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POC Appendix 1 Section I-III
POC Appendix 1 Section I-III
Appendix 1 - STANDARD REQUIREMENTS FOR MANAGEMENT,
REPORTING, MEETINGS AND DELIVERABLES
This document contains the standard requirements for management, reporting, meetings
anddeliverablesforcontractstobeplacedbyCzechInvest inregardtotheESABIC Prague.
1 - CONTRACTUAL BASELINE
The Incubatee is a start-up company in the early stage development of its commercial
enterprise, applying space technology or systems to non-space applications, including
industrial, scientific and commercial uses. As a start up company the Incubatee requires
business development support, technical and commercialadviceandmarketingexpertise
tobeabletocommercializeitsproduct orservicethrough:
- developing its commercial focus;
- enhancing or creating its business plan;
- elaborating on its business outline proposal;
- making relevant use of Third Party advisors;
- establishing a sound financial, commercial and marketing model; and
- performingadditionaltechnicalactivities,functionaltotheaboveactivitiesas
required.
2 –MANAGEMENT
2.1 General
The Incubatee shall implement effective and economical management for the work to be
performed under this contract. The nominated representative of the Incubatee shall be
responsible for the management and execution of the work to be performed.
2.2 Communications
All communications sent by the Incubatee to CzechInvest shall be addressed to
CzechInvest 's representatives nominated in Article 9.3 of this Contract.
3 - REPORTING
3.1 Minutes of Meetings
The Incubatee is responsible for the preparation and distribution of minutes of
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POC Appendix 1 Section I-III
meetingsheldinconnectionwiththisContract.Electronicandpaperversionsofthe minutes
of each meeting shall be issued and distributed to all participants and to CzechInvest´s
representatives, not later than ten (10) days after the meeting concerned was held.3.2
Progress Reports
Every three (3) months, the Incubatee shall provide a progress report to CzechInvest s
representatives, covering the Activity. This report shall provide details of:
action items completed during the reporting period;
description of progress: events accomplished etc.;
problem areas, if any, and corrective actions planned and/or taken;
events anticipated during the next reporting period;
budget update
[further details to be provided on a case-by-case basis]
3.3 Problem Notification
The Incubatee shall notify CzechInvest 's representatives of any problem likely to
significantly impact the progress of the Activity.
4 - MEETINGS
4.1 Kick-off Meeting
The kick-off meeting shall take place at CzechInvest 's premises or by teleconference at the
beginning of the Contract Term.
4.2 Mid Term Review
At Mid Term a meeting shall be held (“Mid Term Review”), where the Incubatee shall
present the Mid Term Report, to verify the status of the Activity and to confirm its
feasibility.
4.3 Additional Meetings
Additional meetings may be requested either by CzechInvest or the Incubatee.
4.4 Notice and Agenda for Meetings
For all meetings the Incubatee shall ensure that proper notice to CzechInvest is given at
least two (2) weeks in advance of when CzechInvest’s participation is foreseen to be
required. The Incubatee is responsible for ensuring the participation of the Incubatee’s
personnel and/or third party advisors, as needed.
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POC Appendix 1 Section I-III
For each meeting the Incubatee shall propose an agenda in electronic form and shall compile
and distribute handouts of any presentation given at the meeting.
5 - DELIVERABLES
5.1 Documentation to be delivered
In addition to the documents to be delivered according to section 3 above, the
documentation set out in this section 5 shall also be deliverable.
All documentation Deliverables mentioned in this section 5 (including all their
constituent parts) shall be delivered as follows:
5.1.1 in electronic form on computer readable media as agreed by CzechInvest,
and in other exchange formats where relevant (e.g. HTML, PDF format); and
5.1.2 inone(1)papercopies.
The draft version of the documentation shall be sent to CzechInvest’s administrative officer
in one (1) electronic copy for approval not later than two (2) weeks before the
documentation is to bepresented.
5.2 Mid TermReport
The Incubatee shall document in detail the status of its technical and commercial progress
in relation to the Activity in the Mid Term Report and confirm the feasibility of the
Activity. The Mid Term Report shall furthermore contain all invoices relevant to the Third
Party Services obtained by the Incubatee in accordance with Article 4 of this Contract. The
Mid Term Report shall be presented by the Incubatee to CzechInvest at the Mid Term
Review. The Incubatee shall submit the presentation of the Mid Term Report to
CzechInvest two (2) weeks in advance of the Mid Term Review meeting.
5.3 Final Report
A report shall be produced by the Incubatee at the end of the Contract Term. It shall be a
complete statement of all the work undertaken by the Incubatee during the Contract
Term, including the activities functional to the Business Plan (“Final Report”). It shall
not refer to any other report that may have been provided by the Incubatee and shall detail
the full results of the Activityto include:
(a) lessons learned;
(b) details of the support received from ESA BIC Prague partners;
(c) contacts established;
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POC Appendix 1 Section I-III
(d) description of technical developments;
(e) financial details;
(f) all invoices relevant to the Third Party Services obtained by the Incubatee in
accordance with Article 4 of the Incubation Contract.
(g) licenses granted and patent filings and applications;
(h) photographic documentation
(i) [furtherofinputbyCzechInvest requiredonacasebycasebasis]
5.4 Executive Summary to the Final report
The Incubatee shall prepare a summary which shall concisely summarise the findings
of the Incubatee in performing the Activity (“Executive Summary”). It shall be suitable for
non-experts and should also be appropriate for publication, including onawebpage.Forthis
reason,itshallnotcontainanyconfidentialinformation.The Executive Summaryshall not
exceed three (3) to four (4) pages of text with colored illustrations or photographs, if
appropriate. Writing tips for the Executive Summary can also be found in the BAP Business
Plan Template.
5.5 Business Plan
The Incubatee shall produce a business plan that sets out the Incubatee's expected course of
action for next period of the development of the company, including a detailed listing
and analysis of risks and uncertainties (“Business Plan”). The Business Plan should also
examine the proposed products (including scientific and technical requirements and
feasibility), the market, the industry, the management policies, the marketing policies,
production needs and financial needs of the Incubatee.
The use of the BAP Business Plan Template is advised.
5.6 AnnualPerformanceReport
The annual performance report shall describe the sales made and/or licences granted by
the Incubatee during the preceding twelve (12) months (“Annual Performance Report”).
The Incubatee shall submit this to CzechInvest and to the Agency (accordingtoArticle15
ofthecontract) inone(1)paper copyand inelectronicform on each anniversary of the end of
the Contract Term, during 10 years.
5.7 PhotographicDocumentation
Photographic documentation comprises photographs of events organized by the
Contractor and photographs of hardware under manufacture by the Start-ups
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POC Appendix 1 Section I-III
showing major progress, as well as of tests and test set-ups. Videos presenting the
functioning of hardware/test set-up and relating test activities may also be included in
this category.
5.8 Software (including computer programmes)
Copy of the software developed by the Incubatee shall be a deliverable.
The Start-up shall provide a demonstration of the software to CzechInvest’s representative
including a trailer/movie clip illustrating the use and application of their developed
software program for the purpose of ESA exhibitions.
5.9 Hardware
A prototype or product manufactured by the start-up. In case of very high production
costs, the start-up can keep the original prototype and deliver a mock-up of the prototype.
Start-upsshallhoweverkeeptheprototypeavailable forlendingit to ESA forexhibitions.
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POC Appendix 1 Section I-III
APPENDIX 2 - AGENDA FOR MIDTERM REVIEW
1. Welcome/Introduction
2. Elevator pitch
2-3 minutes without slides. (This is good training and will introduce the company and
business idea to potential new audience.)
3. Progress status tasks/work packages, first phase.
Refer to each task in original proposal, and present the current status of the task/work
package. Explain reasons to why tasks have not been completed (if any). Present any new
tasks that have been added in this first phase (if any).
Task/Work Package #
Sub- tasks
Costs
Sub- tasks Costs (€)
Output Total (€)
4. Planning of tasks/work packages, next phase
Refer to each task in original proposal and present current status or changes, if any. Include
overview of additional new tasks (if any).
Task/Work Package #
Sub- tasks
Costs
Sub- tasks Costs (€)
Output Total (€)
1 (3)
POC Appendix 1 Section I-III
5. Incubation Planning Overview:
Task/W Task Name Month/Yea Month/Yea Month/Yea Month/Yea Month- Month/Yea
r
P1 Planne r r r r Year
Final Review
Stated 50%
2 Planne
Stated 33%
3 Planne
Stated
4 Planne
Stated 150%
100%
5 Planne
Midterm Review
Stated
6 Planne
Stated 0
7 Planne %
100%
Stated
8 Planne
Stated
6. Cost Breakdown Overview, first phase:
W Task Name Business Plan Development Third Party Advice in €
in €
P1
2
3
4
5
6
7
8
Total
7. Changes in expected Costs, first phase:
Expected
amount at Real Costs Difference in Difference in
WP Task Name BMPidDtermTPA BPD TPA BP€D TPA BP%D TPA
1 Review
2
3
4
5
6
7
8
Total
BPD+TPA
2 (3)
POC Appendix 1 Section I-III
8. Overview of technical
experts Expert hours used, this
phase Expertshoursneeded,
next phase
9. Overview of major challenges/concerns.
10. Other
news/updates Very
short, f.ex
- change in team
- financial developments/ additional sources of funding/ investments (personal/subsidy)
- cooperation agreements
11. Proposal of
CCN If any
12. Q&A
3 (3)
POC Appendix 1 Section I-III 2016-06-20
APPENDI
X3
FINAL REPORT TEMPLATE
Template for Final Report (see also 5.3 of Appendix 1 of the incubation
contract). Please use this template also to structure your presentation for
the Final Review.
1. Introduction
2. Elevator pitch
2-3 minutes Pitch (This is good training and will introduce the company and
business idea to potential new audience.)
3. Lessons learned (5.3(a) in Appendix 1 of the contract);
4. Details of the support received from ………. (5.3(b) in Appendix 1 of the
contract); Also mention the expert’s names, sections and hours used during
incubation period
5. Business contacts established (5.3(c) in Appendix 1 of the contract);
6. Progressreportonworkpackagesoftotal incubationperiod(5.3(d) in
Appendix 1 of the contract);
Refer to each task in original proposal, and present the current status of the task/work
package. Explain reasons to why tasks have not been completed (if any). Present any
new tasks that have been added in this first phase (if any).
Task/Work Package #n
Sub- tasks Costs (€)
Costs
Sub- tasks
Total (€)
Output
1 (4)
POC Appendix 1 Section I-III 2016-06-20
7. Incubation Planning Overview (planned and actual):
Task/WP Task Name Month/Year Month/Year Month/Year Month/Year Month-Year Month/Year
1 Final Re
2 Planned 0%
3 State
4
5 Planned
6 State
7
n Planned
State
Planned
State
Planned
State
Planned
State
Planned
State
Planned
State
Midterm Review
2 (4)
POC Appendix 1 Section I-III 2016-06-20
8. Changesinexpected Costs,totalincubation period(5.3(e)inAppendix1ofthecontract);
Expected
amount at Final Real Costs Difference in € Difference in %
Review
WP Task Name BPD TPA BPD TPA BPD TPA BPD TPA
1
2
3
4
5
6
7
8
Total
BPD+TPA
3 (4)
9. Overview of major challenges/concerns.
10. Other news/updates
- changes in your team’s composition
- financial developments; i.e. secured financing, launching customers, other income
- cooperation agreements
11. Way forward
12. Feedback on ESA Business Incubation support
ANNEX to the Final Report. Please attached to this report also:
I. An overview and the copies of all invoices relevant to the Third Party Services obtained by the
Incubatee (5.3(f) in Appendix 1 of the contract);
II. An overview and copies of patents, patent filings and/or licenses granted (5.3(g) in Appendix 1
of the contract);
III. Photographic documentation accordance (5.3(h) in Appendix 1 of the contract).
4 (4)
POC Appendix 1 Section I-III
APPENDIX 4 – LOGO
1 (1)