Government Security Screening

Government security screening is the process used to determine whether an organization and its personnel meet the security requirements for participating in government solicitations and contracts. In Canada, Public Services and Procurement Canada (PSPC) administers it through the Contract Security Program (CSP), which provides screening for organizations and personnel taking part in federal solicitations and contracts that contain security requirements. PSPC describes the program on its security screening page.

The term covers two connected activities: organization security screening and personnel security screening. It can involve security clearances, protected or classified information, controlled goods, secure work sites and the Security Requirements Check List (SRCL). A supplier that wants to bid on or perform work with security requirements needs to understand both halves before it submits an offer.

Organization screening and personnel screening

Organization security screening determines whether an organization meets the security requirements of a solicitation or contract. Eligible organizations include those responding to a solicitation, holding a contract or subcontract, or participating in a multinational program or NATO-sponsored activity. PSPC sets out who is eligible on its organization screening page.

Personnel security screening determines whether an employee can be trusted with protected or classified information, assets, or work sites. The two work together. An organization with the required screening still needs its employees to hold the required personnel screening before they access the relevant information, assets, or work sites. PSPC publishes further detail on personnel security screening.

Security documents in a Canadian solicitation

Requisitions for contracts, standing offers or supply arrangements that contain security requirements must include an SRCL, a statement of work and the relevant security documents. The SRCL identifies the security requirements tied to the work, and applicable CSP security clauses appear alongside it. The CanadaBuys buyer's guide explains how the SRCL is completed.

Offerors have a form to complete as well. For procurements requiring security screening, the Application for Registration (AFR) is included with the solicitation documents, and offerors must submit it with their offer. The buyer then forwards it to the CSP. CanadaBuys documents the AFR requirement.

Security checks before award and under standing offers

Before awarding a contract, the buyer must verify that the offeror meets the security conditions in the solicitation. For call-ups and contracts issued under standing offers or supply arrangements, the technical authority verifies the contractor's security requirements. The award guidance on CanadaBuys covers these steps.

Foreign-based offerors add a step. When they may participate, the buyer must contact PSPC's International Industrial Security Directorate for the applicable clauses, and may need to verify security with the relevant foreign government.

NATO personnel security clearances

NATO uses related terminology rather than the exact Canadian phrase. It requires individuals who need access to NATO classified information to hold an appropriate, valid Personnel Security Clearance (PSC) issued by a national security authority or other competent national body. NATO sets out this requirement in its security directive.

Canada's CSP also supports organizations involved in special activities, meetings or projects sponsored by foreign governments or organizations, including NATO.

What it means for a supplier bidding on Canadian public contracts

Read the solicitation documents for an SRCL and CSP security clauses before you commit to a bid. If security requirements apply, complete the Application for Registration and submit it with your offer. Your organization must obtain the required organization screening, and each employee who will access the relevant information, assets or work sites must obtain the required personnel screening first. PSPC explains the organization screening process on its program page. Because the buyer verifies security conditions before award, a gap in screening can stop an otherwise strong offer.