Subcontracting security requirements
Are you hiring a company to work with you on a Government of Canada or foreign government contract with security requirements? Public Services and Procurement Canada's Contract Security Program (CSP) will help you ensure that the subcontractor meets the security requirements of that contract.
On this page
Responsibility of the prime contractor
The prime contractor is the organization that wins the bid to work on a Government of Canada or foreign government contract. The subcontractor is hired by the prime contractor to work on part of the contract.
It is the prime contractor's responsibility to get approval from the CSP before awarding a subcontract with security requirements.
For approval, contact the Contract Security Program.
Approval process
The CSP will work with your organization to ensure that the subcontractor meets the:
- eligibility criteria for a security screening
- learn about the different eligible organizations
- security levels of the contract by obtaining the appropriate security screening
- learn about the different levels of security
Subcontracting process
For the subcontracting process, the prime contractor's company security officer (CSO) or alternate company security officer (ACSO) must:
- complete the Security requirements check list form (TBS/SCT 350-103)
- this form identifies the security requirements of the subcontract in relation to the prime contract
- complete the Request for private sector organization screening form (PSOS)
- this form must include information about the proposed subcontractor as well as the same subcontract number used on the security requirements check list (SRCL) form
- submit the SRCL and PSOS forms to the CSP
- the CSP will initiate screening if required
- obtain and insert security clauses into the subcontract
- these are obtained from the CSP
- ensure that the subcontractor's organization and personnel are cleared before work starts
- submit a copy of the awarded subcontract containing the SRCL form to the CSP
Note
Each subcontract needs a unique subcontract number and SRCL form.
Subcontracting simplification options
As of May 2, 2022, your organization can leverage 1 or more of the following options to request security screenings for their respective subcontractors.
Option 1: Holds security screenings
The prime contractor requests and holds personnel security screenings for employees of their subcontractors.
For more information:
Option 2: Collects security screening documentation
The prime contractor collects the organization security screening forms from their subcontractors, reviews them for quality assurance and submits them to the CSP for processing.
For more information:
Subcontracting option availability
These subcontracting simplification options are available to organizations to:
- improve security screening timelines for subcontractors
- diversify supply chains
- address challenges with short-bid validity periods, seasonal workforces and labour shortages
Your organization is not obligated to leverage these options. You can continue to follow the current subcontracting process if the new options do not suit your organization's circumstances.
International subcontracting
Before you enter into a subcontract with a foreign organization, your organization must contact the program to:
- verify the security status of the foreign organization and its personnel
- ensure compliance with the provisions of the security agreement between Canada and that country
- authorize the transfer of sensitive information to foreign organizations
- provide approval for visits to secure sites
Learn more about security requirements for international contracts and subcontracts.
Canada—United States subcontracts
You must obtain written approval from the program and the contract's procurement officer before awarding a subcontract to a United States organization.
To obtain approval, the prime contractor must provide the program with:
- 3 copies of the relevant subcontract
- the SRCL form and any related documentation
Completing the security requirements check list form
The SRCL form is a federal government form used to define the security requirements of a contract. The check list must be completed for all contracts and subcontracts with security requirements.
Complete the Security requirements check list form (TBS/SCT 350-103)
Your organization's CSO or ACSO is responsible for completing the SRCL form when following the subcontracting process and when leveraging subcontracting option 2. The CSO or ACSO will identify the security levels required with guidance from the procurement officer assigned to the prime contract.
The security level for the subcontract can be lower, but not higher, than that of the prime contract. Remember to include the prime contract file number in all subcontract documentation to avoid delays.
The image below shows you the top section of the SRCL form, and how to fill it out if you are subcontracting:
Description of the security requirements check list image
If your organization is subcontracting, you must provide the following:
- in the Contract Number box at the top of the form, provide the prime contract number
- in box #1 Originating Government Department or Organization, provide the name of the prime contractor
- in box #3a Subcontracting Number, provide the subcontract number
- in box #3b Name and address of subcontractor, provide the subcontractor's name and address
- in box #4 Brief Description of Work, provide a description of the work the subcontractor will be performing
More information
- Review the federal guidelines for subcontracting in Chapter 2: Contracts with security requirements of the Contract Security Manual
- For assistance
- contact the procurement officer assigned to your contract to determining the security requirements for a subcontract
- contact the procurement officer assigned to your contract to answer questions you have about the contracting process
- contact the Contract Security Program to help with security screening requirements