Maintenance - Guideline on preparation of maintenance contracts

This Prestandard provides guidance on the preparation of contracts for maintenance work.
It can be applied to:
- cross-border as well as national company/maintenance contractor relationships;
- the whole range of maintenance services including planning, management and control in addition to mainte-nance operations;
- every type of item with the exception of computer software unless the software has to be maintained as an integral part of, and together with, technical equipment.
It does not:
- provide standard forms for maintenance contracts;
- determine rights and obligations between company and maintenance contractor.

Instandhaltung - Anleitung zur Erstellung von Instandhaltungsverträgen

Anwendungsbereich
Diese Vornorm dient als Anleitung zur Erstellung und Abfassung von Instandhaltungsverträgen.
Sie kann angewendet werden bei: grenzüberschreitenden, aber auch nationalen Geschäftsbeziehungen zwischen Kunden und Dienstleister, der gesamten Bandbreite von Instandhaltungsleistungen, einschließlich Planung, Management und Steuerung
als Ergänzung der Instandhaltungsarbeiten, jeder Art von Einheiten mit Ausnahme von Computer-Software, es sei denn, daß die Software als wesentlicher Bestandteil einer Anlage bzw. zusammen mit der Anlage instandgehalten werden muß.
Diese Vornnorm:
liefert keine genormten Vorlagen für Instandhaltungsverträge,
legt keine Rechte und Pflichten zwischen Kunden und Dienstleister fest.

Maintenance - Guide de préparation des contrats de maintenance

La présente Prénorme constitue un guide de préparation de contrats de maintenance pour les opérations de
maintenance.
Elle peut s?appliquer a :
? des relations internationales ainsi que nationales entre entreprise et prestataire de services de maintenance ;
? l?ensemble des services de maintenance, y compris la planification, la gestion et le contrôle qui s?ajoutent aux
opérations de maintenance ;
? tout type de biens, a l?exception des programmes informatiques, a moins que le logiciel ne doive etre maintenu
en meme temps que l?équipement technique ou en fasse partie intégrante.
La présente Prénorme :
? ne fournit pas de cadre-type de maintenance ;
? ne définit pas les droits et obligations entre l?entreprise et le prestataire de services de maintenance.

Maintenance - Guideline on preparation of maintenance contracts

General Information

Status
Withdrawn
Publication Date
31-Dec-2001
Withdrawal Date
31-Dec-2006
Technical Committee
Current Stage
9900 - Withdrawal (Adopted Project)
Start Date
01-Jan-2007
Due Date
01-Jan-2007
Completion Date
01-Jan-2007

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SLOVENSKI STANDARD
SIST ENV 13269:2002
01-januar-2002
Maintenance - Guideline on preparation of maintenance contracts
Maintenance - Guideline on preparation of maintenance contracts
Instandhaltung - Anleitung zur Erstellung von Instandhaltungsverträgen
Maintenance - Guide de préparation des contrats de maintenance
Ta slovenski standard je istoveten z: ENV 13269:2001
ICS:
03.080.10 Industrijske storitve Industrial services
SIST ENV 13269:2002 en

2003-01.Slovenski inštitut za standardizacijo. Razmnoževanje celote ali delov tega standarda ni dovoljeno.

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SIST ENV 13269:2002
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SIST ENV 13269:2002
EUROPEAN PRESTANDARD
ENV 13269
PRÉNORME EUROPÉENNE
EUROPÄISCHE VORNORM
April 2001
ICS 03.080.10
English version
Maintenance - Guideline on preparation of maintenance
contracts

Maintenance - Guide de préparation des contrats de Instandhaltung - Anleitung zur Erstellung von

maintenance Instandhaltungsverträgen

This European Prestandard (ENV) was approved by CEN on 12 March 2001 as a prospective standard for provisional application.

The period of validity of this ENV is limited initially to three years. After two years the members of CEN will be requested to submit their

comments, particularly on the question whether the ENV can be converted into a European Standard.

CEN members are required to announce the existence of this ENV in the same way as for an EN and to make the ENV available promptly

at national level in an appropriate form. It is permissible to keep conflicting national standards in force (in parallel to the ENV) until the final

decision about the possible conversion of the ENV into an EN is reached.

CEN members are the national standards bodies of Austria, Belgium, Czech Republic, Denmark, Finland, France, Germany, Greece,

Iceland, Ireland, Italy, Luxembourg, Netherlands, Norway, Portugal, Spain, Sweden, Switzerland and United Kingdom.

EUROPEAN COMMITTEE FOR STANDARDIZATION
COMITÉ EUROPÉEN DE NORMALISATION
EUROPÄISCHES KOMITEE FÜR NORMUNG
Management Centre: rue de Stassart, 36 B-1050 Brussels

© 2001 CEN All rights of exploitation in any form and by any means reserved Ref. No. ENV 13269:2001 E

worldwide for CEN national Members.
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ENV 13269:2001
Contents
Page

Foreword................................................................................................................... 3

Introduction.............................................................................................................. 3

1 Scope .................................................................................................................... 4

2 Normative references .......................................................................................... 4

3 Terms and definitions.......................................................................................... 4

4 Maintenance activities and stages to the maintenance contract .................... 5

4.1 Pre-contract activities ......................................................................................... 5

4.2 Contract activities ............................................................................................... 6

5 Proposed contract structure and content ......................................................... 7

5.1 Heading ............................................................................................................... 7

5.2 Objective.............................................................................................................. 7

5.3 Definitions for the contract................................................................................... 7

5.4 Scope of the tasks ............................................................................................... 8

5.5 Technical arrangement ........................................................................................ 9

5.6 Commercial arrangement .................................................................................. 10

5.7 Organisational arrangements ............................................................................ 12

5.8 Legal arrangements........................................................................................... 13

Bibliography........................................................................................................... 17

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SIST ENV 13269:2002
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ENV 13269:2001
Foreword

This European Prestandard has been prepared by Technical Committee CEN/TC 319 "Maintenance", the secre-

tariat of which is held by DIN.

This European Standard shall be given the status of a national standard, either by publication of an identical text or

by endorsement, at the latest by October 2001, and conflicting national standards shall be withdrawn at the latest

by October 2001.

According to the CEN/CENELEC Internal Regulations, the national standards organizations of the following

countries are bound to implement this European Standard: Austria, Belgium, Czech Republic, Denmark, Finland,

France, Germany, Greece, Iceland, Ireland, Italy, Luxembourg, Netherlands, Norway, Portugal, Spain, Sweden,

Switzerland and the United Kingdom.
Introduction

The value of maintenance to the owners of items (as defined in EN 13306:2001) cannot be overemphasised.

Proper maintenance protects the value of the capital invested and ensures that the required availability is attained.

In addition, as technical and economic developments increase, the demand for contracted maintenance services

both nationally and across borders also increases.

It is therefore important that maintenance contracts are approached in a structured and careful manner .

The purpose of this Prestandard is to:

– promote cross-border company/maintenance contractor relationships and to produce a clear interface

between the company and the maintenance contractor for maintenance services;

– improve the quality of maintenance contracts so that disputes and adjustments are minimised.

– draw attention to the scope of maintenance services and to identify options for their provision;

– give assistance in, and advice on, the drafting and negotiation of maintenance contracts and in specifying

arrangements in the case of dispute;

– identify types of maintenance contracts and to make recommendations for the attribution of rights and

obligations between the parties of the contract including risks;
– simplify comparison between maintenance contracts.

This document is simply a working tool intended for parties who wish to draw up a maintenance contract. It offers

headings which are not exhaustive and which parties may or may not include, exclude, modify and adapt to their

own contractual relationship.
This working tool does not bind the parties to use any part of this document.

Not all the clauses discussed in the guideline will be applicable to every contract.

Each individual contract should be drafted, and negotiated where appropriate, to take into account the

requirements arising from the work required on the items to be maintained, the parties involved and any applicable

laws and regulations.
The Prestandard contains the following clauses to assist the user:

– Clause 4 "Maintenance activities and stages to the maintenance contract" gives a structured overview of

possible maintenance services offered or required. Its purpose is to give advice on activities which may be

required in preparing a contract and prior to signing of agreements and also those activities which may be

required during the period of any contract.

– Clause 5 "Structure and content", provides a standard check list for use when drafting maintenance contracts

together with important elements for content.
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ENV 13269:2001
When using the Prestandard a three step approach should be followed:

– Step 1: The company should decide which maintenance services will be provided in-house and which

services will be contracted out; i.e., which maintenance services should be bought from a maintenance

contractor and therefore be subject to a maintenance contract;

– Step 2: A pre-qualification stage follows any decision to contract out part or all of any maintenance and it is

during this period that the company will identify any contractor or contractors with the capability of performing

the required maintenance tasks.

– Step 3: The contract may be prepared using the guidance in this Prestandard and the maintenance contractor

selected either by price negotiation or by competitive tender.
1 Scope

This Prestandard provides guidance on the preparation of contracts for maintenance work.

It can be applied to:
– cross-border as well as national company/maintenance contractor relationships;

– the whole range of maintenance services including planning, management and control in addition to mainte-

nance operations;

– every type of item with the exception of computer software unless the software has to be maintained as an

integral part of, and together with, technical equipment.
It does not:
– provide standard forms for maintenance contracts;
– determine rights and obligations between company and maintenance contractor.
2 Normative references

This European Prestandard incorporates by dated or undated reference, provisions from other publications. These

normative references are cited at the appropriate places in the text and the publications are listed hereafter. For

dated references, subsequent amendments to or revisions of any of these publications apply to this European

Prestandard only when incorporated in it by amendment or revision. For undated references the latest edition of the

publication referred to applies (including amendments).
EN ISO 8402
Quality management and quality assurance - Vocabulary (ISO 8402: 1994)
EN 13306 : 2001
Maintenance terminology
3 Terms and definitions

For the purposes of this European Prestandard, the terms and definitions given in EN 13306:2001 apply together

with the following additional definitions:
3.1
certification

procedure by which a third party gives written assurance that a product, process or service conforms to specified

requirements.
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ENV 13269:2001
3.2
maintenance contractor

contracting party (e.g organization, joint venture, etc.) that has agreed to undertake responsibility for providing a

given maintenance service and obtaining, when specified, supplies in accordance with a contract.

NOTE This may include the provision of a consultancy service.
3.3
company
recipient of a maintenance service provided by the maintenance contractor.
3.4
maintenance location
place at which a maintenance task has to be performed.

NOTE In case of remote maintenance the contractor's location from which the operation proceeds.

3.5
maintenance task
range of elementary maintenance activity carried out for a given purpose.
NOTE Examples are replacement and repair.
3.6
operation location

area within defined boundaries where the item to be maintained is required to function.

3.7
sub-contractor

organisation appointed by either party to the contract and responsible to the maintenance contractor for carrying

out such work or services which enable the main contract to be fulfilled.
3.8
verification of contract

process for determining whether the requirements imposed in a maintenance contract have been achieved.

4 Maintenance activities and stages to the maintenance contract

Activities can be broadly divided into those required prior to the signing of the contract and those required after it

has been signed.
4.1 Pre-contract activities

These consist of actions which are required prior to preparing, and in order to prepare, a contract.

Such activities may comprise:
– identifying the maintenance service required;
– preparing a maintenance policy and a strategy for its implementation;

– making a decision on whether to provide the maintenance service in-house or to contract it out;

– deciding the type of maintenance contract which may be appropriate and preparing the required specification;

– identifying maintenance contractors who are capable of carrying out the tasks required;

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ENV 13269:2001
– preparing the contract;
– Calling for tender and/or negotiating a price;

– evaluating the returned tenders received and selecting the successful maintenance contractor.

4.2 Contract activities

These consist of those actions to be carried out by the maintenance contractor and those which will be carried out

by the company after the contract has been signed.

There should be adequate liaison between each party to ensure the smooth running of the contract.

The maintenance contractor's actions may cover:

– supplying the resources in men, material and equipment to complete the work required by the contract. This

may include dividing the work down into discrete tasks;

– preparing a work programme and carrying out the work in accordance with that programme and the require-

ments of the contract;

– providing the management required to control the programme and the work force at every stage;

– submitting claims for payment;
– management of possible contract changes.
The company actions may cover:

– budget control of the contract and validation of maintenance contractor's claims for payment;

– agreeing any extra work which may be required or other variations to the contract;

– quality assurance requirements and overall management to ensure that the contractor meets the

requirements of the contract;
– verifying the performance of the contract;
– payment.
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ENV 13269:2001
5 Proposed contract structure and content

This clause gives a check list of important elements in a maintenance contract, and their content. Other elements

may also be included.
Elements
of Intention Proposed content
contract
5.1 Heading

Identification of the contract and the Name of the parties, addresses, registration

parties. details, identity of signatories of the contract,
title of signatories
The heading should include the notion of
"maintenance service agreement".
Further specifications should be made in a
subtitle.

5.2 Objective The contract document should start by Specific statements of agreed intentions of the

defining the general intention of the parties to the contract.
parties.
The preamble helps interpretation of Avoid general phrases.
the contract in case of dispute and
wording of amendments in case of Name the type of contract.
future variation to the contract.
Stating the general intention of the
parties and the purposes of the
contract may be especially important
for long-term contracts when changing
conditions may make adjustments to
the contract necessary.
5.3 Definitions for
In the area of maintenance many terms Technical, commercial and legal terms of
the contract are often used with different or major concern.
ambiguous meanings. Therefore, the
mean-ing should be defined in a way It is recommended that adopted national,
binding on both parties. european or international standards be used
instead of the parties own definitions.
The type, name, date and source of the
standard for definitions should be specified.
Example: EN 13306:2001 "Maintenance
terminology".
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ENV 13269:2001
Elements
of Intention Proposed content
contract
5.4 Scope of the
tasks

5.4.1 Operation Description of the area where the item Specific description as appropriate:

location to be maintained is required to func-  country;
tion.  town;
 building;
 machinery, equipment;
 section of process.
 etc.

5.4.2 Maintenance Specific description of the location Specific description as appropriate:

location where the tasks have to be performed  country;
by the maintenance contractor.  town;
 building;
 machinery, equipment;
 section of process;
 etc.

5.4.3 Content The tasks to be performed by the All tasks that shall be performed under the

maintenance contractor should be contract should be clearly described.
clearly described (what and when), and
where necessary those excluded from The description of the tasks may include the
the scope. following information:
 steps that have to be performed;
 desired result;
 measurable objectives for result;
 tools, means, techniques that have to be
applied;
 safety requirements that have to be
complied with;
 date, time, period or frequency the task is to
be performed;
 items to be maintained;
 condition of operation or use;
 qualification of workers;
 etc.;
Programming (Flow
...

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