Security Screening Requirements Matrix

When you're bidding on sensitive government work in Canada, you'll encounter what's effectively a security screening requirements matrix—the formal framework that determines which personnel and facility clearances your team needs before you can start the contract. This isn't optional paperwork. According to the Contract Security Manual, individuals cannot access protected or classified information or assets until they have the required reliability status, Secret security clearance, or Top Secret security clearance. The timeline? Anywhere from 3 to 18 months. For companies new to federal contracting, this is one of the most significant barriers you'll face.

How It Works

At the beginning of any procurement with security requirements, the project authority completes a Security Requirements Check List (SRCL) form—officially designated as TBS/SCT 350-103. This form outlines exactly what security clearances are needed and becomes part of the bid solicitation documents. The Contract Security Manual specifies that contracting authorities must ensure all security requirements and approved security clauses are included in the contract documentation before anything moves forward.

The Industrial Security Program has standardized much of this process by developing 39 common SRCLs specifically for professional services methods of supply. In practice, the procurement officer must verify that your company meets all these security requirements before they can sign off on box 16 of the SRCL and issue a call-up or contract award. No signature, no contract—regardless of how competitive your pricing is.

There are three levels of personnel security screening you'll encounter. Reliability Status is the baseline. Secret clearance goes deeper. Top Secret is reserved for the most sensitive work. Beyond individual clearances, your company may also need a Facility Security Clearance depending on whether you'll be handling classified materials at your own site. The Contract Security Program conducts site inspections as a normal condition of contracts with security requirements, and you can verify your supplier security status by contacting the CSP Call Centre at 1-866-368-4646.

Key Considerations

• Timeline planning is everything. If your key personnel don't already hold the required clearances, you're looking at months of waiting. This directly affects your bidder capacity and may disqualify you from opportunities with tight start dates.

• Subcontractors need clearances too. The Technology Supply Chain Guidelines make clear that you must verify the security clearance status of subcontractor personnel who will access Canada facilities. You can't offload sensitive work to uncleared partners.

• The SRCL applies to every contract with security requirements. According to PSPC guidance on subcontracting security requirements, form TBS/SCT 350-103 must be completed for all contracts and subcontracts—there's no threshold where this becomes optional.

• Security requirements appear early in the procurement cycle. By the time you see the solicitation documents, the security matrix has already been defined. Can't meet those requirements? You're better off investing your bid resources elsewhere.

Related Terms

Controlled Goods Program, Facility Security Clearance, Protected Information, Personnel Security Screening, Security Requirements Check List (SRCL)

Sources

• Contract Security Manual - Chapters 2.2 and 4, Government of Canada

• Common Security Requirement Check Lists, PSPC Industrial Security Program

• Government of Canada Supply Manual, CanadaBuys

If you're serious about competing for sensitive government contracts, start the clearance process for your key people now—before you need them. Waiting until you win a bid means you've already lost months of potential contract performance time.