Approve first amendment to Agreement No. 0000000460 Am. 1 with the Employment Development Department (EDD) to provide wage and claim information via secure transmittal service as part of pre-employment background investigations increasing the maximum compensation to $2,293 for a term from August 1, 2023, through June 30, 2026. (No general fund impact) (Lopez/Davis)

Approve first amendment to Agreement No. 0000000460 Am. 1 with EDD, adding a new customer code, authorizing an additional employee to make requests, and increasing the maximum compensation to $2,293 for a term from August 1, 2023, through June 30, 2026.

When examining the suitability of a potential new employee, the Yolo County Sheriff’s Office collects several historical and current pieces of information on the candidate as part of the pre-employment background investigation. This can include information on dates of employment and is supplied by the state Employment Development Department (EDD) Investigation Division (ID) and the EDD Information Security Office (ISO). Employment date histories are collected in order to verify an applicant’s work history and help us to determine that the Sheriff’s Office is hiring the best possible candidates to fulfill its law enforcement duties.  The EDD has been providing this information to the Sheriff’s Office under a reimbursable data sharing agreement (DSA) since August 2019.  Previously the data was returned to the Sheriff's Office via hard copy, however, Board of Supervisors approval of Agreement 00000000460 Am.1 on July 11, 2023, allowed for the information to be returned via secure electronic transmittal service. The DSA allows for the collection of reimbursement from the Sheriff’s Office for the costs associated with the preparation of disclosures and ensures that confidentiality provisions that meet the requirements of Title 20 Code of Federal Regulations, Part 603 and the California Information Practices Act are in place to protect the information contained in the disclosures. 

This Amendment adds a new customer code so that two individuals assigned as Background Investigators at the Sheriff's Office will have the ability to create requests for and receive EDD confidential data. The Information Security Officer will continue to oversee any staff in their use of confidential information, and will instruct them of the need to adhere to the security and privacy provisions outlined in the agreement. All Yolo County staff assigned to work with the information provided by EDD will sign a Confidentiality Statement which acknowledges the rules, regulations, and safeguards that must be in place by the recipient agency to use, store, process, and dispose of the confidential information and the consequences of their violation.
 
Adding a new customer code will increase the maximum not-to-exceed amount for the agreement to $2,293. Determination of this cost is based on the Sheriff’s Office estimate that 30 Request for Wage and Claim Information documents will be submitted each quarter, a $12.00 monthly per-account fee, and a one-time $1,500 administrative fee.

Because this amendment is between two government entities and the California State Contracting Manual requires a resolution or similar document from the local governing body authorizing execution of the agreement, Board of Supervisors' approval is now requested.

Sheriff’s Office staff assigned to perform background investigations have assisted with matters relating to the implementation of the agreement and amendment. County Counsel has approved the contract and amendment as to form.

As the vendor required the agreement and no other vendor could provide the confidential information required, a competitive bid process did not occur.