How to Find the Right CPV Code: A Comprehensive Guide

Navigating the world of public procurement can be complex, and understanding the Common Procurement Vocabulary (CPV) is crucial for both suppliers and contracting authorities. CPV codes are standardized classification codes used to describe the subject matter of public contracts. Using the correct CPV code ensures that tenders are advertised to the relevant businesses and that suppliers can easily identify opportunities that match their offerings. This comprehensive guide provides detailed steps and instructions on how to find the right CPV code for your needs.

What is the Common Procurement Vocabulary (CPV)?

The Common Procurement Vocabulary (CPV) is a system of classification for public procurement that was established by the European Union. It aims to standardize the referencing used by contracting authorities and entities to describe procurement objects. Using CPV codes allows for better transparency and efficiency in public procurement processes across different countries and sectors.

The CPV consists of a hierarchical system of codes, each representing a specific type of product, service, or work. The codes are structured in a tree-like format, with broader categories at the top and more specific subcategories further down. Each code comprises eight digits, followed by a check digit.

Why is Finding the Correct CPV Code Important?

Finding and using the correct CPV code is essential for several reasons:

• For Contracting Authorities: Using precise CPV codes ensures that tender notices reach the right suppliers, increasing the likelihood of receiving competitive and high-quality bids. It also helps in categorizing and analyzing procurement data, allowing for better strategic planning and resource allocation.
• For Suppliers: Identifying the correct CPV codes for your products or services allows you to efficiently search for relevant tender opportunities. This targeted approach saves time and resources by focusing on bids that align with your business capabilities. Correct CPV coding also improves your visibility to contracting authorities searching for suppliers in your sector.
• Compliance: In many jurisdictions, the use of CPV codes is mandatory for public procurement processes. Failure to use the correct codes can lead to non-compliance and potential legal issues.

Step-by-Step Guide to Finding the Right CPV Code

Here’s a detailed step-by-step guide to help you find the most appropriate CPV code for your specific product, service, or work:

Step 1: Understand the Nature of Your Product, Service, or Work

Before you start searching for CPV codes, take the time to clearly define what you are offering. Consider the following questions:

• What is the core function of your product or service? Is it a tangible good, a service, or a combination of both?
• What are the key features and characteristics? List the specific attributes that differentiate your offering from similar products or services.
• Who is your target audience? Understanding the intended users or beneficiaries can help narrow down the relevant categories.
• What is the purpose of the procurement? Is it for construction, maintenance, supply of goods, or provision of services?

The more detailed and precise your understanding, the easier it will be to find the matching CPV code.

Step 2: Access the CPV Nomenclature

The official CPV nomenclature is available in multiple languages and can be accessed through various online resources. Here are some key sources:

• TED (Tenders Electronic Daily): TED is the online version of the ‘Supplement to the Official Journal of the European Union’, dedicated to European public procurement. The TED website provides a search function for CPV codes and allows you to browse the CPV nomenclature directly.
• EU Vocabularies website: This official website by the EU provides access to the CPV nomenclature in all official EU languages. It offers a structured view of the CPV codes and allows you to download the nomenclature in various formats. You can find it by searching “EU Vocabularies” on any search engine.
• National Procurement Portals: Many countries have their own national procurement portals that provide access to the CPV nomenclature in their local language. Check the website of your country’s public procurement agency.

Example: In the UK, you can find information about CPV codes on the government’s website related to public sector procurement. In the US, resources about similar classification systems (though not directly CPV) can be found through federal procurement websites.

Step 3: Start with Broad Categories

Begin your search by exploring the broader categories within the CPV nomenclature. The CPV is structured hierarchically, so starting with a general category can help you narrow down your options. The first two digits of the CPV code represent the main division. Here are some examples of main divisions:

• 03: Agricultural, farming, fishing, forestry and related products
• 09: Petroleum products, fuel, electricity and other sources of energy
• 14: Mining, basic metals and related products
• 15: Food, beverages, tobacco and related products
• 18: Clothing, footwear, luggage articles and accessories
• 22: Printed matter and related products
• 30: Office and computing machinery, equipment and supplies except furniture and software packages
• 31: Electrical machinery, apparatus, equipment and consumables; lighting
• 32: Radio, television, communication, telecommunication and related equipment
• 33: Medical equipment, pharmaceuticals and personal care products
• 34: Transportation equipment and auxiliary products to transportation
• 35: Security, fire-fighting, police and defence equipment
• 37: Games, toys and amusement and sports equipment
• 38: Laboratory, optical and precision equipments (excl. glasses)
• 39: Furniture (including office furniture), furnishings, domestic appliances (excl. lighting) and cleaning products
• 41: Collected and purified water
• 42: Industrial machinery
• 43: Mining, quarrying, construction and civil engineering machinery and equipment
• 44: Structures and construction materials; auxiliary products to construction
• 45: Construction work
• 48: Software package and information systems
• 50: Repair, maintenance and installation services
• 51: Installation services (except software)
• 55: Hotel, restaurant and retail trade services
• 60: Transport services (excl. Waste transport)
• 63: Complementary transport services; travel agency, tour operator and tourist assistance services
• 64: Post and telecommunications services
• 65: Public utilities
• 66: Financial and insurance services
• 70: Real estate services
• 71: Architectural, construction, engineering and inspection services
• 72: IT services: consulting, software development, Internet and support
• 73: Research and development services and related consultancy services
• 75: Public administration, defence and social security services
• 76: Services related to the petroleum and gas industry
• 77: Agricultural, forestry, horticultural, aquacultural and apicultural services
• 79: Business services: law, marketing, consulting, recruitment, printing and security
• 80: Education and training services
• 85: Health and social work services
• 90: Sewage, refuse, cleaning and environmental services
• 92: Recreational, cultural and sporting services
• 98: Other community, social and personal services

For example, if you are offering software development services, you might start by exploring the division related to “IT services: consulting, software development, Internet and support” (72).

Step 4: Drill Down to Specific Subcategories

Once you have identified a relevant main division, drill down into the subcategories to find a more specific match. Each subsequent digit in the CPV code adds more detail and narrows the scope.

Example: Continuing with the software development example (main division 72), you might find the following subcategories:

• 72200000-7: Software programming and consultancy services
• 72210000-3: Programming services of packaged software
• 72211000-0: Programming services of systems and user software
• 72212000-7: Programming services of application software
• 72220000-9: Systems and technical consultancy services

Carefully review the descriptions of each subcategory to determine which best reflects the nature of your offering. Consider the specific technologies, methodologies, and industries involved.

Step 5: Use Keywords and Search Functions

Most CPV nomenclature resources offer search functions that allow you to search for codes using keywords. Use relevant keywords related to your product, service, or work to find potential matches. Experiment with different search terms and combinations to broaden your search.

Example: If you are offering “mobile app development” services, you might search for keywords such as “mobile,” “app,” “application,” “software development,” and “programming.”

Pay close attention to the search results and review the descriptions of the codes that appear. Eliminate any codes that are clearly irrelevant and focus on the ones that seem most promising.

Step 6: Read the Explanatory Notes (If Available)

Some CPV nomenclature resources provide explanatory notes that offer additional guidance on the scope and application of specific codes. These notes can help you clarify any ambiguities and ensure that you are selecting the correct code.

Look for explanatory notes on the official EU Vocabularies website or in the documentation provided by your national procurement portal.

Step 7: Consider Multiple CPV Codes

In some cases, a single CPV code may not fully capture the scope of your offering. If you are providing a combination of products or services, or if your offering spans multiple categories, consider using multiple CPV codes.

Example: If you are providing both software development and IT consulting services, you might use separate CPV codes for each aspect of your offering. The primary CPV code should represent the main focus of the procurement, while secondary CPV codes can be used to describe any related or ancillary components.

When using multiple CPV codes, ensure that each code is relevant and accurately reflects a distinct aspect of your offering.

Step 8: Consult with Experts or Procurement Professionals

If you are still unsure about which CPV code to use, consider consulting with experts or procurement professionals. They can provide guidance based on their knowledge of the CPV nomenclature and their experience with public procurement processes.

Contact your local chamber of commerce, industry association, or procurement advisory service for assistance. You can also reach out to the contracting authority issuing the tender for clarification.

Step 9: Verify the Code with the Contracting Authority (If Possible)

If you are responding to a specific tender, it is always a good idea to verify the CPV code with the contracting authority. This will ensure that you are using the correct code and that your bid is properly categorized.

Contact the contracting authority’s procurement department and ask for confirmation of the CPV code. Provide a clear description of your offering and explain why you believe the code is appropriate.

Tips for Accurate CPV Code Selection

Here are some additional tips to help you select the most accurate CPV code:

• Stay up-to-date: The CPV nomenclature is periodically updated to reflect changes in technology, industry practices, and market trends. Make sure you are using the latest version of the CPV nomenclature.
• Be specific: Choose the most specific CPV code that accurately describes your offering. Avoid using overly broad or general codes, as this can reduce the visibility of your bid.
• Consider the context: Take into account the specific requirements of the procurement and the intended use of the product or service. This can help you narrow down your options and choose the most relevant code.
• Document your selection: Keep a record of the CPV codes you have used and the reasons for your selection. This will help you track your procurement activities and ensure consistency in your bidding process.

Common Mistakes to Avoid

Here are some common mistakes to avoid when selecting CPV codes:

• Using outdated codes: Using outdated CPV codes can lead to inaccurate categorization and reduced visibility. Always use the latest version of the CPV nomenclature.
• Using overly broad codes: Using overly broad codes can result in your bid being overlooked by contracting authorities searching for specific solutions. Choose the most specific code that accurately describes your offering.
• Misinterpreting code descriptions: Carefully read and understand the descriptions of each CPV code before making a selection. Misinterpreting the descriptions can lead to incorrect categorization.
• Ignoring explanatory notes: Explanatory notes provide valuable guidance on the scope and application of specific codes. Ignoring these notes can lead to errors in your selection.
• Failing to verify the code: Always verify the CPV code with the contracting authority before submitting your bid. This will ensure that you are using the correct code and that your bid is properly categorized.

Examples of CPV Code Application

Let’s consider some examples of how to find the right CPV code for different types of products and services:

1. Example 1: Supply of Office Furniture

   • Description: A company supplies a range of office furniture, including desks, chairs, filing cabinets, and storage units.
   • Relevant CPV Codes:
     • 39130000-2: Office furniture
     • 39110000-6: Chairs
     • 39140000-5: Storage furniture
     • 39150000-8: Miscellaneous furniture and equipment

2. Example 2: Construction of a New Hospital Wing

   • Description: A construction company is bidding on a project to build a new wing for a hospital.
   • Relevant CPV Codes:
     • 45215140-4: Hospital construction work
     • 45215100-2: Building construction work for health facilities
     • 45262600-9: Building alteration work
     • 45262300-4: Concrete work

3. Example 3: Provision of Cleaning Services

   • Description: A company provides cleaning services for commercial buildings, including offices, retail stores, and industrial facilities.
   • Relevant CPV Codes:
     • 90919200-4: Office cleaning services
     • 90911000-6: Accommodation, building or window cleaning services
     • 90910000-3: Cleaning services
     • 90919000-9: Building and window cleaning services

4. Example 4: Development of a Mobile App for Healthcare

   • Description: A software development company is creating a mobile app to allow patients to schedule appointments and manage their healthcare information.
   • Relevant CPV Codes:
     • 72212450-6: Mobile application development services
     • 72212000-7: Programming services of application software
     • 72210000-3: Programming services of packaged software
     • 48180000-4: Medical software package

Conclusion

Finding the right CPV code is essential for both contracting authorities and suppliers involved in public procurement. By following the steps outlined in this guide, you can ensure that you are using the correct codes and maximizing your chances of success in the procurement process. Remember to stay up-to-date with the latest CPV nomenclature, be specific in your code selection, and verify the code with the contracting authority whenever possible.