CM-2017-1355 - 4/14/2017TWC Data Exchange Request and Safeguard Plan
Texas Workforce Commission 104-2015
CONTRACT BASICS Please fill in the information regarding the request. Check all
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:
(language will be inserted into contract)
JMj&ALgWT 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.)
A
026-50 (The subscription rate is $3,500 per year.)*
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Texas Workforce Commission 104-2015
Texas Workforce Commission 104-2015
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 justification 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@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 ❑ 4 years ❑ 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 104-2015
20. f Describe how your organization
assesses your security posture.
21. Are background checks performed
on employees who will access
information?
22. How will you have an audible
trail?
23. Point of Contact Name
(for dailv matters)
Vulnerability testing LJ Penetration testing U Audits; specify
frequency
® Other, If Other specify: The Department in 2014 implemented
a formal inspection program. Security assessments will occur in
the context of this program. The inspection conducted in 2016
produced no findings of this nature. Also, the Department
conducts an annual review of its intelligence analysis processes as
part of its adherence to accreditation standards from the
Commission on the Accreditation of Law Enforcement Agencies
(CALEA).
No, background checks are not performed
® Yes, background checks are performed. If yes, state when
background checks are performed: ® Pre-employment ❑
Periodic checks during employment
_T
® I will 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.
❑ Other, If Other specify:
Rick White
Texas Workforce Commission 104-2015
U 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
i ❑ 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
❑ Encrypt with FIPS 140-2 or higher and ❑ Encrypt at 256 -BIT
17.
_
How will you protect data at rest?
(Both FIPS 140-2 and 256 -BIT AES
AES encryption or higher
encryption are minimum
® Other: Please specify:
requirements.
❑ Consistent with Texas State Libraries and Archives Commission
18.
When will data destruction
occur?
(state records retention laws)
® Consistent with other standards: Please specify:Data
destruction will occur consisten with 28 CFR, Part 23, as part of a
regularly_ scheduled review of records.
19.
Will the data you are requesting
Specify
be disclosed to any other entity?
NO
20. f Describe how your organization
assesses your security posture.
21. Are background checks performed
on employees who will access
information?
22. How will you have an audible
trail?
23. Point of Contact Name
(for dailv matters)
Vulnerability testing LJ Penetration testing U Audits; specify
frequency
® Other, If Other specify: The Department in 2014 implemented
a formal inspection program. Security assessments will occur in
the context of this program. The inspection conducted in 2016
produced no findings of this nature. Also, the Department
conducts an annual review of its intelligence analysis processes as
part of its adherence to accreditation standards from the
Commission on the Accreditation of Law Enforcement Agencies
(CALEA).
No, background checks are not performed
® Yes, background checks are performed. If yes, state when
background checks are performed: ® Pre-employment ❑
Periodic checks during employment
_T
® I will 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.
❑ Other, If Other specify:
Rick White
Texas Workforce Commission 104-2015
24.
Point of Contact Title
Manager, Crime Anlaysis & 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
NA
29.
Alternate Point of Contact Phone
NA
30.
Alternate Point of Contact E-mail
NA
31.
Alternate Point of Contact Address
If different from Point of ContactNA
32.
Signatory Name
Laurie Hadley
33.
Signatory Title
City Manager
34.
Signatory Phone Number
35.
Signatory E-mail
(512) 218-5400
36.
Signatory Address
If different from Point of ContactCity of Round Rock, 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. 1
Invoice Recipient Name
Rick White
41.
Invoice Recipient Phone Number
(512) 218-5524
42.
Invoice Recipient Title
Manager, Crime Anlaysis & Statistics
43.
Invoice Recipient E-mail
rwhite@roundrocktexas.gov
44.
Invoice Recipient Address
If different from Point of ContactSAME
All statements and info
Contract Signatory
on on this form qre true and correct to the best of my knowledge. YES
_�V� e Y6�_ce&= Date '+ -11--r4
For questions on how to complete this request form, contact RSMContracts@twc.state.tx.us , fax to 512-936-
0219 or call 512-936-3296.
STOP HERE if you are only seeking online access.
If Sending Batch Files or Computer Matching — Below are the Offline 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, UI benefits information, etc.):
Texas Workforce Commission 104-
Costs for Offline 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
151-599$35
per 150 SSNs
600-1,499a
$85
1,500 or greater
$110 per 1,500 SSNs
Texas Workforce Commission 104-2015
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'
CPU TIME
Number of seconds of computer processing time.
0.27584
ner
JOBS RUN
Number of jobs, TSO logons, etc., run during the monthly accounting
period.
2.374857
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
permanent files. Measured in megabyte hours.
0.006584
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
2. Number of pages printed on the Xerox 4635 MICR Printer
0.014904
SPECIAL PRINT
Number of pages of manufacturer's preprinted forms.
0.128476
PROGRAMMING
STAFF TIME
Per hour rate for any necessary programmer time.
45.752
OTHER STAFF TIME
Per hour rate of staff time spent in connection with processing of a
request, other than programming time.
24.11
MATERIALS
Diskette
Tape Media
Rewritable CD (CD -RW)
Non-rewritable CD (CD -R)
1.00
3.00
1.00
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 104-2015
City of Round Rock
"0
ROUND ROCK
TEXAS Agenda Item Summary
Agenda Number:
Title: Data Exchange Request and Safeguard Plan
Type: City Manager Item
Governing Body: City Manager Approval
Agenda Date: 4/14/2017
Dept Director: Allen J. Banks
Cost: $1,500.00
Indexes: General Fund
Attachments: CMAF TWC Data Exchange Request and Safeguard Plan 2017, TWC
Data Exchange Contract Request Form -9-10-2014 Online only
Department: Police Department
Text of Legislative File CM -2017-1355
Data Exchange Request and Safeguard Plan
The Police Department has for several years contracted with the Texas Workforce
Commission (TWC) to gain online access to employment and unemployment records to
assist it in its law enforcement operations. Contract renewal is ordinarily a one-step process
for the City Manager. This year, however, TWC requires signatory approval, both for the form
which submits the contract specifications as well as the contract itself. The form before you
lays out the elements which will become part of the final contract. Once the Department
receives the contract back from the agency, the actual contract will be presented for city
manager signature.
..Cost
The contract renewal will cost $1500 per year for access and use.
City of Round Rock Page 1 Printed on 411412017