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Smart Cities Citizen Innovation in Smart Cities Final Application (excerpt) Project Final Application (excerpt) URBACT II SMART CITIES Citizen Innovation in Smart Cities Lead Partner City of Coimbra Project Coordinator Fernando Zeferino Ferreira Finance Officer Rosa Silva Communication officer Nina Figueiredo Lead Expert Peter Ramsden Websites www.urbact.eu http://urbact.eu/en/projects/innovation-creativity/smart-cities/homepage/ Logo design Mónica Sousa Photography and graphic design (on URBACT template) Fernando Zeferino Ferreira 1. Project Identity Project Title, Lead Partner and Duration Smart Cities – Citizen Innovation in Smart Cities The Lead Partner is the City of Coimbra (PT). The project has two phases: Development phase ( 6 months) and Implementation phase (27 months) Update summarised description of project and issue addressed In the summarized description for the DOI Application form, is stated that the main objective of the SMART CITIES Project is to develop a different picture of how public services could be organized through an open innovation process, considering the citizens in the core of system, to help the local authorities in creating new tools for improving the quality of life and well-being of communities and citizens. The project intends to foster Smart Cities (and communities) that promotes social innovation and inclusiveness together with economic innovation and environmental sustainability, in line with the EU Strategy 2020. The Smart cities network is to develop a new relationship between municipalities and their citizens. This new approach is based on citizen or user led innovation and aims to rebuild trust and create shared models of delivery. This new relationship will be developed through two parallel approaches, one focusing on particular areas of the city which is called Smart localities, the other on horizontal policies called Smart services. These two vertical priorities will have two cross cutting themes of coproduction and digital transformations. Partnership City; Country Region Coimbra, Portugal (lead Partner) Convergence Gdynia, Poland Convergence Mizil, Romania Convergence Gualdo Tadino, Italy Competitiveness Santurtzi, Spain Competitiveness Siracuse, Italy Convergence Seinäjoki, Finland Competitiveness INTELI (Non city partner), Portugal Competitiveness Triangle Region, Denmark (Non Competitiveness city partner) 1 2. Summary of Development Phase Achievements 2.1. Activities implemented during Development Phase The activities developed during development phase were: a. Management and Reporting During the development phase one of the main activities done by the initial partners was to recruit appropriate staff to ensure the efficient management, i.e., each project partner identified a qualified project coordinator who will participate in transnational level activities and will set up the Local Support Group (LSG). All partners’ project coordinators speak English. The lead partner, the city of Coimbra, in addition to the project coordinator Fernando Zeferino also identified a finance officer, Rosa Silva and a communication officer Nina Figueiredo. During this period, the lead partner has been working hard to ensure a proper management of the expertise resources and work closely with the Lead expert, Peter Ramsden in the definition of its work programme. They both have several email and phone contacts to define and monitor the work done by the Lead Expert, as the Lead partner is responsible for certification of the service provided and outputs delivered by the expert. Apart the straight cooperation during the preparation of the kick-off meeting in Coimbra and the 2nd meeting of the Development phase in Santurtzi (Bilbao), the Project Coordinator and Lead Expert met personally and worked together in the meetings organized by the URBACT Secretariat in Paris, in May and September. The first meeting was held on the 23rd, 24th and 25th of may 2012, where the Project Coordinator and Financial Officer of the project Lead partner attended the training sessions for new projects organized by the URBACT Secretariat. These were days of intense work and inter- relationship with the members of the URBACT Secretariat and members from other URBACT II projects. In addition to information and training received regarding the URBACT II framework and all practical and administrative components of the URBACT II Programme, during this sessions there was also an opportunity to hold bilateral meetings (network briefs) with the Thematic Pole Manager, Paul Soto, and the URBACT team (administrative and financial issues). The project coordinator together with the lead expert and the finance officer elaborated a poster explaining and presenting the Smart Cities project to the URBACT Secretariat and to the members of other URBACT II projects. During this exercise there was an interaction process called the gallery walk and market place, where each team could see others teams projects and know a little more about each one of them. During these days the financial officer (Rosa Silva) and the Project Coordinator also had a specific training in Financial and Communication issues. Peter Ramsden and Fernando, the project coordinator, participated in another meeting with the URBACT Secretariat in Paris, on the 11st and 12nd of September. There was also an opportunity to evaluate the work that has been done related to the Baseline Study and to clarify some ideas to the Final application. The project coordinator received key information about URBACT method: the composition of the LSG, the transnational activities and related outputs, as well as, 2 next tasks in the URBACT II projects. Again, during these days there was a meeting with thematic Pole manager, Paul Soto, from which resulted some important suggestions to the project. During the development phase, there was also prepared and signed all the key documents related to this phase of the project, such as the Official Notification Letter of approval of the project, the Subsidy Contract For the Project and the Lead Expert Request Form. Furthermore, as lead partner of the project, the city of Coimbra will present the final report, which covers the period 1 May 2012 to 31 October 2012, with the certification of expenditures made by the Company Caiano Pereira, António and José Reimão, SROC, which will be submitted before 31 January 2013. b. Finalising the partnership and organization of the kick-off meeting After the project being accepted by the Monitoring Committee of URBACT Programme at the end of April 2012, the city of Coimbra (Lead Partner) together with the Lead Expert (LE), Peter Ramsden, started to organize the new partnership process. The questionnaire to identify new city partners was sent in the middle of June to approximately 15 candidate cities. There were some phone and mainly email contacts by the LP and the potential candidates. The final partnership was discussed by the LP in consultation with the LE and initial partners in the kick-off meeting, held in Coimbra on 18th and 19th of June 2012. The five city partners met and work together for the first time. During the kick-off meeting the Lead Expert presented a first draft of the state-of-the-art of social innovation and co-production, talking about ‘how cities are using social innovation to be smart’. Creative Disruption and Social Innovation, crowdsourcing and traditional service planning were the main topics addressed. Furthermore each city participated in the exercise: “What is our city’s experience of social innovation?”, which helped to identify the different levels and experiences of social innovation of the cities. Rafaelle Barbato from URBACT Secretariat has presented the ‘URBACT Method’ and shared with us useful thoughts and opinions about URBACT projects and about the work we had to do until October. The tasks of the development phase such as the elaboration of the baseline study by the LE, the work programme, the final application form and budget were also discussed during the kick-off meeting. The visits by Lead Expert and the setting up local support groups in each partner city were also mentioned and cities were able to taking some doubts about it. c. The final meeting of Phase I The final meeting of the development phase was held on 17th and 18th of September in Santurtzi (Spain) to validate the baseline study and agree on the Final Application. All partners attended this meeting. The new partners had the opportunity to introduce themselves, 3 highlighting their expectations and introducing the main contributions they can bring to the network. The whole partnership agreed on the final details related to the project’s focus and work plan for the Implementation phase. This discussion was supported by the presentation of the Baseline Study main findings by the Lead Expert. Peter Ramsden made a presentation about using coproduction to innovate in services delivery with new examples of how cities are using coproduction as a method of social innovation. Budget and administrative issues were also discussed during the meeting. The LP mentioned the importance that each partner finalizes the required contractual documents (letter of commitment, Audit trail, etc.) in time, providing necessary support. Santurtzi Municipality and Innovalab gave the partnership the opportunity to visit the Denokinn Social Innovation Park and to assist to a presentation of Denokin about the Hiriko car. d. The baseline study and the city visits To complete the baseline study, all city partners were requested to submit

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