1. Vendor Security Application Process
MGS has implemented new security requirements for all vendors as described in the “MGS
Contractor Security Screening Brochure” included in this package. In order for your company to be
able to receive future contracts with CBRE for the delivery of goods and services to ORC (as per
ORC’s PLMS and PMSP contracts), it is necessary to follow the clearance process.
CBRE highly recommends starting the process in order to minimize any delays in contracting with
your company and to ensure ongoing access to service delivery sites.
The following documents are included in this package:
Title Page
Company Security Office (CSO) Responsibilities 2
Security Application Process 3
Filling out the Security Applications 4
Form 1985E Consent and Declaration 5-8
Form 1983E Request and Verification 9-12
Verification of Identity in the Security Screening Process 13-16
MGS Contractor Security Screening Brochure 17-18
ORC CSO Verification Contacts 19
Failed Application - How to Proceed 22
Security Declaration Letter template 23
Revised March 3, 2010
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2. COMPANY SECURITY OFFICER (CSO) RESPONSIBILITIES
The following is a description of the responsibilities of the Company Security Officer. This information
may help you when you are deciding who to elect as your Company’s CSO.
All vendors are required to appoint at least one CSO, although we recommend more than one. The
first CSO submitted would be referred to as the “Prime” or “Lead” CSO. Any additional “alternate”
CSO’s would be of value, especially if the “Lead” CSO is not available (vacation, no longer with
company, etc).
The “Lead” CSO will be the single point of contact regarding any security related matters with
ORC and CBRE. Only in the event that the “Lead” CSO is not available or no longer with the
company will CBRE communicate with an alternate.
The CSO responsibilities are as follows:
Initial Company Clearance Application:
- Follow the process outlined in the Vendor Security Application Package.
- Once the CSO is cleared, CBRE will send a Vendor Security Tracking Template to track all
applicants. The CSO will populate the template it in its entirety and submit to Dannielle Holwell
of CBRE.
Regular Staff Clearance Applications:
- Follow the process outlined in the Vendor Security Application Package.
- Maintain the CSS Tracking Template received from ORC. “Maintain” means that the CSO will
update their spreadsheet every time they receive clearance status for any individual working
on the ORC account.
- Upon notification from ORC regarding any discrepancies with an individual’s application, the
CSO must notify the individual so that corrected forms are submitted as quickly as possible.
Monthly Duties:
‐ Update and maintain (e.g. new hire, employee termination, change of sites serviced.) the
CBRE Vendor Security Tracking Template and send to Dannielle Holwell of CBRE on the 1st
Monday of each month.
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3. SECURITY APPLICATION PROCESS:
(Typically 4 weeks to process)
STEP 1 a) Designate a CSO for your company
The Company Security Officer (CSO) manages clearances for all staff
Must be assigned even for one person operations!
Can be anyone in the company and more than one CSO can be assigned
Prepare CSO application as per “Filling out the Security Applications” DO NOT
SIGN Part 3b of the Request and Verification Form
b) Prepare applications for Officers/Directors/Owners of the Company
Must submit applications for Officers/Directors/Owners for the corporate “entity” which
will enter into a contract with CBRE
Only once Officers/Directors/Owners are cleared is the company considered
cleared! CBRE can only enter into contracts with companies that are cleared.
Prepare applications as per “Filling out the Security Applications”
CSO verifies all Officers/Directors/Owners and signs Verification Forms
c) Prepare CSO/Officers/Directors/Owners Declaration Letter
- Must submit letter listing the names of the CSO(s) and the names of each Company
Officer/Director/Owner applying for security clearances. This letter MUST be included with
the security applications
Prepare letter as per recommended format in “Security Declaration Letter template”
ONE STEP CSO Verification and Submission of all forms. Refer to “ORC CSO
VERIFICATION CONTACTS” for the nearest ORC office where the CSO applicant may be
verified and all application forms submitted.
Wait for ORC confirmation of CSO/COMPANY clearance before going to Step 2
Typical ORC/MGS processing times are 20 business days.
STEP 2 Submit applications for all staff working on ORC contract
Must submit applications for all staff working on the CBRE (ORC) contract, even if they
do not go on site.
Staff that is not cleared cannot work on the CBRE (ORC) contract
Company CSO will verify each applicant.
Prepare and submit applications as per “Filling out the Security Applications”
ORC will submit applications to MGS for processing. MGS will report results to ORC
who then forward results to applicant’s CSO
Typical ORC/MGS processing times are 20 business days.
Applicant Verification by CSO - Refer to the “Verification of Identity in the Security Screening
Process” document (included in this package) for details.
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4. FILLING OUT THE SECURITY APPLICATIONS:
STEP 1 Applicant completes Form 1985E – Consent & Declaration
Read the instructions included in the first two pages of the Form
Applicant completes pages 3 and 4 and SIGNS BOTH PAGES
CSO MAY REVIEW C&D FORM WITH APPLICANT’S PERMISSION ONLY
Applicant inserts completed and signed (2 pages) of form in a sealed envelope,
and prints their name and contact information on the outside of the envelope.
Mark the envelope “CONFIDENTIAL”
STEP 2 Applicant completes Form 1983E – Request & Verification
Read the instructions included in the first two pages of the Form
Complete only parts 1, 2 and 3a. 4a and 4b are already filled out.
The CSO will verify the individual and complete part 3b except when submitting
their own application. Refer to the “Verification of Identity in the Security Screening
Process” document for details.
Applicant must staple the completed form (2 pages) to the envelope from Step 1.
STEP 3 CSO submits applications to ORC (and CBRE)
Fax or scan a copy of the first page of the Request & Verification Form
to CBRE:
Dannielle Holwell
dannielle.holwell@cbre.com
Fax: 416-775-3989 Tel: 416-775-3977 x827340
Courier applications (ORIGINALS ONLY) to:
Esther Acquaye
Ontario Realty Corporation
Strategic Sourcing
1 Dundas Street West, Suite 2000
Toronto, Ontario M5G2L5
Tel: 416-326-4850 (FOR SECURITY RELATED QUESTIONS ONLY)
Note: ORC will submit applications to MGS for processing. MGS will report results to ORC who
then forward results to applicant’s CSO
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13. EMSB – Contractor Security Screening LOW SENSITIVITY
Verification of Identity in the Security Screening Process
On the Contractor Security Screening Request and Verification form, Section 3b provides space for
the confirmation of verification of personal information to be provided. The instructions within the form
describe what the process is for verification of an individual’s personal information. It directs the
Program Area Manager and subsequently the CSO to complete the verification of personal
information as follows:
Indicate that the verification of personal information and/or the verification of employment, education,
professional/trades accreditations or qualification (i.e. reliability check) have been completed for the
individual being checked by marking each box. Verification of identity is a mandatory check
performed by the CSO or approved verifier to prevent impersonation and to ensure that the records
checked are those of the individual being checked. An approved verifier is an OPS contact approved
by the ministry program area to perform the verification of the CSO’s personal data. This verification
must be done by asking the individual to present two pieces of official documentation that
confirm name, date of birth and address, of which one piece of identification presented must
include a photo, such as a valid driver’s license, passport, or other official government-issued
document.
The following table outlines the forms of identification that are MGS approved for use in the
verification of an individual’s identity.
Identification
Type
Purpose Reason:
Provincially Issued. Contains a photo and signature. Contains
residential address information.
Please note: Although a driver's license can verify an
individual's identity and address a second piece of approved
identification must also be provided by the individual to the
requesting ministry.
Ontario Driver's
License (or
other official
driving
documentation)
Enables a
person to legally
drive in Ontario.
http://www.drivetest.ca/en/license/HowToApply.aspx
Notarized
Statement or
Affidavit
Could be used
as proof of a
person’s identity
if completed by a
notary public or
lawyer.
Individual would need to document their identity and address
within a formal, written statement or within an affidavit and
have a notary public or lawyer sign the document.
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14. Canadian
Military
Employment
Card
Proof of
employment with
Canada's military
service.
Federally Issued. Contains a photo. Does not include
residential address information.
Provincially issued. Contains a photo. Does not contain a
signature or residential address information.
BYID (formerly
known as Age
of Majority
Card)
BYID cards are
issued strictly to
persons between
the ages of 19-
35 for the sole
purpose of
confirming the
bearer has
attained the age
of 19 yrs in order
to purchase
alcohol in
Ontario.
http://www.lcbo.com/socialresponsibility/images/byid_applicati
on.pdf
Federally issued. Contains a photo and signature. Does not
include residential address information.
Passport Official Canadian
identification
used primarily
for travel
purposes.
http://www.pptc.gc.ca/index.aspx?lang=eng
Federally issued. Contains a photo and signature. Does not
include residential address information.
Canadian
Citizenship
Card
A Canadian
Citizenship Card
identifies an
individual as
being a
Canadian Citizen
who resides in
Canada.
http://www.cic.gc.ca/english/information/applications/adults.asp
Federally issued. Contains a photo and signature. Does not
include residential address information.
Permanent
Residency Card
The Permanent
Resident Card is
the official proof
of an individual’s
status as a
permanent
resident in
Canada. A
person can apply
for a Permanent
Resident Card if
they are a
permanent
resident of
Canada and they
are not a
Canadian citizen
or a registered
Indian under the
Indian Act.
http://www.cic.gc.ca/english/information/applications/guides/54
45EA.asp
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15. CNIB Identity
Card
The CNIB
Identity ID Card
is issued to
legally blind
individuals upon
registration with
CNIB.
Individuals use
the card to
obtain special
offers on
transportation,
for themselves
and their guides,
and discounts on
some
cultural/recreatio
nal activities.
Issued by CNIB (Registered charity) to its members upon proof
of visual acuity and identification with photo.
Contains an individual’s name, photo, address and date of
birth.
Indian Status
Card
Used to verify an
individual’s
status as an
Indian under the
provisions of the
Indian Act.
Issued federally by Indian and Northern Affairs Canada.
Contains name, photo, DOB and in one version, a signature. (3
versions currently available.
Firearms
Acquisitions
Certificate
Allows
individuals to
possess and
acquire firearms
and to obtain
ammunition.
Now called a "Possession and Acquisition License", issued
federally by the Canada Firearms Centre through the RCMP.
Contains photo, name, and DOB and expiry date of the
license, (every 5 years). Individuals must complete a safety
course, provide a photo guarantor and undergo a background
check.
The following table outlines the forms of identification that are EMSB approved for use in the
verification of an individual’s address.
Identification Type Purpose Reason:
Provincially Issued. Contains a photo and
signature. Contains residential address
information.
Ontario Drivers
License (or other
official driving
documentation)
Enables a person to
legally drive in Ontario.
http://www.drivetest.ca/en/license/HowToApply.as
px
Notarized Statement
or Affidavit
Could be used as proof
of a person’s identity if
completed by a notary
public or lawyer.
Individual would need to document their identity
and address within a formal, written statement or
within an affidavit and have a notary public or
lawyer sign the document.
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16. Issued by CNIB (Registered charity) to its
members upon proof of visual acuity and
identification with photo.
Contains an individual’s name, photo, address
and date of birth. Valid for 5 years.
CNIB Identity Card The CNIB Identity ID
Card is issued to
legally blind individuals
upon registration with
CNIB. Individuals use
the card to obtain
special offers on
transportation, for
themselves and their
guides, and discounts
on some
cultural/recreational
activities.
http://www.cnib.ca/en/quebec/programs-
services/identity-card.aspx
The following table outlines the forms of identification that are NOT MGS approved for use in the
verification of an individual’s identity or address.
Identification Type Purpose Reason:
Recent mail Item Lists an individual’s mailing
address for various uses.
Address on mail item may not match
individual’s place of residence.
Regionally issued in different formats.Student Card (including
International)
Proof of enrolment in a
Public/Secondary school, as
well as Colleges and
University.
Please note: Not applicable as a form of
government identification for verification
purposes
Government Employment
Card
Proof of employment and/or
facility access.
Regionally issued in various formats.
Require varying supporting information
in order to be issued.
Health Cards as a form of Identification – Please note that individuals may wish to use their health
cards as a verification document. The health card can be used to verify identify and address if the
individual consents to its use. However, individuals cannot be required to provide their health card as
a form of identification. This is prohibited under the Health Card and Numbers Control Act, 1991
section 2.2(1)).
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19. ORC CSO VERIFICATION CONTACTS
The following ORC Regional PAMS have been identified and are security cleared with the authority to
complete the Request and Verification forms for CSO’s ONLY. This list will expand over time.
These individuals may be contacted in order to arrange a time for the CSO to present themselves at
the ORC office for verification and submission of the CSO security application.
ORC STRATEGIC SOURCING - Toronto/GTA
NOTE - CSO's within the GTA submit their application with
the verification section blank and wait for ORC Strategic
Sourcing to contact them for verification or they can contact
Strategic Sourcing before submission to arrange a meeting
for verification and bring their application with them.
Esther Acquaye
Monday’s,
Wednesday’s, and
Friday’s only. 416-326-4850
Central Region - Toronto
NOTE - Only to be used for CSO's interfacing at Queen's
Park Complex and when ORC Strategic Sourcing is not
available. Roseline Brown 416-326-4874
Eastern Region - Kingston Barb Hogan 613-530-4529
Northern Region - Sudbury Chantal Hanlon 705-564-7565
Northern Region - Thunder Bay Kelley Bouchey 807-473-3041
ALL - NOTARY PUBLIC: is for "Fast-Track Security Application Process" and out of area
CSO's
NOTE - Any CSO that is unable to make an appearance at
one of the above regional offices can have their verification
performed by a Notary Public/Commissioner of Oaths. For
this verification to be valid they must sign, date and seal and
or stamp the document.
Contacting and costs are
responsibility of vendor
ServiceOntario Support
ServiceOntario (SO) now provides support to Ontario Realty Corporation (ORC) in the security
screening process for Company Security Officers (CSOs) for all ORC contracts/subcontracts. This is
a collaborative pilot which lasts from January 18/10 to April 30/10 only. During this time the following
locations (see attached) will be assisting Ontario Realty Corporation in the screening of CSOs. If the
CSO is unable to complete the verification directly with ORC at Head office (Toronto) or regional
locations (Kingston, Sudbury and Thunder Bay) he/she can find the closest ServiceOntario locations
identified below and follow the following process:
Process:
1. CSO will call one of the ServiceOntario locations as identified above to make an appointment.
2. CSO will complete the Consent and Declaration Form before going to the appointment.
3. When the CSO arrives at the ServiceOntario location he/she will bring two (2) Government IDs
with one bearing a picture of him/her. He/She will also bring the Business Number or
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20. Corporation Number of their company and their Government of Canada Screening Clearance
number if they have it. The completed Consent and Declaration From must be in a sealed
envelope marked “confidential” with his/her name marked on the envelope.
4. ServiceOntario completes the Request and Verification Form and sends both forms to ORC.
5. ORC forwards the forms to Security Services and Contingency Planning Branch of the Ontario
Ministry of Government Services for processing. ORC may contact the CSO if there are
problems with form completion as identified by SSCPB.
6. SSCPB may contact the CSO if further information is required to make their decision.
7. ORC will directly send the CSO his/her security screening result.
In-Person Screening of Company Security Officers (CSOs)
City Address and
Contact Information
City Address and
Contact Information
Windsor
Unit 205, 400 City Hall Square East
ON N9A 7K6
Marnie Telka (519) 973-7954
Sault Ste. Marie
Unit 110, 70 Foster Drive
ON P6A 6V4
Connie Mayer (705) 945-5825
Jennifer Kirk (705) 945-5825
London
Main Floor, 100 Dundas Street
ON N6A 5B6
Rhonda Goutier (519) 642-5900
Debbie Hardy (519) 642-5900
Kenora
810 Robertson Street
ON P9N 4J2
Lee Ingebrigston (807) 468-2803
Janet Snow (807) 468-2803
Hamilton
119 King Street West
ON L8P 4Y7
Alison Peters (905) 521-7825
Huntsville
207 Main Street West
ON P1H 1Z9
Bill Towns (705) 645-4415 ext 208
St. Catherines
301 St. Paul Street East
ON L2R 7R4
Dan Jackman (905) 704-2200
Fort Frances
922 Scott Street
ON P9A 1J4
Elaine Soucy (807) 274-5329
Dawn Booth (807) 274-8611
Whitby
590 Rossland Road East
ON L1N 9G5
Deborah Neal (905) 667-4007
Terri Bryant (905) 430-1216
New Liskeard
280 Armstrong Street
ON P0J 1P0
Diane Chartrand (705) 647-7391
Barrie
34 Simcoe Street
ON L4N 6T4
Beth Truax 705-739-8537
Dryden
479 Government Road
ON P8N 3B3
Linda Robinson (807)-223-8500
Marion Dennis (807) 223-8503
Owen Sound
1400 1st Avenue West
ON N4K 6Z9
Bonnie McCutcheon (519) 371-6226
Sandi Turpin (519) 371-6226
Sherri Wark (519) 371-6226
Parry Sound
7 Bay Street
ON P2A 1S4
Judi Cargill (705) 773-4268
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21. Peterbourgh
300 Water Street
ON K9J 8M5
Ann Wilson (705) 755-5899
Sioux Lookout
62 Queen Street
ON P8T 1A2
Keith Roseborough (807) 737-1318
Robert Sandgren (807) 737-1318
Pembroke
400 Pembroke Street East
ON K8A 3K8
(613) 732-9361
Cochrane
143 Fourth Avenue
ON P0L 1C0
Janet Bouchard (705) 272-1310
Cornwall
127 Sydney Street
ON K6H 3H1
(613) 932-5332
Chapleau
190 Cherry Street
ON P0M 1K0
Tanya Keech (705) 864-3113
North Bay
Unit 111, 447 McKeown Avenue
ON P1B 9S9
Marie-Josee Cook (705) 497-6822
Shelly Batenchuk (705) 497-6821
Geraldton
208 Beamish Avenue West
ON P0T 1M0
Suzanne Levesque (807) 854-0266
Nicole Gross (807) 854-0266
Porcupine
5520 Hwy 101 East, South
ON P0N 1H0
Julie Labelle (705) 235-1666
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22. FAILED APPLICATION – HOW TO PROCEED
In the event that an applicant does not receive a clearance from MGS, the following will occur:
1. ORC will communicate the name of the failed applicant to the Company CSO.
2. The CSO must contact the Company’s Management (and the individual) to let them
know that the employee can no longer work on the ORC contract and the employee
must be assigned elsewhere.
3. The CSO will tell the employee that they can do the following to resolve the issue:
Applicant can send a letter of enquiry to:
Director, Security Services and Contingency Planning Branch
Ministry of Government Services
900 Bay Street
Second Floor Macdonald Block, Room M2-49
Toronto ON M7A 1Y4
The letter should request why they did not receive a clearance. Enquiries must be in writing and
cannot be communicated via email or telephone.
Please note that CBRE has no involvement with this process whatsoever.
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23. SECURITY DECLARATION TEMPLATE
MUST BE ON COMPANY LETTERHEAD
Ministry of Government Services
c/o Ontario Realty Corporation
1 Dundas Street W. Suite 2000
Toronto, ON M5G 2L5
To whom it may concern:
Corporation Number _____________________ Business Number ____________________
Company Security Officer(s):
List the primary and alternate Company Security Officers for your company. A company must have an
assigned CSO as the primary contact for CBRE.
Assigned company CSO (primary): _________________________________________
Print Name
Alternate company CSO (if applicable) _________________________________________
Print Name
Company Officers/Directors/Owners:
List the Officers, Directors and/or Owners for the entity (Company) contracted by CB Richard Ellis, Global
Corporate Services.
1. _________________________________________________________________
Print Name Title
2. _________________________________________________________________
Print Name Title
3. _________________________________________________________________
Print Name Title
4. _________________________________________________________________
Print Name Title
5. _________________________________________________________________
Print Name Title
I declare that this information is accurate to the best of my knowledge.
___________________________________ ____________
Primary CSO Signature Date
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