Can I name a specific OEE product in a grant-funded purchase?

Funding rules for beneficiaries generally ask for a description that does not favour one supplier. Describe functions and results. If you must refer to a brand or a standard, add "or equivalent" and accept equivalents. Check the exact wording in your funding agreement.

Is a software subscription an eligible cost?

It depends on the programme and the call. Some calls list software and subscriptions as eligible, others fund only assets or limit the eligible period. Check the call text, or ask the managing authority, before you choose between buying and subscribing.

How many requirements should be mandatory?

Enough to exclude offers you would not accept, and not so many that only one supplier can comply. The template marks the essentials as mandatory (M) and the rest as scored (S). Move items between the two to match your plant.

What is an acceptance test for an OEE system?

A set period, for example ten working days, during which the counts and stops recorded by the system are compared with a reference: a manual count, a counter on the machine or a stop log. Acceptance and the main payment follow when the gaps stay within the tolerances you set.

Does the template work for a project without a grant?

Yes. The requirements are vendor-neutral and not tied to one country or programme. Only the country notes and section 7 on project indicators are specific to funded projects.

Home / Co-financing for factory digitalisation in Central & Eastern Europe (2026) / OEE system specification

Free template · Word and Excel · for EU-funded and self-funded projects

OEE system specification template for grant-funded projects

A funded project stands or falls on the specification. Write one that several suppliers can answer, that scores more than price and that gives you an acceptance test and a baseline for the final report.

In shortA good specification for an OEE or production-monitoring system describes results, not a product: automatic run, stop and count data for every machine, stop reasons entered by operators, OEE calculated on stated definitions, open data export, installation that leaves PLC programs untouched, support in your language and a measurable acceptance test. The free pack contains a Word template with 51 numbered requirements, each mandatory or scored and each with its verification method, a machine list, a price form and an Excel grid that ranks up to three offers.

Get the specification pack

Specification template (Word): 10 sections and 51 numbered requirements, each mandatory or scored, with how it is verified
Annex A machine list and Annex B price form, on the same cost lines as the OEE system cost calculator
Evaluation grid (Excel): pass or fail on mandatory items, points for the rest, price points and a ranking of up to three offers
Country notes for Poland, Romania, Czechia, Slovakia, Hungary and Türkiye

Why the specification decides a funded project

When a grant pays part of the bill, the buyer usually has to compare several offers against written criteria and keep the file for audit. Whatever the specification leaves vague becomes a dispute later: which machines are included, who installs the sensors, what "real time" means, how the result is accepted.

A vendor-neutral, functional specification does three jobs at once. It lets more than one supplier bid, so the selection stands up to review. It makes offers comparable line by line. And it sets the acceptance test and the baseline that the project indicators need.

What the template covers

1. Purpose and scope What is bought, for how many machines, for how long, and whether it can be ordered in stages.
2. Current situation and objectives How stops and output are recorded today and what the project must change.
3. Functional requirements Automatic run, stop and count data, OEE on stated definitions, stop reasons, scrap, live displays, reports, alerts, roles.
4. Technical requirements Any machine brand and age, no PLC program changes, buffering on network loss, EU hosting, security, open data export.
5. Implementation, training, support Time to live data, training and interface in your language, support hours and response times, warranty.
6. Acceptance test Counts and stops compared with a reference over a set period, with tolerances you choose.
7. Project indicators A baseline measured automatically before improvement actions, and monthly indicators for the final report.
8. Commercial terms One-off and recurring prices on the same lines, price protection, invoices that match the funding rules, exit.
9. Supplier qualification Proportionate references and declarations, without thresholds copied from MES projects.
10. Offer content and award criteria What every offer must contain and example weights that do not reduce to price.

A sample: five requirements from the template

ID	Requirement	Type	How it is verified
F1	Automatic detection of run and stop states on every machine in Annex A, without manual input.	Mandatory	Acceptance test (A2)
F3	OEE, availability, performance and quality calculated per machine, line, shift, day, product and order, with definitions consistent with ISO 22400-2. The buyer configures the planned production time, the shift calendar and the ideal cycle time per product.	Mandatory	Demonstration and documentation
T2	Installation requires no change to machine PLC programs or safety circuits, unless the buyer agrees in writing for a named machine.	Mandatory	Statement and installation plan
T8	The buyer can export all raw data (states, stops, reasons, counts, timestamps) at any time, by API or file, at no extra cost, including at the end of the contract.	Mandatory	Documentation and demonstration
A2	Output recorded by the system is within ±[1]% of the buyer's reference count for each machine over the test period. Every stop longer than [2] minutes in the buyer's log appears in the system, with a duration within ±[1] minute.	Mandatory	Test report

How funded buyers select a supplier, country by country

The procedure depends on your programme, the value of the purchase and your funding agreement. These notes describe what we found in September 2026; they are not legal advice.

Poland

When a FENG or FEPW grant requires a competitive selection, the beneficiary publishes a request for quotation (zapytanie ofertowe) in the Baza Konkurencyjności and compares offers against the published criteria. FEPW Action 1.2 projects often put OEE or IIoT software in the same notice as robots, terminals and servers. Price weighs heavily: a June 2025 FEPW 1.2 notice for a production and logistics system scored net price 80%, warranty 10% and service response time 10%, and several notices outside this field scored on price alone.

Romania

Private beneficiaries of EU funds buy under Order 1284/2016, amended by Order 1354/2023. Below 270,120 lei excluding VAT for goods and services, a direct purchase is allowed, with no procedure and no publication; above it, a competitive procedure applies, and splitting a purchase to stay below the threshold is not allowed (consultant summary of 18 January 2024). A monitoring project for one plant can sit below the threshold. Comparable offers on one written specification still make the choice easy to defend at audit.

Czechia

OP TAK calls, including the Digitální podnik line, attach supplier-selection rules to the call documents. The procedure depends on the value of the purchase and on the rules of the call, so read them before you ask for offers. A functional specification with numbered requirements fits any of these procedures.

Slovakia

SIEA vouchers and Program Slovensko calls set the procurement conditions in the call and in the contract with the beneficiary. A small voucher project for measurement and analysis can use the same template: keep sections 3, 4 and 6 and scale down the rest.

Hungary

GINOP Plusz calls, such as 1.4.5-25 and the SME calls 2.1.3-24 and 1.2.4-25, set their own rules for quotes and procurement in the call documents (felhívás). A specification written in advance lets you collect comparable quotes for the application and for the purchase.

Türkiye

Under the KOSGEB KOBİ Dijital Dönüşüm programme, the purchase is financed through a partner-bank loan after an approved digital-maturity report (DDX or SIRI). A written technical specification (teknik şartname) makes offers comparable and documents what the loan pays for. Public buyers follow Public Procurement Law 4734.

Award criteria that do not reduce to price

Price-only scoring rewards the cheapest offer that ticks the boxes. If your rules allow it, add criteria that predict whether the system will be used after the project ends.

Criterion	Points	How it is calculated
Total price over the term (Annex B)	60	Lowest total ÷ offer total × 60
Scored requirements (type S)	20	Sum of weight × score (0 to 5) ÷ maximum possible × 20
Time to live data on the first machines (S2)	10	Shortest time ÷ offer time × 10
Warranty and service response (S5, S6)	10	Half for the longest warranty, half for the shortest response time

Example weights. Your funding rules may fix or limit the criteria; check them first. If price must weigh 80% or more, put every quality you cannot do without in the mandatory requirements, because at that weight the scored items barely change the ranking.

Seven mistakes that sink a tender

Naming a product or a technology stack A 2025 Bulgarian selection for a production-monitoring system prescribed the programming languages and the database of the software. It was terminated with a single offer. Describe the result you need, not how the supplier builds it. If a brand is unavoidable, add "or equivalent".
One notice for robots, servers and OEE software Bundling everything in one lot limits the bidders to integrators who can deliver all of it. If your rules allow lots, put the monitoring system in its own lot.
Requirements nobody can check "User-friendly" and "real-time" cannot be scored. Give each requirement a number and a test: a threshold, a demonstration step or a document.
Price-only scoring with weak mandatory items At 80 to 100% price weight, the cheapest compliant offer wins. Make every quality you need a mandatory item.
Qualification thresholds copied from MES projects Asking for several MES implementations to buy an OEE system excludes suppliers of lighter systems and can leave you with one offer. Ask for comparable installations instead.
Offers priced on different scopes If one offer includes sensors, screens and installation and another does not, the totals mean nothing. Use the price form in Annex B, which follows the lines of the OEE system cost calculator.
No baseline before the project starts Grant indicators need a starting value. Measure OEE automatically for a few weeks before improvement actions and freeze it as the baseline.

Questions

Can I name a specific OEE product in a grant-funded purchase?: Funding rules for beneficiaries generally ask for a description that does not favour one supplier. Describe functions and results. If you must refer to a brand or a standard, add "or equivalent" and accept equivalents. Check the exact wording in your funding agreement.
Is a software subscription an eligible cost?: It depends on the programme and the call. Some calls list software and subscriptions as eligible, others fund only assets or limit the eligible period. Check the call text, or ask the managing authority, before you choose between buying and subscribing.
How many requirements should be mandatory?: Enough to exclude offers you would not accept, and not so many that only one supplier can comply. The template marks the essentials as mandatory (M) and the rest as scored (S). Move items between the two to match your plant.
What is an acceptance test for an OEE system?: A set period, for example ten working days, during which the counts and stops recorded by the system are compared with a reference: a manual count, a counter on the machine or a stop log. Acceptance and the main payment follow when the gaps stay within the tolerances you set.
Does the template work for a project without a grant?: Yes. The requirements are vendor-neutral and not tied to one country or programme. Only the country notes and section 7 on project indicators are specific to funded projects.

Related tools

Sources

Published by TEEPTRAK SAS, which sells production-monitoring and OEE software and may answer specifications written with this template. The template names no product, and every requirement can be met by more than one supplier. It is not legal advice: your funding agreement and the call documents prevail.

The TEEPTRAK approach

A funded project needs a baseline, indicators and a system that delivers both.

TEEPTRAK measures OEE, unplanned downtime and output per hour automatically, so the baseline in the application and the figures in the final report come from the same system, in the operators' language.

An automatic baseline measured before improvement actions start
Monthly indicators you can export for the final report and for audits
Installation planned around production, without PLC changes

Used in 450+ factories. At Hutchinson, OEE rose from 47% to 72%. Installed with a module wired into the electrical cabinet and a sensor at the edge of the line. No PLC changes. TEEPTRAK is not an MES: it measures, so you know what to fix first.

See how TEEPTRAK works →Specification template for funded projects →