NOTE! This instruction can be applied to
- EU contract notice
- EU procurement notification, utilities
- Social and other specific services – public contracts - Contract notice
- Concession notice
- Supplier register
- Utility procurement, under EU threshold value (NOTE: Notice can not be published to HILMA)
II.1) The scope of the contract
- Give the procurement a name.
- If applicable, give the procurement a reference number (note that this number is not the procurement ID)
II.1.2) The main CPV code
- Click "Select CPV code" and a selection window will appear
- Select a code by ticking the selection box
- Open code sub-levels by pressing the arrow button
- Codes that have been added to the form can be changed
- "Add an additional code" are selected in the same way
II.1.3) Type of contract
* This section is not included in all notice types.
- Select the contract type
II.1.4) Short description
* This section is not included in all notice types.
- Enter a brief description of the procurement (maximum 4000 characters)
II.1.5) Estimated total value
* This section is not included in all notice types.
- Enter the estimated total value of the procurement
II.1.6) Information on lots
* This section is not included in all notice types.
- 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
- Yes
-
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
- 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’
II.2.2) Additional CPV code(s)
- Click "Select CPV code" and a selection window will appear
- Select a code by ticking the selection box
- Open code sub-levels by pressing the arrow button
- Codes that have been added to the form can be changed
- "CPV supplementary codes" are selected in the same way
II.2.3) Place of performance
- Select the primary implementation location for the procurement (NUTS code) in the window that appears when you press the button
- Add a row
- If applicable, provide additional detail on the primary implementation location (maximum 200 characters)
II.2.4) Description of the procurement
- Enter a detailed description of the procurement (maximum 4000 characters)
II.2.5) Award Criteria
* This section is not included in all notice types.
- 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 notice types.
- Enter the estimated total 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 notice types.
- Enter the term of the contract, framework agreement or dynamic procurement system
- If you select "This contract can be extended", enter the information requested below
II.2.8) Duration of the qualification system *
* This section is not included in all notice types.
- Define the duration of the qualification system
- Start/end dates
- Indefinate duration
- Give further information to the field "Formalities necessary for evaluating if requirements are met"
II.2.9) Details on restrictions to the number of invited suppliers (except for open procedures)
* This section is not included in all notice types.
Select the planned number of suppliers
- Minimum number
- Maximum number
- Enter grounds for why there are a limited number of selected candidates
II.2.10) Information about variants
* This section is not included in all notice types.
- If applicable, select "Alternatives will be accepted"
II.2.11) Information about options
* This section is not included in all notice types.
- If applicable, select "Description of options"
- If you select " Description of options" , enter the additional information that is requested
II.2.12) Information about electronic catalogues
* This section is not included in all notice types.
- If applicable, select "Tenders must be submitted as electronic lists or must include electronic lists"
II.2.13) Information about European Union funds
* This section is not included in all notice types.
- Select whether the procurement is associated with a project and/or a programme financed by European Union funds
- If you select "Yes", you must enter the project name or reference in the field that appears
II.2.14) Additional information
- If applicable, enter additional information related to the procurement (maximum 4000 characters)