III.C.2.1. Prepare the OMC strategy, documentation and consultation materials

• Define the objectives, scope, and format of the OMC.
• Define the activities which better align with the OMC strategy. Most frequent activities in an OMC are:
  • Events: Usually hosted by participant procurers, online or onsite.
  • Questionnaire: A structured set of questions used to gather market and technology insights from potential suppliers to inform the design of a future procurement without requesting bids or creating commitments.
  • Question and Answer section (Q&A): structured process through which potential market participants submit clarification questions and the contracting authority provides written responses in a transparent and equal manner to ensure fair access to information and avoid competitive advantage.

Other recommendable activities are:

• Pitches: brief presentations where suppliers outline their innovative solutions to inform the contracting authority about market capabilities.
• Bilateral meetings: one to one discussion between the contracting authority and individual suppliers to explore technical, operational, and market aspects in greater depth while ensuring transparency and equal treatment.
• Matchmaking: structured interactions designed to connect potential suppliers, partners, or consortia members to foster collaboration around innovative solutions relevant to the future procurement.

• Prepare consultation documents. Most relevant are:
  • OMC Document: A self-contained document that consolidates all information available at the time of the consultation about the planned procurement, including the innovation challenge, functional scope, use cases, functional and non-functional requirements, baseline and reference context, validation and verification approach, expected implementation timeline, contract duration, indicative budget, and any relevant constraints. It also explains the procurement pathway, for PCP or PPI, provides guidance for market participation, and sets out the OMC process, activities, and rules of engagement. In essence, it captures the full information package shared with the market during the OMC.
  • Request for Information (RfI) or OMC Questionnaire: A structured consultation instrument issued as part of the Open Market Consultation to collect targeted technical, operational, regulatory, and economic input from market operators, enabling the contracting authority to validate feasibility, assess market maturity, refine requirements, and reduce risk before launching the formal innovation procurement procedure, without requesting offers or creating binding commitments.
  • OMC Activities document, including detailed description of the planned activities,
  • Presentations for the OMC events.
  • Templates and instructions for the bilateral meetings
  • Instructions for the market and internal procedure for the management of the Q&A.
  • Template and instructions for Pitches.

III.C.2.2. Publication of a Prior Information Notice (PIN)

• Prepare and publish a Prior Information Notice (PIN) in the relevant official procurement platforms (e.g. national portal, TED where applicable) to formally announce the intention to conduct an Open Market Consultation and/or upcoming procurement procedure. Check the number of days which is recommended according to the legislation or the funding body.
• Ensure the PIN enhances transparency, widens market outreach, and provides early visibility to potential economic operators.
• Align the PIN content with OMC documentation to avoid inconsistencies or premature commitments.
• PIN will ask you to provide the CPV codes for the innovation solutions. Select carefully these codes, as it will affect the reach for innovation providers (e.g who sees the notice, suppliers alerted and market visibility)
  • For PCP use CPV codes related to:
    • 73000000-2 – Research and development services and related consultancy services
    • 73100000-3 – Research and experimental development services
    • 73200000-4 – R&D consultancy services
  • For PPI use CPV linked to final solution domain, such as:
    • Healthcare IT: 48814000-7 (Medical information systems)
    • Laboratory systems: 38434540-3 (Biomedical equipment)
    • AI software: 72200000-7 (Software programming and consultancy services)
    • Digital platforms: 48000000-8 (Software package and information systems)

III.C.2.3. Launch, communicate and promote the OMC

• Publish the OMC notice through appropriate channels (e.g. procurement portals, institutional websites, networks):
  • Regional procurement platform
  • National procurement platforms
  • Tenders Electronic Daily (TED, European platform)
  • Organization’s website
  • Social Media, Newsletter
• Ensure wide and non-discriminatory dissemination to maximise participation, but never directly to a provider as it could be considered unlawful.
• Clearly state timelines and submission procedures for written contributions or registration to consultation events.
• Make available the documentation and the link to the questionnaire and the registration of the events.
• Use the HIPAT Tender Alert tool to disseminate your tender (see resources). The tool will notify all registered innovation providers that fall into your solution need about the opportunity you published.

III.C.2.4. Interactions with the market

• Conduct the activities defined in the OMC strategy.
• Ensure consistent moderation and documentation of all interactions.
• Maintain neutrality and avoid sharing confidential or preferential information.

III.C.2.5. Document and analyse feedback, validate assumptions

• Document the OMC process, including participation, feedback themes, and conclusions.
• Ensure that all relevant information shared during the OMC is made equally available to all potential bidders.
• Consolidate and analyse feedback received from market participants.
• Assess market readiness, technological maturity, feasibility, and potential risks.
• Identify areas requiring clarification, adjustment, or refinement in the tender documentation.
• Validate that the OMC has not distorted competition or created unfair advantage.

III.C.2.6. Report back to the market

• Publish in your webpage a short non-confidential summary of the consultation with FAQ (Frequently asked questions) and answers provided.
• Publish an OMC report compiling the activities and findings of the OMC.