Shelters for schools or communities are paid for from public budgets, which means they must be purchased through Prozorro, Ukraine's electronic public procurement system. Below is the sequence of steps from identifying a need to having a shelter officially registered in the civil defence shelter fund. The type of procedure and its timeframes depend on the value and subject of the purchase — these are determined by the contracting authority's authorized person.
What rules govern the purchase
The legal basis is the Law of Ukraine "On Public Procurement." Under martial law, procurement is carried out with special provisions approved by Resolution of the Cabinet of Ministers of Ukraine No. 1178 of October 12, 2022. These provisions define when open tenders are required and when a contract can be concluded through other means.
Step 1. Define the need
- Capacity required — how many people the shelter must accommodate: students and staff, employees, or visitors.
- Location — the site, access routes, utility connections; whether the shelter will be above-ground or underground.
- Applicable standards — primary mobile shelters are certified under DSTU 9329:2025, while protective structures are designed per DBN V.2.2-5:2023 (the Ukrainian state construction code for protective structures).
For reference, here is the capacity of standard «Fortetsia» (Fortress) and «Hobbit» (Hobbit) models from the Hobbit House catalog:
| Model | Area, m² | Capacity (people) |
|---|---|---|
| Fortetsia 2.25 XL | 4.05 | 6 |
| Hobbit 2.0 (underground) | 9.27 | 12 |
| Fortetsia 3.5 2XL | 18.55 | 29 |
| Fortetsia 3.5 3XL | 35 | 50 |
| Fortetsia 4.0 (3XL) | 38.8 | 56 |
| Fortetsia 3.5 4XL | 50.4 | 78 |
| Fortetsia 6.0 (3XL) | 58.2 | 92 |
Step 2. Research the market
The contracting authority studies the solutions available on the market and their cost: manufacturer websites, certificates, completed procurements on Prozorro, and commercial offers from several suppliers. Hobbit House provides consultation on its models, but the contracting authority itself prepares the technical requirements, procurement conditions, and cost estimate.
Step 3. Prepare the procurement conditions
The contracting authority defines the subject of procurement and its code under the Common Procurement Vocabulary (DK 021:2015), along with technical and qualification requirements, evaluation criteria, and a draft contract. Ukrainian procurement law prohibits requiring a specific trademark or manufacturer: if the procurement conditions reference one, the words "or equivalent" must be included alongside it.
Step 4. Announce the procurement and select a winner
The procurement is announced on Prozorro. Participants submit their proposals through the electronic system, the contracting authority checks them for compliance with the requirements, and selects a winner based on the criteria set out in the procurement conditions. After the appeal period expires, the contract is signed.
Step 5. Delivery and installation
Delivery and installation timeframes are set out in the contract. For reference: Hobbit House installs an above-ground «Fortetsia» shelter for up to 50 people within 24 hours, with the full cycle — from delivery to handover — taking up to 7 days. For more details, see the article "How Long Does It Take to Install a Modular Shelter".
Step 6. Documentation and registration of the structure
After installation, the contracting authority receives a DSTU 9329 certificate of conformity, the manufacturer's declaration, and the structure's technical passport. These documents are submitted to the relevant authorities (typically local civil protection authorities working with the State Emergency Service of Ukraine, DSNS), who sign an inspection report. Based on the inspection results, the structure is registered in the civil defence shelter fund.
What to check in a supplier's proposal
- Certificate of conformity: number, issuing authority, validity period, and which models it covers. Hobbit House certificates were issued by the State Certification Center of DSNS (the State Emergency Service of Ukraine) — their numbers are published on the "Certificates" page.
- Warranty and service life — for Hobbit House shelters, this is 5 and 25 years respectively.
- What is included in the price: delivery, installation, site preparation, and excavation works for underground shelters.
- The manufacturer's track record — completed projects can be viewed in the "Projects" section.
Frequently Asked Questions
Does Hobbit House prepare the procurement conditions, technical specifications, or cost estimate?
No. The procurement conditions, technical requirements, and cost estimate are prepared by the contracting authority. Hobbit House participates in Prozorro tenders on general terms and provides consultation regarding its models.
Can a tender specify a particular shelter model?
Ukraine's public procurement law does not allow requiring a specific trademark or manufacturer. If the procurement conditions reference one, the words "or equivalent" must appear alongside it. It is best to describe the required characteristics instead: capacity, applicable standard, warranty, and timeframes.
How long does the procurement process take?
It depends on the type of procedure: submission and appeal timeframes are set by law and by the special wartime provisions. Installation itself for an above-ground shelter for up to 50 people takes up to 24 hours after the contract is signed.
Who installs the shelter after procurement?
The supplier, according to the terms of the contract. Hobbit House provides full turnkey installation: delivery, assembly, and, for underground shelters, excavation and waterproofing works.
What documents are needed to register a shelter in the civil defence shelter fund?
A DSTU 9329 certificate of conformity, the manufacturer's declaration, and the structure's technical passport. With these documents, the contracting authority undergoes an inspection, following which an inspection report is signed and the structure is registered in the civil defence shelter fund.
Key takeaways
- Shelters for schools or communities are purchased through Prozorro under the Law "On Public Procurement" and the special wartime provisions (Cabinet of Ministers Resolution No. 1178).
- The contracting authority determines the need, technical requirements, procurement conditions, and cost estimate. Manufacturers take part in the procurement.
- After installation, the contracting authority receives a certificate, declaration, and technical passport — with these, the shelter is registered in the civil defence shelter fund.
Have questions about Hobbit House models for your institution? Contact our engineers.