EIC-backed support helps Poland’s NCBR systematise pre-commercial procurement for urban water challenges
- ›Poland’s NCBR received structured SPIN4EIC support to prepare a pre-commercial procurement in urban water management.
- ›Assistance covered needs assessment through to draft tender documents using EAFIP-aligned methods.
- ›The case underlines that strong early preparation and market engagement are prerequisites for impactful PCP.
- ›An open call offers similar assistance to public buyers across Europe with up to 5 expert days per support type.
What happened and why it matters
The EIC Innovation Procurement Programme, powered by SPIN4EIC, provided Poland’s National Centre for Research and Development with hands-on guidance to move from exploratory work to concrete procurement readiness in urban water management. Support ranged from identifying and validating needs to translating them into functional requirements and drafting the key elements of tender documentation. The outcome is a more strategic and operational approach to pre-commercial procurement that can be reapplied in future projects aligned with Poland’s green and digital transition priorities.
The message for other European public buyers is practical. Structured early-stage work, solid business cases and active market engagement are essential precursors for viable innovation tenders. The programme now invites public buyers to request similar assistance across four specific areas of the tender preparation process.
NCBR’s role in Poland’s innovation system
NCBR is Poland’s executive agency for research, development and innovation under the Ministry of Science and Higher Education. It channels national and EU funds into applied R&D, connecting public needs, research organisations and industry. As part of its mandate, NCBR can design and implement pre-commercial procurement processes on behalf of public authorities. This includes defining unmet needs, running market consultations and competitively procuring R&D services when mature commercial solutions do not yet exist.
What SPIN4EIC delivered to NCBR
SPIN4EIC support was practical and stepwise. It started with needs identification and assessment, continued into business case building and market engagement, and extended to the preparation of draft tender materials. Methods combined prior-art research with active dialogue with the market to cross-check assumptions about what technology could deliver within realistic constraints.
| Type of assistance | What it covers | Practical tools and outputs |
| Identification and assessment of needs | Define a concrete challenge at the organisational level that could merit an innovation-driven procurement | Voice of the client, user working groups, WIBGIF prompts, functional analysis, LEAN approaches, functional requirements and use cases |
| Building the business case | Test feasibility and value for money to justify an innovation pathway | Cost and benefit analysis, value calculations, scenario comparison including cost of doing nothing |
| Open market consultation | Engage suppliers Europe wide to validate needs, feasibility and appetite | Consultation document and questionnaire, events and webinars, a Prior Information Notice on the TED portal, Q&A handling, legal and business compliance with Treaty principles |
| Drafting tender documents | Shape specifications and procurement strategy to lower barriers for SMEs and start-ups | Strategy design including IPR provisions and contractual set-up, request for tender, model contracts, notices, supplier Q&A handling |
| Additional assistance | Phase 0 support for low-value PPI and state of the art checks | Supplier identification and targeted RFPs under local rules, market and prior-art analysis, IPR search, TRL assessment to inform strategy |
All support follows the EAFIP methodology and is tailored case by case. For public buyers applying through the open call, each assistance type comes with up to five person days of expert input.
The focus: sustainable urban water management
NCBR’s preparation work targeted complex urban water challenges. The approach prioritised translating high level needs into functional requirements supported by practical use cases. This made it easier to test whether market-ready or near market technologies could bridge the gap, and where R&D would still be required. Combining prior-art research with direct supplier feedback reduced the risk of over-specifying, helped validate strategic assumptions and clarified the boundary between a PCP track and a later commercial deployment track.
From exploration to operational readiness
The collaboration strengthened NCBR’s internal capabilities and strategic planning around the PCP modality. The aim was to accelerate the shift from exploratory analysis to a state where tendering can start on sound footing. The methods and templates used are reusable for future PCP projects in areas tied to Poland’s green and digital transition.
The broader lesson holds for EU public buyers. Impactful PCP depends on a clear articulation of the unmet need, a disciplined functional specification approach, and early engagement with the market to test feasibility and competition dynamics.
How other public buyers can access support
The EIC Innovation Procurement Programme via SPIN4EIC runs an open call that provides public buyers with tailored assistance for innovation procurement preparation. Buyers can request help for needs assessment, business case development, open market consultation and drafting of tender documents. One to many formats such as training are also possible.
| Key parameter | What to expect | Notes |
| Scope | Four assistance types plus optional Phase 0 and state of the art checks | Needs, business case, OMC, tender drafting |
| Intensity | Up to 5 expert person days per assistance type | Tailored case by case under EAFIP methodology |
| Delivery | Videocalls, one to one meetings, email support | Training options available |
| Timing | Open from February 2024 to early 2026 | Applications evaluated monthly |
| Eligibility | Public buyers fostering innovation in Europe | Selection based on stated need, capacity and budget readiness by assistance type |
| Exclusions | Activities already funded under other EU programmes for the same costs | No support for preparing Horizon Europe proposals |
| Attribution | Selected buyers must indicate they benefit from SPIN4EIC assistance | Supported by the EIC and EISMEA |
Methods and terms explained
Where this sits in the EIC support landscape
SPIN4EIC is part of the European Innovation Council’s Business Acceleration Services. The Innovation Procurement Programme connects EIC backed innovators with buyers and offers three complementary tracks. SPIN4EIC provides assistance to suppliers and public buyers and convenes a community of procurers. InnoBuyer matches challenge owners with SMEs to co-create and pilot solutions. InnoMatch funds proof of concept demonstrations or pilots by EIC beneficiaries with committed buyers, covering up to EUR 60,000 per pilot. Together, these actions are meant to unlock procurement markets for innovative SMEs and start-ups in Europe and beyond.
Caveats and what to watch
The assistance described here is advisory rather than budgetary. Five person days per track can catalyse momentum but it does not replace the need for in-house capacity, firm budgets and political backing. PCP impact depends on what follows. Without a credible path to commercial deployment through Public Procurement of Innovative Solutions or other procedures, R&D outputs can stall at pilot stage. Urban water projects also operate in complex legal and regulatory environments, where data governance, asset ownership and long-term maintenance obligations can constrain innovative contracting. Procurement strategies should be designed to avoid unnecessary vendor lock-in, maintain competition and fairly allocate IPRs. The case described is about readiness rather than completed tenders or deployments, so outcomes should be monitored over time.
How to stay informed
Public buyers and innovators can subscribe to the SPIN4EIC newsletter for updates on assistance, events and calls. The EIC Business Acceleration Services newsletter and its open calls digest offer broader opportunities. As stated in the source material, the information is provided for knowledge sharing and should not be interpreted as the official view of the European Commission or any other organisation.