The restricted procedure is a method for publishing a notification to selected suppliers directly by email and only the invited suppliers can submit tenders. Unlike the open procedure, no publicly-accessible notification is published on the supplier portal.


The process of the restricted procedure depends on whether the procurement:

  1. is below the threshold value (small-scale procurement)
  2. exceeds the threshold value


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Procurements below the threshold value (small-scale procurement)

  • The procurement procedure "Restricted procedure" is specified on the procurement notification, along with the value, which is below the threshold value. 
  • In the publication phase, the call for tenders will not be published on HILMA or the supplier portal. Instead, it will be sent by email to the addresses specified during the publication phase.

The message that is sent to selected suppliers contains the message written by the procuring entity, as well as a direct link to the call for tenders. By following this link, suppliers are taken to the supplier portal, where they can log in and then submit tenders as normal.





Procurement exceeding the threshold value

Procurements exceeding the threshold value have two phases in the restricted procedure:

  • An application for participation phase open to all suppliers (invitation to participate)
  • During the participation phase, a call for tenders phase, which is restricted to selected suppliers (call for tenders)

Drafting and publishing the participation round

  • The procurement procedure "Restricted procedure" is specified on the procurement notification, along with the value, which exceeds the threshold value. These selections automatically generate an invitation to participate from the notification
  • As this stage only concerns seeking registration for the competition, it often only involves asking for dynamic "Suitability requirements", while the actual dynamic criteria applying to the procurement object are requested in the call for tenders phase
  • The notification is published on HILMA and the supplier portal in the same way as for the open procedure. All interested suppliers can send notification of their desire to participate in the competitive tendering process

Selection for the tendering round
  • When the deadline has been reached, the participation applications are handled in accordance with the normal process (see Received tenders) and the procuring entity selects bidders for involvement in the tendering round
    • Choose the suppliers selected above and continue
      • By selecting the suppliers to which you would like to send the actual call for tenders (participation applications received), or
    • Select suppliers in the comparison table
      • Participants are selected from the comparison table view


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  • After you have this selection, you must select the notification method

Select a notification method
  • After selecting the suppliers, a view will open enabling you to select the way in which notifications will be provided. The alternatives are:
    • Send a rejection notice to those who were rejected
      • This option sends a rejection message by email to the rejected candidates
      • Enter a subject for the message and the message text (the default text can be edited) and click "Send message"
      • After sending, you will be taken to the call for tenders phase

    • Make an interim decision and notification
    • No notifications
      • If this option is chosen, no notifications will be sent. You will be taken directly to the next phase
      • Click "Select and continue" and a pop-up window will open where the system will ask you to confirm that "No notifications have been made or sent. Continue to the next phase by clicking OK."

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  • On the same page, you can also check which suppliers were selected in the previous phase by clicking the "See the selected and rejected candidates/suppliers" link 
  • and edit previous selections by clicking "Modify the selected suppliers"


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Drafting and publishing a call for tenders round


Select a template for the call for tenders:

  • Use the notice from this round as a template
    • The invitation to participate is copied as a template for the call for tenders
  • Select a different template
    • Use the search form to select the call for tenders that you wish to use as a template
    • Enter your search term into the window and click the "Enter" button
  • Empty template
    • The call for tenders editing view will open with a blank form

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  • The notification will only be published for the supplier who were selected in the participation application phase for inclusion in the tendering round. The selected suppliers will be sent an email with a direct link to the call for tenders. By following this link, suppliers are taken to the supplier portal, where they can log in and then submit tenders as normal.


NOTE: The link will only function once. When the link has been clicked once, the call for tenders will be visible to all of the supplier company's logged-in users on the company's Tarjouspalvelu supplier portal. If logged-in users of a particular supplier company cannot see the restricted notification on the company's Tarjouspalvelu supplier portal under open calls for tenders, contact system support. 


In other regards, the actual tendering round follows the normal process.