Security Screening and Clearances

Security screening is the process used to assess whether an organization or individual is trustworthy and reliable before being allowed access to protected or classified information, assets, or work sites. A security clearance is the authorization, at an appropriate level, that is granted once that process is complete.

In Canadian federal contracting, screening is carried out by the Contract Security Program (CSP) of Public Services and Procurement Canada. The CSP screens organizations and individuals based on security requirements identified by federal departments and agencies. For NATO information, access requires a valid Personnel Security Clearance (PSC) and a need-to-know.

How the Contract Security Program screens suppliers

The CSP conducts security screenings so that trusted organizations and individuals with a valid need-to-know can access protected or classified information, assets, or work sites. Screening is triggered by the security requirements that a government department or agency identifies for a contract. The types of clearance are set out in the first step of the CSP information toolkit for suppliers.

A supplier may need an organizational or facility clearance, the capability to safeguard documents, and screened or cleared personnel. The required level and the timing are set by the solicitation or the contract. Organizational screening is covered in the toolkit's organization security screening step.

The Security Requirements Check List and the solicitation stage

Security requirements are identified in the solicitation and generally documented in a Security Requirements Check List (SRCL). The SRCL tells bidders what level of access the work involves and what status the organization and its people must hold.

Clearance can matter before a contract exists. A provisional clearance may be required for an offeror or its personnel to attend an offerors' conference, visit a site, or access protected or classified information during the bidding process. The buyer guidance on security in solicitations sets out these solicitation-stage requirements.

Verification at award and throughout the contract

Before awarding a contract, the contracting authority must confirm that the offeror satisfies the specified security conditions through the CSP. The buyer verifies the supplier's security status with the CSP and, where applicable, signs the SRCL and includes it in the contract documentation. These steps are described in the guidance on elements to consider at award.

The obligation continues after award. Contractors and their personnel must maintain valid security statuses throughout the contract before accessing protected or classified information, assets, sites, government systems, or cloud portals. See the guidance on managing security during a contract.

Professional-services supply arrangements apply the same rule to individuals. The contracting authority must verify that each proposed resource's clearance is valid when the assignment begins and throughout the assignment, as the assessor guidance for supply arrangement requirements explains.

NATO Personnel Security Clearances

Contracts involving classified Canadian, NATO, or allied information may require personnel and organizational clearances at the level specified by the applicable security requirements. NATO adds its own conditions for individuals. Anyone who needs access to NATO-classified information at the relevant levels must hold an appropriate PSC issued by their national security authority or another competent national body. The level depends on the classification of the information, and the clearance must remain valid for the period of authorized access. NATO's security policy, C-M(2002)49, sets out this requirement.

NATO personnel-security requirements include checks of identity, citizenship or nationality, and national and local records. A need-to-know is required in addition to the clearance itself.

What this means for a supplier bidding on Canadian contracts

• Read the security requirements and the SRCL in the solicitation first. The required level and timing are set there.
• Confirm whether your organization needs a facility clearance or document-safeguarding capability, and whether your personnel need to be screened or cleared.
• Check whether provisional clearance is needed for an offerors' conference, a site visit, or access to information during the bid.
• Expect the buyer to verify your security status with the CSP before award.
• Keep organizational and personnel statuses valid for the full contract, and for professional-services resources, from the start of each assignment.
• Request screening for subcontractors whose personnel need access to information, assets, sites, or systems covered by the security requirements.