EU contract notice, defence and security procurement – Support Portal

Procurement category *

Select the procurement category
- Construction works
- Supplies
- Service

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 as a 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

Address for additional information
- Aforementioned address (section I.1)
- Another address
  - Enter the address details in the resulting fields
The address for specifications and supplementary documents (also documents on the competitive negotiated procedure and the dynamic procurement system)
- Aforementioned address (section I.1)
- Another address
  - Enter the address details in the resulting fields
The address to which the tenders or invitations to participate are to be sent
- Electronically via
- Aforementioned address (section I.1)
- Another address
  - Enter the address details in the resulting fields
Fill out the respective name and address details

I.2) Type of the contracting authority

This section activates 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

II.1) Description

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 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.1.3) The notice is about

Select whether the notice involves the conclusion of a framework agreement
- Yes
  - Enter II.1.4 Framework agreement information

HILMA instructions

Always selected when the procurement is carried out in the form of a framework agreement. When the selection is made, an additional menu appears on the form where more specific information about the framework agreement can be given.
If several operators may be parties to a framework agreement, enter the number or maximum number of parties to a framework agreement. The number of parties to a framework agreement is binding on the contracting entity in that the contracting entity may not, for example, select several suppliers instead of the one declared supplier or, conversely, decide to only use one supplier instead of several suppliers.
The duration of the framework agreement is indicated in years or months. Under section 26 of the Act on Public Contracts in the Fields of Defence and Security, the term of the framework agreement may not exceed seven years. If necessary in view of the subject of the procurement, a framework agreement may be set up for a longer period of time in exceptional cases.
The contracting entity states the estimated value or price range of the procurements included under the framework agreement, exclusive of value-added tax, for the entire duration of the framework agreement. More specific information about the contracts included under the framework agreement can also be stated.

II.1.5) Brief description of contract or procurements *

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

II.1.6) 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.1.7) Information about subcontracting

Enter the information about subcontracting if applicable
- Applicable
- Select ‘Yes’ or ‘No’ as applicable
  - The tenderer has to indicate in the tender any share of the contract it may intend to subcontract to third parties and any proposed subcontractor *
  - The tenderer has to indicate any change occurring at the level of subcontractors during the execution of the contract *
  - The contracting authority/entity may oblige the successful tenderer to award all or certain subcontracts through the procedure set out in Title III of Directive 2009/81/EC

The successful tenderer is obliged to specify which part or parts of the contract it intends to subcontract beyond the required percentage and to indicate the subcontractors already identified
- Select ‘Yes’ or ‘No’ if applicable

II.1.8) This contract is divided into lots *

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 Annex B. Annex B 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 ‘Yes’ or ‘No’ if applicable
- Yes
  - Define the lots the tenders may pertain to

II.1.9) Variants will be accepted *

HILMA instructions

Under section 39 of the Act on Public Contracts in the Fields of Defence and Security, 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 ‘Yes’ or ‘No’ if applicable

II.2 Quantity or scope of the contract

II.2.1) Total quantity or scope

HILMA instructions

The contracting entity states the total quantity or scope of the procurement. If the procurement consists of lots or alternatives, their proportion must be taken into account in the total quantity or scope.
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. Additionally, the contracting entity must take into account the obligations concerning additional supplies pursuant to section 23 of the Act on Public Contracts in the Fields of Defence and Security.

Enter additional information about the quantity or scope of the contract if applicable (the field accommodates a maximum of 4000 characters)
Enter the estimated value or price range exclusive of value-added tax

II.2.2) The agreement is subject to additional procurement opportunities *

HILMA instructions

If the contracting entity declares that additional procurement opportunities or options are possible, the options must be described and their preliminary schedule indicated in the sections of the form pertaining to additional procurement.
Provisions on the direct award of contracts for additional supplies are set out in section 23 of the Act on Public Contracts in the Fields of Defence and Security.

Select whether or not the contract is subject to renewal
- Yes
  - Description of the additional procurement options
  - Provisional timetable for recourse to these options

II.2.3) Information about renewals

Select the information concerning the renewal of the contract if applicable
- No selection
- Yes
  - Number of possible renewals
  - or range: between
  - In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts
- No

II.3) Duration of the contract or time limit for completion

HILMA instructions

State the duration of the procurement contract in this section if known at this stage.

Enter the duration of the procurement contract or time limit for completion if applicable

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

HILMA instructions

The contracting entity must state the securities and warranties required of the candidates or tenderers for the performance of the contract, any financing conditions and payment arrangements as well as other special conditions (including conditions related to information security, security of supply and putting subcontracts out to tender).
Section III.1.3 is only to be filled out if, under section 56 of the Act on Public Contracts in the Fields of Defence and Security, the group is required to assume a specific legal form during the term of the contract for the satisfactory performance of the contract. The contracting entity may not require a group of candidates or tenderers to assume a specific legal form in order to submit a tender or a request to participate, but the group may be required to do so during the term of the contract. The contracting entity must also give due consideration to the provisions pertaining to the legal form of the candidate or tenderer set out in section 55(1) of the Act on Public Contracts in the Fields of Defence and Security.
Under section 40 of the Act on Public Contracts in the Fields of Defence and Security, special conditions may be laid down for the procurement contract. The special conditions may concern, in particular, information security, security of supply, subcontracting or environmental and social aspects. The conditions must be non-discriminatory and compatible with Community law.

III.1.1) Required securities and warranties

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

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.1.3) Legal form to be taken by the group of economic operators to whom the contract is to be awarded

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

III.1.4) Other particular conditions to which the performance of the contract is subject, in particular with regard to security of supply and security of information

HILMA instructions

Under the Act on Public Contracts in the Fields of Defence and Security, the contracting entity has the right to impose special conditions related to the execution of procurements in the sector. These include conditions related to information security (sections 41 and 54), security of supply (section 42 §) and putting subcontracts out to tender (section 62). The contracting entity is required to indicate such conditions in the contract notice or invitation to tender.

Select if applicable
- Yes
  - Enter additional information if applicable (the field accommodates a maximum of 4000 characters)

III.1.5) Information about security clearance

Select a date in the field if applicable

III.2) Participation requirements

HILMA instructions

The contract award procedures used in defence and security procurement are the restricted and negotiated procedure and, on special grounds, the competitive dialogue procedure. If the contracting entity imposes suitability requirements, they must be stated in the contract notice. Only candidates who fulfil the imposed suitability requirements can be admitted to the actual competitive tendering. The requirements and the verification of their fulfilment must relate to the tenderer's abilities to perform the contract, and they must be in proportion to the object of the contract. The contracting entity is required to list the certificates and statements that the candidates or tenderers are required to submit for the assessment of their suitability.
Additionally, provisions on mandatory and discretionary exclusion criteria are set out in sections 47 and 48 of the Act on Public Contracts in the Fields of Defence and Security, respectively. Even though the contracting entity may apply these exclusion criteria pursuant to the Act on Public Contracts in the Fields of Defence and Security without indicating them in the contract notice, it recommended that they be stated in the contract notice.
In particular, it is important to state the requirements in cases where the minimum requirements are used as objective criteria for limiting the number of candidates in the restricted procedure, negotiated procedure and competitive dialogue procedure.

III.2.1) Personal situation of economic operators, including requirements for registration in professional and trade registers

Information and formalities necessary for evaluating if the requirements are met
- Enter additional information if applicable (the field accommodates a maximum of 4000 characters)
Criteria regarding the personal situation of subcontractors (that may lead to their exclusion) including requirements relating to enrolment on professional or trade registers
- Enter additional information if applicable (the field accommodates a maximum of 4000 characters)

III.2.2) Economic and financial situation

Information and formalities necessary for evaluating if the requirements are met
- Enter additional information if applicable (the field accommodates a maximum of 4000 characters)
Potential minimum requirements
- Enter additional information if applicable (the field accommodates a maximum of 4000 characters)

Minimum level(s) of standards possibly required

Information and formalities necessary for evaluating if the requirements are met
- Enter additional information if applicable (the field accommodates a maximum of 4000 characters)
Potential minimum requirements
- Enter additional information if applicable (the field accommodates a maximum of 4000 characters)

III.2.3) Technical capacity

HILMA instructions

Provisions on the requirements related to technical capacity and professional ability which a contracting entity may impose on the candidates are set out in section 53 of the Act on Public Contracts in the Fields of Defence and Security.

Information and formalities necessary for evaluating if the requirements are met
- Enter additional information if applicable (the field accommodates a maximum of 4000 characters)
Potential minimum requirements
- Enter additional information if applicable (the field accommodates a maximum of 4000 characters)

III.2.4) Reserved contracts

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 the 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 Procurement and Concession Contracts.

Select if applicable
- The contract is restricted to supported work centres
- The execution of the contract is restricted to supported work programmes

III.3) Conditions specific to services contracts

III.3.1) Service execution is restricted to a particular profession

HILMA instructions

If the service execution has been restricted to a particular profession by way of regulations, the contracting entity is required to state it here. The laws, regulations or administrative provisions that the restriction is based on are also to be indicated in this connection.

Select if applicable
- Yes
  - Laws, regulations or administrative provisions that the restriction is based on

III.3.2) The legal persons must provide the names and professional qualifications of personnel responsible for performing the service

HILMA instructions

Under section 55 of the Act on Public Contracts in the Fields of Defence and Security, in the case of public service and public works contracts, as well as public supply contracts involving siting and installation operations, the contracting authority/entity may require candidates and tenderers to indicate in the tender or the request to participate, the names and professional qualifications of the persons responsible for carrying out the services or the work in question.

Select if applicable
- Yes
- No

IV.1) Nature of procedure

IV.1.1) Nature of procedure *

HILMA instructions

In the ‘Negotiated procedure’ section, it is possible to indicate that the candidates have already been chosen. This mainly applies to cases where no acceptable tenders were received in response to a restricted procedure.

Select the type of procedure

IV.1.2) Restrictions on the number of suppliers receiving calls for tenders or invitations to participate

HILMA instructions

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.
Under section 20 of the Act on Public Contracts in the Fields of Defence and Security, in the restricted procedure, negotiated procedure and competitive dialogue procedure, a minimum of three candidates shall be invited to tender, unless there are fewer than three suitable candidates.

Enter if applicable
- The planned number of suppliers
- The planned minimum and, where applicable, maximum
- Objective justification for why there are a limited number of selected candidates (if the minimum is filled)

IV.1.3) Reduction of number of the operators during the negotiations

Note! This becomes available for selection if negotiated procedure was selected in the procedure.

HILMA instructions

Under section 21 of the Act on Public Contracts in the Fields of Defence and Security, the negotiations may take place in successive stages, and the number of tenders to be discussed during the negotiations may be reduced by applying the award criteria.

Select ‘Yes’ or ‘No’ if applicable

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 in the specifications or in the invitation to tender or to negotiate
- 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

If, for example, a prior information notice has been published on the procurement, add the details of the Official Journal of the European Union pertaining to the prior information notice.

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

Selected whether is fee is chargeable for the documents if applicable
- Yes
  - Price
  - Terms and method of payment

IV 3.4) Time limit for receipt of tenders or requests to participate *

HILMA instructions

The contracting entity states the binding time limit by which tenders or requests to participate must reach the contracting entity. In HILMA, notices are archived on a daily basis based on the date stated in this section.

Enter the time limit for the receipt of a tender or a request to participate

IV 3.5) The day when the call for tenders or invitations to participate are sent to selected candidates

Enter the day when the call for tenders or invitations to participate are sent to selected candidates

IV.3.6) Language(s) that the tenders or requests to participate may be drawn up in

HILMA instructions

Select at least one language. The contracting entity has the right to choose the preferred language in which tenders are to be submitted. The contracting entity may also accept tenders in languages other than Finnish or Swedish.

Select the languages in which the tenders or requests to participate must be submitted

VI.1) This is a recurring procurement

Select whether or not this is a recurring procurement
- Yes
- If applicable, enter additional information on the estimated publication date of subsequent notices (not more than 4000 characters)

HILMA instructions

A free-text field where the contracting entity may add information pertaining to the procurement if applicable.

VI.3) Additional information

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

VI.4) 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.4.2) 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.4.3) 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

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