IV.B.1. PCP Phase I (Monitoring): Feasibility study, roadmap, business model, implementation plan, further technical details etc. defined

Estimated Execution Time

6-18 months (Aligned with the contractual duration of PCP Phase II and the Monitoring Team calendar defined in steps IV.A)

Objective

To monitor and assess the technical and project performance of contractors during Phase 1 (solution design), provide structured and timely feedback that supports improvement while ensuring fairness and transparency across all participants, and enable co-creation interactions that refine proposed solutions while respecting competitive and time constraints.

Who is Involved

Hospital / Procurer Side (Internal): Monitoring Team: multidisciplinary group including technical experts, procedural advisors, and end-user liaisons (selective participation).
Innovators / Providers (Internal): Contractors: suppliers awarded for Phase 1, responsible for design deliverables and participation in feedback/co-creation sessions.
Ecosystem & Support Actors: Knowledge Partners: consulting or expert organisations supporting evaluation consistency and documentation.

Activities / Tasks

IV.B.1.1 Apply the monitoring framework.

Confirm the Phase 1 monitoring calendar and documentation rules to ensure traceability, transparency and equal treatment across contractors.
Use the standard reporting templates and the scoring criteria agreed by the Monitoring Team to ensure consistency across contractors.

IV.B.1.2 Facilitate co-creation and design improvement

Organise targeted co-creation sessions (e.g. design reviews, mock-up discussions) under confidentiality and equal treatment principles.
Capture design refinements and user feedback relevant for prototype development.
Be aware of the rules regarding contract modifications. Be careful about the instructions given during a co-creation session, it may constitute a substantial contract modification, which would require a new procurement procedure.
Be aware of possible additional costs for contractors induced by instructions given and enforced during the co-creation sessions.

IV.B.1.3 Assess performance, provide structured feedback and prepare transition to Phase 2

Conduct the technical and strategic review of Phase 1 design reports using the agreed templates and predefined monitoring dimensions.
Discuss results in mid-phase or final feedback meetings.
Deliver written evaluations with clear references to criteria, evidence, and improvement areas, and discuss results in feedback meetings.
Record key recommendations and integrate them in the official monitoring documentation.

Tips / Common Pitfalls

✅ Appoint one point of contact per contractor. Ensure consistent, traceable communication through a single interface.

✅ Ensure feedback is actionable and criterion based. Link comments to predefined evaluation dimensions and store them in official records.

✅ Identify early co-creation opportunities. Focus on usability and implementation aspects relevant for Phase 2.

✅ Request contractors’ ethics and certification pathways early. Map needs for ethics board approvals, medical-device agency interactions, and certification plans to inform Phases 2–3.

❌ Involve too many profiles too early. Avoid inefficiency and unfocused input during early design monitoring.

❌ Give improvised, undocumented, or non-consensual answers. Follow the agreed Q&A protocol and publication workflow before responding.

❌ Allow informal or undocumented feedback. Record all interactions to preserve fairness, transparency and traceability in a competitive phase.

Outcome / Deliverables

Completed Phase 1 Assessment Reports with feedback and recommendations.
Lessons Learnt Summary to inform the design of the next PCP phase.

Resources

Guidelines for Innovation Procurement (PCP/PPI)

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