Security Clearance Requirements

Security clearance requirements are the conditions that require organizations and individuals to undergo security screening and hold an appropriate, valid security clearance. The clearance must be in place before they access protected or classified information, assets or worksites, or perform security-sensitive contract work.

In Canadian federal procurement, the contracting department or agency identifies the requirements for its own contract. Public Services and Procurement Canada (PSPC) administers the screening through its Contract Security Program (CSP). The CSP screens organizations and individuals so that trusted parties with a valid need-to-know can access sensitive information, assets or sites. You can read the program's overview in the PSPC supplier toolkit on types of security clearance.

How the Contract Security Program applies screening

Security screening is triggered by the security requirements that federal departments and agencies identify for a solicitation or contract. The department decides what level of access the work needs, and the CSP conducts or manages the organizational and personnel screening that follows. Related terms include personnel security screening, organization security screening, Company Security Officer (CSO), Alternate Company Security Officer (ACSO) and need-to-know.

An organization bidding on a Government of Canada or foreign-government solicitation with security requirements must be screened through the CSP, as set out in PSPC's guidance on obtaining security screening for an organization.

Protected and classified levels: DOS and FSC

The type of organizational screening depends on the sensitivity of the work.

• Designated Organization Screening (DOS): required for an organization to obtain contracts at the protected level.
• Facility Security Clearance (FSC): required for contracts at the classified level.

Individuals who will access protected or classified information, assets or sites on the contract also need an appropriate personnel security status. Contractors and their personnel must keep valid security statuses throughout the contract, as described on the CanadaBuys page on security during contract management.

Where requirements appear in a solicitation

Security requirements for a solicitation or contract are stated in the bid solicitation documents and in the Security Requirements Check List (SRCL), form TBS/SCT 350-103, which the contracting department completes. PSPC explains this in its page on security screening for government contracts.

Requirements can also apply before a contract exists. Bidders may need screening to access sensitive documents during bid preparation, attend a protected site visit or take part in a security-sensitive conference. Buyers using standing offers and supply arrangements must coordinate with the CSP to confirm the required security levels are met before they issue call-ups or contracts.

NATO personnel security clearances

The term is also used in allied security systems. NATO requires individuals who need, or may need, access to NATO classified information to hold a personnel security clearance at the appropriate level, valid for the duration of authorized access. The requirement is set out in the NATO security policy document AC/35-D/2000-REV8.

What it means for a supplier bidding on Canadian public contracts

Read the solicitation and the SRCL first to find the required security level. If the work is protected, plan for DOS. If it is classified, plan for an FSC. For competitive solicitations or requests for proposals with security requirements posted on or after May 2, 2022, an organization must submit a completed Application for Registration with its bid or response. See the PSPC page on the changes to the security screening process.

Depending on the requirement, you may also need to appoint a CSO and, where required, an ACSO, and complete the prescribed screening forms. Buyers must verify that an offeror meets the solicitation's security conditions before awarding a contract, so a bid that lacks the required screening cannot proceed to award. The CanadaBuys guidance on elements to consider at award sets out this check.