II.B.2. Proposal writing: Consortium building

Estimated Execution Time

3-5 weeks

Objective

To build a qualified, balanced, and complementary consortium that meets the EU call’s eligibility criteria, aligns on a shared project vision, and brings together committed procurers and knowledge and experienced partners covering all aspects of the innovation procurement process.

Procurers and consortiums can be further supported by experts or advisory services (such as HIPSS) that provide guidance in particular aspects or topics.

Who is Involved

Champion: has the idea, motivation, position and scientific knowledge to activate others.
Project office department/ specialist support: contact and promotes consortium formation. Assist in pre-engagement, governance, and strategy alignment.
Supporting Entities/Knowledge Partners: contribute expertise in innovation procurement, legal, technical, or strategic areas. Sometimes they contribute to engage with procurers.

Activities / Tasks

II.B.2.1. Identification of procurers and knowledge and supporting partners.

Reach out to innovation units, national reference centres, and networks of procurers.
Include experts familiar with procurement procedures, legal frameworks, and the specific unmet need.
Ensure diversity of expertise. Cover technical, legal, procurement, operational, regulatory, ethical, evaluation, and communication domains.
Define roles and responsibilities. Allocate preliminary tasks or work packages and ensure balance between procurers and supporting entities.

II.B.2.2. Secure procurers and knowledge and supporting partners.

Invite and get info from partners. Send email for invitation together with the concept note.
Conduct alignment meetings. Agree on needs, priorities, ambitions, and refine the problem definition or interest.
Collect partner information and commitments. Send template for partners info gathering including PIC number, Type or organization and description, relevant publications, previous projects participation (relevant to the topic), people involved and summary CV.
Sign proposal preparation NDA.

II.B.2.3. Compose proposal writing team.

Contribute to generate the common view around the proposal writing on behalf of the represented partner
Validate contributions from other partners on behalf of the represented partners
Write the assigned tasks into the proposal.

Tips / Common Pitfalls

✅ Clarify who acts as the consortium lead. Define early who initiates the process, coordinates first contacts, and manages follow-up with interested partners.
✅ Manage expectations from the start. Innovation procurement is complex and iterative; solutions evolve and may not be perfect.
✅ Engage procurers already active in innovation networks. They shorten onboarding and accelerate understanding of the instrument.
✅ Combine experienced and new procurers. This strengthens the ecosystem and can increase funding potential.
✅ Negotiate budget and roles early. Link financial allocation to both proposal preparation and project implementation responsibilities.
✅ Facilitate early alignment sessions. Refine the proposal and consortium composition through an iterative process.
✅ Verify credibility and past performance of new partners. Check references from previous projects or collaborations.
❌ Rush consortium formation. Quick enrolment may reduce real commitment and long-term impact.
❌ Include partners without clear roles. Every member should have a defined purpose and contribution.
❌ Commit non-experienced procurers without preparation. Their internal decision-making can be lengthy; invest time in awareness.
❌ Distribute the entire budget too early. Keep flexibility for new needs or negotiations during proposal drafting.
❌ Accept procurers with weak motivation. Participation only for funding reasons compromises project relevance and sustainability.
❌ Allocate all support roles before the buyers’ group is complete. Some procurers may request their own trusted support entities.

Outcome / Deliverables

NDA signed with partners and PIC number, adherence letter that will contribute to ensure partners formally confirmed.

Resources

Guidelines for Innovation Procurement (PCP/PPI) Innovation Procurement Communities and Networks in Europe EU Healthcare PCP and PPI Examples

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