Subcontracting security requirements
Are you hiring a company to work with you on a Government of Canada or foreign government contract with security requirements? The Contract Security Program will help you ensure that the subcontractor meets the security requirements of that contract.
On this page
- Responsibility of the prime contractor
- Getting approval
- Subcontractor screening
- International subcontracting
- Canada–United States subcontracts
- Completing the security requirements checklist
- More information
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 Contract Security Program before awarding a subcontract with security requirements.
Getting approval
To get approval contact the Contract Security Program.
The program will work with your organization to ensure that the subcontractor:
- meets the security levels of the contract
- learn about the different levels of security
- obtains the appropriate security screening
Subcontractor screening
The prime contractor’s company security officer (CSO) or alternate company security officer (ACSO) is responsible to:
- complete the security requirements checklist (TBS/SCT 350-103)
- this form identifies the security requirements of the subcontract in relation to the prime contract
- submit the request for private sector organization screening form
- this form must include information about the proposed subcontractor as well as the same subcontract number used on the security requirements checklist
- submit the checklist and screening form to the program
- the program will initiate screening if required
- obtain and insert security clauses into the subcontract
- these are obtained from the program
- ensure that the subcontractor’s organization and personnel are cleared before work starts
- submitting a copy of the awarded subcontract containing the checklist to the program
Note: Each subcontract needs a unique subcontract number and security requirements checklist.
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:
- three copies of the relevant subcontract
- the checklist and any related documentation
Completing the security requirements checklist
The security requirements checklist is a federal government form used to define the security requirements of a contract. The checklist must be completed for all contracts and subcontracts with security requirements.
Your organization’s CSO is responsible for completing the checklist. The CSO 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 security requirements checklist, and how to fill it out if you are subcontracting:
Text description of the security requirements checklist 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 the Industrial Security Manual:
- For help:
- determining the security requirements for a subcontract
- contact the procurement officer assigned to your contract
- answering questions you have about the contracting process
- contact the procurement officer assigned to your contract
- with security screening requirements
- determining the security requirements for a subcontract