III.C.3. Tender Published and Disseminated

Estimated Execution Time

2-4 weeks

Objective

To ensure that the published tender is correctly, transparently, and widely communicated so that it reaches all relevant market players, including innovative companies and smaller providers who may not routinely follow traditional procurement channels.

The activity aims to maximise visibility and interest, attract a diverse and qualified field of applicants, reinforce clarity around deadlines and submission formats, lower participation barriers, and ensure outreach to all relevant sectors, including disruptive SMEs and cross-border suppliers.

Who is Involved

Procurers / Contracting Authorities: formally publish the tender and ensure compliance with procurement regulations.
Project Department / Innovation Unit: coordinate dissemination strategy and communication materials.
Legal and Procurement Experts: verify compliance with publication and transparency requirements.
Communication Teams (where applicable): support outreach through institutional and sectoral channels.
Supporting Entities / Knowledge Partners (consultants, clusters, innovation networks): amplify dissemination through specialised ecosystems and SME networks.

Activities / Tasks

III.C.3.1. Publish Official Tender Documents

Publish the tender in the relevant official procurement platforms (e.g. national procurement portal, TED and/or hospital/institution procurement portal where applicable).
Include a clear and accessible information regarding timelines, submission instructions, eligibility criteria and contact point for clarifications.

III.C.3.2. Develop and execute a targeted dissemination strategy

Identify relevant target audiences, including SMEs, startups, research-driven companies, and cross-border suppliers.
Create a clear communication package, that includes in plain language the following information:
- The project and buyers – objectives, countries, scope, etc.
- The challenge
- Highlight the innovation dimension and the why this is an opportunity.
- Explain well the procurement process and key features.
- Explain how to reply to the tender application.
Select dissemination channels beyond formal procurement platforms (e.g. innovation networks, clusters, professional associations, HIPAT Tender Alert tool).
Disseminate the tender through digital platforms, newsletters, institutional websites, and relevant sector networks.
Provide a single slide or flyer for mulitpliers to share.
Translate documents and information to English (beyond the procurers languages) to reach international suppliers.

III.C.3.3. Clarification management and accessibility support

Establish a structured Q&A mechanism during the submission period.
Ensure that all clarifications are documented and shared equally with all potential bidders.
Provide clear guidance on submission formats, administrative documentation, and technical requirements to lower participation barriers.
Host an optimal Info Session / Webinar to:
- Provide an overview of the tender and how to submit
- Clarify expectations and format
- Encourage questions within the legal limits
- This helps especially newcomers or non-traditional suppliers

III.C.3.4. Monitor outreach effectiveness and adjust if needed

Track participation interest (e.g. downloads, registrations, clarification requests).
Assess whether outreach has reached the intended diversity of market actors.
Reinforce dissemination actions if participation appears limited or unbalanced.

Tips / Common Pitfalls

✅ Combine formal publication with proactive innovation-focused outreach.

✅ Offer a plain-language version or flyer to lower the entry threshold

✅ Use your OMC contacts – they are already warm leads!

❌ Do not share the tender directly to a provider as this could be against the public procurement principles.

❌ Rely only on Tender Platforms and/or TED and expect everyone to find your tender.

Outcome / Deliverables

Tender published and accessible on all official platforms.
Communication materials prepared and shared.
Dissemination documented, engagement tracked, and lessons captured for future improvement.

Resources

List of Clusters & Events for market interaction Examples EU Healthcare PCP and PPI

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