Contract security

Contract security is the set of security requirements that apply when a supplier must protect government information, assets, equipment, work sites or systems while performing a contract. These requirements are written into solicitation documents and contracts, and they specify the security levels needed to safeguard sensitive information, assets and sites.

In the federal government, the term is closely tied to Public Services and Procurement Canada (PSPC) and its Contract Security Program (CSP). The program provides security screening of organizations and personnel for solicitations and contracts that carry security requirements. Related terms you will see in tender documents include security clearance, security status, Designated Organization Screening, Facility Security Clearance, Company Security Officer and Alternate Company Security Officer.

The Contract Security Program and its manual

The CSP is the mechanism PSPC uses to screen suppliers. The Contract Security Manual applies to organizations registered in the CSP and to Canadian and foreign contracts for which PSPC is responsible.

An organization awarded a government contract with security requirements, or one that needs access to protected or classified information, must be registered and screened at the appropriate level through the CSP. A contract may require both the organization and its personnel to be screened before work begins.

The Security Requirements Check List in a solicitation

The main instrument for setting out security needs is the Security Requirements Check List (SRCL), form TBS/SCT 350-103. The project authority completes the SRCL at the beginning of the procurement process to outline the security requirements of the contract.

Any requisition for a contract, standing offer or supply arrangement that includes a security requirement must be accompanied by the SRCL, a statement of work and the relevant security documents, including CSP security clauses. The CanadaBuys buyer's guide sets out this step for contracting officers. Security requirements can appear in ordinary contracts, standing offers, supply arrangements, call-ups and amendments.

Security checks before award and during the contract

Before awarding a contract, buyers must confirm that the offeror meets the security conditions of the solicitation and verify the offeror's security status through the CSP. For standing offers and supply arrangements, the responsible authority must verify that the contractor meets the required security level before issuing a call-up or contract. The elements to consider at award describe these checks.

The obligation continues after award. Clients must verify throughout the contract that the contractor and its personnel hold valid security statuses, particularly before they access protected or classified information, assets, sites, government systems or cloud service portals.

Subcontracts and foreign contracts

A prime contractor must obtain CSP approval before awarding a subcontract that has security requirements. The prime must identify the subcontract's requirements, submit the necessary screening forms, insert the applicable security clauses and ensure the subcontractor's organization and personnel are cleared before work starts. PSPC publishes subcontracting security requirements for this purpose.

PSPC also provides guidance for Canadian organizations that contract or subcontract with foreign governments or organizations, including NATO nations and NATO civil and military bodies. See the international contract security requirements for details.

What contract security means for a supplier bidding on Canadian contracts

Check each solicitation for a security requirement and for the SRCL before you bid. If the work needs a screened organization or screened personnel, confirm your status with the CSP before award, because buyers verify it at that point. Plan for the same checks on any subcontractor you intend to use, since the prime contractor must have CSP approval and cleared subcontractor staff before work starts. PSPC's information toolkit for suppliers is the starting point for this preparation.