II.1) The scope of the contract

 

HILMA instructions:

Indicate the short name chosen by the contracting entity that describes the procurement as a whole. The name will be used as a search title when suppliers search for the procurements published in HILMA.

  • Enter a procurement name
  • Enter a reference number for the procurement if applicable (NOTE! This number is not the procurement identifier)

 

 

 

II.1.2) The main CPV code

 

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 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 form 
    • Select the ‘CPV supplementary codes’ following the same procedure

 

II.1.3) Type of contract

  • Select the type of contract 

 


II.1.4) Short description

* This section is not included in all forms

 

HILMA instructions: 

This section is used for describing briefly and on a general level the object and main features of the procurement. More detailed descriptions of the procurement object are provided in section II.2.4.

  • Enter a short description of the procurement (max. 1000 characters)

 

 

II.1.5) Estimated total value

  • Enter the estimated total value of the procurement

 

Publish the estimated value or price range?

  • Select whether to publish the estimated value of the call for tenders
    • Yes
    • No

 

 

II.1.6) Section information

 

HILMA instructions: 

The contracting entity may decide that tenderers are allowed to submit partial tenders. This opportunity must always be indicated in the contract notice, otherwise partial tenders may not be accepted at the later stages of the procedure. If partial tenders are accepted, the contracting entity is required to fill out the information pertaining to lots in section II.2 B of the notice. Section information may be filled out in several copies. Additionally, the contracting entity is required to indicate whether the tender may pertain to only one lot / one or more lots / all lots (only select one option).

 

Select whether the contract is divided into lots:

  • Yes
    • Enter the relevant information under ‘Tenders can concern’
    • If the contract has been divided into lots, this tab does not include any further information to be filled out
    • Proceed to section II.2: SECTION: DESCRIPTION (CONTRACT DIVIDED INTO LOTS)
    • Fill out the sections that appear on the page (II.2.2 – II.2.14)
  • Contract parts and procurement object sub-areas will be linked 
    • If selected: Contract parts and the sub-areas pertaining to the procurement object criteria will be connected to one another. NOTE! If the contract has been divided into lots, when a new contract lot is added, the corresponding sub-area will be automatically created in the procurement object criteria. This, of course, works the other way round as well (new sub-area -> new contract lot). And when a contract lot or sub-area is deleted, the deletion also affects the other of the two.
    • If not selected: no connection is defined so the contract parts will not be updated to the sub-areas of the procurement object criteria

 

Tenders can concern

  • The maximum number of parts to be granted to one bidder  NOTE! This selection will not specify whether tenders within sub-areas are allowed. This selection will be made under ‘Information for the Supplier Portal - tenders within sub-areas allowed’
    • Enter the number 
  • The contracting authority reserves the right to conclude agreements, which will bring together the following components or groups of components 
    • Write a description 



II.2.2) Additional CPV code(s)

 

HILMA instructions:

  • This section can be used for indicating, in addition to the main CPV code describing the main object of the procurement indicated in section II.1.2., additional CPV codes that further specify the procurement object.
  • This section can be used for indicating additional codes that describe the procurement object in a situation where, for example, the procurement includes several different services or goods.
  • 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

 

II.2.3) Place of performance

 

HILMA instructions: 

  • From the hierarchy, select the NUTS area code (Nomenclature of Territorial Units for Statistics) that corresponds to the place of performance.
  • NUTS codes have four levels, the top level being the state level, under which the sub-levels extend up until the region level. The NUTS code should be selected on a sufficiently general level, e.g. on the - or state level. Using the NUTS codes, suppliers may filter the procurements by place of performance.
  • The place of performance can be further specified in the free-text field by, for example, indicating address details that are more specific than the region level

Click the button to display a window for selecting the main site or place of performance (NUTS code) of the procurement
 

  • Add row 
  • Enter the main site or place of performance if applicable (max. 200 characters)

 

II.2.4) Description of the procurement  

 

HILMA instructions: 

This section is used for describing the object of the procurement and the applicable minimum requirements in greater detail.

  • Enter a detailed description of the procurement (max. 4000 characters)


II.2.5) Award criteria

* This section is not included in all forms

 

HILMA instructions:

  • The contracting entity must state whether the criterion for the most economically advantageous tender guiding the contract award is the cheapest price, the lowest cost or the best price/quality ratio. The comparison criteria for the most economically advantageous tender can be stated in the contract notice or, alternatively, in the call for tenders documents, if the price is not the only comparison criterion. If the criteria are stated in the call for tenders documents, select ‘Price is not the only award criterion and all criteria are stated only in the procurement documents’. If the criteria are stated in the contract notice, select ‘Criteria below’.
  • If the best price/quality ratio is used, qualitative comparison criteria must also be stated in addition to the price or cost-based criterion. Select ‘’Quality-based’ to state the quality-based criteria. Under the Act on Public Procurement and Concession Contracts, 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.
  • If the cheapest price is used as the only comparison criterion for the most economically advantageous tender, the weighting section must be left blank. In this case, the weighting will always be automatically 100%.

 

Select the contract award criteria

  • Criteria below
  • Price is not the only award criterion and all criteria are stated only in the procurement documents
    • If you select ‘Price is not the only award criterion and all criteria are stated only in the procurement documents’, you will automatically proceed to section II.2.6)

 

Criteria below 

Specify the criteria (cost-based, price or quality-based) according to the options below:

 

1) Cost-based (as used in life cycle costs)

FIGURE: After the selection, the ‘Add row’ functionality activates. Add a row and enter the name and weighting of the criterion

 
 

2) Price

  • Specify the weighting of the price

FIGURE: If only the cheapest price is used as the award criterion, the weighting section must be left blank.

 

 

3) Quality-based (where the best price / quality ratio is used)

  • After the selection, the ‘Add row’ functionality activates
    • Enter the quality-based criterion and weighting

FIGURE: After the selection, the ‘Add row’ functionality activates. Add a row and enter the name and weighting of the criterion

 

 

 FIGURE: If price/quality ratio was used as the comparison criterion, the section should be filled out according to the example. In the example, the quality-based criterion is price 60% and quality 40%.


 

II.2.6) Estimated value

* This section is not included in all forms

  • Enter the estimated value of the procurement 
    • The currency can be changed if necessary


 

 II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

* This section is not included in all forms

 

HILMA instructions:

  • This section is used for stating the duration of the procurement contract, framework agreement or dynamic purchasing system in the case of a contract or system that is valid for a specific period of time. If the contract is subject to options or other extension or renewal possibilities, select ‘This contract is subject to renewal’, in which case the details of the renewal can be specified (e.g. in which situations the contract can be extended and for how long). 


  • Enter the details concerning the duration of the contract, framework agreement or dynamic purchasing system
    • If you select ‘This contract is subject to renewal’, you will also need to enter the requested additional information under ‘Description of renewals’



II.2.8) Qualification system validity period

* This section is not included in all forms

 

Specify the qualification system validity period

  • Start/end dates
  • Undefined

Enter additional details in the ‘Formalities related to the assessment of compliance’ field if applicable.

 


II.2.9) Information about the limits on the number of candidates to be invited (except in open procedures)

* This section is not included in all forms

 

HILMA instructions:

  • With the exception of open procedures, the contracting entity may limit the number of candidates admitted to the competitive tendering. A minimum number or, if applicable, a maximum number of candidates may be set. However, the number of candidates must be large enough to ensure competition. If a limited number of eligible candidates are chosen for competitive tendering, the contracting entity must indicate, in addition to limiting the number of candidates, any objective and non-discriminatory criteria applied in the selection of the candidates.
  • In a restricted procedure, a minimum of five candidates, and in a negotiated procedure, a minimum of three candidates must be invited to tender, unless there are fewer suitable candidates.

 

Enter the necessary information

  • Select the planned number of suppliers 
  • Minimum number 
  • Maximum number 
  • Enter a justification for why there are a limited number of selected candidates


 

II.2.10) Information about variants

* This section is not included in all forms

 

HILMA instructions: 

  • Under the Act on Public Procurement and Concession Contracts, where the criterion for the award is that of the financially most advantageous tender, the contracting authority/entity may accept alternative tenders, provided that the contract notice indicates that presentation of alternative tenders is permitted. Alternative tenders may not be accepted if the contract notice indicates that they will not be accepted. The contracting entity must state clearly enough how it wants the alternative tender to be structured. If alternative tenders are accepted, the minimum requirements applicable to the alternatives should be stated in the call for tenders documents.

 

  • Select ‘Variants will be accepted’ if applicable



II.2.11) Information about additional procurement options
* This section is not included in all forms

 

HILMA instructions: 

  • If the contracting entity declares that additional procurement options are possible, the options must be described and their preliminary schedule indicated in the sections of the form pertaining to additional procurement. Under the Act on Public Procurement and Concession Contracts, a contracting entity may make a direct procurement in cases concerning a new contract to be made with the original supplier that corresponds to the previously concluded procurement. In this case, certain additional conditions have been imposed on the direct procurement.

 

  • Select ‘Options’ if applicable  
  • When ‘Options’ is selected, a window appear below where you will need to enter the requested information 



II.2.12) Information about electronic catalogues

* This section is not included in all forms

  • Select ‘Tenders must be presented in the form of electronic catalogues or include an electronic catalogue’ if applicable



 II.2.13) Information about European Union funds


HILMA instructions: 

  • This section is used for indicating, mainly for statistical purposes, whether the procurement is related to a project or programme financed by European Union funds. A possible example would be a project that includes funds from the European Regional Development Fund or the European Social Fund. The form can be used for describing the contribution of the funds to the procurement in more specific detail. Select whether the procurement is related to a project and/or programme financed by European Union funds  

 

  • If you select ‘Yes’, enter the project name or reference in the field that appears.

 

 

II.2.14) Additional information

* This section is not included in all forms

 

  • Enter additional information related to the procurement if applicable (max. 4000 characters)