HPD Vendor Certification
Thank you for your interest in working with the Houston Police Department to enhance the services we provide to the citizens of our great city. The Houston Police Department recognizes that by allowing physical or remote access to HPD facilities or network resources, people may gain access to information or systems they are statutorily prohibited from accessing. In compliance with state and federal regulations, the Houston Police Department is required to document and investigate access requests to be sure access is necessary and legally sound.
Please take a moment to review this information packet. There are several forms included herewith that must be legibly completed in black ink, or may be typed. Certain forms must be completed if physical access is necessary and others must be completed in the event remote access is necessary. This check-list will attempt to provide you direction regarding the forms necessary for your level of access. If you have any questions or need additional information, please call 713.247.8500 and ask to speak with your project manager or vendor sponsor.
We highly recommend that you use this check-list as a way to verify you are returning the correct forms for the level of access you need. Since some of these forms are time-sensitive and must be processed through different channels, incomplete submissions may delay your access request or require you to resubmit additional paperwork. In some cases, we can expedite your access request by processing faxed or e-mailed copies of your signed forms; however, please be advised that we MUST have signed originals of all paperwork in our files within ten (10) working days of the date your access request is granted or we are required to terminate your access privileges. This requirement is not negotiable as it is necessary for our compliance with state and federal regulations. Deliver completed information to Michael Isermann / City of Houston General Services Department / 611 Walker, Annex Room 130 / Houston, TX 77002.
As a reminder, some of the documents contained on this disk are considered sensitive in nature and have a Sensitive But Unclassified (SBU) designation. Improper disclosure of these documents could affect the conduct of government programs, impair law enforcement activities, or violate the privacy of individuals. Therefore, contractors and noncriminal justice agencies that have signed non-disclosure agreements, contractual agreements, or the security addendum with authorized entities may receive copies of this disk via limited distribution. Only individuals authorized by the FBI CJIS Information Security Officer (ISO) can disseminate copies of this disk. There shall be no public posting or uncontrolled dissemination of the documents contained herein.
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The following forms must be submitted for each company or vendor that will be accessing HPD facilities or network environments. Only one form must be completed for each company or vendor:
(The forms below are in .pdf unless otherwise indicated. Click icons to access the forms)
Security Addendum (.doc) - This multi-page form is required for each vendor company who will be doing business with the Houston Police Department in a way that will result in employees performing on-site or remote-access work. These forms must be completed in a timely manner so they can be approved by the CJIS Compliance Office of the Texas Department of Public Safety BEFORE work can begin. The approval process could take several weeks to accomplish so please plan accordingly.
Contractor Employee Reference Documentation – Code of Federal Regulations Title 28, Part 20 – Criminal Justice Information Systems. Each employee performing work on computer systems or networks, or in law enforcement facilities, that store, process, transact, or transmit must be aware of the federal regulations pertaining to the protection of those systems, networks, or facilities. Failure to abide by federal regulations could result in severe civil or criminal penalties.
Contractor Employee Reference Documentation NCIC2000 Manual – National Crime Information Center (NCIC) System 2000 introduction, system description, policies, standards, and sanctions for non-compliance. Each employee performing work on computer systems or networks, or in law enforcement facilities, that store, process, transact, or transmit must be aware of the federal regulations pertaining to the protection of those systems, networks, or facilities. Failure to abide by federal regulations could result in severe civil or criminal penalties.
CJIS Security Policy - The essential premise of the CJIS Security Policy is to provide appropriate controls to protect the full lifecycle of Criminal Justice Information (CJI), whether at rest or in transit. The CJIS Security Policy provides guidance for the creation, viewing, modification, transmission, dissemination, storage, and destruction of CJI data. This policy applies to every individual—contractor, private entity, noncriminal justice agency representative, or member of a criminal justice entity—with access to, or who operate in support of, criminal justice services and information.
Contractor Employee Reference Documentation – Texas Government Code 411.083 thru 411.085 pertaining to unauthorized access, use, or disclosure of criminal history record information. Each employee performing work on computer systems or networks, or in law enforcement facilities, that store, process, transact, or transmit must be aware of the state regulations pertaining to the protection of those systems, networks, or facilities. Failure to abide by state regulations could result in severe civil or criminal penalties.
Security Addendum Certification Form - Each employee performing work under a security addendum must complete a security addendum certification form. Prior to commencing on-site work, your project manager or vendor sponsor must schedule your background check and fingerprint collection with the HPD Human Resources and Identification Divisions. The following forms must be submitted for each company or vendor employee that will be accessing HPD facilities or network environments via physical (on-site) access:
Release of Personal Information Form – Each employee performing work under a security addendum must undergo a national background check. The purpose of this form is to provide your consent for the Houston Police Department to perform a background investigation on you to be sure you are legally eligible to access police department facilities or computer systems. The Houston Police Department is required to perform a national background check in coordination with the Texas Department of Public Safety and the Federal Bureau of Investigation. This form must be signed by a witness who can attest to the authenticity of your signature.
Practitioner’s 2-Hour Video Acknowledgement Form – Each employee performing work under a security addendum must undergo a minimum of two (2) hours of training as designated by the Criminal Justice Information Systems Compliance Office. The Texas Department of Public Safety, on behalf of the Federal Bureau of Investigation, has mandated that all persons who are requesting access to police department facilities or computer networks must undergo this training. Persons who will have direct access to CJIS-regulated data, such as criminal history information, or computer systems than interact directly with CJIS-regulated data must undergo a minimum of eight (8) hours of training as designated by the Criminal Justice Information Systems Compliance Office. Training is offered by way of video or may be accomplished by arranging on-site training through your project manager or vendor sponsor. In either case, you must submit a signed form attesting that you have attended the correct amount of training for your level of access.
Please contact michael.isermann@houstontx.gov at 713.837.0712 for the NCIC/TCIC Practitioner video.
Identification Information Form – Each employee must provide a complete and legible copy of this form so that the necessary information is available for us to perform a background check. This form is maintained by the HPD Identification Division along with your fingerprint cards.
Valid driver’s license or valid government-issued identification card - Each employee performing work under a security addendum must submit one (1) legible copy of their valid driver’s license or valid government-issued identification card. Please note that the address of your residence must be current and correct.
In addition to the forms listed above, the following forms must be submitted for each company or vendor employee that will be accessing HPD facilities or network environments via logical (remote) access methods:
Two (2) Fingerprint Cards - Each employee performing work under a security addendum must provide two (2) fingerprint cards. One of these cards must be retained by the Houston Police Department and the other must be forwarded to the Texas Department of Public Safety CJIS Compliance Office. Take the fingerprint cards to your local law enforcement agency so your fingerprints can be collected. Submit the two (2) fingerprint cards to your assigned HPD project manager or vendor sponsor as part of your access request.
City of Houston Security Clearance Remote Access form - Each employee performing work under a security addendum that is requesting remote access by way of a Virtual Private Network (VPN) or some other method must submit a complete and legible copy of this two-page form. Failure to submit this form could result in a delay in your ability to access the HPD network.
HPD Network Remote Access Agreement – Each employee performing work under a security addendum in a way that will utilize any remote access method to interact with the Houston Police Department’s computer systems must submit a complete and legible copy of this form. Please carefully read the form as signing it signifies that you are aware of and will comply with the requirements it contains.
HPD Security Baseline Questionnaire - This one-page form is necessary so the Houston Police Department can establish the security state of each computer that will be used to gain remote access to the department’s computer systems and networks. A form is required for each computer that will accomplish remote access. If multiple employees will be using a single computer, only one employee must submit a form for that computer. If an employee will use more than one computer, a separate form must be completed for each computer the employee will use. The Houston Police Department reserves the right to audit remote access network connections for compliance and may reject or revoke connections from computers that are not in a secure operating state.