Mobile Eye-Tracking-Systeme

The contract timeline is defined by a contractual end of performance set for September 30, 2028, as the project is funded under the INTERREG programme. The remaining actual project term will be adjusted based on the specific date the contract is awarded. Invoicing or performance of services beyond September 30, 2028, is not permitted under the funding rules. A fixed period of 36 months is prescribed as the calculation basis for the contract's duration in the price items, applicable to elements like the provision/license to use the VR training platform and hosting/operation.

Key milestones and phases include:

• MP 1, period 1: The technical and content-related introduction of the VR environment is defined by mid Q2/2026.
• MP 2, period 1: The VR training environment is introduced to a test group by the end of Q3/2026.
• MP 3, period 1: The introduction phase is completed, and the VR environment is implemented in broad regular use by the end of Q4/2026.
• MP 4, period 2: Feedback on usability and functionality is evaluated by the end of Q2/2027.
• MP 5, period 2: A possibly revised version of the VR environment is rolled out by the end of Q4/2027.
• MP 6, period 3: Feedback on the permanent implementation is evaluated by the end of Q2/2028.
• MP 7, period 3: Possible adaptations for permanent implementation are rolled out by the end of Q4/2028.
• MP 11, P1-P3: After two periods, at least 12 VR training sessions have been conducted on an ongoing basis.

Milestones 8 to 10 are not part of the contracted scope of services, as they fall within the contracting authority's organizational and operational responsibility. The delivery of all 25 mobile eye-tracking systems is required within a maximum of 6 weeks after contract award, with a bindingly guaranteed delivery time of 2 weeks or less being fully met.

The core scope of work for this tender is divided into three main lots:

Lot 1: Mobile Eye-Tracking Systems

• Core Deliverable: Provision of 25 mobile eye-tracking systems, delivered free to the point of use at UKSH, Campus Lübeck, within 6 weeks of contract award.
• Key Services: Includes a cloud-based analysis platform for storage and analytical functions (e.g., fixations, saccades, heatmaps), multi-user/team capabilities, export in open formats, and documentation of scientific suitability.
• Support & Maintenance: Technical support for hardware and the cloud platform (German/English, min. two channels, max. 24-hour reaction time), quick replacement of defective units, and ensuring the availability of functional systems and the cloud platform throughout the term.

Lot 2: VR Training Software (Training Platform)

• Core Deliverable: Provision, hosting, maintenance, iterative adaptation, and instruction for a multiplayer-capable VR training platform, leased for the project term.
• Basic Architecture: An interactive, multiplayer-capable simulation platform enabling emergency personnel from Germany and Denmark to train scenarios jointly or independently, including a role for exercise control (facilitator) to prepare, start, control, and evaluate scenarios for debriefing.
• Key Services: Hosting and operation (cloud-based and/or on-premise), maintenance with software/security updates and support, instruction/training for facilitators and multipliers.
• Iterative Adaptations: The contract includes iterative adaptations based on user feedback and scientific evaluation, with a defined scope and procedure, assuming a quota of 40 person-days for evaluation.
• Project Plan & Milestones: A binding project plan must ensure the provision of a prototype, a test phase, and a roll-out according to specific milestones (e.g., defining VR environment by mid Q2/2026, introduction to a test group by end Q3/2026, broad regular use by end Q4/2026). Milestones 8-10 are excluded from the service scope.

Lot 3: VR End Devices with Eye-Tracking

• Core Deliverable: Leasing of 120 VR end devices with eye-tracking functionality for scientific accompanying research locations, accompanied by a maintenance agreement.
• Delivery: Stepwise delivery over three periods to partner locations, free to the point of use, with the first tranche within 8 weeks of contract award.
• Key Services: A mandatory maintenance agreement covering functional units, at least semi-annual preventive maintenance (including firmware/software updates), and rapid replacement of defective units.
• Contractual Peculiarities: Pure leasing over the project period, with the need to specify a purchase or extension option.
• Data Protection: Compliance with GDPR Article 9 concerning biometric data, including a data processing agreement, consent management, and assistance with impact assessments.
• Additional Services: Fleet management/MDM, delivery, commissioning, and instruction.