P4ITS Meeting #5 Giacomo Somma Project coordinator

Welcome!

Benef. NumberShort nameFirst nameFamily name 1ERTICOGiacomoSomma 2NDRLasseStender 3ATE BiancaKapl 4ASFINAG BernhardJelinek 7CTAGJose ManuelMartinez 9VTTSatuInnamaa 10EARDAMelindaMátrai 11ITSBImadFhail 12VERONAArnaldoVecchietti 13LIST (formerly TUDOR)ChristopheFeltus 14STA LisaSilvemark 15LIGURIA SilviaRisso 16OHLC AnaPou Merina APUK HAIanChalmers Participants list Excused 5VLJozefCannaerts 6VIGOAlvaroCrespo 8FTAKariHiltunen 17TOPOSJean-PhilippeMéchin APCG38Jean-ChristopheMaisonobe

Meeting objectives and agenda

P4ITS objectives (first year) Overall project objectives Mutual learning and training Set up an external consultation process Raise awareness on PPI in C-ITS purchasers Propose key recommendations (guidelines) for PPI in C-ITS Consolidate P4ITS into a sustainable longer-term network Specific WP2 objectives (M1 – M6) Trigger the networking function Identify main specific points for discussion Agree on the planning for the first period meetings Prepare the framework for accession of new partners Specific WP3 objectives (M7 – M12) Trigger in-depth discussion on the first identified barriers Prepare first discussion paper/points Identify potential external stakeholders-speakers for consultation

P4ITS Meeting #3, Bordeaux, Main outcomes of Meeting #3: Finalised PPI flowchart including TRLs Analysed and developed key network topics Developed methods table with smaller working groups Finalised the deliverable D3.1 (submitted to the EC, to be published on P4ITS website) Meeting #3 follow-up: Meeting #4 not held (as agreed in Copenhagen / Verona) Coordinators of CHARM, SYNCRO and V-CON invited to join P4ITS as Associated Partners Proposal submitted for ITS WC 2015 (non-EU speaker missing) Thanks! First draft of the Discussion paper (D3.2) distributed to P4ITS partners Agreement on objectives of Meeting #5: Finalise the Discussion paper (D3.2), including stakeholders’ questionnaire Prepare the external consultation: organisation, stakeholders to be invited, timeline, final workshop in Vienna

Agenda of P4ITS Meeting #5 13:30Arrival of the participants 13:30 – 13:45Opening and welcome (G. Somma, ERTICO) 13:45 – 14:00 Meeting objectives and agenda Network management and status overview Outcomes first contractual review 14:00 – 15:30 Introduction of new Associated Partners Presentations (15 minutes each):  CHARM project (I. Chalmers, UK Highways Agency)  TM2.0 platform (M. Flament, ERTICO)  iMobility support (B. Kapl, AustriaTech) Questions & Answers 15:30 – 16:00Coffee break 16:00 – 18:00 Partners expectations from the external consultation (outcomes, impact, added value) Feedback to be collected on experiences, challenges / opportunities, enablers for PPI in C-ITS Preparation of the external consultation: organisation, stakeholders to be invited, timeline, final workshop in Vienna 19:30Network dinner Day 1 – Tuesday, 3 February 2015

Agenda of P4ITS Meeting #5 Day 2 – Wednesday, 4 February :00 – 12:30 (coffee break at 11:00) Feedback on the draft Discussion paper (D3.2) Preparation of questionnaire as part of D3.2 12:30 – 13:30 Lunch 13:30 – 16:30Discussion paper wrap-up and conclusion 16:30 – 17:00 Update of work plan, next steps and meetings AOB 17:00 End of the meeting

Network management status overview

Deliverables Deliverable No. Deliverable name WP No. Natur e Dissem. level Due delivery date Actual / planned submission date D1.1Network quality planWP1ReportCOM3M13 D1.2Year 1 progress reportWP1ReportPUM13M14 D1.3Year 2 progress reportWP1ReportPUM25 D1.4Final reportWP1ReportPUM30 D1.5Project factsheetWP1OtherPUM2M5 D1.6.(0 to 9)Quarterly Progress ReportWP1ReportCOM4, 7, 10, 13, 16, 19, 22, 25, 28, 30 M5, 9, 11, 13 D1.7Draft standalone webpageWP1OtherPUM2M3 D2.1Network topics description and work planWP2ReportPUM6M10 D2.2New partners application processWP2ReportPUM6M10 D3.1WP3 meetings proceedingsWP3ReportPUM12M13 D3.2Discussion paperWP3ReportPUM12M15 D4.1WP4 external meetings proceedings and feedbackWP4ReportPUM18 D4.2Updated network topics description and work planWP4ReportPUM18 D5.1WP5 meetings proceedingsWP5ReportPUM24 D6.1WP6 meetings proceedingsWP6ReportPUM30 D6.2Final guidelines/recommendationsWP6ReportPUM30 D6.3Letter of commitment for the network continuation (if agreed by the network members) WP6OtherPUM30 D7.1Communication planWP7ReportCOM7M10 D7.2Network websiteWP7ReportPUM9M3 (report M13) D7.3Network leafletWP7OtherPUM9M11 D7.4Final eventWP7OtherPUM24 D7.5Network compendiumWP7ReportPUM30 Renamed: WP2 meetings proceedings

Milestones Milestone No. Milestone name WP No. Achievement Planned date Actual date Leads to M1Project confirmed WP1Grant agreement signedM0 Start of the project Opening of WP1 and WP2 M2WP2 endWP2Agreement on key topics and work planM6M7End of WP2 Start of WP3 M3WP3 endWP3Invitation sent to external stakeholders, with the discussion paper enclosed M13M15End of WP3 Start of WP4 M4WP4 endWP4Agreement on the 2 nd analysis phase work plan M18End of WP4 Start of WP5 M5WP5 endWP5Draft guidelines internally circulatedM24End of WP5 Start of WP6 M6Network continuation WP6Go/no go decision on the continuation of the network M30Set-up of a sustainable network following the project / end of the network activities M7Project completed WP1Final review successfully passedM31Finalisation of reporting and closing

Risk management Description of possible risk Impact Probability of occurrence Remedial action Partner dropping-out Low Invitation of external stakeholders (which will happen anyway) will make up for any partner loss. It is not expected to replace a lost partner with a new contract signatory. Change of staff at one partner Medium Recommend two active participants from each partner to ensure continuity in the event of a person departing. Members of the network are not experienced enough in PPI High The requirement that named staff should have appropriate knowledge and experience has been made clear while formulating this proposal. In the event of staff changes, a replacement person with an equivalent level of knowledge will be insisted on by the project coordinator. Partners send a different member of staff to network meetings each time HighMediumMeetings planned well in advance to ensure that the right people are available. Network unable to agree on the key points for discussion HighLowEnsuring the success of WP2, i.e. agreeing to a work plan, is key to creating a common view on where the project should go. Availability of negative experiences HighMediumPossibly encourage anonymous experience of negative experiences (reported in public documents in a way which explains the problems encountered but does not allow the reader to identify the parties involved).

First Annual Review Main outcomes: Good overall progress with only small deviations Project has limited resources, but high ambitions Hope partners are able to follow up as network, beyond project duration Contract amendment needed for legal entity change of VTT and TUDOR Project indicators (DoW, pg. 18) and website statistics.to be included in D1.2 (Progress Report) Recommendations: Keep momentum, don’t loose focus / ambition Use indicators to communicate project progress (more effective message than deliverables) Provide the EC with feedback on identified PPI bottlenecks to highlight funding needs for the key areas, where action could be needed to supplement regional and national instruments The PPI flowchart should: be “open” on the upper part, the procurers side, to take into account differences connect more clearly procurement needs to TRL (well known reference), but not use MRL (not widely known) be made more clear by adding the words “new / additional” to the question on “functional demands” Address the TRL reference also in the SIS proposal

Presentations

CHARM PCP project, Ian Chalmers, UK Highways Agency TM2.0 platform, Maxime Flament, ERTICO iMobility support, Bianca Kapl, AustriaTech

External consultation & plans update

WP4: External consultation & feedback WP4 objectives (M13 - M18): Interact with external stakeholders on the network's discussion paper Collect feedback Input the consolidated feedback in the network's work plan Task Start of the external consultation Using their own involvement in different networks and partnership, the network members will spread the invitation to interact to the identified external stakeholders Interviews and/or questionnaires can be used, but a physical meeting is the main activity: –to present to external stakeholders the “Discussion paper” (D3.2) in detail –to gather external stakeholders opinion on discussion topics –to perform a reality check on the first conclusions of the network (not to convince anyone) Task Identification of potential enablers and discussion topics update Based on feedback received, identify PPI enablers remaining realistic in the scale of their potential achievement (e.g. aligning competition laws in all MS is not considered as a realistic enabler) Identify which points could be effectively addressed through a concerted approach and which will have realistically the highest impact, thus leading to update network discussion topics Prepare the planning and work plan of the second analysis phase (WP5)

Proposal from ATE (WP4 leader) 1.The first step of the external consultation will be the discussion paper; use draft paper as introduction and add a question giving an option for feedback on the written part plus the questionnaire with questions to be decied on in the Brussels Meeting. 2.This draft would be send out to the stakeholders identified asking to answer the questions and send it back by April 2015, i.e. before the stakeholders’ workshop & partners meeting in Vienna (May 2015). 3.The inputs send by external stakeholders will allow having a first analysis phase before the workshop. 4.The inputs received will be used as basis of a discussion in the stakeholder workshop (to get the feedback and opinions of them). ERTICO will elaborate these inputs and present first conclusions at the stakeholder workshop as input for discussion. 5.A second analysis phase will then take place during summer (WP5). This phase would give P4ITS partners the chance to refine the questionnaire according to the results of the consultation and the stakeholders’ workshop. During the summer, we would have more time to collect additional feedback. 6.The outcomes of the second phase will be used for D6.2 Final guidelines and recommendations.

P4ITS External Consultation Expectations: Outcomes: Level of understanding of the PPI flowchart and its concept? Any comments? Experience in PPI? Yes / No / Not heard about it. If yes, which? Different view on approaches to PPI? (open specification, market consultation, tenderers’ remuneration) Problems / barriers encountered, lessons learned? Best practice examples / recommendations? Build list of enablers for PPI. Impact: Raise awareness on PPI and different aspects / approaches Report to the EC so that barriers can be addressed by new policy instruments, PPI/PCP actions funding? Added value: Learn from real-life cases studies Share findings in final recommendations / guidelines

P4ITS External Consultation Feedback to be collected: Experiences: Not discussed Challenges / opportunities: Not discussed Enablers for PPI in C-ITS: Not discussed

P4ITS External Consultation Preparation: Organisation: Responsible: ERTICO - Host ASFINAG Management team telco: 6 March, 9:30-10:30 No phone interviews, Discussion paper (with questionnaire) sent electronically, possibly published online (e.g., surverymonkey.com) Stakeholders to be invited: Each single partner to the Discussion paper & Questionnaire to own contacts ERTICO to collect inputs and draft first feedback document Timeline: ERTICO sent D3.2 draft to partners on 6 Feb. Partners complete D3.2 draft by 13. Feb. ERTICO prepares D3.2 final version by 20 Feb. Partners approval D3.2 by 27 Feb. (and submission to EC) Publish on D3.2 website by 3 March (as MS Word or survey-monkey) All partners to send D3.2 to own contact list by 6 March Time for answers until 20 March, with extension until 27 March ERTICO to send consolidated feedback doc by 30 April Final workshop in Vienna: Possibly, two speakers from local host Possibly, speakers from questionnaires respondents Objectives of the workshop & consortium meeting in Vienna: Discuss questionnaires Analyse outcome of the workshop Update discussion points / identify enablers Plan activities until Sept. meeting

Discussion paper (D3.2) as per the DoW The Discussion paper shall: be a document ready to be published and circulated, and an invitation for external participants to interact with the network at the events planned during WP4 summarise the common understanding on key discussion topics and present some questions that the P4ITS network partners wish to discuss with external stakeholders, and mainly industry suppliers The network partners will agree on the concept of the external consultation, i.e.: what external partners to consult (industry partners, European and national competition authorities, law firms, stakeholders groups) how to organise this consultation (questionnaires, phone interviews, workshops, conference papers or special sessions)

Discussion paper (D3.2) – draft 2/2/2015 Executive Summary Introduction European legal framework PPI definitions with flowchart & TRLs P4ITS Key Network topics –PPI approaches table –C-ITS related aspects Experiences and challenges / opportunities –Country implementations / programmes / projects French case with good practice table Deloitte study Other practical examples –Plans for the future (2020 document)

Work plan update & next meetings Revision of work plan   confirmed as agreed in Meeting #2, i.e. meeting planned in Dec is cancelled Meeting #6  May 2015, Vienna, hosted by AustriaTech / ASFINAG –Workshop: 20 May 10:00-16:00 Agreed to invite external consultation participants to this meeting –Consortium meeting 21 May 9:00-17:00, 22 May 9:00-13:00 Meeting #7  Sep 2015, Helsinki, hosted by VTT  ERTICO to send doodle Meeting #8  Nov 2015, Genoa, hosted by Regione Liguria  ERTICO to send doodle Meeting #9  Feb 2016 (date, venue and host to be defined) Meeting #10  May 2016 (date, venue and host to be defined)

Webinar: Innovative Procurement of ITS Organised by: ITS Denmark & North Denmark Region Date & time: Wed., 4 or Fri., 6 March time t.b.d. Target group: Danish ITS stakeholders (but it will be in English) Presentations: –L. Stender to make a presentation on “Relevant procedures and approaches in PPI” (slides from Verona meeting in June 2014) –Presentation on the P4ITS network (10 – 15 min.): any candidate? Good opportunity: partners contribution very much appreciated –G. Somma will present P4ITS –Proposed date, time: 6 March 2015, 13:00 -14:00 CET.

Final Event: ITS WC, Bordeaux,

Horizon 2020 calls on PPI / PCP actions

MG – Facilitating market take-up of innovative transport infrastructure solutions Specific challenge: deployment of highly innovative infrastructure solutions at integrated system level Type of action: Public Procurement of Innovation (PPI) Cofund Scope: actions should lead to the improvement and capacity building in the field of public purchasing of innovative solutions in transport infrastructure leading to implementation of best available solutions on cross-border TEN-T network and other business cases representative of typical European situations. Proposals should be driven by clearly identified procurement needs of infrastructure owners (the procurers), including life-cycle and cost-benefit assessments and environmental impacts under the life-cycle perspective, and should effectively control budget across various European regions. The work should contribute to the revision / development of relevant standards and regulatory framework, and to study strategies oriented to favour the innovation in transport sector. Good practices should be made available for replication. Expected impact: serve as pilot projects; allow for a better coordinated dialogue between procurers and suppliers; contribute to competence building in the sector; build a coherent basis for progressive step changes to regulation, standardisation and public procurement practices fostering innovation and sustainability in transport infrastructure. Call funding: total budget 18,5 Million euro (1 to 5 Million euro per project, but request can be higher); 20% funding rate. Call details: one-stage proposal submission; opening ; deadline