Canadian companies pursuing U.S. Department of War (DoW) contracting opportunities must meet a range of U.S. federal, defence, and cross-border compliance requirements that extend beyond standard Canadian public-sector procurement.
This checklist outlines the key supporting documents commonly required for U.S. DoW bid and proposal submissions, including financial, past performance, cybersecurity, export control, and security documentation. It is intended to support compliant, complete, and defensible proposal submissions.
| Supporting Document | Notes / When Required |
|---|---|
| SAM.gov Registration (UEI) | Mandatory prior to award |
| CAGE / NCAGE Code | Required for all U.S. DoW offerors |
| Joint Certification Program (DD Form 2345) | Required to access unclassified, export-controlled technical data |
| Supporting Document | Notes / When Required |
|---|---|
| Audited Financial Statements | Typically last 2–3 fiscal years |
| Profit & Loss Statements | Demonstrates financial viability |
| Balance Sheets | Especially for cost-reimbursement contracts |
| Performance Bond | Required for construction or when specified |
| Indemnification Agreements | As required by solicitation or prime |
| Supporting Document | Notes / When Required |
|---|---|
| CPARS (Contractor Performance Assessment Reporting System) Reports | If available for prior U.S. federal contracts |
| Past Performance Questionnaire (PPQ) / PPI | Used when CPARS not available |
| Performance Metrics | Cost, schedule, quality, outcomes |
| PSPC Supplier Letter | Useful credential but not a U.S. DoD requirement |
| Supporting Document | Notes / When Required |
|---|---|
| System Security Plan (SSP) | Required under NIST SP 800-171 |
| Plan of Action & Milestones (POA&M) | Documents gaps in NIST controls |
| SPRS (Supplier Performance Risk System) Score | Mandatory for DFARS 252.204-7012 compliance |
| CMMC Level Documentation | Phased-in requirement starting Nov 2025 |
| Supporting Document | Notes / When Required |
|---|---|
| Quality Control / Quality Management Plan | Addresses process and performance assurance |
| Export Control Compliance (ITAR / EAR) | Mandatory for defence-related work |
| Supporting Document | Notes / When Required |
|---|---|
| Facility Security Clearance (FCL) | Required for classified contracts |
| FOCI Disclosure / Mitigation Plan | Required if foreign ownership/control exists |
| Supporting Document | Notes / When Required |
|---|---|
| Signed Representations & Certifications | Included via SAM or proposal forms |
| Acknowledgement of Amendments | Confirms receipt of all RFP changes |