FAQ
Frequently asked questions
This section covers all the questions that we were asked during the OMC. It will be updated regularly with answers to your questions.
When and where should the tender be submitted? When can we expect to have a response if we are selected?
The submission date foreseen will be in April 2024 and evaluation should be finished in June 2024. Submission will be electronically via email.
When can the tender be expected to be launched?
The launch of the tender is expected between November and December 2023.
Is there any pre-financing before starting the work during each phase, or the full payment is done by the end of each Phase?
Payments vary between the phases, but there will be pre-financing.
Payments for Phase I will be at the end of the phase, Payments for Phase II are split 50 % after v1 presentations and 50% at the end of the phase, payments for Phase III will likely be bone in three instalments.
How do procurers participate in development? Can we expect assistance in advanced analysis or are they merely observers?
Our procurers will assist by providing as much information as they can, and will give feedback numerous times during the phases.
During the PCP, we are also open for feedback form procurers external to the project that might be interested to join the presentations or the Open Trial Days.
Which platform will contain all the information regarding this Call for Tender?
All information will be available on our website dynamo-pcp.eu around December.
Does the created Intellectual Property remain the property of the supplier?
Yes, IPR stays with the supplier.
Is the solution the same for all countries? Does the company/consortium have to provide a response for all geographies?
Yes, suppliers should provide a respose for all geographies.
What role can be foreseen for higher education and research institutions in the context of the design and implementation of this project?
Any role you see fit for your proposal.
Does the solution aim to operate on a pure market logic?
Yes. There currently are no reimbursement schemes or similar tools available for DYNAMO to escape pure market logic.
Will each region have a different solution?
There should be only one solution that works at all pilot sites. However, this can be done in a modular approach. This allows for flexibility in addressing site-specific needs while maintaining a consistent overarching framework.
Is the scope of the project European? Is there a survey of all the actors and existing skills?
Yes, the scope of the project is European. A set of actors will be part of the tender documents.
Phase I seems to assume the design of a new solution.
Existing solutions can contribute to the Dynamo solution, but they most likely cannot be the complete solution on their own, as the solution has to meet all the requirements to be set out in the tender documents.
Does the project always assume the design of a new solution, or can existing solutions be used as long as they meet the necessary requirements?
Existing solutions can contribute to the Dynamo solution, but they most likely cannot be the complete solution on their own, as the solution has to meet all the requirements to be set out in the tender documents.
Is the address for matchmaking available to form consortia?
The adress is https://dynamo-pcp.eu/matchmaking/
The price remains an evaluation criterion, and based on my highly relevant experience, I would encourage the procurers and the Commission to make price no longer a criterion and ONLY evaluate based on the innovation provided, all with the same/maximum budget.
Your advice aligns with our experience and we are in contact with the EC regarding this matter.
The developed solution will be validated in all pilot sites or only in specific ones?
The solution will be validated in all pilot sites, but with specific pressure scenarios that may be different at the sites.
As a PCP, is the use of existing process orchestration tools allowed?
As part of the solution, existing tools are allowed.
We have previous experience in other PCPs, and we would like to know if there will be co-design and joint work from phase 1 in this PCP.
Yes, co-design is an integral part of the solution, most of which will happen in Phases I and II.
Are the indicated budgets for each individual supplier or to be divided among the suppliers?
Do startups need to have minimum revenue/size requirements to participate?
There most likely will be no minimum revenue or size requirements in the call for tender. However it might be difficult for a start-up to fulfil all requirements as previous experience could be a criterion. In our experience, start-ups form consortia with other companies to meet all requirements.
Are the projects evaluated directly by the procurers?
The proposals are evaluated by an Evaluation Committee. Each procurer nominates candidates they see fit for the task. Those nominees may or may not be employed by the procurers.
The consortium is set in stone at the time of the offer for Phase 1, or can it be modified without excessive difficulty between one phase and the next?
The consortium partners are more or less set in stone with your offer for Phase I. However, subcontractors can be added (or removed) without excessive difficulty.
Regarding the described areas, will the calls for tender specialize them, meaning they will indicate specific deployment scenarios related to the involved sites?
Yes, that is our plan for the tender documents.
I saw several “technological” partners in the project group. How do these actors position themselves regarding the management of pre-commercial calls?
While the technical partners in Dynamo offer their support in managing the PCP, they are non-procurers and will not participate in direct decision-making activities like tender evaluations or deliverable ratings. Such decisions are the sole responsibility of the Buyers Group.
Will Dynamo cover the full costs of the suppliers during the project?
Dynamo will cover the costs up to the indicated ceilings per Phase.
The indicative ceilings per Phase and supplier are:
Phase I: €85,000
Phase II: €396,667
Phase III: €1,700,000
Would you say the solution is primarily a software tool?
Yes.
Apart from the Concept design and solution presentation, are there any other criteria that are followed in selecting the suppliers over the phases?
Yes. Quality and prior experiences are relevant, amongst others. A full set of criteria will be published in the Tender Documents, expected in late November.
Is the scope only to predict the crisis and manage it during the crisis? Or is the expectation to integrate the existing systems with the Dynamo solution for ongoing operations?
The scope encompasses predicting and managing crises while also considering the integration of existing systems with Dynamo for regular operations. Ideally, we would benefit from a dynamic, open, and integrated process that includes risk management and real-time data from sources like hospitals. However, while direct, deep integration and real-time data would be valuable, they will most likely be no strict requirements. It’s essential that Dynamo can transfer data between systems, even if it’s through methods like CSV files.
Stroke management is a high pressure scenario, in which several hospitals need to be coordinated for screening and treatment, matching the right clinical practitioners (the right clinical practitioners are only located in few hospitals). Could that be part of Dynamo?
Principally, yes, stroke poses a structural threat that demands significant coordination among stakeholders. However, we do not plan to have the Dynamo solution designed for point-of-care use. Introducing stroke as a consideration might complicate matters, potentially detracting from the tool’s intended efficiency for its primary use cases.
My understanding is that the aim is to provide tools-applications to detect “weak signals” in order to provide effective and prompt answers (in terms of pathways-processes and resources deployment).[…] Am I properly guessing the project’s goal?
YES, signals are relevant. Once a weak signal like the initial signs of a heatwave is detected, there should be established pathways or processes to manage and respond. The pathway to manage these signals is as vital as their detection.
