1. Smart@Fire Christophe Veys Project Director Smart@Fire & Procurement legal advisor Innovation Agency of Flanders (IWT) ENPROTEX 10th December 2015

2. Partners 2 5 Procurers 2 Innovation Agencies 1 University 1 Confederation 1 Notified body 1 innovation management company

3. Objectives Develop innovative Personal Protective Systems to reduce risks inherent to firefighting. Create a commonly agreed approach for pre- commercial procurement (PCP) that can be deployed and duplicated in the EU. Project duration: 01/2013 till 12/2016 3

4. 4 Public procurement Innovation Pre-commercial procurement Innovation - friendly PPI PPI-PCP- Innovation friendly

5. 5 ① Innovation-friendly procurement encourage procurers to leave room for innovation in their purchasing proces (mindset and procedural aspects) ② Public Procurement of Innovation (PPI): purchase of innovative solutions available (or partly available) on the market (new for the procurer) ③ Pre-commercial procurement is a phased approach of purchasing R&D services by procurers for the development of innovative products, services or processes (not yet available on the market) by enterprises/ research centres with as goal: To solve socio-economic challenges To improve the performance, functionality of public services Definitions

6. Risks Distance of the solutions (to be developed) to the market Innovation - friendly PPI PCP R&D Risks vs distance to market

7. Phase 3: Pre-commercial procurement Phase 3: Pre-commercial procurement Phase 2: Market consultations Phase 4: Commercial purchasing Phase 1: Needs assesment of firefighters & state-of-the-art Febrary 2013 till June 2013 PCP Smart@fire 7 September –December 2013July 2014 – December 2015Januray 2016

8. How can I increase my safety and reduce risks undertaking fire fighting and other civil protection work? Needs assessment Phase 1: Needs assesment of firefighters & state-of-the-art

9. Phase 2: Market consultations Market Consultation 9 September – November 2013 > 450 participants (enterprises/universities/procurers) attended the different market consultation sessions Feasability check & Risks assessment Summary of the findings both innovation expectations vs technological feasability. Prioritization! Preparation of the tender documents and submitted in February 2014 for approval to the EC

10. Confidential Copyright TSS Prototype priorities Added Value Risk Prototype Scope: value vs. risk LH H L DODERISK Off-the-shelf Avoid if possible Innovation potential from end-user perspective Innovation potential from technological perspective Priorities on prototype roadmap Innovative for end-user = + Significant technological risk

11. Market consultations Belgium (Brussels, 10 & 11/9/2013) Localisation systems Integration of ICT solutions in PPE France (Marseille, 17 & 18/9/2013 Data transfer & visualisation systems Integration of ICT solutions in PPE Germany (Dortmund, 1 & 2/10/2013) Sensors Integration of ICT solutions in PPE Wrap-up session (10/10/2013)

12. Overall participants per country Total number of participants: 470/170 different/18 countries

13. Phase 2: Market consultations PCP in 4 phases 13 September – October 2013

14. Pre-commercial procurement phase Phase 3: Pre-commercial procurement Phase 3: Pre-commercial procurement Stage 1 Solution Exploration Stage 2 Prototyping & Demo Stage 3 Testing first batch of complete products 14

15. Scope of the Pre- commercial tender: 15

16. Confidential Copyright TSS 6

17. State of play Tender launched in OJEU 11 June 2014 (2014/S 110- 194508) + Information day 1st of July (65) : Challenge brief Invitation to Tender Framework agreement Bids submitted in October, Award on the 26 of November 4 consortia were selected 17 Stage 1 Solution Exploration

19. Submit deliverables Solution Design & End of Phase 1: On April 30 2015, after 4 months of preparing their solution design, all 4 consortia submitted the following 4 deliverables: 1. End of Phase Report 2. Detailed solution Design 3. Request for clarification 4. List Background IPR In order to evaluate the quality of all submitted deliverables, a jury was appointed o 2 representatives of the end-users (SDIS13 – IBZ) o 1 IWT advisor o 2 independant external experts Solution Exploration Stage 1

20. The Jury Criteria evaluated the satisfactory completion The jury evaluated the deliverables in order to see if the execution of phase 1 was in line with the work submitted in the bids. Results: All four participating consortia completed their first phase in a satisfactory way. As a result, all four participating consortia received their requested payments for phase 1 1/ Applycon 2/ Texport: 3/ E-Bo enterprises: 4/ Prevent & Deloza Solution Exploration Detailed assessment of the solution design and the request for clarification were evaluated by scoring these deliverables on 4 evaluation criteria. For Successful completion of phase 1 and to obtain the access to phase 2, the following minimum scoring requirements had to be attained.  The end of phase report should be evaluated as satisfactory  The average score over all 4 criteria, taking the different weightings into account, should be min. 50%.  The contractors should score min. 60% on criteria I and criteria IV.

21. Invitation To Tender phase 2 (ITT2): Prototyping & Demonstration Based on the original Invitation to Tender (ITT 1), a new Invitation to Tender (ITT2), with specific requirements for Phase 2, was produced by IWT in cooperation with Addestino and appointed partners. A lot of efforts went to the development of a more accurate description of the Evaluation Process at the end of phase 2 and a list of expectations regarding the results to be achieved at the End of Phase 2. On May 18, 2015 all 4 consortia were invited to submit a bid for phase 2. All eligible bids had to be submitted before June 11, 2015. After evaluation 3 Tenderers with the highest ranking were selected Prototyping

22. www.smartatfire.eu Christophe Veys Project Director Smart@Fire & Procurement legal advisor