Sponsorship process

Pre-solicitation and bid preparation phases

Organizations can be sponsored for a provisional security clearance by a federal government procurement officer during the pre-solicitation or bid preparation phase of a procurement process if access to protected or classified information is required to:

• respond to a request for information or to an invitation to qualify
• participate in an industry engagement
• attend a meeting in the context of the establishment of a procurement process, such as a bidders' conference
• bid on a request for proposals

Bid evaluation phase

Organizations can be sponsored for a designated organization screening (DOS) or facility security clearance (FSC) by a federal government procurement officer during the bid evaluation phase of a procurement process if:

• access to secure sites or to protected or classified information or assets is required to execute the resulting contract
• the organization has submitted a complete Application for registration (PDF, 202KB) (AFR) form with their proposal or bid response, this includes responses to a
  • request for standing offer (RFSO)
  • request for supply arrangement (RFSA)

These organizations can also be sponsored for a document safeguarding capability (DSC) inspection if the resulting contract requires the safeguarding of sensitive information or assets at the organization's business location.

Sole source contracts

Organizations can be sponsored for a DOS or FSC prior to being awarded a sole source contract with security requirements when a federal government approved source demonstrates that the organization requires access to secure sites or to sensitive information or assets to execute the contract.

These organizations can also be sponsored for a DSC inspection prior to a contract being awarded, when the approved source demonstrates that the organization is contractually required to safeguard sensitive information or assets at their business location.

Social procurements

Organizations that are underrepresented^{footnote 1} and that self-identify as a diverse supplier can be sponsored for an organization clearance prior to participating in a procurement process. This will be allowed when a federal government approved source demonstrates that the screening is required to fulfill their Minister's Mandate Letter or another Government of Canada priority.

Subcontracts

Organizations can be sponsored for the required security clearances by other eligible organizations when they are subcontracted to execute portions of a prime contract with security requirements. In this case, the subcontracting organization can be sponsored by the prime contractor once the prime contract has been awarded and once the prime contractor has demonstrated the requirement for subcontractor screening.

Learn more about subcontracting security requirements.

How to be sponsored for a provisional security clearance

To be sponsored for a provisional security clearance, your organization must contact the federal government procurement officer overseeing the solicitation to:

• demonstrate your interest in participating in the procurement process or activity
• request a provisional security clearance if your organization does not already hold the appropriate level of clearance with the CSP to access the sensitive information or assets
• provide the procurement officer with a complete AFR form

Refer to the tender notice to find the procurement officer's contact information. Upon receipt of your organization's AFR form, the procurement officer will contact the CSP to request a provisional security clearance on your organization's behalf.

Learn more about provisional security clearances.

How to be sponsored for a designated organization screening, facility security clearance or document safeguarding capability

To be sponsored for a DOS or FSC, your organization must either:

• bid on a government solicitation with security requirements and include in its proposal, a complete AFR form
• respond to a RFSO or RFSA with security requirements and include in its response, a complete AFR form
• be awarded a sole source contract and provide a complete AFR form to the federal government procurement officer overseeing the contract

Upon receipt of your organization's AFR form, the federal government procurement officer will contact the CSP to request a DOS or FSC on your organization's behalf.

Learn more about the screening process.

If the solicitation, RFSO, RFSA or sole source contract requires the safeguarding of sensitive information or assets at your organization's business location, the procurement officer will also request a DSC for your organization. DSC approval is only completed upon contract award.

Learn more about the physical and information technology security inspection process.

How to be sponsored as an underrepresented supplier

To be sponsored for security screening as an underrepresented supplier, your organization must meet the definition of underrepresented supplier provided in the Policy on Social Procurement and self-declare as a diverse supplier.

To sponsor the organization, a federal government approved source must send to the CSP:

• a Request for private sector organization screening form signed by an executive (director level or higher) indicating the diverse supplier profile
• a justification for the screening against their Minister’s Mandate Letter or other Government of Canada priorities

If an underrepresented supplier requires a FSC or DSC, the federal government approved source must submit to the CSP a:

• Security requirements check list form (TBS/SCT 350-103)
• statement of work or substantive description of work

How to be sponsored as a subcontractor

To be sponsored for security screening as a subcontractor, your organization must have a requirement to:

• assist a prime contractor or other subcontractor with the delivery of an active contract or subcontract with security requirements
• access secure sites or protected or classified information and assets to execute the subcontract

To sponsor your organization, the prime contractor or the subcontractor that your organization will perform work for must submit to the CSP a:

• Request for private sector organization screening form
• Security requirements check list form (TBS/SCT 350-103)

Starting May 2, 2022, contractors can leverage new subcontracting simplification options to speed up the security screening process for their subcontractors.

Learn more about the improvements to the subcontracting process for contractors.