Frequently asked questions
This section covers all the questions that were asked during the Open Market Consultation (OMC). It will be updated regularly with answers to your questions.
If you still have questions or cannot find the information you are looking for in the FAQ, please do not hesitate to contact us at questions@theresa-pcp.eu
General questions
1. What is an Open Market Consultation (OMC)?
An OMC is a preliminary market engagement process used in European public procurement. It is a structured dialogue between public procurers and the market (industry, suppliers, research organisations) conducted before launching a formal procurement procedure. The OMC allows public buyers to verify availability of solutions, assess market maturity and procure-ability of innovations, understand technological possibilities, and gather market capacity insights before designing their procurement strategy.
2. Why is an OMC conducted prior to the Pre-Commercial Procurement (PCP)?
- To reveal whether a solution meeting the need is already commercially available (and select the best procurement strategy).
- To reveal the feasibility of developing a solution for the proposed unmet need and the Technology Readiness Level (TRL) of the components.
- To inform the market, raise awareness, and invite participation in the OMC and the future tender.
- To help forming consortia of suppliers.
- To refine the tender scope, specifications, challenge definition and procurement strategy based on market feedback.
- To identify barriers, enablers, state-of-the-art, and remaining R&D gaps.
The OMC helps public buyers understand market capabilities, identify potential solutions, and gather input to improve procurement design before launching formal procedures.
3. Who can participate in the OMC?
Anybody is welcome to participate in an OMC. Usual participants are suppliers/industry, SMEs, start-ups and research organisations.
4. What happens during an OMC?
An OMC may include some or all the following activities:
- PIN Publication: Publication of a Prior Information Notice (PIN) in the Official Journal of the EU (Tenders Electronic Daily – TED) to announce the upcoming procurement
- Questionnaires: Launch of a written Request for Information (RFI) via EU Survey to gather structured feedback from market actors
- Questions & Answers: Q&A platform published on the project website to address participant queries.
- OMC Documentation: Comprehensive documentation including challenge description, requirements, and participation guidelines.
- Events: Series of national and international workshops/webinars to present the project, explaining the PCP process.
- Company pitches: included frequently in the planned events.
- Bilateral Meetings: One-on-one consultation sessions with interested suppliers and research organizations.
- Matchmaking Tool: Platform to facilitate consortium formation among potential participants.
- OMC Dissemination: Distribution of promotional materials including FAQs and brochures about the OMC.
- Analysis: Evaluation of market responses to refine challenge definition, specifications, and procurement approach.
5. Is participation in the OMC mandatory for suppliers?
No, participation is voluntary for suppliers, though it provides valuable insights into upcoming procurement opportunities. Participation in the OMC does not guarantee participation in the upcoming tender (nor it is an eligibility consideration).
6. Are there any restrictions on what can be discussed during an OMC?
Discussions during the OMC should centre on market capabilities, technological possibilities, and high-level requirements, rather than on any procurement-specific details. Information gathered through the OMC may be used to inform the subsequent procurement process; however, this must be done in a transparent manner that avoids granting any unfair advantage to participants over non-participants.
7. What is the output or result of an OMC?
- A report summarising market capabilities, state-of-the-art, gaps, trends, and viable solution approaches.
- A refined specification or challenge description for the upcoming tender.
A list or map of interested suppliers/consortia and potential match-making
8. What is the difference between OMC and market consultation for standard procurement?
OMC in the context of innovation procurement (PCP/Publis procurement of Innovative solutions – PPI) has a proactive innovation role: exploring whether R&D is needed and feasible, shaping the procurement challenge, engaging early with the market, understanding market dynamics. In standard procurement, market consultation may be more limited to supplying specifications or testing supply capacity.
9. When should an OMC be conducted?
OMCs are typically conducted in the early planning phases, well before launching the formal procurement procedure. While there is no fixed rule, good practice suggests several months ahead of the tender to allow proper market engagement, consortia formation and specification refinement.
10. How should Intellectual Property Rights (IPR) or confidentiality be handled in an OMC?
The procuring authority should ensure that information provided by market participants is treated appropriately (careful balance between confidentiality and transparency and non-discrimination) and that future competition is not distorted. Some OMC documents include explicit IPR/confidentiality clauses.
11. What does "phase 0 - Open Market Consultation and preparation" mean in the PCP process?
In many PCP frameworks, Phase 0 is the initial preparation phase (including market consultation/OMC, needs analysis, drafting tender documents) before moving to the actual PCP which includes: Phase I (solution design), Phase II (prototype development), Phase III (pilot/validation). (procure-pcp.eu)
12. Are SMEs/start-ups encouraged to participate in the OMC and subsequent PCP?
Yes, the involvement of SMEs, start-ups and new entrants to stimulate innovation and wide participation is encouraged.
13. What information should the procurer provide to the market in the OMC?
The procurers typically provide: challenge description, objectives, expected user needs, rough timeframe, budget indications (if possible), legal/performance context as well as modes of participation; and invites market feedback on technological, organisational and commercial viability.
14. Is feedback from the OMC binding for the eventual procurement?
No. The feedback helps shape the procurement, but the procurer retains the decision-making power (e.g., what type of procurement to launch, final specifications, contract conditions). The OMC is a consultation tool and thus, not binding.
Pre commercial procurement
1. Presentations and recordings will be shared?
Yes, they will be shared and accessible through the webpage
2. Will it be possible to amend the questionary after submission?
Yes, you can submit another answer indicating that you are amending some sections
3. Is the questionnaire available as an offline version in word?
The questionnaire is based on a tool provided by the EC (EU Survey tool). It is an online tool. I.e., not available in word to fill by hand.
4. Is there a matching tool at the project site?
Yes, you can register here: https://theresa-pcp.eu/matchmaking/
5. Companies that already presented our solutions at OMC events are expected to be presenting again in next events?
Not necessary, but if there is room, you are welcome to do so. However, we will prioritise the new companies who want to pitch.
6. Within the grant that may potentially be awarded to us, the budget also includes the infrastructure modification/civil works that the hospital must carry out to divert water to our system, or if there is a separate budget line specifically allocated to the hospital.
Please note that suppliers are not warded a grant, but an R&D services contract. R&D covers fundamental research, industrial research and experimental development, as per the definition given in the EU R&D&I state aid framework. R&D does not include quantity production or supply to establish commercial viability or to recover R&D costs. It also excludes commercial development activities. The purchase of commercial volumes of products or services is not permitted.
The definition of R&D services means that the value of the total amount of products covered by the contract must be less than 50 % (fifty) of the total value of the PCP framework agreement:
- The offers for all 3 Phases may include only products needed to address the challenge in question and to deliver the R&D services.
- The total value of products offered in Phase 1 and in Phase 2 must be less than 50% (fifty) of the value of the Phase 1 and Phase 2 contracts’ value.
Tenders that go beyond the provision of R&D services will be excluded.
7. Will there be any commercial margin for the execution of the project? Based on our understanding, this would not be the case, but we would like to confirm it, as there are situations in which such a margin is included.
Please not that PCP Theresa aims to buy R&D services to develop a solution. R&D does not include quantity production or supply to establish the commercial viability or to recover R&D costs. It also excludes commercial development activities such as incremental adaptations or routine/periodic changes to existing products, services, production lines, processes or other operations in progress, even if such changes may constitute improvements. However, the contractors are expected to commercialize their results outside the PCP. Depending on the outcome of the PCP (whether it will result in innovative solutions that meet the tender requirements and offer best value for money), procurers may decide to follow-up the PCP with a Public Procurement of Innovative solutions (PPI).
8. Are the constraints and limitations presented limited to the Polish case? Are they a compendium of the seven hospital cases? It would be very useful to differentiate between them and be more specific.
It was a compendium of the different hospitals with common limitations. But in each event session, the local hospitals present their particular cases. This will be further detailied in the to-be-published tender documents.
9. In order to provide a well-informed and technically sound submission, we would kindly request additional information regarding the participating hospitals. Specifically, we would appreciate details on: Flow design and throughput characteristics Outlet water composition and quality parameters Existing separation and purification technologies in use Operational constraints or particularities relevant to treatment systems
At this stage of the Open Market Consultation, the available information regarding the participating hospitals has been published in the OMC documentation and event recordings available on our website: https://theresa-pcp.eu/repository/
Additional technical parameters are currently being finalized and this information will be included in the Request for Tenders documentation when it is officially published. To ensure equal treatment and transparency in accordance with public procurement principles, we cannot disclose unpublished technical specifications.
We recommend:
- Review the OMC documentation thoroughly for currently available baseline information
- Submit any clarification questions about already published information
10. Does the PCP focus on solutions that may already exist on the market?
No. While advanced solutions based on installing a dedicated drainage network to collect and route wastewater from toilets in specific areas already exist, these are valid approaches and proposals including them are welcome. However, since this infrastructure is not technically or structurally feasible in all hospitals, the PCP also seeks novel approaches that can address those cases and broaden the range of facilities that can effectively treat and remove toxic substances from their wastewater.
11. Can I share addional documentation I didn’t share on the survey?
No, since the Open Market Consultation closed on February 28th.
technical aspects
1. This is the fourth meeting I have attended regarding the project. The goals are clear, and the targets are well-defined. However, the technical characteristics of each hospital are not included. For example, design flow, concrete concentrations, special needs, differences between the hospitals and their particularities, and the regulations of each country (not only EU compliance). Also, the locations to install the equipment in each case.
We are collecting this information. It is good to know what PRECISELY you want to know.
Procedure
1. Partners, manufacturers: are these are obliged to be from the consortium countries only or any other EU country?
From any EU country, HE associated country or from countries beloning to the EEA.
2. Are there any requeriment related to Consortia configuration like maximum or minimum number of partners, from same or different EU countries, or company type/size leading the consortium?
As long as you, your consortium partners, your subcontractors and third parties on whose capabilities you may be relying on, comply with elegibility aspects, selection criteria and are under no exclusion grounds, you are free to choose with whom you participate. This will be detailed in the to be published Request for Tenders
3. Can we arrange a Meets meeting to discuss some aspects of THERESA PCP with a partner or hospital?
This is not possible due to the rules. In order to arrange a meeting with the public buyers group, first fill the questionaire, and there you can ask for a bilateral meeting in order to solve any particular questions you may have. This procedure is in the OMC document.
4. I filled it out the questionnaire but did not get a confirmation. Is that normal?
It may be because of the captcha in the last section. Please, check that last bit and note that we need rigorous details about your solutions, general assessments will not help. And remember: we need QUALITY more than QUANTITY
5. Is there a dedicated budget for the building and construction works required during PCP Phase 3?
Yes. A budget of €100,000 for each of the four hospitals has been allocated for the building and construction works in PCP Phase 3.
6. Do you plan to try the solutions at just one hospital?
No. The suppliers selected for Phase 2 will verify their solutions in two hospitals, while in Phase 3 they will have the opportunity to validate them in two hospitals.
Call for Tenders
1. Can I associate with a THERESA’s partner hospital for the tender or try the technology?
No. Selected contractors will test and pilot their solution withing 2 hospitals of THERESA PCP consortium, but it is not possible to summit a joint tender with any partner of the THERESA consortium.
2. How will Intellectual Property Rights be handled during the Pre-Commercial Procurement (PCP)? Will suppliers retain ownership of their technology?
Each contractor will keep the ownership of their bakcgorund IPRs, as well as the IPR attached to the results they generate during the PCP implementation.
The PBG has the right to:
- Receive an irrevocable, royalty free, non-exclusive license for all healthcare centres, services and establishments belonging to the PBGs to use the developed technology up until TRL7 or 8 (or up to the point it was developed by contractors of Phase 1 and 2) for indefinite time. This entails the access to the PCP Results, on a royalty-free basis, for their own use, non-commercially and at no additional cost. This includes all IPRs of what has been developed in the PCP and the pre-existing rights that are needed to perform the Project for the purpose of executing the Project as well as for non-commercial research purposes.
- Grant (or require the contractors to grant) non-exclusive licences to third parties to exploit the results under Fair, Reasonable and Non-Discriminatory (FRAND) conditions (without the right to sub-license).
- Require the contractors to transfer ownership of the IPR if the contractors fail to comply with their obligations, notably concerning the protection or exploitation of the results or to protect public interests (including security interests) – this applies for Results under the three phases – or to commercialize the solution – this applies for Results under phase.
3. Is it possible to join two organisations to apply for the bid?
Yes. Tenders may be submitted by a single entity or in collaboration with others. The latter can involve either submitting a joint tender or subcontracting, or a combination of the two approaches.
However, each tenderer may only participate in one tender (alone, as part of a consortium, main contractor or as subcontractor). This means that the tenderer may only submit a bid on his own or in one (temporary) consortium. It also means that an economic operator or affiliated entity can participate as a subcontractor in one tender. Failure to do so leads to the exclusion of all bids in which they take part.
Tech development
1. As the hospitals that will be part of Phase 2 are already defined (CHV and HUVM), and the Prototypes will be built according to these hospitals needs, will the Phase 3 be implemented in the same hospitals?
In Phase 2, suppliers will be developing the prototype in SAS and CHV premises. Phase 2 prototypes have to demonstrate in lab conditions (SAS, CHV, HUVM) their capacity to remove the toxic substances specified in the requirements from the hospital wastewater, that will be described in the tender documents. Then we are testing the 2 final solutions in phase 3 in 4 different hospitals, 2 hospitals per solution.
Detailed information about the testing sites will be provided in the to-be-published tender documents
2. May phase 1 testing of a hospital wastewater at a laboratory device? The expected results are, e.g., energy doses and the performance of the lab-scale device. Is this the idea?
Phase 1 is the design of a solution. There is no testing at this early stage. Suppliers have to come up wih a proposal to address THERESA PCP challenge and the work for Phase 2 and Phase 3.
3. Should the solution design being supported by experimental data? Previous experiments, for example?
Under selection criteria, the Public Buyers Group will likely ask for previous project references in the field. But in principle it is not necessary that a solution is supported by prior data. Having said that, if a supplier grounds their solution on previously patented solutions, on data sets, data bases… Supplier will be asked to declare it and to ensure that you have full right to use those background information and that the Public Buyers Group will be able to use the solution based on said prior background information.
4. Is there instrumental analysis provider in the existing consortium? Technology needs control of the pharmaceutical contents at the realistic hospital wastewater scale.
The set up of each hospital is very different. In each of the OMC sessions, the hospitals will give suppliers and interested market parties some insights to their needs and set up. This will be further clarified in the tender documents and in particular in the testing strategy.
5. To be able to submit a suitable solution design for Phase 1, the list of compunds that are to be eliminated should be available to suppliers? Various enhanced wastewater treatment solutions may remove various compounds or group of compounds. Or would you prefer, that the supplier lists all possible chemical compounds that are to be eliminated?
This list of compounds is available in the EU Survey questionnaire. Feedback from the industry is needed in order to understand if the demands are reasonable.
6. In most hospitals, wastewater streams are not segregated. Is it expected that section-specific tanks can be implemented or an unique tank to be integrated into the pilot system?
It is not decided yet, it will depend on the location of the installation of the phase 3 pilot.
7. To what extent will real-time monitoring and data availability be required in the PCP, considering current technological limitations?
The THERESA PCP partners are not expecting anything unrealistic or technically unfeasible, but we do expect the proposed solutions to incorporate innovative approaches, particularly in terms of enhanced monitoring capabilities.
8. How can a solution be properly scoped within the PCP framework when some components are at a high TRL and others are still at a low TRL?
The solution should be scoped around the lowest-TRL components and the integration challenges, since combining individually mature components can still result in a low system-level TRL. Higher-TRL elements are treated as enabling technologies, while the PCP focuses on developing, validating, and de-risking whatever is needed to bring the overall solution to market readiness.
9. How could the solution be implemented in an existing hospital building, considering the need for dedicated drainage infrastructure?
In hospitals where the building layout allows it, installing a dedicated drainage network to route wastewater to a holding tank is a valid implementation pathway, with the exact technical design to be proposed by the contractor based on each facility’s conditions. However, this type of retrofit can involve significant structural modifications — replacing toilets, routing new piping through limited technical spaces, installing basement tanks — and in buildings where such interventions are not viable, implementation may not be possible. This remains an open limitation of the solution.