Procurement category

  • Select the procurement category
    • Construction works
    • Supplies
    • Services



Contracting authority/entity

  • Select the contracting authority/entity
    • Not chosen
    • 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

  • 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)

  • 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


I.2) Type of the contracting authority

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

  • 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




II.1) Description


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


HILMA instructions

  • The contracting authority indicates the name given to the contract by the contracting authority. The name will be used as a search title when suppliers search for the procurements made in HILMA and in the TED database. If the procurement has been cancelled, the contracting entity must file a notice to this effect in section 5 (Conclusion of the contract). Further information about the cancellation of the procurement can also be given in the ‘Additional information’ section.


  • Enter the name given to the contract by the contracting authority



II.1.2 Type of contract and location of works, place of delivery or of performance


HILMA instructions

  • In service procurements, the main categories are selected from a drop-down list and are consistent with annexes A and B to the Act on Public Contracts in the Fields of Defence and Security that pertain to service procurements.
  • In procurements pertaining to supplies, the method of performance must be chosen. If a ‘combination thereof’ is chosen as the method of performance, the system will display the various methods of performance (purchase, leasing, rental and hire-purchase) in the contract notice, along with an indication that this a case of a combination of different methods of performance. Where necessary, the method of performance can be specified in greater detail in the additional information.
  • State the information concerning the procurement location.


  • Enter the primary location for performance, delivery or completion


II.1.4) Brief description of contract or procurements *


  • Enter a brief description of contract or procurement (the field accommodates a maximum of 4000 characters)


II.1.5) Common procurement vocabulary (CPV)


HILMA instructions:

  • The use of CPV (Common Procurement Vocabulary) codes is mandatory. The CPV codes are used for specifying the procurement. The procurement category selection determines which CPV codes can be chosen as the main object of procurement in the notice system. No limitations have been defined for the selection of additional objects. 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 suppliers 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 for
  • 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.2.1) Total final value of contract(s)


HILMA instructions

  • The total final value of the contract is stated either exclusive or inclusive of VAT; in the latter case also the VAT percentage must be stated. Alternatively, the contracting entity may state the lowest or highest tender that was taken into account.
  • All contracts, lots and additional procurements are to be taken into account in the final value. Information pertaining to individual contracts is given under Section V, Conclusion of the contract.


  • Enter the final value of the contract *
  • Includes VAT
  • VAT rate (%)



IV.1) Nature of procedure


IV.1.1) Nature of procedure *


HILMA instructions

  • State the nature of the procedure used in the procurement.
  • The obligation to provide a contract award notice for publication also concerns a direct award of contract (negotiated procedure without competitive tendering) carried out as provided in section 22 or 23 of the Act on Public Contracts in the Fields of Defence and Security. If the procurement is carried out as a direct award of contract, annex D must also be filled out in connection with the contract award notice.


  • Select the type of procedure

Note! If ‘Direct award of contract’ is chosen as the nature of procedure, the tab ‘Annex D: Grounds for selecting a negotiated procedure without competitive tendering’ is displayed



IV.2) Award criteria


IV.2.1) Award criteria


HILMA instructions

  • The contracting authority is required to declare whether the award criteria is the lowest price or the most economically advantageous tender. The comparison criteria for the most economically advantageous tender can be declared in the contract notice or in the tender documents. Under section 34 of the Act on Public Contracts in the Fields of Defence and Security, the comparison criteria for the award must be weighed or a reasonable range must be indicated; only in exceptional cases may the ranking of the comparison criteria be stated. The contracting authority may specify and indicate in greater detail the comparison criteria it has declared in the call for tenders documents, but the information already declared may not be changed.


  • Select if applicable
    • Lowest price
    • The most economically advantageous tender in terms of the criteria stated below (the award criteria should be given with their weighting or in descending order of importance where weighting is not possible for demonstrable reasons)
      • Add row


IV.3) Administrative information


File reference number attributed by the contracting authority


HILMA instructions

  • State, for example, the identification or reference number. A verbal identification can also be used.


  • Enter if applicable


IV.3.2 A notice for the same procurement contract has been published before


HILMA instructions

  • The contract notice has an associated notification feature that automatically reminds of the obligation to provide a contract award notice for publication with e-mail messages sent to the contracting entity from the TED (Tenders Electronic Daily) database. To stop the notification feature, it is important to state here the number of the previous contract notice in the Official Journal of the European Union (OJEU).


  • Select whether a notice for the same procurement contract has been published before if applicable
    • Yes
      • Add row



IV.3.3) Conditions for obtaining specifications and additional documents or descriptive document


Time limit for receipt of requests for documents or for accessing documents

  • Enter the time limit for receipt of requests for documents or for accessing documents if applicable



The documents are chargeable

  • Select whether a fee is chargeable for the documents if applicable
    • Yes
      • Price
      • Terms and method of payment




Conclusion of the contract

  • Add new contract
    • Repeat where necessary



  • Enter contract details where necessary
    • Contract No.
    • Lot number
    • Name
    • V.1) Date of contract award decision
    • V.2) Number of tenders received
    • Number of tenders received by electronic means


V.3) Name and address of economic operator in whose favour the contract award decision has been taken

  • Enter the name and address details of economic operator if applicable


V.4) Information on value of contract

  • Enter if applicable
    • Preliminary estimate of the total contract value
    • Includes VAT
    • The contract's final value
    • Includes VAT



If value is annual or monthly

  • Enter the number of years/months if applicable


V.5) The contract is likely to be subcontracted


  • The contract is likely to be subcontracted
    • Yes
      • Value of subcontract known, Yes
        • Value excluding VAT
        • Or share (in percent)
        • A brief description of the contract value or the proportion of the contract to be subcontracted
      • All or certain subcontracts will be awarded through a competitive procedure (see Title III of Directive 2009/81/EC), Yes
        • A share of the contract will be subcontracted through a competitive procedure
        • Of the value of the contract (as percentage)



VI.2) Additional information


HILMA instructions

  • This section can be used for providing additional information about the cancellation of the procurement, for example, or other details related to the procurement.


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


VI.3) Appeal procedures


VI.3.1) Body responsible for appeal procedures

  • Click ‘Address’ if applicable, and then fill out the address details
  • If you click ‘Restore the Market Court’s contact information’, the system will automatically populate the address fields with contact details of the Finnish Market Court


VI.3.2) Details of deadlines for appeal


HILMA instructions

  • The appeal must be filed with the Market Court within 14 days of the date when the tenderer received notification about the award decision concerning the competitive tendering and the grounds thereof and written instructions on how to bring the case before the Market Court.
  • Tenderers also have the opportunity to demand procurement rectification as provided under section 83 of the Act on Public Contracts in the Fields of Defence and Security.
  • The contracting entity is required to also indicate the appeal options when giving notice of its award decision.


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


VI.3.3) Entity, from which information on an appeal is available


  • Select ‘Enter the entity from which information concerning the appeal process will be available’ if applicable
    • Fill out the details of the entity



Note! The tab activates to be filled out if ‘Direct award of contract’ was chosen as the nature of procedure 



1) Justification for the choice of the negotiated procedure without prior publication of a contract notice in the OJEU in accordance with art. 28 of Directive 2009/81/EC


  • Select if applicable
    • No tenders or no suitable tenders in response to:
      • restricted procedure
      • negotiated procedure with prior call for competition (for utilities only)
      • competitive dialogue
  • All tenders submitted in reply to an open procedure, a restricted procedure or competitive dialogue were irregular or inacceptable. Only those tenderers were included in the negotiations which have satisfied the qualitative selection criteria
  • The periods for the restricted procedure and the negotiated procedure with prior publication of a contract notice are incompatible with the urgency resulting from a crisis
  • Extreme urgency brought about by events unforeseeable by the contracting authority/entity and in accordance with the strict conditions stated in the relevant Directive
  • The works/goods/services can be provided only by a particular tenderer
  • The contract concerns research and development services other than those referred to in Article 13 of Directive 2009/81/EC. (for services and supplies only)
  • The products involved are manufactured purely for the purpose of research, experiment, study or development under the conditions stated in the Directive (for supplies only)
  • Additional works/deliveries/services are ordered under the strict conditions stated in the Directive
  • For supplies quoted and purchased on a commodity market
  • For the purchase of supplies on particularly advantageous terms
  • New works/services, constituting a repetition of existing works/services and ordered in accordance with the strict conditions stated in the Directive
  • Contract related to the provision of air and maritime transport services for the armed forces of a Member State deployed or to be deployed abroad, under the strict conditions stated in the Directive


2) Other grounds for creating contract(s) without prior publication of a procurement notice in the OJEU


  • Select the other grounds for creating contract(s) without prior publication of a procurement notice in the OJEU if applicable
  • Enter the necessary additional information