Frequently Asked Questions

This document contains Frequently Asked Questions collected during the iProcure Security PCP Open Market Consultation (OMC), online webinar events, as well as all the questions submitted to office@iprocuresecurity.eu or the contact form on the website (https://pcp.iprocuresecurity.eu/contact/). The answers provided represent the joint position of the iProcureSecurity PCP procurers to their best knowledge at this point in time. In some cases, questions may have been merged and generalised to avoid duplications.

In order to ask a question, please contact:
office@iprocuresecurity.eu for technical problems with the tender submission or general inquiries
ipspcp-procurement@kemea-research.gr
for tender documents and tender procedures.

Your question will be collected, answered and published by the consortium in short.

Q&A Deadline!

Questions on the tender documents or the tender procedure are now closed
Questions received after the 30th of July 2022 24:00 will  not be answered.

  • iProcureSecurity PCP Technical Questions
  • 1.1 How about regulations that hinder the deployment of innovation, e.g. drones flying above habited zones?
    Drones are not a specific requirement in the PCP, but tenderers are free to suggest such elements as part of an innovative solution. It is the tenderer’s obligation to discuss the feasibility of the proposed approach and propose a solution that can be implemented (tested in phase III of the PCP) and complies with requirements imposed by national/regional laws and regulations. Please note that the feasibility of the proposed approach is expected to be one of the award criteria for the tender.
  • 1.2 Will the pilots’ proprietary Health Information System interfaces and database interfaces be accessible for suppliers to enable connection with the iProcureSecurity PCP solution?
    [ upd 06.7.2022]  The Call for Tenders (TD1) provides all the necessary information about the existing systems and standards used by the procurers in the project. Tenderers will have to make proposals in their offers as to how to ensure interoperability of their proposed solutions with those systems. Specifically for Health Information Systems of the procurers, during the PCP process (especially in Phase II), such opportunities will be explored, so that the systems are aligned. However, full HIS integration is not a primary requirement in Phase I of the project. The Tender Documents are available here https://innovationprocurement.com/tenders/7/show/pre-commercial-procurement-of-innovative-triage-management-systems-strengthening-resilience-and-interoperability-of-emergency-medical-services
  • 1.3 How will the PCP address interoperability issues?
    [ upd 06.7.2022] A system that truly has an impact on the work of the emergency teams should connect the EMS practitioners with the other stakeholders in the EMS ecosystem enabling continuous and reliable communication with the EMCC and the hospital where the casualty is going to be transferred to, as well as a quick access to the casualty’s medical history. The aforementioned necessity implies that the triage system must exchange data directly with the other information systems of the EMS organisations involved. The Call for Tender provides further details about the existing systems and standards used by the procurers in the project. Tenderers will have to make proposals in their offers as to how to ensure interoperability of their proposed solutions with those systems. The Tender Documents are available here https://innovationprocurement.com/tenders/7/show/pre-commercial-procurement-of-innovative-triage-management-systems-strengthening-resilience-and-interoperability-of-emergency-medical-services
  • 1.4 Is the creation of a database for possible solutions applications foreseen?
    [ upd 06.7.2022] During the preparation phase of the PCP, potential tenderers who have existing solutions at different stages technology readiness, which could be integrated as part of the envisaged iProcureSecurity PCP solutions, and who are looking for partnering with other organisations, are encouraged to share their solutions via the  Innovation Procurement Platform: https://pcp.iprocuresecurity.eu/procurementplatform/
  • 1.5 Will there be a system [at EKAB] that categorizes injuries?
    We would like to have a sensor located on the casualty, which, for example, will record her/his posture and, thus, categorize the casualty and his/her injuries. This would allow the rescuer to decide on the casualty status and how to proceed.
  • 1.6 Is this only about software or is a solution with a hardware component also possible?
    [ upd 06.7.2022] The technical requirements explicitly request that a hardware device (triage tag) is provided as part of the solution (either own development or use of existing devices adapted for the purpose of the project) in order to enable the monitoring of key vital parameters. The specific requirements relating to the tag are provided in the Tender Documents (TD1), e.g., requiring the tag to be of small size and be cost-effective. The Tender Documents are available here https://innovationprocurement.com/tenders/7/show/pre-commercial-procurement-of-innovative-triage-management-systems-strengthening-resilience-and-interoperability-of-emergency-medical-services
  • 1.7 Is it planned to set up a triage system backend for all countries (multiclient), in which resources can also be exchanged across countries, or one system per country?
    The minimum requirement is that a standalone solution shall be developed in each country in their official language. The envisaged solution can include a common backend infrastructure but should in this case allow countries which do not wish to participate to opt-out from this common backend.
  • 1.8 Central (simple) resource management requires that the resources are also maintained in the source systems. In the triage system, suppliers are therefore dependent on the occupancy status / OR planning being properly maintained in the hospitals. Are these partners planned to be involved in the project?
    During the PCP process (especially in Phase II), such opportunities will be explored, so that the systems are aligned with, for example, Hospital Information Systems. However, full integration is not a primary requirement in Phase I of the project.
  • 1.9 Based on which communication standard is data transfer and communication of solution planned? Will there be dedicated frequencies and bandwidths?
    [ upd 06.7.2022]  The requirements specify that the iProcureSecurity PCP solution shall operate on mobile network technology. It shall, however, be designed in a way that it can operate independently from public mobile networks which are prone to failure in case of large-scale disasters.  For example, in Germany and Austria state-owned mobile networks are in place or planned (so called “Behördenfunk”). The project will investigate how far the solution can couple with these networks and what certification requirements need to be addressed.
  • 1.10 Besides technology development, is an introduction concept and training concept also required? The "desired system" covers a wide range and thus many roles/participants
    Yes, the requirements ask for appropriate training material for EMS staff and implementation guidelines for the procuring organisations. The solution shall enable regular staff training and support the use of the solution in exercises in a dedicated “training environment” within it.
  • 1.11 Are you looking for one tool to solve all issues or multiple interlinked tools?
    The iProcureSecurity PCP project is looking for suppliers to develop a solution that meets the broader range of requirements as possible. The proposed solution shall encompass both hardware and software components. The evaluation will take into consideration that some requirements may not be fully covered. Thus, the consortium has prioritised the specifications which the proposed solution must cover.
  • 1.12 Which Technology Readiness Level (TRL) is expected for the final solution at the end of the project?
    As Phase III is called original development of limited volume of first test products, this corresponds to TRL levels around 7-9. Most PCP projects end with solutions that are tested extensively (in the case of our project due to the nature of the topics this can only be done through exercises) and are close to the market or even already available on the market at the end of the project.
  • 1.14 Will there be pilot testing in Phase III? Will the pilot take place in a real environment or in a field testing environment?
    Phase III will involve pilot testing in each procurer’s country. The solutions shall be tested in concert with the procurer’s existing systems as well as additional organisation’s systems (e.g., EMCC) in a simulated emergency exercise.
  • 1.15 What is the training module about?
    The training module is one of the key components of the iProcureSecurity PCP solution(s). Suppliers should propose a solution which includes – among others – an evaluation and training component. More information on the structure and functionalities of the evaluation and training component, are described in the Call for Tenders.
  • 1.16 Requirement 1.1.15 (Scope Document) states that triage tags can recognize voice commands. Is it aimed to develop a tag that can recognize voice commands? What is the tag expected to do with the voice command? By using a smart device instead of a tag this request can be met, but solutions may not be cost/effective if the goal is not clear. Is it a different target than the abilities that can be obtained by the operation of a mobile device with voice commands, which will be found in the healthcare personnel targeted with this item?
    [ upd 06.7.2022] Following the overall scopes of the Pre-Commercial Procurements, the iProcureSecurity PCP keeps the description of the requirements open, so that innovation and creativity from the suppliers’ side can be promoted. It is therefore up to the supplier(s) to decide how this specific requirement should fit the proposed solution, taking into account the prioritization level of each requirement.
  • 1.17 After the triage phase, a treatment phase has been defined. I understand that the treatment phase will be treated separately from repetitive triage. Does the project team have an approach to where this treatment phase will end? It will be beneficial for all supplier candidates if it is defined at which point it will be outside the scope of the project while planning the data that may be requested during the treatment phase and the methods of data collection. Transport of patients from the scene? arrival at the hospital? If necessary, different solutions will be required according to different scenarios, such as referral to a second hospital or monitoring until all treatments are completed and discharged.
    The Call for Tenders  includes an overview of the project’s scope and defines which scenarios the solution shall support.The treatment phase begins as soon as the casualty is brought to the Advanced Medical Site (after being triaged) and it applies only in case a treatment is needed. The treatment phase may continue – if needed – in the ambulance, while the casualty is being transported to the hospital. The treatment phase ends as soon as the casualty is handed over to the hospital. Scope Document Link https://pcp.iprocuresecurity.eu/wp-content/uploads/2022/02/iProcureSecurity-PCP-Scope-Document-1.0.pdf
  • 1.18 Will this be necessary for the languages of all countries within the scope of the project for the use of technologies such as natural language detection and speech to text? It will be useful for all suppliers to define whether all these languages are compulsory or partially sufficient for applications specialized in the field of health. I think it would be helpful to consider this coverage of all languages, especially considering that it can create additional problems in terms of GDPR compliance.
    See Question Nr. 1.16. It is desirable to have a solution which covers all the languages, however, it is up to the supplier(s) to decide the level of the specifications of the requirements, depending on their prioritization.
  • 1.19 How many vital sign monitoring devices and triage tags do you require for Phase II and III of testing?
    This is specified in the Call for Tenders (TD1), as part of the requirements - specifically Section 1.6.1, Requirement R.5.1.1. 
  • 1.20 Interoperability: Is it the expectation that at the end of the project that data will be exchanged (uploaded and downloaded) to 3rd party systems across the 5 organisations? If so, can the tenderer be specific as to the names of supplier, name and version of software, whether common APIs exist for data sharing and if the tenderer has data sharing agreements and acknowledgement from the 3rd parties that they are willing to cooperate in an agreed timeframe and NOT charge the supplier for its resource? Is it the expectation that the supplier will have the capacity to share information using FHIR subject to cooperation with 3rd parties at a later date? If not, will the tenderer compensate the supplier if a 3rd part fails to comply with the suppliers requirements.
    The requirements regarding ICT standards that have to be observed in the development of the solution are described in paragraph 3.4 (G) of TD1. In the Annex 4 the “Procurers IT Systems Checklist” reports the current systems used by the procurers, which are wished to be integrated as part of the iProcureSecurity PCP Solution. More technical details about the interoperability requirements of the systems currently in use (if feasible) and of the common APIs exist for data sharing, will be provided and analysed during the development of the phase I feasibility study.
  • 1.21 Page 100 of the TD1, Requirement 1.1.21 and Page 107 of the TD1 Requirement 2.1.17 Able to connect and download information from EHR Is this a realistic expectation in terms of timeframe, number of 3rd party software suppliers who may not cooperate or have a system that has an open API? What research has the procurer done regarding availability of integration, willingness and API access with 3rd party EHR providers and can we have access to that information? In the NHS this was not achieved in 15 years with £23 billion programme.
    One of the challenges of the research project objective is also to obtain interoperability with the EHR as well. More technical details about the interoperability requirements of the systems currently in use (if feasible) and of the common APIs exist for data sharing, will be provided and analysed during the development of the Phase I feasibility study. In this phase the requirements regarding ICT standards that have to be observed in the development of the solution are described in in paragraph 3.4 (G) of TD1.
  • 1.22 P115 1.7 Procurers IT System Interoperability. There are 28 different sytems listed – is it a realistic expectation to integrate with this many systems in 16 months within the budget? What research and risk assessment has been conducted to support this expectation? The list is incomplete and therefore it is impossible to make a judgement as to whether integration will be technically possible. Can you supply full details for each system including: 1. Name, version; 2. Supplier contact details; 3. API availability; 4. Interoperability standards used; 5. Level of SNOMED, HL7, etc coding; 6. XML compliant; 7. Experience of integration; 8. Discussions you have had re integration; 9. Type of hosting environment – AWS, Azure or local server
    One of the challenges of the research project objective is also to obtain interoperability with the existing IT systems as well. More technical details about the interoperability requirements of the systems currently in use (if feasible) and of the common APIs exist for data sharing, will be provided and analysed during the development of the phase 1 feasibility study. In this phase the requirements regarding ICT standards that have to be observed in the development of the solution are described in in paragraph 3.4 (G) of TD1.
  • 1.23 P1–0 Requirement 1.1.29 to 33 Is it mandatory for the triage tag to display in real time vital signs as the tag will act as a vital sign monitor and so will require separate medical device accreditation as well as requiring a power source, be prohibitively expensive in terms of supply and maintenance as well as in field distribution difficulties?
    Triage Tag Essential Information displays the colour/status of the casualty after having performed the first triage. It would be appreciated to have the following Triage Tag Extended Information: display the heart rate;  respiratory rate; display the arterial oxygen saturation; display the blood pressure. The certification of the components as Medical Devices (MD) is not required at this stage, but if the solution involves the integration and use of software / App / Devices, already on the market, which correspond to the definition of Medical Device, then they must be certified.
  • 1.24 Page 120 TD1 Legal and Regulatory Requirements. Are you expecting the solution and associated medical devices to be submitted and fully licensed in the countries before the Phase III? Have you factored in the legal and registration costs involved for each country and can you share these costs? Spain: do you have details of regional health ministry requirements? Greece, Turkey require specific registration which will take a considerable length of time (and cost) has this been factored into the Phase III timeframe as registration will not be possible until the end of phase II has been completed to allow full technical requirements to be documented.
    PCP is a pre-commercial procurement for the research and development of an integrated “non-commercial” solution; the certification of the components as Medical Devices (MD) is not required at this stage. But if the solution involves the integration and use of software / App / Devices, already on the market, which correspond to the definition of Medical Device they must be certified. Furthermore, certification as a medical device is necessary for commercial or large-scale use therefore, Bidders should consider the issue of certification as a topic of their feasibility study and business plan and therefore it is important to include it as requirements within the Call for Tenders Documents.
  • 1.25 Communication (p127): Is it an expectation that the device will transmit all data using 3/4G and not TETRA radios?
     The Tenderers are requested to offer the different communication solutions that meet this requirement: The Systems Integration (UC9) must be able to work without coverage of public networks. The use of TETRA radio transmission is a possible solution but is not mandatory.
  • 1.26 As stated in R1.1.19 Treatment - Triage Status Change: change status/colour based on vital signs, the solution should be able to change the triage colour of the victim based on the measured vital signs. However, according to the relevant literature, there is only a limited number of triage algorithms that can support automatic change of status based only on automatically measured vital signs(R 3.1.1-R3.1.8). Other frequently used triage algorithms include the evaluation of mental status which according to the Call for Tenders is to be evaluated manually. Could you please clarify if the change of status/colour should be made automatically (in case the algorithm used allows that), or semi-automatically (after manual evaluation of other, non-automatically measured, parameters)? Moreover, given the intended use of the device (having in mind also MDR), could you please clarify if there should be always a manual verification of the change in colour/status (especially if it has been fully automatically changed) or if the solution should be able to autonomously change it?
     Following the overall scopes of the Pre-Commercial Procurements, the iProcureSecurity PCP keeps the description of the requirements open, so that innovation and creativity from the suppliers’ side can be promoted. It is therefore up to the supplier(s) to decide how this specific requirement should fit the proposed solution, taking into account the prioritization level of each requirement and the current regulatory framework (MDR-Regulation (EU) 2017/745 & GDPR - Regulation (EU) 2016/679).
  • 1.27 Requirement 1.1.14 Triage Tag Basic - Voice Command - Which functionalities want to be covered with this requirement? AndWhich type of voice commands should be recognized? Is it similar to the voice command "Hey Google" available in our mobile phones?
    The Triage Tag should be able to recognise voice commands. The iProcureSecurity PCP keeps the description of the requirements open, so that innovation and creativity from the suppliers’ side can be promoted. It is therefore up to the supplier(s) to decide how this specific requirement should fit the proposed solution, taking into account the prioritization level of each requirement.
  • 1.28 Requirement 1.1.20 Treatment - Triage History Offline Mode. Here it's referred the historical triage evaluated during the MCI and not the historical EMR of the patient. Is this affirmation correct?
    Yes, it refers to the triage history during the MCI.
  • 1.29 Requirement 1.1.28 Treatment - Augment Photos with Comments. What does "highlight" mean?
    With “highlight” the consortium means “to provide” photos and comments.
  • 1.30 Requirement 1.2.13 Onsite Management - Collect/Display Information on Place. Are already identified the SoR to supply external/environmental of information or shall be responsible of the solution provider?
    The consortium leaves it up to the solution providers to include environmental information.
  • 1.31 Requirement Usability Language. Are you referring for the system to have one language available depending on the country or all languages should be available in all countries?
    The system should support the languages listed in the requirements to be available in the single countries.
  • 1.32 Call for Tenders | Annex 4| Section 1.7| p.115-119/194: “The envisaged iProcureSecurity PCP solution should consider data exchange with the systems below [Sic].” Could you please provide specific standards for those cells that are denoted as "other" in column "Interoperability Standard (NOTE)"? Could you please ensure access to IT systems for these cases that are denoted "most likely not open"?
    When "other" is entered in the Interoperability Standard cell, more details have been entered in the "Interoperability Standards (NOTE)" column. We are unable to provide further information on system interoperability at this step, more detailed clarifications will be provided during the feasibility study (Phase I). When "most likely not open" is entered in the Interoperability Standard cell, the procurer is unable to guarantee access to its IT systems, during this phase, during the feasibility study (Phase I) we will analyse the possibility of interoperability tools with the third party software provider currently in use by the procurer.
  • 1.33 Is it acceptable to provide a modular solution including 2 hardware components, that is, a vital sign tag and a separate identification tag? To our knowledge, triage experts believe that a two component solution provides more flexibility, especially with respect to the primary triage - where the vital sign tag is not needed-, and has more advantages than a one-piece solution, both cost -wise and logistics.
    Following the overall scopes of the Pre-Commercial Procurements, the iProcureSecurity PCP keeps the description of the requirements open, so that innovation and creativity from the suppliers’ side can be promoted. It is therefore up to the supplier(s) to decide how to better implement the proposed solution.
  • 1.34 Can we propose multiple solution options per requirement that will be investigated during the design phase ?
    Following the overall scopes of the Pre-Commercial Procurements, the iProcureSecurity PCP keeps the description of the requirements open, so that innovation and creativity from the suppliers’ side can be promoted. It is therefore up to the supplier(s) to decide how to better implement the proposed solution
  • 1.35 (Use Case 2) While in functional requirements the geolocation feature is not present as part of the triage tag but on the mobile phone , in the use case 2 description the geolocation feature is present on the tag ? We assume that the first option is prioritised for the final solution proposal, is this correct?
    The Geolocalisation is one of the requirements listed (see Requirement 1.1.5 “Location of casualties - Geolocation”). We leave it up to the suppliers on how to apply the geolocalisation, whether from the triage tags or in different ways
  • 1.36 (TD1) Call for Tenders. Among the specified protocols, can a solution use an EDXL-TEP (Emergency Data Exchange Language - Tracking of Emergency Patients standard ?
    The EDXL-TEP is an XML messaging standard primarily for exchange of emergency patient and tracking information from the point of patient encounter through definitive care admission or field release. Therefore the solution can use this suite of XML Messages. Moreover the PreCommercial Procurement keeps the description of the requirements open, so that innovation and creativity from the suppliers’ side can be promoted. It is therefore up to the supplier(s) to decide how to better implement the proposed solution
  • 1.37 (Use Case 7). You mention that the Vehicle and Resource Management (UC7) must exchange information on number and type of hospitals available ( and free ICU beds) should this be communicated with EDXL-HAVE (HAVE) ?
    The EDXL-HAVE is an XML messaging standard primarily for exchange of emergency patients. Therefore the solution can use this suite of XML Messages. Moreover the PreCommercial Procurement keeps the description of the requirements open, so that innovation and creativity from the suppliers’ side can be promoted. It is therefore up to the supplier(s) to decide how to better implement the proposed solution
  • 1.38 Requirement 1.2.42 | p.104/194. It is noted that this requirement relates to UC1. However, in p.185/194, this issue is reported as a KEY FUNCTIONALITY 3 of UC6. Please clarify which is the related use case for the specific requirement.
    R 1.2.42 refers to the capacity of creating digitalised  “customizable initial MCI assessments (example METHANE Assessment)”, which should support the first responders in giving a first assessment of the MCI. It is therefore related to the UC1 for what concerns the “customisation” (KEY FUNCTIONALITY “The Central Information System (UC1) must allow customisation of main components (for example triage algorithm, initial assessment, guidance cards and checklists, user roles, terminology etc.”). It is also related to UC6, as it will be the duty of the Category C to fill and complete the Initial MCI Assessment, as part of the Operation Site Management activities. 
  • 1.39 With regards to the R 3.1.3, the Airway condition is reported by the user not by the vital signs monitoring device (triage tag)? Please confirm.
    The R3.1.3 is one of the (Desirably) automatically measured vital parameters. It is therefore desirable to have this parameter measured automatically, via triage tag or also in different ways. We leave this decision up to the suppliers.
  • 1.40 With regards to the requirement R 3.1.4, the casualty radial pulse is required to be measured directly by the vital signs device or it can be deduced using other measured parameters? Please explain.
    Similarly to question 1.39, also the R3.1.4 is one of the (Desirably) automatically measured vital parameters. It is therefore desirable to have this parameter measured automatically, via triage tag or also in different ways. We leave this decision up to the suppliers.
  • 1.41 Since the data can be saved in the mobile phone, why is the casualty profile expected to be saved on the triage tag?
    The casualties have to carry the most important information on themselves, so that the EMS have direct, quick, and easy access to the information. In case they need more information, they will consult the casualty profiles.
  • 1.42 Should the voice Command functionality be present on tag? Can we put it on the mobile phone device? What are the commands that the device should respond to?
    R 1.1.14 - Triage Tags - Basics - Voice Commands is thought to be part of the Triage Tag, as specified in the requirements. However, the Pre-Commercial Procurements want to foster innovation and the creativity of the suppliers. We therefore, may support alternative solutions as well.
  • 1.43 With regards to the requirement R2.1.10 , what does it mean to have an integrated communication system for emergency management ? Separate LAN ? please explain
    R 2.1.10 Interoperability - Data Sharing EMS - have an integrated communication system for emergency management. It means to allow an easy, smooth, reliable and continuous communication system among the EMS and so provide a reliable platform for emergency communications between different EMS actors ,  to create an effective integration of emergency   IT systems. We leave it up to the suppliers to decide which kind of systems.
  • 1.44 "With regards requirement Tender call| p.100/194| Requirement R1.1.21: be able to automatically determine the casualties’ vital signs (see List of Parameters R 3.1.1 to R 3.1.15). Question: Given that only R 3.1.1. up to 3.1.8 require (desirably) automatic measurement of related parameters, is the aforementioned statement correct?"
    The description refers to all the vital parameters, automatically or manually measured. Additionally, in order to foster innovation, we leave it up to the suppliers to decide on the proposed solutions.
  • 1.45 "With regards requirement Tender call| p.100/194| Requirement R 1.2.42: allow customizable initial MCI assessments (example METHANE Assessment). Question: Is that right? In the Tender call, it is reported that this is a Key Functionality of UC6 and not UC1 (Key Functionality 3, p. 185)."
    See answer to question 1.38. R 1.2.42 refers to the capacity of creating digitalised  “customizable initial MCI assessments (example METHANE Assessment)”, which should support the first responders in giving a first assessment of the MCI. It is therefore related to the UC1 for what concerns the “customisation” (KEY FUNCTIONALITY “The Central Information System (UC1) must allow customisation of main components (for example triage algorithm, initial assessment, guidance cards and checklists, user roles, terminology etc.”). It is also related to UC6, as it will be the duty of the Category C to fill and complete the Initial MCI Assessment, as part of the Operation Site Management activities.
  • 1.46 For estimating the project financials and understanding the scale of the pilots could you provide us how many triage tag devices are required the tenderers to provide per each phase and pilot?
    See answer to Question 1.19. This is specified in the Call for Tenders (TD1), as part of the requirements - specifically Section 1.6.1, Requirement R.5.1.1. 
  • 1.47 How long is the triage tag expected to last (What is the expected duration of the complete cycle of operations)?
    On this point it is necessary to provide maximum flexibility, not knowing the duration of the management process of a different type of Mass Casualty Incident. We let the suppliers decide the proposed solutions and it will be an evaluation topic during the feasibility study (Phase I).
  • 1.48 Should the solution provide a Computer Aided Dispatch Component?
    This could be a good component of the solution, but it is not mandatory, the PreCommercial Procurement keeps the requirements description open in order to foster innovation and creativity from suppliers. It is therefore up to the suppliers to decide how to best implement the proposed solution
  • 1.49 "With regards requirement R1.1.34-R1.1.50 Casualty profile. Can you confirm if it is required to save casualty profile data on the triage tag? "
    Yes, we confirm it. Casualty Profile Information indicates additional information through the interface of the device that reads/writes data on the triage tag.
  • 1.50 What is the extent (area) of the disaster site that the solution needs to cover?
    On this point it is necessary to provide maximum flexibility, not knowing the area of a specific Mass Casualty Incident. We let the suppliers decide the proposed solutions and it will be an evaluation topic during the feasibility study (Phase I)
  • Call for Tenders & Tender Documents Questions
  • 2.1 When will the Call for Tenders be published and what is the deadline for submitting offers?
    [ upd 06.7.2022] The Call for Tenders has been officially launched on the 15th of June 2022 and will run until the 31st of August 2022 - 12:00 p.m. CEST. The Contract Notice can be found here: https://ted.europa.eu/udl?uri=TED:NOTICE:321835-2022:TEXT:EN:HTML.  The submission procedure runs through the Innovation Procurement Platform only: https://innovationprocurement.com/
  • 2.2 Shall there be any kind of pre-financing?
    No, pre-financing is envisaged in the PCP mechanism, but more milestones could be defined on order to couple financing to specific outputs.
  • 2.3 Can a contractor of a public buyer who is dealing with a patient management project participate in the tender or does something limit the contractor?
    Generally in pre-commercial procurements, participation in the tendering procedure is open on equal terms to all types of operators from any country, regardless of their geographic location, size or governance structure. The iProcureSecurity PCP will adhere to these principles.
  • 2.4 Is the formation of a consortium foreseen in all phases and is it a continuous condition in all phases?
    [ upd 06.7.2022] In general, in case of joint tenders there can be no change in the composition of a group that tendered at the beginning of the PCP procedure in the later PCP phases. Exceptions may be applied, in which case they are clearly detailed in the iProcureSecurity PCP Call for Tender. The Tender Documents are available here https://innovationprocurement.com/tenders/7/show/pre-commercial-procurement-of-innovative-triage-management-systems-strengthening-resilience-and-interoperability-of-emergency-medical-services
  • 2.5 Are international consortia permitted?
    See also Q 2.4. In addition to that, there are some requirements for PCPs related to the place of performance of the R&D services. At least 50% of the total value of activities covered by the framework agreement must be performed in the EU Member States or H2020 associated countries. The principal R&D staff working on the PCP must be located in the EU Member States or H2020 associated countries.
  • 2.6 Could you please explain the VAT?
    [ upd 06.7.2022] Suppliers from EU: Invoicing without VAT using the reverse charge procedure. Suppliers from third countries: VAT is calculated and reported by KEMEA (Lead Procurer, based in Greece). If the supplier upon import is obliged to report VAT according to the rules of the home country and the invoice contains VAT, that VAT is non-deductible in Greece. Instead, VAT amount is to be considered as a cost of the service. Tenderers to calculate if their net amount + VAT is still under or equal to the ceiling amount, and not higher. More details on the VAT is included in the tender documents. The Tender Documents are available here https://innovationprocurement.com/tenders/7/show/pre-commercial-procurement-of-innovative-triage-management-systems-strengthening-resilience-and-interoperability-of-emergency-medical-services
  • 2.7 By when will Tenderers receive the tender evaluation result?
    [ upd 06.7.2022]  The deadline for receiving the evaluation result is specified in the Tender Document 1 (TD1). It is foreseen by the 23rd of September 2022. The Tender Documents are available here https://innovationprocurement.com/tenders/7/show/pre-commercial-procurement-of-innovative-triage-management-systems-strengthening-resilience-and-interoperability-of-emergency-medical-services
  • 2.8 In order to be able to answer correctly and consistently to the various phases of the process what kind of information about the specific content of the expected solution will be available since phase 0?
    Since phase 0 a set of Use Cases and Process Models, and a document of Requirements will be available and published in the tender call.
  • 2.9 Are there any evaluation criteria that favour European consortia?
    See question ID 2.5. Participation in the tendering procedure will be open on equal terms to all types of operators from any country, regardless of their geographic location, size or governance structure.
  • 2.10 Can non-profit organisations take part in the tender process?
    Participation in the tendering procedure will be open on equal terms to all types of operators from any country, regardless of their geographic location, size or governance structure.
  • 2.11 If a company comes up with a working tool in the meantime, will you still finish the project?
    We hope to attract the organisations active in the area and working on solutions and give them the opportunity and funding to help us. Besides, even if a company comes up with the ideal solution in parallel, work will still be needed to integrate it into the systems and environment of all procurers. The project will be carried out until its end with the best offers selected.
  • 2.12 What will be the evaluation criteria of the PCP applications?
    [ upd 06.7.2022]  The consortium is currently developing the evaluation criteria for Tenders. Information on the type and weighting of criteria are available on the Tender Document 1 (TD1) sections 3.2-3.4. Note that the evaluation will favour quality and is most likely to be a ratio of quality (80%) over price (20%).
  • 2.13 Is it determined according to which criteria the first 6 supplier groups to be selected to participate in the first step of the project will be selected? Would it be appropriate to dwell on designs that would satisfy all requests in the broadest sense or would suggest cost-effective but relatively limited solutions?
    It is up to the tenderers to decide on the approach that they believe will be successful in the tender procedure. The Buyers Group has defined requirements they believe are necessary for a comprehensive solution. The weighted award criteria, which will be used in the tender documents, will reflect that through a points system, with minimum thresholds for different award criteria. Only the most economically advantageous tenders will be selected based on the available budget, i.e. those that score the highest points based on quality and price offers following the quality-price formula provided in the OMC consultations. All the specifics in regard to the selection and award criteria are specifically outlined in the Call for Tenders.
  • 2.14 (TD1) What kind of signature is required for the documents? Digital signature for the electronic submission and hand signature for the cover letter that must be sent by post?
    No signature is required for the documents submitted on the Innovation Procurement Platform. For the cover letter that must be sent by post, the hand signature is accepted.
  • 2.15 (TD1) Payment terms seem to favour Primes rather than SMEs - in Phase 2 the delay in payment may result in 300k delay and in Phase 3 up to 800k before first payments are received especially as decision making process will lead to 30-day delay followed by 30-day payment terms. Would it not be more reasonable in view of the small numbers of contractors to do monthly payments based on deliverables/milestones being met as in other EU Funded Programmes?
    There is no provision to amend, modify or in any way change the terms and conditions of the Call for Tenders. Since it is a public procurement process and the Call for Tender has been already published, all provisions will remain valid until the end of the whole process, i.e. until the end of the end of Phase III.
  • 2.16 (TD1) When it comes to ethics, will any recruitment of volunteers for the pilots will be covered by the buyers group?
    The Call for Tenders lists the specific ethics requirements which must be respected by the suppliers. They must be used as guidelines for ethics compliance. Since the Buyers Group does not know at this point how the solutions will look like, and which ethics issues should be addressed, suppliers are requested to explain their ethics strategy.
  • 2.17 (TD1) What is the Documents limit / pages for Envelope B?
    As stated in the TD1 - Call for Tenders - the limit for the technical offer is 50 pages, with font size 11 and page margin 15.
  • 2.18 (TD2) Ethics Committee approval can be problematic as each Ethic Committee is idiosyncratic by its nature that can cause delays due to resubmissions. A 4-month turnaround is not uncommon and so may place significant risk including financial to the progress of the project. Do you have any thoughts on mitigation/compensation for such a delay across 5 organisations?
    This and other risks should be taken into account both by the suppliers (e.g. see Tender Document 2 (TD2) Section 3 on risk assessment) and by the procurers during the PCP. Mitigation actions will be discussed and agreed with the participating suppliers based on remedies that are common sense for projects of this type
  • 2.19 (TD1 & TD3) Can you please explain again the content of the financial offer and more in detail the financial compensation valuing the benefits and risks.
    In the template provided for the financial offer (TD 3), you are requested to provide binding unit prices per each unit price for Phase I, and then an estimation of prices for Phase II and Phase III. Moreover, on the virtual and actual price, what is expected from you is to offer price taking into account that the IPR is remaining to the contractor and also, the virtual price must be aligned with what would be the price if IPR would not remain to the contractor.
  • 2.20 (TD1) What level of interoperability with the 5 organisations 3rd party IT solutions do you require? There are 24 separate software systems – full integration will require APIs, data sharing agreements, agreed 3rd party cooperation and resources all of which will be difficult to achieve in an 8 month project.
    The interoperability requirements are also specified in the Call for Tender TD1. The interoperability concept must be sound, as the procurers are looking for a system which can be also connected to other software in the future. From our end, it is important that the solutions provided are sustainable, open and flexible.
  • 2.21 Can you explain what is understood by "Place of Performance"?
    The place where the R&D services will take place. The place of performance conditions require selected contractors to locate a specific part of the R&D activities for the contract, including in particular the principal researcher(s) working for the PCP contract, in Europe. In particular:
    • At least 50% of the total value of activities covered by each Specific Contract for PCP Phase 1 and 2 must be performed in the EU Member States or in H2020 associated countries. The principal R&D staff working on each specific contract must be located in the EU Member States or H2020 associated countries.
    • At least 50% of the total value of activities covered by the Framework Agreement (i.e., the total value of the activities covered by Phase 1 + the total value of the activities covered by Phase 2 + the total value of the activities covered by Phase 3) must be performed in the EU Member States or H2020 associated countries. The principal R&D staff working on the PCP must be located in the EU Member States or H2020 associated countries
  • 2.22 (TD1 & TD9) Can you explain what is meant by ' transfer of IPR to the procurer" ?
    With “IPR”, the consortium refers to the IPR generated within the iProcureSecurity PCP project. The IPR will be generated during the project R&D activities, and the generated IPR will remain to the contractors, and not go to the procurers.  The Buyers’ Group has the right to require the contractors to transfer ownership of the IPRs back to the Buyers’ Group if the contractors fail to comply with their obligation to commercially exploit the results  or use the results to the detriment of the public interest (including safety and security interests).
  • 2.23 (TD1 & TD6) Can you confirm that a subcontractor is a different entity from a consortium member?
    Yes, the subcontractor is another entity. This can be checked also in the Tender Documents. Tenders can be submitted either by single entities, or by joint tenders, and within this, subcontractors are also foreseen.
  • 2.24 (TD1) We would like to know if the participation in the tender is allowed by a consortium (Joint Tenders) where some partners (companies) are part (as subsidiary companies) of the same industrial group.
    There is not such a limitation. The answer is yes.
  • 2.25 (TD1 & TD3) Can the financial compensation be 0?
    The financial compensation provisions can be found in the financial compensation dedicated section, in paragraph 4.5 of the Call for Tender (TD1). Suppliers are expected to submit an absolute value for the price reduction between the price offers compared to the exclusive development price. There is no limitation on the amount. The financial compensation for IPRs must reflect the market value of the benefits received (i.e., the opportunity that the IPRs offer for commercial exploitation) and the risks assumed by the contractor (e.g. the cost of maintaining IPRs and bringing the products onto the market).
  • 2.26 (TD1 & TD4 & TD7) In case of a consortium (Joint Tenders) answering the call, have the following documents to be provided by each partner of the consortium (excluding the sub-contractors) or only by the lead tenderer/contractor?
    In case of a consortium, the TD4 and TD7 all members of the consortium must fill and submit the documents.
  • 2.27 (TD1) Is there any additional point if the offers are presented by a consortium or a public administration, like a university? Or from several countries?
    No, there are no additional points if the offer is presented by a consortium, public administration or involving several countries.
  • 2.28 (TD1) TD1 mentions that: "The legal capacity and the representation of the Tenderer, all the members of the Consortium (if applicable), Subcontractors (if applicable) and Third Parties (if applicable) shall be proved by filling, signing – by duly authorized person – and submitting the Legal Capacity of the Tenderer Statement (TD7)". By duly authorized person means that we must provide additionally a proof of evidence regarding the person that will sign the legal capacity? If yes, could you guide us on what exactly could this proof be? Perhaps an official decision by the Directors Board that confirm this specific pers’n’s identity and role?
    Any document proving that the person signing has the power to legally bind the Tenderer. For example, you can submit a document from the chamber of commerce in which your organization registered , as long as one of the persons appearing in the document(s)  is the one signing and has the power to do so.
  • 2.29 (TD1) At the webinar it was asked about the kind of signatures (digital or by hand) and the answer was that there is no specific requirement (see Q2.14). This means that the leader can sign digitally and perhaps some of the partners could sign by hand their documents? Or shall we follow the same way all of us?
    Tenderers are free to decide the best option.
  • 2.30 (TD1) Phase II Development (p17): How many v1 prototype devices are required per each customer (5 organisations)? How long do you expect the testing of V1 and V2 devices to take with each customer?
    Phase II contractors are expected to  install and demonstrate the necessary prototype system V1 at the premises of each of the procurer. Alternatively, the developer will provide access to a lab environment in order to test the prototype by at least 10 users of each of the procurers. The protocol of testing V1 is expected to be delivered at the end of month 3 of Phase II, whereas the protocol of testing V2 is expected to be delivered at the end of month 8 of Phase II.
  • 2.31 (TD12) Deliverables D2.1 (p18): What is a EU Template (TD12)? Do you have an example?
    Tender Document 12 Contractor details and project abstracts (TD 12) is included in the Tender Documentation.
  • 2.32 (TD1) Phase III Development and Testing: How long do you wish the test period to be? Do you wish parallel testing at the 5 sites? Who will decide the "commonly agreed protocol metrics and when in order to consider resource implication’s"?
    Phase III pilot operation will start at Month 3 of Phase III and will end at Month 7 of Phase III. One of Phase III objectives is the operation to be maintained in parallel at full quality. Commonly agreed protocol implies the agreement of the parties (the LP on behalf of the Buyers Group and the contractor).
  • 2.33 (TD1) D3.1: Do you have a standard GDPR Processing Agreement in existence from the 5 organisations? If not what is the process and do you wish the successful bidders to submit one to each organisation and if so what is the maximum time for approval to avoid delay of the project?
    The GDPR Processing Agreement depends on the actual pilot situation and the solution proposed by the Contractor with a maximum of five  Agreements . Therefore, this will be finalised before the beginning of Phase III.
  • 2.34 (TD4 & TD6) Declaration of Honour Letters: Can you confirm there are 8 (A-H) Honour Letters required as p40 refers to a Financial Declaration of Honour and a Subcontractors Declaration of Honour and (p44) Declaration of Honour for Data for Evaluation: do you have templates for each letter?
    Kindly refer to Tender Document 4 Declaration of Honour (TD 4) and Tender Document 6 Subcontracting Statement (TD 6) included in the Tender Documentation.
  • 2.35 (TD1) Ethics: Do you have contact details for the 5 Countries/Organisations Ethics Committee who will provide the opinion re National Law Requirements? Such opinions can take a considerable length of time to o–tain – how long do you anticipate this process to take? Will the Tenderer take financial responsibility if the project id delayed by 3rd party inactivity despite the best efforts of the supplier?
    It is up to the contractor to explain and implement the vision and plan on executing prototype and pilot testing. See also Question 2.18 above.
  • 2.36 (TD1) Payments: We do not recognise Criminal Record of the Legal Representation Documentation – please clarify.
    The official document from the competent Judicial Authorities or equivalent, proving that the contractor, or a representative of the Contractor, or Sub- Contractor, has not  been sentenced for a criminal offence.
  • 2.37 (TD1) PhaseII and Phase III: What is the date of delivery for interim deliverables as once again you are suggesting a huge delay before any payment despite monthly milestones in the project plan? Would you not consider payment in regular tranches if monthly milestones are met?
    For the submission of deliverables, please refer to the TD 1 Call for Tenders section 2.4. For the payment schedule please refer to the TD 1 Call for Tender to section 5.3
  • 2.38 (TD1&TD4) In case of a consortium of 3 entities (no subcontracting, no third party): The TD4 "Declaration of honour": please ensure that others concerned provide a separate form. Do we have to submit three TD4 documents or only one that includes the three entities? And, who sign the document?
    You should submit one TD4 for each member of the Consortium. No signature is needed.
  • 2.39 (TD1) The "Demonstration of expertise and working experience". The suppliers have to submit evidences for: (a) CV: which CV model needs the proposal? (b) Level of insurance cover: is there a document for this topic?
    There is no specific CV template. As of the insurance, tenderers are requested to confirm that they will take the appropriate level of insurance cover in case they are successful in winning the contract.
  • 2.40 (TD5) Consortia Statement: who sign the document? All of the partners or the leader of the consortium?
    TD 5 should include data from every participating entity. Only one TD 5 is requested in case of a Consortium.  No signature is requested based on the  TD5 template.
  • 2.41 (TD7) Legal Capacity: When we read this document we detected a point of attention- please ensure that others concerned provide a separate form. Have we must submit 3 documents of TD7 or 1 that included three entities? And, Who sign the document?
    Yes. For each entity a separate form. No signature is needed.
  • 2.42 (TD8) DPI document: Tables will be completed. Who signs the document?
    The undersigned is the person representing each entity concerned. No signature is needed.
  • 2.43 (TD4) In Section 2 about demonstration of expertise and working experience. Is there a specific document to give the information?
    The Tender Document 4 should be used.
  • 2.44 (TD4) In Section 3 point 3 – we must give evidence about the staff. Is there a specific document to give the information? All these documents, are attached in a single PDF with TD4 form?
    Tender Document 4 should be used. Any other document should be merged to TD 4 form.
  • 2.45 Ιn filling the documentation for participating at tender I’ve found the wording “solution ID”. At which ID it refers? At the Grant Agreement ID?
    [upd. 28.07.202] The ID number is automatically given by the the Innovation Procurement Platform:  https://innovationprocurement.com/. The Solution ID Number can be found in the section “My Tender”, as soon as you start your submission.
  • 2.46 (TD4) Ηow to compile the document when its asked to: • Provide a description of relevant reference and /or previous projects (executed during the last 5 years) which reflect the competences and capacity in the different phases and domains of the iProcureSecurity PCP project, such as research, development, prototyping, testing and commercialisation. • Demonstrate the expertise and working experience required to undertake an innovative R&D project by providing CVs of key personnel and competences, which they consider necessary to complete the project. • Confirm the Business Continuity / Disaster Recovery / Risk Management plan which ensured that the described services will be delivered in the event of a disruption affecting their business and will ensure continuity of supply / service from critical suppliers. • Confirm that they will take the appropriate level of insurance cover in case they are successful in winning the contract. How can we insert all these informations? We have to insert all in the document TD 4 or we can provide them separately? If we’re a Consortium, every partner have to do this or we have to collect all our experiences in only one document?
    Tender Document 4 should be used. Any other document (if needed) should be merged to TD 4 form. Please ensure that the others concerned provide a separate form.
  • 2.47 (TD3) Indirect cost: In other European calls/projects, there are a part for eligible indirect costs. iProcureSecurity have got this part too? In affirmative case, What is the % for this part?
    It is a procurement and not a grant. Therefore, there is no provision on indirect cpsts.  Please refer to TD 3 Financial Offer and Cost Breakdown.
  • 2.48 (TD1) Language: There are different countries with 6 official languages, so we would like to know in which language we will obtain the documentation by the different entities?
    All communication (relating to either the tender procedure or the implementation of the Contract) must be carried out in English.
  • 2.49 (TD1) Could you confirm that being a supplier of one of the members of the Buyer's Group, providing their Computer Aided Dispatch, does not represent a conflict of interest and consequently there are no concerns to participate to the tender?
    A conflict of interest covers both personal and professional conflicts. Professional conflicts might occur in situations where the contractor’s (previous or ongoing) professional activities affect the impartial and objective evaluation of Tenders and/or implementation of the Contract. This will be assessed by the relevant Evaluation Committees.
  • 2.50 (TD4) Declaration of Honor: Concerning Section 2 and specifically the demonstration of expertise and working experience that are required when undertaking an innovative R&D project that entails relevant technology, there are 4 bullet points requesting for information and confirmations. Do we need to respond and include within the TD4 document (DoH) the relevant projects & CVs?
    Yes, you need to respond and include within the TD4 document (DoH) the relevant projects & CVs.
  • 2.51 (TD2 and TD8). TD2 “Technical Offer” states that Part 5 should include: ”A list of the pre-existing rights (background) relevant to the tenderer's proposed solution, in order to allow IPR dependencies to be assessed following the template provided in TD8”. Should the list provided in the TD8-Declaration of pre-existing rights be copied here or is something else requested? Additionally, should trade secrets be included in this list and in the TD8?
    Yes, TD 8 template should be used. Any IPR(s) including trade secrets can be included.
  • 2.52 (TD1) Call for Tenders|p.26/194. In p. 26/194 of the TD1, it is noted that contractors are notified as to whether they have completed this Phase (i.e. Phase I) satisfactorily and successfully on 26-01-2023. It is also noted that the deadline for submitting Phase II offers is on 05-01-2023. Given that the contractors are informed on a later date regarding the successful completeness of Phase I (hence, whether they are eligible for Phase II), is the deadline for submitting Phase II offers reasonable? The same question stands also for the Phase II and Phase III respective dates (p.27/194).
    According to the estimated time schedule, the launch of the Call offs (Phase 2 &3) will run in parallel with the previous Phase, in order to give more time to contractors to prepare their offers for the next Phase. However, only offers from Contractors that successfully completed Phase II/ Phase III will be eligible for Phase 2/3 respectively. 
  • 2.53 (TD7) LEGAL CAPACITY OF THE TENDERER STATEMENT | Pg 3. You ask for " The social object of the Tenderer is .. " what information do you request in this field ?
    Whether your company has set any social objectives/goals.
  • 2.54 Can a consortium member participate in more than one tender?
    Yes, a consortium member can participate in more than one tender.. However, the following exclusion clause should be taken into account: A Tenderer or Contractor can be excluded from further participation in the PCP in any of the following situations of the former or any Subcontractor or Third Party on whose resources it relies upon in this procurement [...] Where the Lead Procurer has sufficiently plausible indications to concludet hat the Tenderer has  entered into agreements with other economic operators with the intention of distorting competition.
  • 2.55 (TD4) Declaration of Honour. Since we are a consortium, not all of the partners cover by themselves all the capacities. How is it supposed to be answered? Leave it empty? Or refer to the partner of the consortium that will cover the corresponding part?
     Kindly refer to the partner of the Consortium that will cover the corresponding part.
  • 2.56 (TD2) Technical Offer mentions “weighted quality award criteria” that have to be included in the project management plan. How should those criteria be presented in the project management plan and Gantt-Chart? Especially Functional and Non-Functional Quality Criteria.
    TD2 mentions that Part 1, i.e the technical plan should clearly address all the weighted quality award criteria.
  • 2.57 (TD8) Declaration of pre-existing rights: Could you give us an example? We didn't make a consortium or have no Subcontractors and Third Parties, but we have a society, and the development belongs to 1 person of the team, we have to put that here?
    You should clearly state the list of pre-existing IPR(s) if any.
  • 2.58 Which is the email that we must use to send the document Cover letter (TD1A) with a proof of post service?
    The Cover Letter (TD 1a) should be also sent by post and should be received by no later than the 12:00     noon (CEST) on 31-8-2022. The Cover Letter should indicate that it relates to the dossier (R&D Services within the iProcureSecurity PCP Project) and be addressed to the Lead Procurer: Center for Security Studies(KEMEA), Hellenic Ministry of Interior, 4, P. Kanellopoulou str. 10177, Athens,Greece. Att to Ms Panagiota Benekou  The Cover Letter should  be delivered by one of the following ways: 
    • By hand at the official registry office of KEMEA at the above mentioned address 
    • By registered post services with shipment notice.In such case, Tenderers should inform the Contracting Authority  of the dispatch of the tender on the same day, attaching a proof of the date of shipment, which must be before the deadline for the submission of tenders. 
    The proof of the date of the shipment of the Cover Letter can be sent to the email of the Contracting Authority:  ipspcp-procurement@kemea-research.gr 
  • 2.59 We noticed inconsistencies throughout the project timeline (TD1, p. 25-28) and the deadlines for milestones and deliverables (TD1, p. 16-22) in TD1. For example the deadlines for Phase 2 protoypes V1 and V2 do not concur with the deliverable deadline in the timeline. We would like to ask to clarify that and allow us more time to plan.​
    The timeline is an estimation (p.25-28) of the overall planning. More concrete information on the indicative expected outcomes, milestones and deliverables is given in p.16 et seq.
  • 2.60 (TD2 and TD4) The Call for Tenders requests for Innovative Triage Management System operated by the end user, which will receive, process and analyse medical data. In this sense, as we refer to medical data, is the response to Part 4 question (TD2) by default "YES"?
    It is not “Yes” by default. The suppliers can also propose to make use of data, including medical ones, associated with non-real people for the testing phase. It is up to the suppliers and to the kind of solutions they propose to decide whether it will include ethical issues.
  • 2.61 (TD2 and TD4) In case the tender involves ethical issues, should the ethics self-assessment follow the HEU principles, answering all the relevant questions of the relevant guidance document (https://ec.europa.eu/info/funding-tenders/opportunities/docs/2021-2027/common/guidance/how-to-complete-your-ethics-self-assessment_en.pdf)?
    Yes, it should. You can find more information also on/off award criterion D (Compliance with Ethics Requirements).
  • 2.62 Regarding Phase III of the tender (Developing and Testing of Pilot Systems), it has not been clear to us whether the validations of the solution have to take place in all buyers locations or only in one of them.
    The Pilot will take place in each procurer country.
  • 2.63 Would it be possible to know in advance the location where validations are to be conducted?
    the location where validations are to be conducted will be decided during the feasibility study (Phase1) and will be specifically included in the Call for Tender Documents for Phase II.
  • 2.64 Is there an expected target pricing of the final solution when the solution will be ready for the market?
    This would be a topic of the business plan (that tenderers must insert in the technical envelope) that explains the proposed approach to commercially exploit the results of the PCP and to bring a viable product or service onto the market.
  • 2.65 Will the final prototype solution remain with the procurers? Will they buy it?​
    The final prototype solutions will remain at procurers, who will continue to have access on royalty free basis, for their own use. Follow-up PPI for a limited set of prototypes and/or test products developed during this PCP procurement (‘limited follow-up PPIs’) may be awarded. Follow-up PPI for a commercial volume of the innovative solutions developed in this PCP procurement will be subject to a new call for tenders. 
  • General Questions
  • 3.1 In regard to the submission platform, is there any informational material about submissions?
    [ upd 06.7.2022]  The Innovation Procurement Platform https://innovationprocurement.com/ allows the submitting of offers and the matchmaking with other suppliers. Offers can be submitted ONLY through the Innovation Procurement Platform. To have more information on how to register and on the platform, visit the following link: https://innovationprocurement.com/manual
  • 3.2 Are there databases in EKAB with patient information?
    Databases with patient information exist in the city of Thessaloniki for 14 years and in Athens for 9 years, without including photos of the victims though. GDPR issues need to be discussed in order to explore a legal basis for adding photos of the victims – not for identifying them, but for recording their injuries.
  • 3.3 What is the deadline to answer the OMC questionnaire?
    [ upd 06.7.2022]  The project consortium highly appreciates swift responses to the OMC questionnaire until mid of April. All inputs have to be internally evaluated in order to be translated into insights for the Call for Tenders.
  • 3.4 Which will be the dynamics of the matchmaking?
    A matchmaking process is facilitated via the Innovation Procurement Platform (https://innovationprocurement.com/). Suppliers can register on the platform and offer their solution(s) and expertise or request specific areas of expertise to be covered by a potential partner organisation. This way, suppliers are enabled to build strong consortia covering the wide range of topics necessary to submit a competitive Tender. The Innovation Procurement Platform will also serve as tool for submitting the proposals.
  • 3.5 What should suppliers do after having registered to the Innovation Procurement Platform and having participated to the OMC?
    [ upd 06.7.2022] After the registration to the Innovation Procurement Platform, suppliers should monitor the status of the Call for Tender. Available here. In the time period which runs from the end of the OMC and the launch of the Call for Tender, suppliers are encouraged to look for partners (if desirable), using the Innovation Procurement Platform to contact other suppliers, and to offer your solutions and/or request cooperation. As soon as the Call for Tender is published, suppliers will have at least 60 days to write a proposal (comprehensive of technical, financial and administrative documentations) as single organisation or as consortium.
  • 3.6 Does the submit tender process allow for temporary submission? Can we gradually upload all documents of the envelopes?
    You can gradually upload the TDs on the platform and click on “save”. As soon as - and only when - all the TDs are correctly uploaded, you will be able to submit the offer.
  • 1. iProcureSecurity PCP Solution - Questions

    Drones are not a specific requirement in the PCP, but tenderers are free to suggest such elements as part of an innovative solution. It is the tenderer’s obligation to discuss the feasibility of the proposed approach and propose a solution that can be implemented (tested in phase III of the PCP) and complies with requirements imposed by national/regional laws and regulations. Please note that the feasibility of the proposed approach is expected to be one of the award criteria for the tender.

    The Call for Tenders (TD1) provides all the necessary information about the existing systems and standards used by the procurers in the project. Tenderers will have to make proposals in their offers as to how to ensure interoperability of their proposed solutions with those systems. Specifically for Health Information Systems of the procurers, during the PCP process (especially in Phase II), such opportunities will be explored, so that the systems are aligned. However, full HIS integration is not a primary requirement in Phase I of the project.
    The Tender Documents are available here https://innovationprocurement.com/tenders/7/show/pre-commercial-procurement-of-innovative-triage-management-systems-strengthening-resilience-and-interoperability-of-emergency-medical-services

    A system that truly has an impact on the work of the emergency teams should connect the EMS practitioners with the other stakeholders in the EMS ecosystem enabling continuous and reliable communication with the EMCC and the hospital where the casualty is going to be transferred to, as well as a quick access to the casualty’s medical history. The aforementioned necessity implies that the triage system must exchange data directly with the other information systems of the EMS organisations involved. The Call for Tender provides further details about the existing systems and standards used by the procurers in the project. Tenderers will have to make proposals in their offers as to how to ensure interoperability of their proposed solutions with those systems.
    The Tender Documents are available here https://innovationprocurement.com/tenders/7/show/pre-commercial-procurement-of-innovative-triage-management-systems-strengthening-resilience-and-interoperability-of-emergency-medical-services

    During the preparation phase of the PCP, potential tenderers who have existing solutions at different stages technology readiness, which could be integrated as part of the envisaged iProcureSecurity PCP solutions, and who are looking for partnering with other organisations, are encouraged to share their solutions via the  Innovation Procurement Platform: https://pcp.iprocuresecurity.eu/procurementplatform/

    We would like to have a sensor located on the casualty, which, for example, will record her/his posture and, thus, categorize the casualty and his/her injuries. This would allow the rescuer to decide on the casualty status and how to proceed.

    The technical requirements explicitly request that a hardware device (triage tag) is provided as part of the solution (either own development or use of existing devices adapted for the purpose of the project) in order to enable the monitoring of key vital parameters. The specific requirements relating to the tag are provided in the Tender Documents (TD1), e.g., requiring the tag to be of small size and be cost-effective.
    The Tender Documents are available here https://innovationprocurement.com/tenders/7/show/pre-commercial-procurement-of-innovative-triage-management-systems-strengthening-resilience-and-interoperability-of-emergency-medical-services

    The minimum requirement is that a standalone solution shall be developed in each country in their official language. The envisaged solution can include a common backend infrastructure but should in this case allow countries which do not wish to participate to opt-out from this common backend.

    During the PCP process (especially in Phase II), such opportunities will be explored, so that the systems are aligned with, for example, Hospital Information Systems. However, full integration is not a primary requirement in Phase I of the project.

    The requirements specify that the iProcureSecurity PCP solution shall operate on mobile network technology. It shall, however, be designed in a way that it can operate independently from public mobile networks which are prone to failure in case of large-scale disasters.  For example, in Germany and Austria state-owned mobile networks are in place or planned (so called “Behördenfunk”). The project will investigate how far the solution can couple with these networks and what certification requirements need to be addressed.

    Yes, the requirements ask for appropriate training material for EMS staff and implementation guidelines for the procuring organisations. The solution shall enable regular staff training and support the use of the solution in exercises in a dedicated “training environment” within it.

    The iProcureSecurity PCP project is looking for suppliers to develop a solution that meets the broader range of requirements as possible. The proposed solution shall encompass both hardware and software components. The evaluation will take into consideration that some requirements may not be fully covered. Thus, the consortium has prioritised the specifications which the proposed solution must cover.

    As Phase III is called original development of limited volume of first test products, this corresponds to TRL levels around 7-9. Most PCP projects end with solutions that are tested extensively (in the case of our project due to the nature of the topics this can only be done through exercises) and are close to the market or even already available on the market at the end of the project.

    See also questions ID 1.6 and ID 1.11. The final requirements, which include criteria for hardware and software, are available on the Tender Document 1 (TD1). 

    The Tender Documents are available here https://innovationprocurement.com/tenders/7/show/pre-commercial-procurement-of-innovative-triage-management-systems-strengthening-resilience-and-interoperability-of-emergency-medical-services

    Phase III will involve pilot testing in each procurer’s country. The solutions shall be tested in concert with the procurer’s existing systems as well as additional organisation’s systems (e.g., EMCC) in a simulated emergency exercise. 

    The training module is one of the key components of the iProcureSecurity PCP solution(s). Suppliers should propose a solution which includes – among others – an evaluation and training component.

    More information on the structure and functionalities of the evaluation and training component, are described in the Call for Tenders. 

    Following the overall scopes of the Pre-Commercial Procurements, the iProcureSecurity PCP keeps the description of the requirements open, so that innovation and creativity from the suppliers’ side can be promoted. It is therefore up to the supplier(s) to decide how this specific requirement should fit the proposed solution, taking into account the prioritization level of each requirement. 

    2. Call for Tender-related questions

    The Call for Tenders has been officially launched on the 15th of June 2022 and will run until the 31st of August 2022. The Contract Notice can be found here: https://ted.europa.eu/udl?uri=TED:NOTICE:321835-2022:TEXT:EN:HTML. 
    The submission procedure runs through the Innovation Procurement Platform only: https://innovationprocurement.com/

    No, pre-financing is envisaged in the PCP mechanism, but more milestones could be defined on order to couple financing to specific outputs.

    Generally in pre-commercial procurements, participation in the tendering procedure is open on equal terms to all types of operators from any country, regardless of their geographic location, size or governance structure. The iProcureSecurity PCP will adhere to these principles.

    In general, in case of joint tenders there can be no change in the composition of a group that tendered at the beginning of the PCP procedure in the later PCP phases. Exceptions may be applied, in which case they are clearly detailed in the iProcureSecurity PCP Call for Tender.
    The Tender Documents are available here https://innovationprocurement.com/tenders/7/show/pre-commercial-procurement-of-innovative-triage-management-systems-strengthening-resilience-and-interoperability-of-emergency-medical-services

    See also Q 2.4. In addition to that, there are some requirements for PCPs related to the place of performance of the R&D services. At least 50% of the total value of activities covered by the framework agreement must be performed in the EU Member States or H2020 associated countries. The principal R&D staff working on the PCP must be located in the EU Member States or H2020 associated countries.

    Suppliers from EU: Invoicing without VAT using the reverse charge procedure.
    Suppliers from third countries: VAT is calculated and reported by KEMEA (Lead Procurer, based in Greece).
    If the supplier upon import is obliged to report VAT according to the rules of the home country and the invoice contains VAT, that VAT is non-deductible in Greece. Instead, VAT amount is to be considered as a cost of the service. Tenderers to calculate if their net amount + VAT is still under or equal to the ceiling amount, and not higher.
    More details on the VAT is included in the tender documents.
    The Tender Documents are available here https://innovationprocurement.com/tenders/7/show/pre-commercial-procurement-of-innovative-triage-management-systems-strengthening-resilience-and-interoperability-of-emergency-medical-services

    The deadline for receiving the evaluation result is specified in the Tender Document 1 (TD1). It is foreseen by the 23rd of September 2022. The Tender Documents are available here https://innovationprocurement.com/tenders/7/show/pre-commercial-procurement-of-innovative-triage-management-systems-strengthening-resilience-and-interoperability-of-emergency-medical-services

    Since phase 0 a set of Use Cases and Process Models, and a document of Requirements will be available and published in the tender call.

    See question ID 2.5. Participation in the tendering procedure will be open on equal terms to all types of operators from any country, regardless of their geographic location, size or governance structure. 

    Participation in the tendering procedure will be open on equal terms to all types of operators from any country, regardless of their geographic location, size or governance structure.

    We hope to attract the organisations active in the area and working on solutions and give them the opportunity and funding to help us. Besides, even if a company comes up with the ideal solution in parallel, work will still be needed to integrate it into the systems and environment of all procurers. The project will be carried out until its end with the best offers selected.

    The consortium is currently developing the evaluation criteria for Tenders. Information on the type and weighting of criteria are available on the Tender Document 1 (TD1) sections 3.2-3.4. Note that the evaluation will favour quality and is most likely to be a ratio of quality (80%) over price (20%).

    The Tender Documents are available here https://innovationprocurement.com/tenders/7/show/pre-commercial-procurement-of-innovative-triage-management-systems-strengthening-resilience-and-interoperability-of-emergency-medical-services”

    It is up to the tenderers to decide on the approach that they believe will be successful in the tender procedure. The Buyers Group has defined requirements they believe are necessary for a comprehensive solution. The weighted award criteria, which will be used in the tender documents, will reflect that through a points system, with minimum thresholds for different award criteria. Only the most economically advantageous tenders will be selected based on the available budget, i.e. those that score the highest points based on quality and price offers following the quality-price formula provided in the OMC consultations. 

    All the specifics in regard to the selection and award criteria are specifically outlined in the Call for Tenders.

    3.General Questions

    The Innovation Procurement Platform https://innovationprocurement.com/ allows the submitting of offers and the matchmaking with other suppliers. 
    Offers can be submitted ONLY through the Innovation Procurement Platform. 
    To have more information on how to register and on the platform, visit the following link: https://innovationprocurement.com/manual

    Databases with patient information exist in the city of Thessaloniki for 14 years and in Athens for 9 years, without including photos of the victims though. GDPR issues need to be discussed in order to explore a legal basis for adding photos of the victims – not for identifying them, but for recording their injuries.

    The project consortium highly appreciates swift responses to the OMC questionnaire until mid of April. All inputs have to be internally evaluated in order to be translated into insights for the Call for Tenders.

    A matchmaking process is facilitated via the Innovation Procurement Platform (https://innovationprocurement.com/). Suppliers can register on the platform and offer their solution(s) and expertise or request specific areas of expertise to be covered by a potential partner organisation. This way, suppliers are enabled to build strong consortia covering the wide range of topics necessary to submit a competitive Tender. The Innovation Procurement Platform will also serve as tool for submitting the proposals. 

    After the registration to the Innovation Procurement Platform, suppliers should monitor the status of the Call for Tender. Available here.
    In the time period which runs from the end of the OMC and the launch of the Call for Tender, suppliers are encouraged to look for partners (if desirable), using the Innovation Procurement Platform to contact other suppliers, and to offer your solutions and/or request cooperation.
    As soon as the Call for Tender is published, suppliers will have at least 60 days to write a proposal (comprehensive of technical, financial and administrative documentations) as single organisation or as consortium.