Conservation of cultural heritage - Procurement of conservation services and works

This document outlines the principles, processes and best practice for procuring conservation services and works for cultural heritage. This can embrace any conservation action or measure, whether it be a preventive measure, a remedial treatment, investigation, planning, policy, or project management, etc. The means of procuring such work will vary depending, among other things, on the scale of the work envisaged.
This document is not intended to override or conflict with European and national legislation covering procurement. Rather, it is to be read alongside relevant regulations covering procurement and is technically specific to the conservation of cultural heritage.
This document is intended to be used
-   by buyers or commissioners of conservation work (e.g. custodians, public or private individuals, collecting institutions, conservation specialists, conservation funding organisations etc.) and
-   by those individuals and enterprises seeking to carry out conservation work.
It is not intended to be used by institutional custodians as a means of directing work to their own staff.
NOTE   In this document the term "object" is used for object, objects and collections.

Erhaltung des kulturellen Erbes - Beschaffung von Konservierungsarbeiten

Dieses Dokument beschreibt die Grundsätze, Prozesse und bewährten Verfahren für die Beschaffung von Dienstleistungen und Arbeitsleistungen der Konservierung-Restaurierung für kulturelles Erbe. Dies kann jede Konservierung-Restaurierung umfassen, sei es eine präventive oder stabilisierende Maßnahme, eine Untersuchung, Planung, Strategie oder Projektmanagement usw. Dieses Dokument umfasst verschiedene Wege zur Beschaffung, die unter anderem vom Umfang der geplanten Arbeit abhängen.
Dieses Dokument ist zum Mitlesen neben den einschlägigen Vorschriften für die Beschaffung gedacht, und ist fachspezifisch für die Erhaltung des kulturellen Erbes.
Dieses Dokument ist nicht dazu bestimmt, die europäische und nationale Gesetzgebung zur Beschaffung außer Kraft zu setzen oder mit ihr in Konflikt zu geraten.
Dieses Dokument ist zur Verwendung bestimmt
-   durch Auftraggeber von Arbeiten der Konservierung-Restaurierung (z. B. Kuratoren, öffentliche oder private Personen, Sammlungseinrichtungen, Konservierungs-Restaurierungsspezialisten, Organisa-tionen zur Finanzierung von Konservierung-Restaurierung usw.) und
-   durch diejenigen Personen und Unternehmen, die Arbeiten der Konservierung-Restaurierung durchführen möchten.

Conservation du patrimoine culturel - Acquisition de services et de traveaux de conservation

Le présent document décrit les principes, les processus et les meilleures pratiques de passation de marchés de services et de travaux de conservation-restauration du patrimoine culturel. Cela peut inclure toute action ou mesure de conservation-restauration : mesure préventive, traitement curatif, étude, programmation, stratégie, gestion de projet, etc. Le présent document présente les moyens de passer ces marchés qui varient en fonction notamment de l'ampleur du travail envisagé.
Le présent document est destiné à être consulté en parallèle aux réglementations pertinentes en matière de passation de marchés et il est techniquement spécifique à la conservation du patrimoine culturel.
Le présent document n'a pas vocation à remplacer ni à contredire les lois européennes et nationales relatives à la passation de marchés.
Le présent document est conçu pour être utilisé par les entités suivantes :
-   les commanditaires de travaux de conservation-restauration (par exemple, conservateurs, personnes publiques, particuliers, institutions de collecte, spécialistes de la conservation, organismes de financement de travaux de conservation-restauration, etc.) ; et
-   les personnes et entreprises qui souhaitent soumissionner des travaux de conservation restauration.

Ohranjanje kulturne dediščine - Naročanje konservatorskih storitev in del

General Information

Status
Published
Public Enquiry End Date
06-Nov-2019
Publication Date
01-Sep-2020
Technical Committee
Current Stage
6060 - National Implementation/Publication (Adopted Project)
Start Date
24-Aug-2020
Due Date
29-Oct-2020
Completion Date
02-Sep-2020

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SLOVENSKI STANDARD
SIST EN 17429:2020
01-november-2020
Ohranjanje kulturne dediščine - Naročanje konservatorskih storitev in del

Conservation of cultural heritage - Procurement of conservation services and works

Erhaltung des kulturellen Erbes - Beschaffung von Konservierungsarbeiten
Conservation du patrimoine culturel - Acquisition de services et de traveaux de
conservation
Ta slovenski standard je istoveten z: EN 17429:2020
ICS:
97.195 Umetniški in obrtniški izdelki. Items of art and handicrafts.
Kulturne dobrine in kulturna Cultural property and
dediščina heritage
SIST EN 17429:2020 en,fr,de

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

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SIST EN 17429:2020
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SIST EN 17429:2020
EN 17429
EUROPEAN STANDARD
NORME EUROPÉENNE
August 2020
EUROPÄISCHE NORM
ICS 97.195
English Version
Conservation of cultural heritage - Procurement of
conservation services and works

Conservation du patrimoine culturel - Passation de Erhaltung des kulturellen Erbes - Beschaffung von

marchés de services et de travaux de conservation- Dienstleistungen und Arbeitsleistungen der

restauration Konservierung-Restaurierung
This European Standard was approved by CEN on 5 July 2020.

CEN members are bound to comply with the CEN/CENELEC Internal Regulations which stipulate the conditions for giving this

European Standard the status of a national standard without any alteration. Up-to-date lists and bibliographical references

concerning such national standards may be obtained on application to the CEN-CENELEC Management Centre or to any CEN

member.

This European Standard exists in three official versions (English, French, German). A version in any other language made by

translation under the responsibility of a CEN member into its own language and notified to the CEN-CENELEC Management

Centre has the same status as the official versions.

CEN members are the national standards bodies of Austria, Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia,

Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Norway,

Poland, Portugal, Republic of North Macedonia, Romania, Serbia, Slovakia, Slovenia, Spain, Sweden, Switzerland, Turkey and

United Kingdom.
EUROPEAN COMMITTEE FOR STANDARDIZATION
COMITÉ EUROPÉEN DE NORMALISATION
EUROPÄISCHES KOMITEE FÜR NORMUNG
CEN-CENELEC Management Centre: Rue de la Science 23, B-1040 Brussels

© 2020 CEN All rights of exploitation in any form and by any means reserved Ref. No. EN 17429:2020 E

worldwide for CEN national Members.
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SIST EN 17429:2020
EN 17429:2020 (E)
Contents Page

European foreword ....................................................................................................................................................... 3

Introduction .................................................................................................................................................................... 4

1 Scope .................................................................................................................................................................... 5

2 Normative references .................................................................................................................................... 5

3 Terms and definitions ................................................................................................................................... 5

3.1 Conservation terms ........................................................................................................................................ 6

3.2 Procurement terms ........................................................................................................................................ 7

4 Overview/General – Procurement process ........................................................................................... 8

5 Expressing the need ....................................................................................................................................... 9

5.1 Decision making .............................................................................................................................................. 9

5.2 Expertise required .......................................................................................................................................... 9

6 Procurement methods ................................................................................................................................ 10

6.1 Factors influencing the selection of the procurement method ................................................... 10

6.2 Nomination ..................................................................................................................................................... 10

6.3 Competition .................................................................................................................................................... 10

7 Drawing up a specification ....................................................................................................................... 11

7.1 Conservation specific content.................................................................................................................. 11

7.2 Administrative content .............................................................................................................................. 12

7.3 Other considerations .................................................................................................................................. 12

7.4 Prior investigation ....................................................................................................................................... 13

7.5 Potential conflicts of interest ................................................................................................................... 13

8 Issuing a tender notice ............................................................................................................................... 13

9 Pre-selection and eligibility screening ................................................................................................. 14

10 Invitation to tender ..................................................................................................................................... 14

11 Evaluation ....................................................................................................................................................... 15

12 Contracting ..................................................................................................................................................... 15

13 Documentation of procurement ............................................................................................................. 15

Annex A (informative) Matrix of a selection criteria .................................................................................... 16

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

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SIST EN 17429:2020
EN 17429:2020 (E)
European foreword

This document (EN 17429:2020) has been prepared by Technical Committee CEN/TC 346 “Conservation

of cultural heritage”, the secretariat of which is held by UNI.

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 February 2021, and conflicting national standards shall

be withdrawn at the latest by February 2021.

Attention is drawn to the possibility that some of the elements of this document may be the subject of

patent rights. CEN shall not be held responsible for identifying any or all such patent rights.

According to the CEN-CENELEC Internal Regulations, the national standards organisations of the

following countries are bound to implement this European Standard: Austria, Belgium, Bulgaria, Croatia,

Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland,

Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Republic of North

Macedonia, Romania, Serbia, Slovakia, Slovenia, Spain, Sweden, Switzerland, Turkey and the United

Kingdom.
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SIST EN 17429:2020
EN 17429:2020 (E)
Introduction

Conservation of cultural heritage frequently calls for the engagement at an agreed price of conservators,

conservation organisations or businesses or other contractors to carry out the services or work or part

of it. The conservation process may require a diverse range of skills and professionals. The selection of

contractors, especially for larger conservation projects can be a complex matter and is a skilled process

which is used to ensure the best outcomes for cultural heritage and its significance at an appropriate

price. The process of acquiring conservation services and works is here called procurement.

The procurement of conservation services and works requires relevant technical and procedural know-

how. Although frameworks, regulations, standards, procedures and regimes for public procurement do

exist institutionally, nationally and internationally, they are rarely sufficient to guide clients to the

informed decisions particular to the often complex challenges presented by cultural heritage objects. The

aim of this document is to offer recommendations based on best practice. Together with EN 16853, this

document outlines the important stages of procurement leading to outcomes which respect both the

significance of the objects and the needs of stakeholders.

This document is intended to achieve fairness in procurement by ensuring that requirements are clearly

and accurately defined and specified and by encouraging transparency of decision-making, particularly

in competitive situations. The process and its fairness can help to search best definition of needs and final

responses to it, when competences and sufficient resources are committed to the related project.

This document does not offer an overview on national or European requirements. It simply reminds the

reader at selected points to consider whether relevant guidelines and regulations exist.

Another factor which is rather special to conservation procurement is the intellectual property rights,

especially when prior report of the work proposed is undertaken or an existing document is used as a

basis for inviting tenders. The procedures recommended are designed to ensure that those rights, as well

as non-disclosure agreements, confidentiality and copyright are protected.

Generally speaking, there is a spectrum of procurement methods. At one end, there could be a decision

by an individual owner of a damaged object who wants to ask a conservator to assess, define and quote

for work to remedy or protect it. At the other, there is a large institution bound by procurement

regulations for large contracts and/or just to secure good quality and sound economical housekeeping

that wishes to open up a competitive process for proposals and quotations for services and works.

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SIST EN 17429:2020
EN 17429:2020 (E)
1 Scope

This document outlines the principles, processes and best practice for procuring conservation services

and works for cultural heritage. This can embrace any conservation action or measure, whether it be a

preventive measure, a remedial treatment, investigation, planning, policy, or project management, etc.

This document encompasses different routes to procurement depending among other things, on the scale

of the work envisaged.

This document is intended to be read alongside relevant regulations covering procurement and is

technically specific to the conservation of cultural heritage.

This document is not intended to override or conflict with European and national legislation covering

procurement.
This document is intended to be used

— by commissioners of conservation work (e.g. custodians, public or private individuals, collecting

institutions, conservation specialists, conservation funding organisations, etc.), and

— by those individuals and enterprises seeking to carry out conservation work.
2 Normative references

The following documents are referred to in the text in such a way that some or all of their content

constitutes requirements of this document. For dated references, only the edition cited applies. For

undated references, the latest edition of the referenced document (including any amendments) applies.

EN 15898:2019, Conservation of cultural heritage — Main general terms and definitions

EN 16095, Conservation of cultural property — Condition recording for movable cultural heritage

EN 16096, Conservation of cultural property — Condition survey and report of built cultural heritage

EN 16853:2017, Conservation of cultural heritage — Conservation process — Decision making, planning

and implementation
3 Terms and definitions

For the purposes of this document, the terms and definitions given in EN 15898 and the following apply.

ISO and IEC maintain terminological databases for use in standardization at the following addresses:

— IEC Electropedia: available at http://www.electropedia.org/
— ISO Online browsing platform: available at https://www.iso.org/obp/ui
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SIST EN 17429:2020
EN 17429:2020 (E)
3.1 Conservation terms
3.1.1
conservation
conservation-restoration

measures and actions aimed at safeguarding cultural heritage while respecting its significance, including

its accessibility to present and future generations

Note 1 to entry: Conservation includes preventive conservation, remedial conservation and restoration.

Note 2 to entry: The term “preservation” is also used, e.g. in libraries and archives.

Note 3 to entry: All conservation actions are based on documentary and/or material evidence.

[SOURCE: EN 15898:2019, 3.3.1]
3.1.2
cultural heritage

tangible and intangible entities of significance to present and future generations

[SOURCE: EN 15898:2019, 3.1.1]
3.1.3
value

aspect of importance that individuals, communities or society assign(s) to an object, ensemble or

collection in a particular context

Note 1 to entry: Values can be of different types, for example: artistic, symbolic, historical, social, economic,

scientific, educational, technological, functional etc.

Note 2 to entry: The assigned value can change according to circumstance, e.g. how the judgement is made, the

context and the moment in time. Value should always be indicated by its qualifying type.

[SOURCE: EN 15898:2019, 3.1.6]
3.1.4
significance
combination of all the values assigned to an object, ensemble or collection
[SOURCE: EN 15898:2019, 3.1.7]
3.1.5
object
single manifestation of tangible cultural heritage

Note 1 to entry: The term “object” is used in this standard for cultural heritage, both immovable and movable. In

specific professional contexts, other terms are used: e.g. “artefact”, “cultural property”, “item”, “site”, “building”,

“monument”, “specimen”, “structure”, “cultural landscape”, “document”.
[SOURCE: EN 15898:2019, 3.1.3]
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SIST EN 17429:2020
EN 17429:2020 (E)
3.1.6
condition report
record of condition for a specific purpose, dated and authored
Note 1 to entry: A condition report normally results from a condition survey.
[SOURCE: EN 15898:2019, 3.6.5]
3.2 Procurement terms
3.2.1
procurement
process of acquiring conservation services and works
3.2.2
commissioner

individual or organization responsible for cultural heritage seeking the services or works of a specialist

individual or enterprise to provide conservation services or works

Note 1 to entry: This can include custodians, public or private individuals and institutions or conservation

specialists, conservation funding organisations, etc.
3.2.3
contractor
person or enterprise that supplies the services or works

Note 1 to entry: For the purposes of this document, ‘contractor’ refers to the party providing the services or

works. Even though in some nations or languages, the word contractor is used for both sides of a contract

(commissioner and provider).
3.2.4
pre-qualification
threshold used to filter a selection process

Note 1 to entry: For the selection of conservation this may include qualifications, expertise, reference,

governance, financial health, health and safety, insurance.
3.2.5
specification
detailed description containing all elements of a commissioner's requirements
3.2.6
tender notice

document that alerts prospective contractors to the nature of the services or works required by the

commissioner and contains sufficient information to justify a response
3.2.7
tender document

document which the commissioner makes available to candidates and tenderers in a procedure for the

award of a contract. This includes, among other things, the invitation to submit a tender, the application

conditions and the contractual documents consisting of the specification and the contractual conditions.

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EN 17429:2020 (E)
3.2.8
tenderer
person or organization that submits a tender offer
[SOURCE ISO 10845-1:2010, 3.47]
3.2.9
tender offer

written proposal to carry out services or works in accordance with the conditions and criteria specified

in the invitation to tender, usually at a stated price
3.2.10
method statement

detailed description of the way a service, work, task or process is to be completed

4 Overview/General – Procurement process

The procurement process described in this document follows the overview given in Table 1.

Table 1 — Steps of the procurement process
Clause in
Steps of the
Major input Major output this
procurement process
document
1) Expression of need General identification, Definition of project aims
investigation, diagnosis
(basic) of object to be
conserved
2) Determination of Context, resources, Method; if nomination (see
procurement method restrictions for the project 6.2) move to step 6
3) Draw up specification Detailed identification, Specification document,
investigation, diagnosis of tender notice
object to be conserved and 7
method statement if
available
4) Share tender notice, Tender notice Expression of interest from
call for expressions of potential contractors 8
interest
5) Pre-selection Eligibility screening against Decision to proceed or not
criteria with identified tenderer(s)
6) Invite tenders Detailed specification Received tenders
against project aims
7) Evaluate Selection criteria Scoring against selection
criteria, identification of 11
preferred contractor
8) Commission the work Issued contract Signed contract 12
9) Documentation of Compilation of Specification, Scoring
procurement process procurement process including price 13
records comparisons, contract
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SIST EN 17429:2020
EN 17429:2020 (E)
5 Expressing the need
5.1 Decision making

To guide any conservation, information about the object shall be gathered and evaluated, including

identification, characterization of materials and construction as well
...

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