1. P4ITS Meeting #9 Giacomo Somma Project coordinator

2. Welcome!

3. Benef. numberBenef. short-nameFirst nameFamily name 1ERTICOGiacomoSomma 2NDRLasseStender 5VLJozefCannaerts 6VIGOManuelMonroy 8FTA EskoHätälä 9VTT SatuInnamaa 10HBMO (taking over from ÉARDA)MelindaMátrai 11ITS Bretagne Guillaume Farny 12VERONABrunoPezzuto 13LISTChristopheFeltus 14 ITS Sweden (STA)ÅkeÖhrnberg 16 OHLCEmilioCacheiro 17TOPOS (ALPC Region)MagaliPagès Participants list Excused 3ATE BiancaKapl 4ASFINAG BernhardJelinek 7CTAGJose ManuelMartínez 15LIGURIAJacopoRiccardi

4. Meeting objectives and agenda

5. P4ITS objectives (last period) Overall project objectives Mutual learning and training Set up an external consultation process Raise awareness on PPI in C-ITS purchasers Propose key recommendations (guidelines) for PPI in C-ITS Consolidate P4ITS into a sustainable longer-term network Specific WP6 objectives (M25 – M30) Finalise recommendations Decide on the need and conditions for the continuation of the network

6. P4ITS Meeting #9, Genoa, 2-3.12.2015 Main outcomes of Meeting #8: Recommendations / Guidelines (deliverable D6.2): work on draft chapters by NDR and VTT Preliminary list of PPI enablers Meeting #8 follow-up: Draft D6.2 revised by ERTICO and sent to all partners for inputs

7. Objectives from previous meetings Task 4.2 - Identification of potential enablers and discussion topics update (end M18) Based on feedback received, identify PPI enablers remaining realistic in the scale of their potential achievement (e.g. aligning competition laws in all MS is not considered as a realistic enabler) Identify which points could be effectively addressed through a concerted approach and which will have realistically the highest impact, thus leading to update network discussion topics Task 5.1 - Analysis of the updated discussion points/enablers Move forward on the identified enablers. Network partners will have to: –process external feedback and provide a possible answer to realise the enablers –have a close look at the latest PPI experiences and actual cases –look at the legal context, evolved with the entry into force of the new public procurement directives Task 5.2 - Towards the delivery of recommendations Partners should identify items where a consensus and a consolidated approach can be reached, and can have a positive impact for the market deployment of cooperative ITS Partners should produce a short internal report summarising the rationale behind the production of recommendations, and a draft structure of the recommendations deliverable to be documented into written meetings proceedings, and made publicly available

8. WP6: Final recommendations and continuation framework WP6 objectives (M25 – M30): Finalise recommendations Decide on the need and conditions for the continuation of the network Task 6.1 - Network recommendations Network meeting # 9 (19-20 January 2016, Brussels, Belgium) Reach a common position on some topics and propose some recommendations, based on draft doc; The network recommendations: –Target Group(s): addressed to themselves (as procuring authorities), to a specific type of external stakeholders (e.g. industry suppliers) or to the community at large; –Rationale: be specific, realistic and support the deployment of C-ITS through wider use of PPI approaches. PPI will be presented in a critical way, with advantages and disadvantages, and in the context of the different tools supporting C-ITS deployment, with areas where PPI is more adequate than other tools. –Format: short deliverable, easy to communicate on; attractive format for a wide dissemination is expected. Task 6.2 - Network continuation Network meeting # 10 (5-6 April 2016, Vigo, Spain) Decide whether the network will continue its activity after the end of the project : YES or NO, format, objectives in a wider context (pilot deployment projects, readiness of the C-ITS market, number of PPI cases undertaken in Europe, implementation of the new public procurement directives, etc.) If YES, sign a letter of commitment, highlighting the main objectives of the follow-up network, potential format of the network, its sources of financing (e.g., subscription based) and its terms of reference.

9. Agenda of P4ITS Meeting #9 Day 1 – Tuesday, 19 January 2016 13:00Arrival of the participants 13:30 – 13:40Opening and welcome 13:40 – 14:00 Meeting objectives and agenda Network management and status overview 14:00 – 15:30 Session 1: Revision of draft recommendations / guidelines:  Introductory chapters (chair: G. Somma) 15:30 – 16:00Coffee break 16:00 – 17:30 Session 2: Revision of draft recommendations / guidelines in 2 Working Groups:  Chapter on “In-depth analysis of PPI approaches, legal aspects & IPRs” (chair: L. Stender)  Chapter on “In-depth analysis of PPI and (Cooperative) ITS” (chair: S. Innamaa) 17:30 – 18:00Plenary discussion on the chapters revised by the Working Groups 19:30Network dinner

10. Agenda of P4ITS Meeting #9 Day 2 – Wednesday, 20 January 2016 8:30Arrival of the participants 9:00 – 10:30 Session 3: Discussion on PPI enablers & key points for a concerted approach 10:30 – 11:00Coffee break 11:00 – 13:00 Session 4: Further elaboration of draft recommendations / guidelines:  Chapter on “Ways forward to PPI” (chair: G. Somma) 13:00 – 14:00 Lunch 14:00 – 15:30 Session 5: Decision on after-project life continuation: yes/no - if yes: objectives, format, plans and funding opportunities, ToR, commitment letter. Last meeting and project conclusion 15:30 – 16:00Coffee break 16:00 – 17:30Session 5 (continued) 17:30 End of the meeting

11. Network Meeting Beneficiary NM # 1 Copenhagen NM # 2 Verona NM # 3 Bordeaux NM # 4NM # 5 Brussels NM # 6 Vienna NM # 7 Helsinki NM # 8 Genoa NM # 9 Brussels Missed 1ERTICOxxxMxxxxx- 2NDRxxxExxxxx- 3ATExxxExxxx-1 4ASFINAGxxxTxx-x-2 5VL--xI-xxxx3 6VIGO--xN--xxx4 7CTAGxxxGxxxx-1 8FTAxxx-x--x3 9VTTxxxCxxxxx- 10ÉARDA (HBMO)x-xAxxxxx1 11ITS BretagnexxxNxxxxx- 12VERONAxx-Cx-x-x3 13LISTxxxExxxxx- 14ITS Sweden (STA)xxxLx-xxx1 15LIGURIAxxxLxxxx-1 16OHLCxxxEx-xxx1 17TOPOS (CEREMA)xxxD-xx-x2 P4ITS meetings attendance by partners

12. P4ITS Recommendations / Guidelines

13. Recommendations/guidelines paper A4 format - Each chapter structured in small “modules” that can be read stand alone as in P3ITS handbook with colored box text-shapes with Pros/Cons/Risks (green/red/yellow) and practical examples (blue) TOC: Intro on how we intend PPI (short version from Discussion paper – PPI flowchart without TRL) Intro on the C-ITS context we look at in relation to PPI (Flowchart with TRL) In-depth analysis of PPI approaches, legal aspects & IPRs –Legal framework (Procurement Directive, procedures with TRL (Trafikverket), explanation that PPI is procedure-neutral)  1.5-2 pages –Approaches to PPI  Table in 1 page (Lasse ppt from Verona) –Elaboration on legal aspects (e.g. Jean-Philippe presentation from Bordeaux, Deloitte study?) –IPRs In-depth analysis of PPI and (Cooperative) ITS –PPI and TRL together with WG3 table –Suitability of PPI for C-ITS (Day-1 technology, market, risk,) –Practical examples of PPI in C-ITS (national/EU, like SCOOP@F, Eco-ATE, NordicWay,...) Ways forward to PPI –PPI Enablers –Some recommendations for policy makers –Some recommendations for public procurers

14. PPI enablers Overall innovation strategy and integration of PPI strategy in different sectorial strategies –Out-of-the-box re-thinking process –Definition of strategic objectives, key priorities and multi-annual master plans with concrete KPIs to measure achievements –Reserve dedicated budget for deployment of innovative solutions Clear rules / legal framework for PPI –Define clear, measurable innovative characteristics in the award criteria of public procurement procedures –Set up clear rules to minimise the risk for public procurers of setting up wrong or unsucessful tenders or having to deal with appeals (before or after granting the tender to a supplier/provider) Training and education in PPI, such as: –For public procurers and suppliers on how PPI can be implemented in practice –Promotion to create awareness on opportunities for PPI and achieve acceptance –Guidelines for documentation of common standards and best practices for PPI National Contact Points, such as: –Create a network of contact points supported by a central service unit of expert people on innovation procurement (collecting, disseminating knowledge on a strategic and operational level) also linking procurers and suppliers –Establish and maintain a knowledge platform (IT tool for PPI) and link procurers with suppliers Make innovations measurable to better demonstrate and communicate benefits –Consider quantitative / qualitative assessment of cost-benefits (material and immaterial) between keeping on with an existing solution and procuring an innovative solution –Evaluate the impacts on socio-economic, environmental and business aspects (e.g., business model of public company) Multiregional PPI / PPI with several procurers? (“Nordic Way Project”) –Sharing resources and risk between different public administrations to make procurement more effective –Create economies of scale and increase equity for the purchasers and suppliers in one regions or from different regions –Carry out harmonised procurement actions in terms of technical specifications (e.g., interoperability), financial aspects, organisational aspects, particularly sensitive in case of new, risky innovative solutions Bottom-up PPI –Create a mechanism (e.g., innovation platform / virtual box) allowing suppliers to put forward innovative solutions in any sector, which can then be selected by public administrations to answer a general issue or specific need (innovation procurement driven by supply side, not by procurement side) Bianca to provide example Canada Silvia to provide example (if any) Wider possibilities of demonstrating innovation –Enable living labs approach / test fields / participation of users / in real traffic conditions in a controlled or open environment –Enable sharing of open data and open standards

15. Key points for a concerted approach To be elaborated at P4ITS Meeting #9

16. Next steps

17. WP6: Final recommendations and continuation framework WP6 objectives (M25 – M30): Finalise recommendations Decide on the need and conditions for the continuation of the network Task 6.1 - Network recommendations Network meeting # 9 (19-20 January 2016, Brussels, Belgium) Reach a common position on some topics and propose some recommendations, based on draft doc; The network recommendations: –Target Group(s): addressed to themselves (as procuring authorities), to a specific type of external stakeholders (e.g. industry suppliers) or to the community at large; –Rationale: be specific, realistic and support the deployment of C-ITS through wider use of PPI approaches. PPI will be presented in a critical way, with advantages and disadvantages, and in the context of the different tools supporting C-ITS deployment, with areas where PPI is more adequate than other tools. –Format: short deliverable, easy to communicate on; attractive format for a wide dissemination is expected. Task 6.2 - Network continuation Network meeting # 10 (5-6 April 2016, Vigo, Spain) Decide whether the network will continue its activity after the end of the project : YES or NO, format, objectives in a wider context (pilot deployment projects, readiness of the C-ITS market, number of PPI cases undertaken in Europe, implementation of the new public procurement directives, etc.) If YES, sign a letter of commitment, highlighting the main objectives of the follow-up network, potential format of the network, its sources of financing (e.g., subscription based) and its terms of reference.

18. Expectations & contributions for continuation CTAG & VIGO: good learning, C-ITS focus, OK to continue provided there are funding opportunities. VTT: good learning, funding needed to continue, need to see benefit and go from high to practical level to be able produce best practices for daily work of Finnish procurers. LIST: new partnership to investigate & provide procurement tool to support the PPI tendering and select the best solution; funding opportunity could be MG6.1-2016 (not a PPI call), interest by city of Tampere. OHLC: interest to continue, but need to define the right framework. ATE: good network, good dynamics, interest to continue collecting best practices examples to create a body of knowledge on PPI (funding needed, CSA?), but not to go for actual joint procurement action for now EARDA: learning phase for change management, stage-1 PCP proposal submitted, but not sure about continuation due to company re-organisation in the near future. VL: good networking partnership; no continuation due to re-organisation; Flemish innovation agency could be right partner; push to address procurement aspects in WG in the EU C-ITS platform (knowledge creating / sharing). Send them final recommendations deliverable. Set up an EU project to work as WG in EU C-ITS Platform (like the EIP  European ITS platform, follow-up of EasyWay project, now EIP+ and soon EU-EIP, funded by H2020 and CEF)? NDR: good common understanding achieved on “flexible thinking” about PPI / procurement, hoped to have more legal/procurement expertise in the network  learning limited on these aspects; very positive about continuation with another EU project to provide legal advice on flexible framework to allow C-ITS deployment. ITSB: set up training programme / promotion as next step? Agree with VTT & LIST. ITSS / STA: good learning, continuation to be considered depending on focus (procurement vs. ITS). TOPOS/CEREMA: re-organisation after ITS WC might lead to terminate TOPOS, so possible continuation as CEREMA. CEREMA’s continuation in P4ITS depends role in EU-EIP, where CEREMA is partner and on policy level decision. Indeed a national WG will be set up in coming months to define guidelines and create software for public procurers for implementing new French procurement law. VERONA: support VTT proposal, but need to see possibility of follow up due to entity reorganisation. LIGURIA: support VTT proposal, but feasibility depending on legal frameworks developed at national level, which can be a barriers to common approach (depends on policy level decision). ERTICO: challenge as coordinator to elaborate on legal, procurement, ITS aspects, but good value to work with P4ITS network; a different project structure could have facilitated the work and the contributions of each partner (e.g., vertical axes for specific legal, ITS, etc. aspects and horizontal axis to bring everything together; need to seek EU funding opportunities where VTT proposal for continuation could fit in, provided that this coagulates interest of the ERTICO partnership.

19. H2020 funding opportunities P4ITS towards a sustainable longer-term network (new partners, funding opportunities, etc.): MG-4.4: CSA on urban transport deployment, 2M€, 26 Jan 2016 –Proposal under preparation ICT-34: PCP on ICT based solutions for any area of public interest, 4 M€, 12 Apr 2016 ICT-33: CSA on competence centres & procurer networks in any area preparing PCP/PPI, 4 M€, 25 Apr 2017 PCP actions: co-finance (90%) actual procurement cost for joint PCPs + coordination costs PPI actions: co-finance (35%) actual procurement cost for joint PPIs + coordination costs CSA actions: co-finance (100%) only coordination costs e.g. procurer networks preparing future PCP/PPI

20. Work plan update & next meetings Revision of work plan   confirmed as agreed in Meeting #2, i.e. Meeting # 4 (Dec. 2014) was cancelled Meeting #9  19-20 January 2016, Brussels, Belgium (hosted by ERTICO) –19 Jan. half day (13:00-17:30) –20 Jan. full day (9:00-17:30) Meeting #10  5-6 April 2016, Vigo, Spain (hosted by Vigo City Council) –2 full days (from 9:00 to 17:30)