Project Process, Implementation and Finances

What is agile piloting?
Agile piloting is a method originating from Finland for testing new solutions quickly and at short notice under real conditions. The method connects innovators from the private sector with public institutions and promotes the joint development of innovations by different actors, who thereby build up a common know-how.

What is the aim of the competition?
The competition is part of the international project PilotInnCities, which is carried out within the framework of the Interreg Danube Region programme and co-financed by the European Union . The aim is to identify innovative smart city solutions and facilitate their market entry and expansion through agile piloting . This tender is not a grant or grant program, but an open innovative process for selecting new, unique solutions outside the usual market standard. On this basis, a service agreement will be concluded with the winning participants for the provision of pilot test services.

What do we mean by smart city and smart region?
The PilotInnCities project takes a holistic approach to smart cities and smart regions. We seek both technological and non-technological solutions that contribute to improving the quality of life, more efficient public administration, better mobility, environmental sustainability, social inclusion and other positive societal changes .

Where are the German pilot projects taking place?
The German pilot projects will take place in several municipalities in the district of Wunsiedel. For details, please refer to the project profiles.

How long does it take to implement the project?
Since the Open Call is explicitly about agile pilot projects, project durations of between three and six months must be provided. Depending on the project, there may be differences as to whether you start directly into the actual piloting or whether a preparation phase is still necessary. If necessary, this will be agreed individually after evaluation and award of the pilot project.

Who can participate?
Startups and SMEs (<250 employees, annual turnover <50 million euros) are eligible to participate. Non-economic entities can also propose and submit a project. However, if they are selected as winners, they must register as a commercial enterprise during the conclusion of the contract.

Where and how do I apply?
Your application must be submitted to info[at]digitaleentwicklung.de by 14 April 2025, 23:59 CEST. The components of the application to be submitted are: The completed application form, the completed self-declaration of suitability and the elevator pitch video. If you have any questions about this application process, please feel free to contact the contact person listed below at any time.

Who commissions the pilot projects?
The client for the pilot projects is the Center for Digital Development GmbH.

What is the budget per pilot project?
The budgets per pilot project amount to 5,000 or 10,000 € incl. VAT.

What costs can be billed?
Seven sample cost categories have been introduced in the competition information. These are billable in any case, but can be supplemented by additional cost categories in the individual applications, provided that these are necessary or sensible for the proposed solution.

In which countries does the competition take place?
The competition runs simultaneously in Germany, the Czech Republic, Slovakia, Serbia, Hungary and Romania. Each country has its own application process, specific conditions of participation, and a separate budget for implementing the agile pilots. A participant cannot apply in more than one country. In each country, the competition is supervised and organised by the respective project partners. If you have any questions about applying in other countries, please feel free to contact us.

How is the evaluation carried out?
The project ideas submitted will be evaluated by an independent jury of experts. The four dimensions of the Helix of Stakeholders quadruple are represented in this programme (civil society, administration, business and universities). The evaluation is based on the criteria DEGREE of INNOVATION (15%), IMPACT (25%), PRACTICAL FEASIBILITY (25%), SCALABILITY (20%) and BUDGET EFFICIENCY (15%).

What does the competition mean by “citizen science”?
The term was deliberately left open in order to ensure the greatest possible openness to solutions. The decisive criterion is to be that the citizenry is involved in the process of data collection.

How is the project budget paid out?
Payment is made on account. When the contract is signed, the exact payout schedule is determined. For Germany, a payment plan is planned in three tranches (40% at the start of the project, 40% at the middle of the project and 20% after successful project completion). This can be deviated from in individual cases, provided that this is objectively justified, in consultation with the organizer.

Which measurable key performance indicators (KPIs) are suitable?
Each applicant and pilot project must propose a set of key performance indicators (KPIs) that measure the pilot’s success. Due to the variety of smart city solutions, they must be individually adapted to the respective project. KPIs should capture both quantitative parameters and qualitative changes for the target groups. They can be “hard” or “soft” factors and can be measured either once, repeatedly, or continuously. The data can be collected from external sources or directly through surveys of the target groups. As a recognized European methodology for KPIs, CITYkeys is recommended. The KPIs must already be defined in the “Impact” criterion in the application. The final coordination of the KPIs with the organizers will only take place for the winning projects before the contract is signed.

Can failure to achieve the KPIs lead to a reduction in the budget?
In principle, no. The concept of agile piloting involves the acceptance of risks and possible mistakes as a source of learning. It is crucial that the project team strives to meet the KPIs. If the goals are not achieved, the causes must be analyzed and recommendations formulated in the final report.

Can failure to achieve the KPIs lead to a reduction in the budget?
In principle, no. The concept of agile piloting involves the acceptance of risks and possible mistakes as a source of learning. It is crucial that the project team strives to meet the KPIs. If the goals are not achieved, the causes must be analyzed and recommendations formulated in the final report.

Is the contract form mentioned in Call Topic 4 accessible to applicant teams?

Yes, the contract form mentioned in Call Topic 4 can be provided by the organizer upon request.

Technical conditions

Are certain technical standards required for a pilot solution?
Basically, the call topics are formulated openly, the type of solution is up to the participants. However, in the case of data- or sensor-based applications, it is important to ensure that they have open, documented interfaces that can be docked to a commercially available dashboard.

After the pilot phase

Who owns any installed hardware after the pilot phase?
This question cannot be answered in advance due to the openness of the call topics. It is negotiated individually for each successful application.

Project Process, Implementation and Finances

What is agile piloting?
Agile piloting is a method originating from Finland for testing new solutions quickly and at short notice under real conditions. The method connects innovators from the private sector with public institutions and promotes the joint development of innovations by different actors, who thereby build up a common know-how.

What is the aim of the competition?
The competition is part of the international project PilotInnCities, which is carried out within the framework of the Interreg Danube Region programme and co-financed by the European Union . The aim is to identify innovative smart city solutions and facilitate their market entry and expansion through agile piloting . This tender is not a grant or grant program, but an open innovative process for selecting new, unique solutions outside the usual market standard. On this basis, a service agreement will be concluded with the winning participants for the provision of pilot test services.

What do we mean by smart city and smart region?
The PilotInnCities project takes a holistic approach to smart cities and smart regions. We seek both technological and non-technological solutions that contribute to improving the quality of life, more efficient public administration, better mobility, environmental sustainability, social inclusion and other positive societal changes .

Where are the German pilot projects taking place?
The German pilot projects will take place in several municipalities in the district of Wunsiedel. For details, please refer to the project profiles.

How long does it take to implement the project?
Since the Open Call is explicitly about agile pilot projects, project durations of between three and six months must be provided. Depending on the project, there may be differences as to whether you start directly into the actual piloting or whether a preparation phase is still necessary. If necessary, this will be agreed individually after evaluation and award of the pilot project.

Who can participate?
Startups and SMEs (<250 employees, annual turnover <50 million euros) are eligible to participate. Non-economic entities can also propose and submit a project. However, if they are selected as winners, they must register as a commercial enterprise during the conclusion of the contract.

Where and how do I apply?
Your application must be submitted to info[at]digitaleentwicklung.de by 14 April 2025, 23:59 CEST. The components of the application to be submitted are: The completed application form, the completed self-declaration of suitability and the elevator pitch video. If you have any questions about this application process, please feel free to contact the contact person listed below at any time.

Who commissions the pilot projects?
The client for the pilot projects is the Center for Digital Development GmbH.

What is the budget per pilot project?
The budgets per pilot project amount to 5,000 or 10,000 € incl. VAT.

What costs can be billed?
Seven sample cost categories have been introduced in the competition information. These are billable in any case, but can be supplemented by additional cost categories in the individual applications, provided that these are necessary or sensible for the proposed solution.

In which countries does the competition take place?
The competition runs simultaneously in Germany, the Czech Republic, Slovakia, Serbia, Hungary and Romania. Each country has its own application process, specific conditions of participation, and a separate budget for implementing the agile pilots. A participant cannot apply in more than one country. In each country, the competition is supervised and organised by the respective project partners. If you have any questions about applying in other countries, please feel free to contact us.

How is the evaluation carried out?
The project ideas submitted will be evaluated by an independent jury of experts. The four dimensions of the Helix of Stakeholders quadruple are represented in this programme (civil society, administration, business and universities). The evaluation is based on the criteria DEGREE of INNOVATION (15%), IMPACT (25%), PRACTICAL FEASIBILITY (25%), SCALABILITY (20%) and BUDGET EFFICIENCY (15%).

What does the competition mean by “citizen science”?
The term was deliberately left open in order to ensure the greatest possible openness to solutions. The decisive criterion is to be that the citizenry is involved in the process of data collection.

How is the project budget paid out?
Payment is made on account. When the contract is signed, the exact payout schedule is determined. For Germany, a payment plan is planned in three tranches (40% at the start of the project, 40% at the middle of the project and 20% after successful project completion). This can be deviated from in individual cases, provided that this is objectively justified, in consultation with the organizer.

Which measurable key performance indicators (KPIs) are suitable?
Each applicant and pilot project must propose a set of key performance indicators (KPIs) that measure the pilot’s success. Due to the variety of smart city solutions, they must be individually adapted to the respective project. KPIs should capture both quantitative parameters and qualitative changes for the target groups. They can be “hard” or “soft” factors and can be measured either once, repeatedly, or continuously. The data can be collected from external sources or directly through surveys of the target groups. As a recognized European methodology for KPIs, CITYkeys is recommended. The KPIs must already be defined in the “Impact” criterion in the application. The final coordination of the KPIs with the organizers will only take place for the winning projects before the contract is signed.

Can failure to achieve the KPIs lead to a reduction in the budget?
In principle, no. The concept of agile piloting involves the acceptance of risks and possible mistakes as a source of learning. It is crucial that the project team strives to meet the KPIs. If the goals are not achieved, the causes must be analyzed and recommendations formulated in the final report.

Is the contract form mentioned in Call Topic 4 accessible to applicant teams?
Yes, the contract form mentioned in Call Topic 4 can be provided by the organizer upon request.

Technical conditions

Are certain technical standards required for a pilot solution?
Basically, the call topics are formulated openly, the type of solution is up to the participants. However, in the case of data- or sensor-based applications, it is important to ensure that they have open, documented interfaces that can be docked to a commercially available dashboard.

After the pilot phase

Who owns any installed hardware after the pilot phase?
This question cannot be answered in advance due to the openness of the call topics. It is negotiated individually for each successful application.