Procurement

• Statement showing whether the business/entity is entered in the preliminary taxation register under the Preliminary Taxation Act and the employer register, and in the register of value added tax as liable persons under the Value Added Tax Act
• Search the company in the Business Information System to obtain the statement

• Extracts of trade and foundation registers can be obtained for example from the Virre service
• The extract from association register can be obtained from the Association Register information service

• A link to the tax debt register is in the business/entity information in the Business Information System.
• A certificate of tax payment or tax debt certificate can be obtained for example by ordering it from the OmaVero service or using the Tax Administration’s electronic form.

• The certificate can be obtained from the pension insurance company

• Statement of the collective agreement or the main terms of employment applied to the work
• The statement is for example a document signed by the business/entity itself, stating the collective agreement or the main terms of employment applied to the work

• Statement of the organisation of occupational health care
• The statement is for example a certificate signed by occupational health care on the matter

• Certificate that the business/entity has taken out the insurance referred to in the Employment Accidents Insurance Act
• The certificate can be obtained from the insurance company

The ESPD (European Single Procurement Document) is a form used to preliminarily demonstrate that you meet the tender competition’s suitability requirements. Simultaneously you declare that you do not have any mandatory exclusion grounds under the Public Procurement Act.

Fill in the form in the Tarjouspalvelu portal (in Finnish).

Remember these practices:

“Economic operator” means the tenderer, i.e. you or your business.
“Selection criteria” means suitability requirements, for example financial standing or competence.

It is asked whether you are on the official list of approved economic operators or whether you have an equivalent certificate. In Finland there are no such official lists, so you usually answer no to this.

It is also asked whether you are participating in the procurement together with others. This means a consortium. If you are making a joint tender, each participating business completes its own ESPD form.

In addition, it is asked whether you are using the resources of other businesses. This means for example subcontractors.

If you do not meet all the requirements alone, you can rely on the information of another business. For example:

• The procurement requires a turnover of €100,000
• Your turnover is €80,000
• The subcontractor’s turnover is €120,000

In this case you can use the subcontractor’s information to meet the requirement. Remember to also state the subcontractor’s information in the ESPD form.

If your tender is selected, you must submit extracts from the criminal record before the procurement decision or contract. This ensures that you or the responsible people of your business do not have any legal impediments to participating in the procurement.

Note that this refers specifically to extracts requested for the procurement procedure. Some procurements may also require other extracts, for example a criminal background check related to working with children.

Proceed as follows:

• Check the extract from the trade register (or extracts from the association or the foundation register) on who belongs to the required group of people.
• Request written consent from each person.
• Get the extracts from the criminal register from the Legal Register Centre.
• Submit the extracts securely to the city according to the instructions.

An extract from the criminal record is usually required for the following people:

• managing director and deputy managing director
• chair of the board
• people with signatory rights
• authorised signatories
• chair of the association
• sole trader
• active partners in a general partnership
• active partner in a limited partnership

In addition, an extract from the criminal record is submitted for the business or entity itself if it is a legal person.

The city checks the extracts and destroys them after inspection. Extracts are not returned.

The city is not solely responsible of tenders for all procurements. Some procurements are carried out as joint procurements involving several organisations. These tenders are managed for example by:

Joint procurements are often EU procurements. Search for these tender competitions in the HILMA notification channel.