Political Collaboration and reactivating existing interests groups – Call for tenders – X_HeERO project

Political Collaboration and reactivating existing interests groups – Call for tenders – X_HeERO project

Introduction

„The X_HeERO project is focused on preparing Public Safety Answering Points (PSAPs) in EU member states for the upcoming implementation of Next Generation (NG) eCall, based on the emergency number 112. The project aims to ensure that PSAPs across Europe are fully equipped to handle eCalls using modern packet-switched technology, which enables faster and more reliable data transmission during emergency calls. This transition is essential as mobile communication networks increasingly move away from circuit-switched technology.

In addition to infrastructure upgrades, X_HeERO will address several key challenges in the eCall system. These include improving the integration of data from third-party service providers (TPS), better handling of eCall data from vulnerable road users and autonomous vehicles, and optimizing emergency response and network management within the Trans-European Transport (TenT) network. The project will also evaluate issues identified in earlier initiatives, offering solutions to enhance the usability and reach of the eCall system.

In the past until 2018 the European eCall platform EEIP took place in Brussels twice a year to discuss with all stakeholders and the EU Commission the solutions and problems of the whole eCall implementation process in Europe. Following during the runtime of the CEF project “sAFE” a concept of an eCall Association was created to achieve a sustainable platform for all eCall stakeholders to ensure an ongoing optimisation and extension process of the overall eCall system. Due to the difficult and tense COVID situation the eCall Association has never been legally established but came to life as an initiative of various committed partners.

The action in this tender following X_HeERO work package 4.2 will take advantage of the preparatory work of the eCall Association and will reactivate the past working groups and interested parties to discuss the current process and identify new upcoming issues in close cooperation with the accompanying work package T4.3 in a forum and in task forces by participating the stakeholders, experts and the Commission as an observer twice a year (one digital – one as present in Brussels).

Invitation, preparation, moderate the meeting, conclusion and communication with the interested parties of the eCall Association initiative will be covered – presentation of the results at international congresses like ITS European and World Congress, UITP Summit.“

1. Contract Notice

Title of the Tender
  • Project Title: Political Collaboration and reactivating existing interests groups (as part of the EU-funded ‘X_HeERO’ project)
  • Reference Number: X_HeERO_WP4.2
Contracting Authority
  • Name of the Organisation: OECON Products & Services GmbH
  • Address: Hermann-Blenk-Strasse 22 a, 38108 Braunschweig, Germany
  • Contact Person: Frank Brennecke, Managing Partner
  • Telephone: +49 531 3544410
  • E-mail Address: brennecke@oecon-line.de
  • Website: www.oecon-line.de
Type of Contract

Works

Description of the Contract

In the past until 2018 the European eCall platform EEIP took place in Brussels twice a year to discuss with all stakeholders and the EU Commission the solutions and problems of the whole eCall implementation process in Europe. Following during the runtime of the CEF project “sAFE” a concept of an eCall Association was created to achieve a sustainable platform for all eCall stakeholders to ensure an ongoing optimisation and extension process of the overall eCall system. Due to the difficult and tense covid situation the eCall Association has never been legally established but came to life as an initiative of various committed partners. The action in this WP will take advantage of the preparatory work of the eCall Association and will reactivate the past working groups and interested parties to discuss the current process and identify new upcoming issues in a forum and in task forces by participating the stakeholders, experts and the Commission as an observer twice a year (one digital – one as present in Brussels).

Invitation, preparation, moderate the meeting, conclusion and communication with the interested parties of the eCall Association initiative will be covered – presentation of the results at international congresses like ITS European and World Congress, UITP World Congress.

2. Content of the call for tenders

  1. Background:
  • The European eCall platform EEIP held biannual meetings in Brussels until 2018.
  • In 2021, the “eCall Association” initiative came to live within the project “sAFE”.
  • The objective was to engage with stakeholders and the EU Commission to discuss solutions and challenges in the implementation of the eCall process across Europe.
  1. Objective of this Work Package (WP):
  • Reactivate the eCall Association as a platform for discussing the eCall process and addressing emerging issues.
  • Foster close collaboration with accompanying parallel project (Study on the Advancement of eCall in the EU: Promoting Efficiency and Innovation – see parallel tender) to enhance coordination and efficiency.
  1. Frequency and Format of Meetings:
  • Conduct meetings twice a year, with one session held digitally and another in person in Brussels.
  • Create forums and task forces to facilitate in-depth discussions.
  1. Participants:
  • Include stakeholders, experts, and the EU Commission (as an observer) in the discussions.
  • Encourage active involvement and contributions from all participants.
  1. Responsibilities within the WP:
  • Handle the invitation process for eCall Association meetings.
  • Prepare relevant materials for discussions and presentations.
  • Act as the moderator during meetings to ensure productive and focused discussions.
  • Summarise key points and conclusions from the meetings.
  • Manage communication with eCall Association participants, fostering engagement and collaboration.
  1. Presentation of Results:
  • Showcase outcomes at international congresses, such as ITS European and World Congress, and UITP Summit.
  • Highlight achievements and lessons learned during eCall Association discussions.
  1. Meeting Structure:
  • Design a structured agenda for each meeting to cover specific aspects of the eCall process.
  • Allocate time for open discussions, workshops, and collaborative problem-solving.
  1. Task Forces:
  • Establish task forces within the eCall Association to address specific challenges or focus areas.
  • Task forces will work on actionable items and provide recommendations for improvement.
  1. Digital Meeting Platform:
  • Select a reliable digital platform for virtual meetings, ensuring seamless participation for remote attendees.
  • Provide necessary technical support to facilitate smooth digital interactions.
  1. In-Person Meeting Logistics:
  • Coordinate logistics for the in-person meeting in Brussels, including venue arrangements, travel assistance, and accommodation support for participants.
  1. Engagement Strategies:
  • Develop strategies to encourage active participation and collaboration among stakeholders.
  • Foster an environment that promotes the sharing of diverse perspectives and expertise.
  1. Documentation and Reporting:
  • Maintain detailed documentation of discussions, decisions, and action items.
  • Generate comprehensive reports summarising meeting outcomes for reference and future planning.
  1. Continuous Improvement:
  • Implement a feedback mechanism to gather input from participants for continuous improvement of the eCall Association process.
  • Adapt meeting structures and agendas based on feedback and evolving eCall requirements.
  1. Communication Plan:
  • Develop a robust communication plan to keep stakeholders informed between meetings.
  • Utilise various channels, including newsletters and email updates, to share relevant information.
  1. Observer Role of the EU Commission:
  • Clearly define the role of the EU Commission as an observer.
  • Facilitate a mechanism for the Commission to provide insights and recommendations.
  1. International Congress Presentations:
  • Strategically plan presentations at international congresses to maximise impact and visibility.
  • Coordinate with event organisers to secure speaking slots and optimise exposure.
  1. Collaboration with accompanying parallel project:
  • Establish regular communication channels with accompanying parallel project (Study on the Advancement of eCall in the EU: Promoting Efficiency and Innovation) to ensure synergy and alignment of efforts.
  • Explore opportunities for joint initiatives and resource-sharing.
  1. Risk Management:
  • Identify potential risks associated with the reactivation of eCall Association and develop mitigation strategies.
  • Establish contingency plans to address unforeseen challenges.
  • Location of the Execution: Germany
  • Term of the Contract: 1 July 2025 until 30 June 2027

3. Additional Information

Contract Volume and Procedure
  • Number of Lots: None
  • Mandatory Threshold: None
  • Award Procedure: Call for tender
Participation Conditions

Exclusion Criteria

Participants must demonstrate that they do not fall under any of the following exclusion criteria. Should any criterion apply, they may be excluded from the tender:

  1. Misconduct: Participants must not have been convicted or sanctioned for professional misconduct in recent years.
  2. Insolvency/Bankruptcy: Participants must not be in bankruptcy proceedings and must not be the subject of compulsory winding-up. There should be no ongoing negotiations regarding settlements with creditors or similar proceedings.
  3. Non-compliance with Legal Requirements: Participants must have fulfilled all legal and tax obligations, particularly the payment of taxes and social security contributions.
Suitability Criteria

Evidence indicating the suitability of the participant must be provided, meeting the following criteria:

  1. Experience and Track Record: Participants should provide verifiable references for similar projects in the past, including successful completion of comparable work.
  2. Technical and Professional Capacity: Evidence of technical capacity and workforce must be provided, including details on technical equipment and available qualified personnel, along with their relevant experience.

These participation conditions ensure that only qualified providers participate in the tender, to achieve the project’s objectives efficiently and successfully.

Requirements for Offers
  • Deadline for Submitting Offers: 30 May 2025
  • Form and Conditions for Submission of Offers: in writing
  • Language in which Offers Must Be Submitted: English or German
  • Binding Period for Offers: 30 June 2025
Award Criteria
  • Economically most advantageous tender based on price (80 %) and qualitative answers to the procedure for the fulfilment of the 18 individual tasks (36 points, 2 per task, 20 %).
  • The total sum may not exceed 90.000 euros.

Note: Since we have 36 points for the qualitative assessment for 20 %, the financial part (80 %) is evaluated with 144 points. This is awarded to the cheapest provider; the others are then evaluated relatively according to the range between their offer and the specified maximum amount of 90.000 euros.

Contract Terms:
  • Following the decision, a commercial contract is concluded with the successful provider. The contract lists all the tasks once again and specifies the processing steps and payment conditions.
  • The provisions of the Public Procurement Ordinance of 12 April 2016 (Federal Law Gazette I p. 624), last amended by Article 1 of the Ordinance of 7 February 2024 (Federal Law Gazette 2024 I No. 39), shall apply mutatis mutandis.
Additional Information:
  • Informational Meetings: by request, use e-mail address or telephone number listed above. E-mail is preferred due to core writing.
  • Questions and Answers: All questions and answers will be anonymised and made available to all participants in the tender.