Agency number (if a state agency):
Street Address: 615 E. Palm Valley Blvd
City: Round Rock
State: Texas
ZIP: 78664-3227
Tax Number: 74-6017485
Authority to Contract: Chief Bryan Williams
Contact Person
Name of Contact Person: Brenda Craytor
Phone Number: 512 /218-6677
Street Address: 615 E. Palm Valley Blvd
City: Round Rock
State:
ZIP:
Email:
Texas
78664-3227
bcraytor@round-rock.tx.us
Signatory (person who will sign the contract for your agency)
Name: Bryan Williams
Title: Chief of Police
Phone Number: 512/218-5500
Street Address: 615 E. Palm Valley Blvd., Round Rock, Tx
ZIP: 78664-3227
Email: bwilliams@round-rock.tx. us
Brief statement of purpose for the contract:
To assist investigative staff in the location and apprehension of criminal suspects
and/or criminal fugitives.
Information you are seeking such as wage records, employer records, and/or UI benefits information. If you
require a particular data run, please clearly specify the data needed:
wage records; employer records; UI benefits information
Maximum amount of contract per year: 1-10,000 transactions per month @ a cost of $125.00
per month
Length of contract (usually 1 to 3 years): 1 -year
Are you requesting online access?
Yes
Access to Information Contained in Unemployment Insurance Records
The information maintained by the Texas Workforce Commission (Agency), as administrator of the
unemployment insurance program, is confidential and not subject to public disclosure. There is an
exception to this confidentiality requirement for public officials who need this information for the
administration or enforcement of a law. The public official must agree to maintain the confidentiality of
the information obtained from the Agency.
The request from the public official must be made in writing on official letterhead. The request must
identify the requester as a public official and must include a statement that the information requested is
necessary for the administration or enforcement of a law. The requester must also sign an Agency
confidentiality agreement.
Data Sharing Agreements
If the public official anticipates an on going need for access to Agency records, the Agency will prepare a
contract to facilitate access. The contract can be for either off-line or on-line access.
Costs
There is a charge for providing information maintained as part of the Unemployment insurance program.
Rate Schedule for online access
Number of Monthly Transactions
1-10,000
10,001-25,000
25,001-50,000
50,001-75,000
75,001-100,000
100,001-150,000
150,001-300,000
300,001-500,000
500,001-750,000
Monthly Charge
125.00
320.00
630.00
950.00
1250.00
2000.00
3800.00
6300.00
9400.00
Rate Schedule for offline access
• $100.00 per 1500 SSNs submitted in sets of over 1499
• $75.00 for submitted datasets of between 600 and 1499 SSNs;
• $25.00 per 150 SSNs submitted for datasets smaller than 600 SSNs;
• $5.00 for the first SSN and $1.00 for each additional SSN submitted in hard copy by mail or by fax, for
manually performed matches against any Agency database.
Datasets must be submitted in electronic format, either on 3 ''A" diskette or via e-mail, as an ASCII text file
containing only SSNs.
The contracting process begins with the submission of a contract information form. A copy of this form is
attached.
If you have any questions, please feel free to contact the Open Records Unit at 512 463-2748. Or at:
Texas Workforce Commission
Open Records Unit
101 E. 15th Street Rm. 264
Austin, Texas 78778
06/09/04 15:57 V512 320 8775
OC://WebConn,ect
BNZ755i0
PM@
SSN: 11.1.111.1
Name
TX ATTY GEN -ISI
Unemployment Insurance - Wage Details
Wage Detail Inquiry by SSN
0 011
Page 1 of 1
06-09-04
15:45:52
Total Wages; 13, 145.37
Account Qtr Wages Employer Name and Address
D W FORMBY
x
D FORMBY
1=Hp
CMD•
02-105421-6 1-03
2-03
3-03
06-848467-7 4-02
4-03
304.40 ADVANTECH SOLUTIONS III INC
3,718.24 % SHEAXLEY UNISERVICE INC
3,437.93 PO BOX 1160
COLUMBUS OH 43216-1160
813-289-9442
325.51 JAYFIELD ONE CORP ET AL
172.80 JAYFIELD ONE INVESTMENTS LTD
2900 BEE CAVES RD
AUSTIN TX 78746-5558
512-329-0292
07-463643-8 1-04 1,335.94 ROLLING M INC
3=Ex
7=Up 8=Dn
htlp://oconnect.oag_state.tx:us:2080/ses/twc.htm
6/9/2004
06/09/2004 WED 15:49 [JOB NO. 6146] 0011
UU/UU/U4 15:57 X3512 32U 8775
OC://WebConnect
TX ATTY GEN -ISI 10013
Page 1 of 1
AD715M MAP2 APPLICANT CHARACTERISTICS
Applicant Inquiry/Update 16/06
15:$6::14
16
SSN: - Name Pormby,Dutch Chg Sts I Sex 1 DOE 05572
CASM
HO 12 Dot 222387050 nth 1 Cty 453 Wda 14 Vet 0 Smocta 0 Die 0Emg du
JC 0 FS 0 Exmpt 0 �'St 00000000Q Welt 0 Econ 0 Ttpa 0 UI Msfw 0 0 Dswr 0 oy
0 Rio 0
Reg-dt 011901 Exsts 0 Res 0 EEO 1 Loff 0129 City ST Zip Telephone
Address508 E Howard Ln 484 austin
TX 78753 512 2529724
MESSAGE
http://occitnectoag.statc.tx.us:2080/ses/twc.htm
06/09/2004 WED 15:49 (JOB N0. 6146] LI013
UU/UU/U4 15:58 0512 320 8775
OC://WebConuect
TX ATTY GEN -ISI
AD715M MAP3
APPLICANT CHARACTERISTICS 06/09/04
ADS Service Transactions 15:46:22
IBJ 014
Page 1 of 1
S6N: - Name: Formby,Dutch
Lono/Stdk Date Service
0000- RQ INQ FOR FULL SVCS
PF3: Exit PF7: Back PFS: Next
MESSAGE
COMMAND =_=>
http://oconnect.oag_state.tx.us:2080/ses/twc.htm
JONO RS RF Employer Name
6/9/2004
06/09/2004 WED 15:49 [JOB NO. 6146] 0 014
Request for City Council/City Manager Action
0 City Council EI City Manager
Submit completed form for all City Manager and City Council approvals.
Department Name:
Round Rock Police Department
Contact Person: Rick White/Brenda Craytor
Project
Manager/Resource: Rick White/Brenda Craytor
Project Coordinator: Dean Friedrich
Assigned Attorney:
Council or City Manager Approval Date:
Blue Sheet Wording
For Administration Use ONLY
Tatutt Arp t, 6 z
Original Documents Received:
1-o—cq—uss
Project Name: Texas Workforce Commission Online Access
Contractor/Vendor: Texas Workforce Commission
Funding Source:
Amount:
Account Number:
General Fund
$1,500.00
5414-100-21006
.31 -Mar -9€- 1st:, t 1 1,100j..0
In order to refrain from damaging the existing working relationship between our department and another agency, we must enter into a Data Sharing Agreement with the Texas Workforce
Commission (TWC) and obtain online access to information for ourselves. TWC files house quarterly reports of employment and income status, unemployment benefits to include the
address and telephone number of the claimant as well as the reason for the unemployment benefits, job referral information to include the address and telephone number of the
claimant, and business quarterly wages paid out. Information housed within the TWC files will assist in the location and apprehension of suspects and fugitives as well as assist with
administrative background investigations. A one-year contract is recommended at a minimum cost of $125.00 a month or $1,500.00 per year to be charged to the Police Department
Criminal Investigation Division account #5414-100-21006.
Finance Information
Is Funding Required?
0
Finance Approval
Finance
EDFinance
❑ Purchasing
ID Budget
Yes
No
Initial Construction Contract
Construction Contract Amendment #
Change Order
Change in Quantity
Unforeseen Circumstances
Initial Professional Services Agreement
Supplemental Professional Svcs. A #
Amount
Purchasing/Service Agreement $1,500.00
Purchase Order
Item(s) to be purchased:
Other (Please clearly identify action on lines below)
Date
Date
Date
Date
Reauired for Submissig Sty Coun
Project Mgr. Signature:
Dept. Director Signature
City Attorney Signature*:
City Manager Signature:
A
X./4
anaaer Items
pproval is required for all items.
Date:
Date: i]5
Date:
Date:
Updated 2/16/06
Request for City Council/City Manager Action
1 City Council Ei City Manager
Submit completed form for all City Manager and City Council approvals.
For Administration Use ONLY
Received:
Tag #
Original Documents Received:
Department Name:
Contact Person:
Project
Manager/Resource:
Project Coordinator:
Assigned Attorney:
Round Rock Police Department
Rick White/Brenda Craytor
Rick White/Brenda Craytor
Dean Friedrich
Council or City Manager Approval Date:
Blue Sheet Wording
Project Name: Texas Workforce Commission Online Access
ContractorNendor:
Funding Source:
Amount:
Account Number:
Texas Workforce Commission
General Fund
$1,500.00
5414-100-21006
14pp.i t r), a co (o
In order to refrain from damaging the existing working relationship between our department and another agency, we must enter into a Data Sharing Agreement with the Texas Workforce
Commission (TWC) and obtain online access to information for ourselves. TWC files house quarterly reports of employment and income status, unemployment benefits to include the
address and telephone number of the claimant as well as the reason for the unemployment benefits, job referral information to include the address and telephone number of the
claimant, and business quarterly wages paid out. Information housed within the TWC files will assist in the location and apprehension of suspects and fugitives as well as assist with
administrative background investigations. A one-year contract is recommended at a minimum cost of $125.00 a month or $1,500.00 per year to be charged to the Police Department
Criminal Investigation Division account #5414-100-21006.
Finance Information
Is Funding Required?
Finance Approval
ElFinance
EJFinance
JPurchasing
JBudget
En Yes
No
Initial Construction Contract
Construction Contract Amendment #
Change Order #
Change in Quantity
Unforeseen Circumstances
Initial Professional Services Agreement
Supplemental Professional Svcs. A #
Purchasing/Service Agreement
Purchase Order
Item(s) to be purchased:
Other (Please clearly identify action on lines below)
Amount
$1,500.00
n/a L. Olsen
N/A E. Wilson
N/A HB
Cheryl Delaney
Date 3/28/2006
Date 03/28/06
Date 3/29/2006
Date 3/28/2006
Required for Submission of ALL City Council and City Manager Items
Project Mgr. Signature:
Dept. Director Signature:
City Attorney Signature*:
City Manager Signature:
Legal Approval is required for all items.
Date:
Date:
Date:
Date:
Updated 2/16/06
CITY MANAGER BLUE SHEET FORMAT
PLEASE BE SURE ALL AREAS OF THIS FORM HAVE BEEN FILLED OUT.
DATE:
SUBJECT:
ITEM:
March 347-2-045-I Pr t l‘') -00U(
City Manager Approval
Texas Workers Compensation (TWC) Online Access
The Police Department has been utilizing records from TWC
through a contact's account. This has assisted in an exchange of
information between our two agencies but this department is
beginning to need more and more information from this system
and fear that we may be abusing the good working rapport that
we have established.
Department:
Staff Person:
Justification:
Police Department
Dean Friedrich/Brenda Craytor
In order to refrain from damaging the existing working
relationship between our department and another agency,
we must enter into a Data Sharing Agreement with the
Texas Workforce Commission (TWC) and obtain online
access to information for ourselves. TWC files house
quarterly reports of employment and income status,
unemployment benefits to include the address and
telephone number of the claimant as well as the reason for
the unemployment benefits, job referral information to
include the address and telephone number of the claimant,
and business quarterly wages paid out. Information
housed within the TWC files will assist in the location and
apprehension of suspects and fugitives as well as assist
with administrative background investigations. A one-year
contract is recommended at a minimum cost of $125.00 a
month or $1,500.00 per year.
Funding:
Cost: $1,500.00
Source of funds: General Fund
Background Information: TWC files are accessible through an Internet
site wherein each authorized user is given an
individual login and password.
Updated 3-10-05