Security Screening

Security screening is the process used to determine whether trusted organizations and individuals with a valid need-to-know may access protected or classified information, assets, or work sites. In Canadian federal contracting, the Contract Security Program (CSP) conducts these screenings based on the security requirements that government departments and agencies identify. The CSP security clearance guidance sets out this purpose.

The CSP is administered by Public Services and Procurement Canada. It can screen both organizations and their employees for contracts that involve protected or classified information, assets, or work sites. The term covers organization security screening, personnel security screening, document-safeguarding requirements, and the screening of subcontractors. The information toolkit for suppliers walks through the full process.

What triggers security screening in a federal contract

Screening starts with the buyer. When a federal department or agency identifies security requirements in a solicitation or contract, those requirements trigger the screening process. The requirements are recorded on a Security Requirements Check List (SRCL). When security requirements apply, the SRCL must be included as an annex to the solicitation, and the solicitation must state the applicable requirements and timelines, as the CanadaBuys guidance on security in solicitations explains.

Organization and personnel screening

Screening works at two levels. Organization security screening applies to the supplier as a company. Personnel security screening applies to the employees who need access to protected or classified information, assets, or work sites. Related terms you will see in tender documents include designated organization screening (DOS), facility security clearance (FSC), security clearance, and Application for Registration (AFR).

An organization generally must be sponsored before the CSP can begin screening it. After sponsorship, the organization completes the required forms and appoints security officials. Employees who need access complete their own personnel-screening documentation. The organization security screening step describes what the supplier must do.

Screening before and after award

Screening affects a bid at several points:

• During bidding: Offeror conferences, site visits, or access to protected or classified information during bid preparation may require clearances for bidders and their personnel. The CSP may issue provisional clearances to eligible offerors and bid-preparation teams.
• Before award: The buyer must confirm that the offeror meets the solicitation's security conditions and must verify the offeror's security status with the CSP. See the CanadaBuys award guidance.
• During performance: A common federal security clause requires the contractor or offeror to hold a valid DOS throughout the contract or standing offer, as shown in the common SRCL clauses.

In professional-services methods of supply, supplier security clearance can be a procurement parameter. That clearance can include organizational clearance, document-safeguarding capability, or both. The contracting authority must validate both the supplier's clearance and the proposed resources before award.

Subcontractors and international work

Suppliers must request security screening for subcontractors when needed to ensure that they meet the security requirements of the federal contract. Prime contractors are responsible for raising this early.

International and NATO-related work adds further paths. CSP information for organizations covers work sponsored by foreign governments or organizations, including NATO. Depending on the contract, screening may go through a foreign national security authority, a designated security authority, or a Canadian approved source. The guidance on bidding and contracting abroad covers these routes.

What security screening means for your bid

Read the SRCL annex first. It tells you which organization and personnel clearances the contract demands. If your organization is not already screened, find out who the sponsor is, because the CSP generally cannot start until sponsorship is in place. Plan for the time screening takes, and check whether your bid team needs provisional clearances for site visits or restricted bid documents.

Once you win, keep your DOS valid for the full term of the contract or standing offer. Build subcontractor screening into your teaming plans before you submit, so that no partner delays the award.