II.B.4.1. Define the innovation procurement procedure and structure

• Use the appropriate structure for innovation procurement instrument:
• For PCP: describe the 3-phase model (solution design, prototype development, and testing/validation.
• For PPI: define the stages and modality (joint procurement, coordinated, or framework contract).
• Define the overall procurement logic, including competitive phases, number of suppliers per phase, and go/no-go decision points.
• Define the co-creational approach: –
  • Explain how stakeholders from all procurers’ sites will be engaged.
  • Specify formats (e.g. design workshops, virtual sessions) and timelines.

II.B.4.2. Design procurement phases and implementation roadmap

• Define the objectives, activities, and expected outputs of each procurement phase (e.g. solution design, prototyping, testing, validation, deployment).
• Establish timelines, milestones, and interdependencies between phases. Outline key deliverables and evaluation checkpoints per phase or stage.
• Indicate a proportional and transparent budget distribution.

II.B.4.3. Plan market engagement

• Define mechanisms for supplier interaction, feedback loops, and iterative development while preserving competition and transparency.
• Describe how and when the Open Market Consultation will be conducted.
• Indicate communication channels and target audiences, ensuring broad sectoral outreach.

II.B.4.4. Define evaluation, selection, and risk management criteria

• Discuss how performance and progress will be assessed. Include quality assurance, scoring logic, and traceability mechanisms.
• Define at high level functional award and evaluation criteria aligned with the innovation challenge and expected outcomes (e.g. performance, impact, scalability, sustainability).
• Establish evaluation procedures for each phase, including technical, economic, and qualitative assessment dimensions. Include verification and validation procedures on site.
• Identify and document key risks (technical, legal, organisational, financial) and define mitigation strategies and contingency measures.

II.B.4.5. Ensure compliance and alignment with regulatory and funding frameworks

• Ensure coherence with EU and national procurement legislation, state aid rules, and PCP/PPI eligibility requirements.
• Define IPR, data management, and exploitation principles in line with EU guidance.
• Ensure methodological alignment with EU strategic priorities and programme requirements (e.g. Digital Europe, EU Health Union, Green Deal).