FAQ

The price for Phase I shall not exceed 85,000 Euro including all applicable taxes and duties. Pursuant to art. 72 co. 1 letter c) of Presidential Decree 633/1972, the supply will not be subject to VAT

Six tenders will be selected for Phase I.

We assume that if the DYNAMO solution can successfully be used for dynamically adapting existing care process pathways for the high-pressure scenarios proposed by the Buyers Group, it can be used for other crisis scenarios as well.

No VPN will be provided by the procurers.

There is no specific approach prescribed in the call documents. Tenderers should describe the suggested approach together with a reasoning in the proposal.

Each contractor will keep ownership of the IPRs attached to the results they generate during the PCP implementation. The tendered price is expected to take this into account. Each Contractor is therefore responsible for the management and protection of its IPRs and bears the costs associated with this. Please also see TD1 for IPR related rights of the Buyers Group.

The Declaration of Honour on On/Off award criteria (TD3b) must be provided and signed by:

• in case of single tenderer, the contractor
• in case of joint tenders, the lead contractor.

Each procurer organisation has set up a Local Modelling Group that will pilot the DYNAMO solution. As set out in the Challenge Brief (TD2), each group is to be enabled to do so through the provision of appropriate training and guidance.

During Phase I of the PCP process, it is planned to have regular online meetings. Later in Phase II when prototypes are expected to become available, there will also be onsite prototype tests to be supported by the selected consortia. During the final phase, the fully functional pilot version will be tested onsite as well.

During the pilot phase, it is not intended to simulate handling a crisis as such. The DYNAMO solution is supposed to support the procurer organisations who deliver services in their regions. They will apply the DYNAMO solution for flexibly adapting service pathways they have already in place, with a view to keeping their existing services up and running under the conditions of an assumed crisis. For piloting purposes, dedicated crisis scenarios will be developed based on which the procurement organisations will simulate the adaptation of their existing service pathways.

There is no explicit requirement to utilise AI or any other specific technology for developing the DYNAMO solution. If a tenderer proposes to utilise AI and/or any other specific technology, this should be described in the tender together with a justification.

The DYNAMO solution is not supposed to be a monitoring system that is always up-and running. If a crisis event occurs, the Local Modelling Group convenes and uses the DYNAMO solution. The Local Modelling Group may however also decide to use the DYNAMO solution to prepare for an anticipated crisis well in advance.

The DYNAMO solution is not supposed to automatically trigger the work of the Local Modelling Group. The procuring organisations may, for example, be informed by public authorities of an emerging crisis event, or they may notice an increased influx of patients into their own health and care facilities. They would then activate their Local Modelling Group. Subsequently, the group would use the DYNAMO solution for planning necessary adjustments to existing service delivery processes.

There are no specific requirements set out in the tender documents when concerning cloud providers. Tenderers should indicate any cloud providers they propose to rely upon and provide a justification in their proposal.

Compliance with the ISO 31000 standard is not included in the tender documents as a mandatory requirement. Tenderers should indicate any standards they offer to comply with and provide a justification in their proposal.

The connection to existing data systems is envisaged as a way to securely transfer data files extracted from other systems in combination with a tool allowing for the pseudonymisation of identifiers in a way that still allows for individual level linkage of different datasets where required. A future requirement will be to have a deeper interface with existing data systems for the automatic extraction of real-time data. Please see TD2 for further explanations.

There are no estimations about the volumes of data to be processed by the solution. The solution is to be used as a planning tool by a group of experts, the so-called Local Modelling Group, which will be set up at each procurer’s site. The solution is not intended to directly support service delivery to individual patients at the point of care. It is, thus, not envisaged to be used by patients and care staff outside the Local Modelling Group.

Beyond the information provided in the tender documents, there are currently no further details available on the data sets that will be made available by the procurers.

Tenderers should propose the level of depth they deem feasible and appropriate based on the information available from the tender documents.

Tenderers who do not possess a statutory registration number must specify at least their VAT identification number.

The legal capacity and the representation of the bidders shall be proved by a signed Legal Entity Form with its supporting evidence. All tenderers (including all members of the group in case of joint tender) must provide this form. The form is available here.

It is preferrable to use an electronic signature. However, it is also possible to sign documents on paper and submit a scanned version.

The offer shall be submitted only electronically.

Tenders must score above the weighted award criteria thresholds given, for each threshold. Tenders that do not reach the minimum quality thresholds will be rejected.

The contracts will be awarded to the most economically advantageous tenders, i.e., the tenders scoring above all thresholds and offering the best price-quality ratio determined in accordance with the formula below.

The price applied is to be the total offered price relating to the next specific contract (contract for each phase) in the PCP. For the first tender, the price for phase I will be applied.

The maximum score for a tender is 100 points, of which 90 % correspond to the technical quality and 10 % to the financial offer, as shown in the formula above.

Should there be any doubt as to the application of any of these criteria to a tender / offer, tenderers may be requested to provide additional information.

Data from the procureres will be made available in Phase II.

CVs of key staff can be anonymised.

All high-pressure scenarios and use case descriptions included in TD2 muste be considered.

Bilateral talks are not possible during the ongoing tendering process. Another open online Q&A session is planned for 9 April. Details on technical access and the exact time will be announced shortly on the project website.

The evidence listed in Chapter 7 of TD3 must only be submitted upon request. If it will be requested, it shall be provided in English.

For details on content and format of the tender, please refer to the published tender documents. TD1 includes a table describing the content of each document that must be submitted as part of the tender.

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. Please note that there are requirements relating to the place of performance of the R&D services as well as to the share of personnel costs in R&D services. For further details on the eligibility of tenders please refer to the published tender documents, in particular TD1.

The R&D process is divided into three stages:

• Phase I: Solution design
• Phase II: Prototype development
• Phase III: Original development an testing of a limited series of products or services.

After each stage, evaluations refine the selection, focusing on solutions aligning with customer needs and value. This iterative model lets contractors refine subsequent phase proposals based on prior feedback. The incrementally enlarging contract scope across phases facilitates small and medium-sized enterprises (SMEs) participation, enabling gradual business expansion. For details on the weighting of the award criteria across the different phases please refer to the published tender documents, in particular TD1.

Each DYNAMO procurer establishes a dedicated crisis care planning group, the so called Local Modelling Group (LMG). The members of the LMG will be the users of the DYNAMO solution. They will use the solution to plan the adaptation of existing service delivery process pathways or develop new service delivery process pathways at the level of strategic service planning. The DYNAMO solution will thus not be used to support service delivery to individual patients at the point of care. During the PCP process the procurers’ LMGs will co-develop and pilot the solution in relation to selected high-pressure scenarios. All high-pressure scenarios and related use cases described in TD2 are to be adderssed.

The amount of the supply will not be subject to VAT, pursuant to art. 72 co. 1 letter c) of Presidential Decree 633/1972