Procurement category

HILMA instructions

* Select the procurement category that best describes the object of the prior information notice. A separate prior information notice must be filled out for each procurement of construction works, supplies or services.


Select the procurement category

  • Construction works
  • Supplies
  • Services



Contracting authority/entity

Select contracting authority/entity

  • Not selected
  • Contracting authority
  • Contracting authority, utilities


Note! The selections made under ‘Contracting authority’ and ‘Contracting authority, utilities’ affect the form fields under sections I.2) Type of the contracting authority and I.3) Main activity.



I.1) Name and addresses


HILMA instructions:

  • This section is used for declaring basic information about the contracting entity. The contracting entities referred to in Act on Public Procurement and Concession Contracts include authorities of central and local government and joint municipal authorities; the Evangelical-Lutheran and Orthodox churches of Finland and their parishes and other authorities; State commercial institutions; institutions of public law character; and any party conducting a procurement when it has secured the support in doing so of a contracting entity amounting to more than half of the value of the procurement.
  • In the form, a cooperation body set up for procurement purposes on a temporary or permanent basis (a ‘procurement ring’) can also be indicated at the contracting entity. If the procurement is carried out by several contracting entities, at least one set of additional contact details concerning the participating contracting entities must be included in the notice.


  • The contact information is populated automatically based on the information stored in the system and can be edited where necessary.


NUTS code (Nomenclature of Territorial Units for Statistics)


HILMA instructions:

  • The NUTS code (Nomenclature of Territorial Units for Statistics) indicating the location of the contracting entity must also be stated in the contact details. NUTS codes have five levels, the top level being the state level, under which the sub-levels extend up until the municipality level. Using the NUTS codes, suppliers may limit the procurements by the location of the contracting entity.


  • *Click the button to display a window for selecting the main site or place of performance (NUTS code) of the procurement
  • Check a box to select the code
  • Click the arrow button to open the code sub-levels
  • Click the red X button to remove a code you added to the form


Other addresses

  • Aforementioned address
  • Another address
  • Fill out the respective name and address details



I.2) Type of the contracting authority

This section needs to be filled out if ‘Contracting authority’ was selected under Contracting authority/entity’



HILMA instructions

  • Select the field of activity that best describes the operations of the contracting entity as the field of activity. The purpose of this information is to describe the administrative sections that carry out procurements.
  • If the contracting entity carries out the procurement for and on behalf of another contracting entity, this must also be indicated in the contract notice or call for tenders documents. The contracting entity carries out the procurement for and on behalf of another contracting entity as a central purchasing body within the meaning of section 10 of the Act on Public Contracts in the Fields of Defence and Security, for example, in procurement rings and in other similar assignment cases.


  • Select the type of the contracting entity
  • Click ‘Other’ to open a field where you may enter the desired text



I.3) Main activity

This section activates to be filled out if ‘Contracting authority, utilities’ was selected under Contracting authority/entity’


  • Select the main field of activity
  • Click ‘Other’ to open a field where you may enter the desired text



I.4) Contract award on behalf of other contracting authorities/entities


  • Select whether the contract will be concluded on behalf of other contracting authorities/entities
  • After selecting ‘Yes’, click the plus icon to add more information




  • Add contract



II.1) Title attributed to the contract by the contracting authority/entity


HILMA instructions

  • Indicate the short name chosen by the contracting entity that describes the object of the procurement. The name will be used as a search title when suppliers search for the procurements published in HILMA and in the TED database.


II.1.1) The name given to the contract by the contracting authority *


HILMA instructions

  • Indicate the short name chosen by the contracting entity that describes the object of the procurement. The name will be used as a search title when suppliers search for the procurements published in HILMA and in the TED database.


Enter the contract title


II.2 Type of contract and location of works, place of delivery or of performance


HILMA instructions

  • Select the type of contract (supplies, services or construction works) and provide information about the place of performance.


  • Enter the primary location for performance, delivery or completion



II.3) Information about framework agreement


  • Select whether the notice involves the conclusion of a framework agreement



II.4 Short description of nature and scope of works or value of supplies or services


HILMA instructions

  • The contracting entity provides a short description of the nature and scope of the construction works. The estimated value of the procurement can be stated as a price estimate or as a price range. The potential options must be considered when the estimated value of the procurement is calculated. Sections 16–18 of the Act on Public Contracts in the Fields of Defence and Security contain detailed information about the calculation of the total value of the procurement.
  • If the procurement is divided into lots, a separate copy of Annex B must be filled out for each contract lot (Annex B: Information about lots). The contracting entity must also clearly indicate which kind of partial tenders will be accepted.


Short description *

  • Enter a short description in the text field

Estimated value, or price range, excluding VAT *

  • Enter the estimated value or price range exclusive of value-added tax

This contract is divided into lots

  • Select whether the contract is divided into lot



II.5) Common procurement vocabulary (CPV)


HILMA instructions:

  • The use of CPV codes is mandatory. The Common Procurement Vocabulary consistent with the CPV codes is used for uniquely identifying the procurement.
  • The CPV code can be retrieved to the system using keyword search or by selecting a suitable CPV code directly from the reference vocabulary. The classification system of CPV codes is based on a tree diagram with 5 number levels. The more specific the number level, the more specific the definition of the procurement object.
  • CPV codes allow potential supplier to quickly find specific information about procurements pertaining to their sector in HILMA and in the TED database. In practice, suppliers make frequent use of so-called profile services where the suppliers will automatically receive notices according to pre-defined product groups.
  • CPV codes also include a supplementary vocabulary, the use of which is not mandatory. However, the contracting entity may choose to retrieve additional attributes from the supplementary vocabulary to specify the object of the procurement.


Click ‘Select CPV code’. A dialog box is displayed

  • Check a box to select the code
  • Click the arrow button to open the code sub-levels
  • You may change the code entered in the form
  • Select the ‘CPV supplementary codes’ following the same procedure
  • Click the plus button in the field to select optional additional objects for the main object if applicable.


II.6 Scheduled date for start of award procedures and duration of the contract

  • Enter the scheduled date for start of award procedures and duration of the contract if applicable



II.7 Additional information


HILMA instructions

  • A free-text field for various kinds of additional information concerning the procurement. For example, the contracting entity may use it to state and provide additional information about additional supplies pursuant to section 23 of the Act on Public Contracts in the Fields of Defence and Security.


  • Enter additional about the object of the procurement contract if applicable (the field accommodates a maximum of 4000 characters)



Enter new procurement contract

  • Click ‘Add new’



1) Description

  • Enter a name for the procurement contract object*
  • Enter a lot number
  • Enter a short description (the field accommodates a maximum of 4000 characters



2) Common procurement vocabulary (CPV)

  • Click ‘Select CPV code’. A dialog box is displayed
  • Check a box to select the code
  • Click the arrow button to open the code sub-levels
  • You may change the code entered in the form
  • Select the ‘CPV supplementary codes’ following the same procedure
  • Click the plus button in the field to select optional additional objects for the main object if applicable.


3) Quantity or scope

  • Enter the quantity and scope of the contract if applicable
  • Description (the field accommodates a maximum of 4000 characters)
  • Estimated value, or price range, excluding VAT



4) Information concerning the start date of award procedures and/or duration of the contract

  • Enter the information concerning the start date of the award procedure and the duration of the contract if applicable



5) Additional information about lots

  • Enter additional information about contract lots if applicable (the field accommodates a maximum of 4000 characters)



III.1) Conditions of the procurement contract


III.1.2) Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them


  • Enter additional information if applicable (the field accommodates a maximum of 4000 characters)


III.2) Participation requirements


HILMA instructions

  • The expressions sheltered workshops and sheltered employment programmes used in the form refer to the sheltered workshops and sheltered employment programmes referred to in section 11 of Act on Public Contracts in the Fields of Defence and Security. A contracting authority/entity may limit participation in competitive bidding to sheltered workshops or similar bodies.
  • A contracting authority/entity may also provide for the contract to be carried out in the context of sheltered employment programmes where most of the employees concerned are people with disabilities who, by reason of the nature or seriousness of their disabilities, cannot carry on occupational activity under normal conditions The enterprises referred to in the Act on Social Enterprises (1351/2003) may satisfy these prerequisites set out in the Act on Public Contracts in the Fields of Defence and Security.


III.2.1) Information about reserved contracts

  • Select as applicable




VI.2) Additional information

  • Enter additional information if applicable (the field accommodates a maximum of 4000 characters)


VI.3) Information on general regulatory framework


Tax legislation (URL)

  • Enter the necessary information in the additional information field (the field accommodates a maximum of 4000 characters)
  • Enter the address, contact points and internet site of the relevant government service from which information can be obtained about taxes


Environmental protection legislation (URL)

  • Enter the necessary information in the additional information field (the field accommodates a maximum of 4000 characters)
  • Enter the address, contact points and internet site of the relevant government service from which information can be obtained about environmental protection


Employment protection and working conditions (URL)

  • Enter the necessary information in the additional information field (the field accommodates a maximum of 4000 characters)
  • Enter the address, contact points and internet site of the relevant government service from which information can be obtained about employment protection and working conditions