ATTACHMENT A
STATE OF CALIFORNIA - DEPARTMENT OF GENERAL SERVICES
STANDARD AGREEMENT
STD 213 (Rev. 04/2020)
SCO ID: 7730-0000000000000000000131285
AGREEMENT NUMBER
000000000000000000131285
PURCHASING AUTHORin NUMBER (If Applicable)
1. This Agreement is entered into between the Contracting Agency and the Contractor named below:
CONTRACTING AGENCY NAME
Franchise Tax Board
CONTRACTOR NAME
City of Pasadena
2. The term of this Agreement is:
START DATE
January 1,2027 or upon approval, whichever is later,THROUGH END DATE December 31,2029
3. The maximum amount of this Agreement is:
$0.00 (ZERO AND 00/100 DOLLARS)
4. The parties agree to comply with the terms and conditions of the following exhibits, which are by this reference made a part of the Agreement.
Exhibits Title Pages
Exhibit A Scope of Work 3Exhibit B ] Budget Detail and Payment Provisions 1 Exhibit C * | General Terms and Conditions GTC0225
+
Exhibit D Non-IT FTB Special Provisions 4
+
Exhibit E City and County Record Layout Specifications (FTB 909) 2 +
Exhibit F Franchise Tax Board Record Layout Specifications (FTB 909A) 1 +
Exhibit G Confidentiality Statement (FTB 712) 1
Items shown with an asterisk (*), are hereby incorporated by reference and made part of this agreement as if attached hereto.
These documents can be viewed at httDS://www.das.ca.aov/OLS/Resources IN WITNESS WHEREOF, THIS AGREEMENT HAS BEEN EXECUTED BY THE PARTIES HERETO.
CONTRACTOR
CONTRACTOR NAME (if other than an individual, state whether a corporation, partnership, etc.)City of Pasadena
CONTRACTOR BUSINESS ADDRESS
100 N.Garfield Avenue, Room N106
CITYPasadena
STATECA
ZIP91101
PRINTED NAME OF PERSON SIGNING TITLE
CONTRACTOR AUTHORIZED SIGNATURE DATE SIGNED
SCO ID: 7730-0000000000000000000131 285
STATE OF CALIFORNIA - DEPARTMENT OF GENERAL SERVICES
STANDARD AGREEMENT
STD 213 (Rev. 04/2020)
AGREEMENT NUMBER
000000000000000000131285
PURCHASING AUTHORITC NUMBER (If Applicable)
STATE OF CALIFORNIA
CONTRACTING AGENCY NAME
Franchise Tax Board
CONTRACTING AGENCY ADDRESS
P.O. Box 2086, MS A-374
CITI'Rancho Cordova
STATECA
ZIP95741
PRINTED NAME OF PERSON SIGNING
Michael A. Banuelos
TITLE
Procurement and Contracting Officer or designee
CONTRACTING AGENCY AUTHORIZED SIGNATURE DATE SIGNED
CALIFORNIA DEPARTMENT OF GENERAL SERVICES APPROVAL EXEMPTION (If Applicable) SCMVol.1,4.04.A.2
State of California
Franchise Tax Board
City of Pasadena
Agreement #131285
EXHIBIT A: SCOPE OF WORK
This Agreement is entered into by and between the Franchise Tax Board, herein after referred to as (FTB), and the City of Pasadena, herein after referred to as the City.Purpose:
This Agreement provides for the reciprocal exchange between FTB and the City tax data specific to city business license information for tax administration purposes. By entering into a reciprocal agreement, each party agrees to bear its own costs of providing the data, and the City is precluded from obtaining reimbursement.
Both parties will abide by the legal and confidential provisions of this Agreement. Exhibits A, B, D, E,F, and G, attached hereto and incorporated by reference herein, set forth additional terms to which the parties agree to be bound.
No Federal Tax Information will be exchanged.Legal Authority:
California Revenue and Taxation Code (R&TC) Section 19551.1 authorizes a reciprocal agreement for the exchange of specified tax information between a City/County and FTB. R&TC Section 19551.5 mandates cities/counties to provide city/county business licensing and tax information toFTB upon request.
City Responsibilities:
1. The City agrees that the information provided by FTB will be used exclusively to administer the City/County Business Tax Program.
2. The City agrees that information obtained under this Agreement will not be reproduced, published, sold, or released in original or in any other form for any purpose; and will only be accessed or used by City employees whose duties are to administer the City/County Business Tax Program.
3. The City agrees to provide FTB with tax information pursuant to Format Specifications, Exhibit E, which shall include, but not be limited to, the following:
Business or owner's nameBusiness addressFederal Employer Identification Number (FEIN) or Social Security Number (SSN) Ownership type
North American Industry Classification Code or Standard Industry Classification Code • Business start and cessation dates
City Business Tax Number, to be assigned to the City by FTB
4. The City agrees to extract and provide city data to FTB annually between April and July for each tax year that the Agreement is in place. If the Agreement is executed after July 31, 2027, the City will have 30 days after execution to provide FTB with the first year's data.
State of California
Franchise Tax Board
City of Pasadena
Agreement #131285
5. The City agrees to submit the records to FTB electronically using FTB's Secure Web Internet File Transfer (SWIFT) system.
6. The City agrees to submit the records to FTB in ASCII fixed-length format, .txt, per the Format Specifications, Exhibit E.
7. The City agrees to resubmit data in the event data is initially submitted with errors. The resubmission of data must be within 30 days of notification. If data is not submitted accurately and timely, the City will forfeit its rights to FTB data for that year.
8. The City agrees that each City employee having access to FTB data shall sign a City/County Business Tax Program Confidentiality Statement, FTB 712 (Exhibit G). The signed statement is to be retained by the City and produced to FTB upon request.
9. The City agrees to submit to FTB a completed Security Questionnaire prior to receiving any FTB data. The Security Questionnaire is valid for the duration of the Agreement.
10. The City agrees to provide, prior to FTB's first transmission of data to City under this Agreement, a copy of the current resolution, order, or minutes reflecting passage of a motion, or ordinance of the local governing body authorizing the execution of this specific Agreement. Prior to receipt of such authorization, FTB is not obligated to provide data under this Agreement.
FTB Responsibilities:
1. FTB agrees that information provided by the City will be used for tax administration and non-tax programs that FTB administers and may be shared with other state or federal agencies asauthorized by law.
2. FTB agrees that information obtained under this Agreement will not be reproduced, published, sold, or released in original or in any other form for any purpose, except as provided in paragraph 1 or otherwise authorized by law.
3. FTB agrees to provide the City with data extracted from its internal systems. FTB will provide the City with records for taxpayers within the City's jurisdiction who indicate a business on their personal or business entity income tax return. The Record Layout, Exhibit F, FTB 909A shall include:
Taxpayer nameTaxpayer address
• Taxpayer SSN or FEIN
Principal Business Activity code
4. FTB agrees to match the data provided by the City using the SSN or FEIN against FTB's data with a "Yes" or "No" indicator on the Record Layout, Exhibit F, FTB 909A. The first year's data match is at the discretion of FTB based on when the data is received from the City and processed.
5. FTB agrees to provide the City with an annual data extract in December 2027 for tax year 2026, in December 2028 for tax year 2027, and in December 2029 for tax year 2028 via SWIFT.
State of California
Franchise Tax Board
City of Pasadena
Agreement #131285
6. FTB agrees to register the City for a SWIFT account allowing for the secure electronic transmission of data.
7. FTB agrees to provide the City with a unique City Business Tax Number to be used for reporting purposes only.
8. FTB agrees to allow the City to resubmit data within 30 days of notification, in the event data is initially submitted with errors.
Project Coordinators:
The project coordinators during the term of this Agreement will be:
Franchise Tax Board
Tonya Banyai
City/County Business Tax Program AnalystData Oversight Program P.O. Box 1468, MailstopA181
Sacramento, CA 95812-1468Phone:(916)845-4301
Email: [email protected]
Return executed agreement to:
Franchise Tax Board
Tonya Banyai
City/County Business Tax Program Analyst
Data Oversight Program
P.O. Box1468,MailstopA181
Sacramento, CA 95812-1468Phone:(916)845-4301Email: FTBCCBTfS.ftb.ca.aov City of Pasadena
LoAnn HoERP Applications Specialist100 N Garfield Avenue, Room N106 Pasadena, CA91101
Phone: (626) 744-6409
Email: [email protected]
State of California
Franchise Tax Board
City of Pasadena
Agreement #131285
EXHIBIT B:
BUDGET DETAIL AND PAYMENT PROVISIONS
This data exchange is provided at no cost.
State of California
Franchise Tax Board
City of Pasadena
Agreement #131285
EXHIBIT D: NON-IT FTB SPECIAL PROVISIONS
1. STATEMENT OF CONFIDENTIALITY
The Franchise Tax Board has state tax return information and other confidential information and data in its custody. Unauthorized inspection or disclosure of state returns or other confidentialinformation or data is a misdemeanor (Revenue and Taxation Code Sections 19542, 19542.1, 19542.3 and 19552, and Government Code Section 90005).
For purposes of this exhibit, the terms "information" and "data" are used interchangeably and each, when used, encompasses the meanings of both terms. As used in this exhibit, the terms"confidential information" and "confidential data" each include "sensitive information and data".
As used for this exhibit, the term "Party" means FTB, Contractor, or Contracting Agency.
Upon the approval of this Agreement and prior to any access to the confidential data, the Partyreceiving the information from FTB and each of the Party's employees, subcontractors, andsubcontractors' employees who may have access to the confidential data of the other Party, will be required to have on file annually a signed Confidentiality Statement (FTB Form 7904 or7912), attesting to the fact that they are aware of the confidential data and the penalties for unauthorized access, inspection, acquisition, or disclosure thereof under applicable state and federal law.
The Contractor, the Contactor's subcontractors and each of the Contractor's and subcontractors' employees who may have access to the confidential data shall be required to complete Privacy,Security, and Disclosure Training (PSDT) provided by FTB. The training must be completed within two (2) State business days of commencing work with FTB, and annually thereafter. Upon completion of the PSDT, a Privacy, Security and Disclosure Training Certification (FTB Form7819) will be provided, to be signed confirming that the training was completed, and returned to FTB.
2. USE OF INFORMATIONEach Party receiving FTB's data agrees that the information furnished or secured pursuant to this Agreement shall be used solely for the purposes described in the Scope of Work of ExhibitA. Each Party receiving FTB's data further agree(s) that information obtained under this Agreement will not be reproduced, published, sold, or released in original or in any other formfor any purpose other than as identified in the Scope of Work of Exhibit A.
3. DATA OWNERSHIP
The confidential tax information or other confidential information provided under this Agreement remains the exclusive property of the providing Party. Confidential tax information and other confidential information are not open to the public and require special precautions to protect from loss and unauthorized access, inspection, acquisition, use, disclosure, modification, or destruction. Each Party shall have the right to use and process the disclosed information for the purposes stated in the Scope of Work of Exhibit A of this Agreement, which right shall berevoked and terminated immediately upon termination of this Agreement.
4. EMPLOYEE ACCESS TO INFORMATION
Each Party receiving data agrees that the information obtained will be kept in the strictestconfidence and shall make information available to its own employees only on a "need-to-know"basis. The "need-to-know" standard is met by authorized employees who need information to perform their official duties in connection with the uses of the information authorized by this Page5 of 12
State of California
Franchise Tax Board
City of Pasadena
Agreement #131285
EXHIBIT D: NON.IT FTB SPECIAL PROVISIONS
Agreement. Each Party receiving data recognizes its responsibility to protect the confidentialityof the information in its custody as provided by law and to ensure that such information isdisclosed only to those individuals and for such purposes as are authorized by law and thisAgreement.
5. PROTECTING CONFIDENTIAL INFORMATION/ INCIDENT REPORTING Each Party receiving data, in recognizing the confidentiality of the information to be exchanged,agrees to take all appropriate precautions to protect the confidential information obtainedpursuant to this Agreement from unauthorized access, use, or disclosure. Each Party receivingdata will conduct oversight of its users with access to the confidential information provided under this Agreement, and will immediately notify FTB's Information Security Audit &Investigations Unit ([email protected]) of any unauthorized or suspected unauthorized accesses, uses and/or disclosures (incidents). For purposes of this section,"immediately" is defined as within 24 hours of the discovery of the breach or suspected breach.
The notification must describe the incident in detail and identify responsible personnel (name,title and contact information). The Party with an incident will comply with the incident reporting requirements in accordance with Civil Code Section 1798.29, State Administrative Manual(SAM) Chapter 5300 and Section 8643, and Statewide Information Management Manual 5340- A and 5340-C to facilitate the required reporting to the taxpayer(s) or state oversight agencies.
6. INFORMATION SECURITY
Information security is defined as the preservation of the confidentiality, integrity, and availability of information. A secure environment is required to protect the confidential information obtained by each Party or entity pursuant to this Agreement. Each Party or entity receiving data will storeinformation so that it is physically secure from unauthorized access. The records received willbe securely maintained and accessible only by employees of the specified program who are committed to protect the data from unauthorized access, use or disclosure. All FTB electronic data must be encrypted when in transit using FIPS 140-3 approved encryption technology, andbe password protected and secure at all times when in storage. Confidential informationobtained from FTB must be secured in accordance with the SAM, including Chapters 5100 and5300 (Information Security), and National Institute of Standards and Technology (NIST) Special Publication 800-53 (moderate); and additional security requirements provided by FTB. FTB may require that a Security Questionnaire for the entity receiving confidential data from FTB be completed or be on file with FTB's Chief Security Officer, or their designee.7. CLOUD COMPUTING ENVIRONMENT Each entity receiving FTB's confidential data must submit a completed FTB Cloud ComputingQuestionnaire before using a Cloud Computing Environment. The questionnaire will be reviewed for approval by FTB's Chief Security Officer, or their designee. A Cloud ComputingEnvironment cannot be used to receive, transmit, store or process FTB's confidential data without prior written approval from FTB's Chief Security Officer, or their designee.
8. DESTRUCTION OF RECORDS
All records received by the Contractor from FTB under this Agreement, and any database(s)created, copies made, or files attributed to the records received, shall be destroyed within threeyears of receipt or upon termination of the agreement due to a breach of its terms, whichever occurs earlier. The records shall be destructed in a manner to be deemed unusable or
State of California
Franchise Tax Board
City of Pasadena
Agreement #131285
EXHIBIT D: NON-IT FTB SPECIAL PROVISIONS
unreadable, and to the extent that an individual record can no longer be reasonably ascertained.
The Contractor will notify FTB Contractor Business Tax program manager annually in writing at FTBCCBT0)ftb.ca.aov that proper destruction methods have been applied. FTB will destroy Contractor data in accordance with the department's data retention policies.
9. INSPECTION
FTB retains the right to conduct on-site or remote reviews of the other Party's use of FTBinformation and the security controls established. The reviews may include, but are not limited to, an examination of the adequacy of information security controls, application of the "need-toknow" standard, and use justifications established by the Party to ensure compliance with theterms and conditions of this Agreement. Unless otherwise agreed by the Parties, FTB will provide a minimum of seven (7) State business days' notice of a review of the use of FTB information.
The Contractor will take appropriate disciplinary actions against any user determined to haveviolated security or confidentiality requirements.10. SURVIVAL OF OBLIGATION TO PROTECT DATA Each Party's obligation to protect the data and information received from the other Party shall survive the expiration or termination of this Agreement. In the event a Party continues to provideany data or information to the other Party after the expiration or termination of this Agreement, the receiving Party agrees to continue to protect all such data and information received in accordance with the provisions of this Agreement, including all Attachments and Exhibits incorporated in this Agreement or listed by reference, and all applicable state and federal laws.
11. DISPUTE RESOLUTION
The Parties agree to work cooperatively and in good faith in a timely manner to attempt to resolve any disputes resulting from their conduct under this Agreement. Problems shall be set down in writing by the Party initially identifying the problem and submitted within ten (10) calendar days of discovery of the problem to the other Party for resolution.If the Parties are unable to resolve an issue within thirty (30) calendar days of the written notice despite their good faith efforts, the Contractor shall file a "Notice of Dispute" with FTB's Chief Financial Officer within ten (10) calendar days of determination that the Parties are unable toresolve the issue. Within ten (10) calendar days, FTB's Chief Financial Officer, or theirdesignee, shall meet with the Contractor Designee for purposes of resolving the dispute. Thedecision of the Chief Financial Officer shall be final.
Upon resolution of a dispute, such resolution shall be set forth in writing and shall be maintainedby the Parties.
12. EXECUTIVE ORDER N-6-22 RUSSIA SANCTIONS
On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regardingEconomic Sanctions against Russia and Russian entities and individuals. "Economic Sanctions" refers to sanctions imposed by the U.S. government in response to Russia's actions in Ukraine,as well as any sanctions imposed under state law. The EO directs state agencies to terminate Agreements with, and to refrain from entering any new Agreements with, individuals or entitiesthat are determined to be a target of Economic Sanctions. Accordingly, should the State Page? of 12
State of California
Franchise Tax Board
City of Pasadena
Agreement #131285
EXHIBIT D: NON-IT FTB SPECIAL PROVISIONS
determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for termination of this agreement.
The State shall provide Contractor advance written notice of such termination, allowing Contractor at least thirty (30) calendar days to provide a written response. Termination shall beat the sole discretion of the State.
13. ORDER OF PRECEDENCE
In the event of any inconsistency between the articles, attachments, specifications or provisions which constitute this Agreement, the following order of precedence shall apply:
a. State's General Terms and Conditions (GTC 02/2025), or State's General Terms and Conditions for Interagency Agreements (GIA - 11/2022), whichever is listed on the face of the Standard Agreement (STD 213) or Purchase Order;
b. Standard Agreement (STD 213), Purchase Order, and any amendments thereto; c. Scope of Work, including any specifications incorporated by reference herein; d. these Special Non-IT Terms and Conditions; and
e. all other attachments or exhibits incorporated in the Agreement or listed by reference.
14. LIMITED WARRANTY
Neither party represents or warrants the accuracy or content of the material available through this Agreement, nor each expressly disclaims any express or implied warranty, including any implied warranty of fitness for a specific purpose.
15. CANCELLATION
FTB may terminate this Agreement for any reason upon thirty (30) calendar days' prior writtennotice. FTB may terminate this Agreement immediately, to be followed by written notice, uponmaterial breach by Contractor of the terms of this Agreement. In the event of such termination,FTB shall pay all amounts due under this Agreement to the Contractor for services or goods accepted prior to date of termination, or notification of termination.
16. NO THIRD-PARTY LIABILITY
Nothing contained in or related to this Agreement shall create any contractual relationshipbetween either of the Parties and any other party, except between FTB and the Contractor; andno other party shall relieve the Contractor or FTB of its responsibilities and obligationshereunder. Each of the Parties agrees to be fully responsible for the acts and omissions of its third-party contractors and agents, and of persons either directly or indirectly employed by the Party. Neither of the Parties shall have any obligation to pay, or to see to the payment of, anymonies to any party or persons either directly or indirectly employed by the other.
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State of California
Franchise Tax Board
City of Pasadena
Agreement #131285
EXHIBIT G
CONFIDENTIALITY STATEMENT (FTB 712)
FTB
STATE OF CALIFORNIADISCLOSURE OFFICE MS A181FRANCHISE TAX BOARD PO BOX 1468
SACRAMENTO CA 95812-1468
City/County Business Tax Program Confidentiality Statement Confidential tax data is protected from disclosure by law, regulation, and policy. Information security isstrictly enforced; violators may be subject to disciplinary, civil, and/or criminal action. Protecting confidential tax data is in the best interest of the city, county, and state.
As a city/county employee, you are required to protect all information received from the Franchise Tax Board (FTB). To protect confidential tax data, you must:
• Access or modify tax data solely to perform official duties. • Never access or inspect tax data for curiosity or personal reasons.• Never show or discuss confidential tax data with anyone who does not have a need to know.• Never remove confidential tax data from your worksite without authorization.• Place confidential tax data in approved locations only.
Unauthorized inspection, access, use, or disclosure of confidential tax data is a crime under state laws including, but not limited to, California Revenue and Taxation Code Sections 19542 and 19552 and Penal Code Section 502. Unauthorized access, inspection, use, or disclosure may result in either or both of the following:• State criminal action
• Taxpayer civil action.
/ certify that I have read the confidentiality statement printed above. I further certify and understand that unauthorized access, inspection, use, or disclosure of confidential information may be punishable as a crime and may result in disciplinary and/or civil action against me.
Name (print)
Signature Date
Each city/county employee accessing FTB data must retain a signed copy of this form and provide it to FTB upon request.FTB 712 (REV 06-2016)