Conducting PCPs: in-depth example and lessons learned from an ongoing eHealth PCP

1. Conducting PCPs: in-depth example and lessons learned from an ongoing eHealth PCP Strahil Birov empirica Technology Research

2. 17 18 35 1988 Energy eSkills & Work Inclusive Society eCare & Ageing eHealth Research & Innovation Jane Doe Jane Doe Jane Doe Jane Doe Jane Doe Jane Doe • Decision Support • Management • Evaluation & Cost Benefit Analysis • RTD and documentation • Policies, Strategies, Markets • AAL • eCare service innovation • Integrating care • Impact assessment • Business models • Employment • e-Leadership • Strategies & Governance • Monitoring and forecasting • Education and training • New ways of work • eAccessibility • Social innovation • Knowledge transfer • Entrepreneurship • Business innovation • R&I systems and policy • Policies & Strategies • IT for cross-border health • eHealth interoperability • In Silico Medicine • Person-centred care • Business development • eHealth service innovation

3. Experience with public procurement • ProeHealth study (2010-12) - enhancing procurement of ICT healthcare solutions, good procurement practices on EHRs and procurement guidelines for EU countries • ProEmpower PCP (2016-20) Procuring innovative ICT for patient empowerment and self-management for type 2 diabetes mellitus (currently entering PCP phase 3) • HSMonitor PCP (awaiting results) on innovative ICT-enabled monitoring to improve health status and optimise hypertension care • Preparation of a new PCP on next generation sequencing (personalised medicine) • Collaboration partnerships with 80+ EU regions and cities as potential procurers • Key areas of expertise • overall project and procurement management, support and coordination, including full technical support to the procurers in the tendering process and the selection of procurers in each phase • Coordination of the work towards defining technical specifications • Organization of Open Market Consultations and facilitation of demand-supply dialogue • Management of dissemination, exploitation and large scale impact modeling of the PCP

4. The ProEmpower project • 3 ½ year project; 4.2 million (3 million for procurement) • Procurers from four regions in Europe who care for 12 million diabetes patients • Supported by a team of researchers, consultants and healthcare providers • Identified a number of challenges (unmet needs) in the current way diabetes care is provided in their regions • Set off to procure a continuous disease self-management solution that will make person-centred care a reality. • A market analysis showed that offer only partial solutions are on offer, with lacking integration into healthcare processes

5. Identifying unmet needs

6. Deciding what instrument to use

7. Timeline and phases Example based on the ProEmpower PCP Specifications draft Open Market Consultation Call for tender Phase 1 Solution design Phase 2 Prototype development Phase 3 Piloting & testing Specificationsdraft

8. Specifications - considerations • Procurement specifications are a must and are usually very detailed • e.g. for a procurement of construction services to build a 20km road the procurer will specify the materials to be used, the number of lanes, maximum road pressure/durability, etc. • To allow innovativeness in PCP and PPI procurement, a balanced set of specifications is required • It is recommended to involve a multi-disciplinary team comprising: • experts in the field (technical, legal, business, organisational, etc.) • end-users of the products/services to be procured • other affected stakeholders (e.g. financial partners, third parties that will be impacted by the procurement) • Approach followed in the ProEmpower PCP: a set of requirements, use cases and process models Specifications draft Open Market Consultation Call for tenders Phase 1 Solution design Phase 2 Prototype development Phase 3 Piloting & testing

9. Specifications – approach • Involve a multi-disciplinary team to inform your specifications • understand better your existing infrastructure (systems) • organisational, staff & business environment and requirements • legal and regulatory environment and requirements • Interviews with users and procurement staff are useful • Based on all the input, draft • requirements (functional, non-functional, organisational, legal and regulatory, …) • use cases to describe the expected functionalities • processmodelsto illustrate processes that have to be in place Specifications draft Open Market Consultation Call for tenders Phase 1 Solution design Phase 2 Prototype development Phase 3 Piloting & testing

10. Specifications – examples Specifications draft Open Market Consultation Call for tenders Phase 1 Solution design Phase 2 Prototype development Phase 3 Piloting & testing

11. Specifications – examples • Choose a balanced approach (not too detailed descriptions to allow for innovative ideas; describe what needs to happen, not how it should happen) Specifications draft Open Market Consultation Call for tenders Phase 1 Solution design Phase 2 Prototype development Phase 3 Piloting & testing

12. OMC - considerations • Open and inclusive dialogue between end users, buyers and suppliers • Purpose • In a systematic and equal, way make room for value adding interaction • Raise awareness about the procurement among relevant bidders • Information about the desired procurement (unmet needs, specifications), intentions of the project and PCP process • Get feedback and add new perspectives on both the process/method and content of the procurement • Validate the procurers’ analysis and assumptions Specifications draft Open Market Consultation Call for tenders Phase 1 Solution design Phase 2 Prototype development Phase 3 Piloting & testing

13. OMC - approach • Conference attendance • Direct communication • Workshops • Feedback form • Newsletters Specifications draft Open Market Consultation Call for tenders Phase 1 Solution design Phase 2 Prototype development Phase 3 Piloting & testing

14. Call for Tenders - considerations • Official launch of the PCP via a Call for Tenders • Publication in the 'Supplement to the Official Journal' of the EU if the tender volume is above certain values (check here) • A document with all the necessary information – budget, specifications, tendering rules, IPR, conditions (exclusion, selection, compliance criteria), process rules, contracting, etc. • Supporting documents: application templates, declarations • Value-based procurement is encouraged • Defining appropriate award criteria to include aspects such as qualitative, technical, sustainable, social aspects • Selecting the most economically advantageous tenders (MEAT) based on price and quality (e.g. price-quality ratio of 30/70) Specifications draft Open Market Consultation Call for tenders Phase 1 Solution design Phase 2 Prototype development Phase 3 Piloting & testing

15. Call for Tenders - approach • Application period (2 months) • Evaluation of the tenders by a multi-disciplinary team (scoring, ranking) • Award notification and feedback Specifications draft Open Market Consultation Call for tenders Phase 1 Solution design Phase 2 Prototype development Phase 3 Piloting & testing

16. Call for Tenders - examples Specifications draft Open Market Consultation Call for tenders Phase 1 Solution design Phase 2 Prototype development Phase 3 Piloting & testing

17. Phase I - considerations • Objectives • elaborate the solution design and determine the approach to be taken to develop the innovative solutions • demonstrate the technical, financial and commercial feasibility of the proposed concepts and approach to meet the procurement requirements • Approach • Suppliers use the evaluation comments to finalise their approach on paper • This phase lasted for 2 months in ProEmpower • Results • Written report and presentation • Offer for the next phase Specifications draft Open Market Consultation Call for tenders Phase 1 Solution design Phase 2 Prototype development Phase 3 Piloting & testing

18. Phase II - considerations • Objectives • Develop, demonstrate and validate prototypes in lab conditions • Development of prototype systems in two versions • Approach • Test prototypes with end users • This phase lasted for 2 months in ProEmpower • Results • Written report and presentation/demonstration on site • Offer for the next phase Specifications draft Open Market Consultation Call for tenders Phase 1 Solution design Phase 2 Prototype development Phase 3 Piloting & testing

19. Phase II - considerations • Objectives • Development of pilot systems for an extended test under real-life conditions at all procurer sites. • Pilot systems installed and tested in each pilot site • Operation maintained in parallel at full quality • Approach • Piloting of the services, provision of all necessary equipment (e.g. devices for patients) • Pilot evaluation • Results • Piloted solution • Written final report • Business offer for buying the solution (in the future) Specifications draft Open Market Consultation Call for tenders Phase 1 Solution design Phase 2 Prototype development Phase 3 Piloting & testing

20. Lessons learned so far • Unmet needs: clearly identify them and begin brainstorming ideas (draft specifications) • Specifications: start with a draft, refine during the Open Market Consultation with input from industry and academia • Aim to use a value-based approach (price & quality) when evaluating tenders • Work closely with the suppliers during the phases, try to allow for flexibility in the contracting approach • Be prepared (politically and financially) to continue with a PPI following a PCP project

21. Thank you for your attention! Strahil Birov strahil.birov@empirica.com