Call: House of European History in Brussels exhibition maintenance, renewal and construction

Buyer: European Parliament, COMM – Directorate-General for Communication, Brussels

Estimated value excluding VAT: 9 000 000,00 EUR

Duration: 48 Months

Deadline for receipt of tenders: 23/06/2026

1.2 Introduction to the European Parliament and the House of European History: The ‘House of European History’ (HEH) opened on 6th May 2017. It is a modern and attractive museum aiming to be a place of interactivity and dialogue, allowing Europeans of all generations and from all backgrounds to further their knowledge of recent history and thus better understand the development of Europe until today, as well as in the future. The HEH is also a modern exhibition, documentation and information centre. It reflects the diversity of European history and its common roots and contributes to a better understanding of the origins of the institutions in the second half of the twentieth century. The House contains a permanent exhibition and an area for temporary exhibitions. For further information, see HEH’s webpage at: https://historia.europa.eu

1.3 Description of the permanent exhibition incl. Multilingualism: The HEH permanent exhibition encompasses the history of Europe with an emphasis on the 20th century. It transcends national, regional and local boundaries, presenting a broader perspective than the summation of national histories. It reveals the diversity of European history and its interpretations and perceptions.

The selection of historical events presented in the main exhibition narrative has been made on the basis of three criteria: a particular focus on events and processes which have originated in Europe, have expanded across Europe, and which are relevant until today. These three criteria have allowed the examination of large periods of history without losing analytical focus.

Based on up-to-date historical research, the HEH focuses on phenomena that are considered to be significant in the history of Europe. Different memories and opposing interpretations of history are portrayed and their interrelationship shown by juxtaposing them, using the full museological potential of the setting.

The overall structure of the permanent exhibition is chronological, starting on the second floor of the building and taking the visitor up to the top floor. This chronologically based narrative is paired with a thematic approach, which allows the visitor to acquire an overview by means of retrospectives and broader appraisals, in which the internal chronology of events, causes and consequences are presented in the wider historical context.

The permanent exhibition displays an important amount of original objects and documents for which adequate conservation conditions are required.

The HEH is currently preparing an update of the permanent exhibition where some of the sections may be modified.

The purpose of this framework contract is to allow the HEH to procure all related services around the maintenance and potential modifications to the Permanent exhibition, including Design, Production and Project Management (Annex I.a Exhibition phases and deliverables).

Please see: https://historia.europa.eu/en/exhibitions-events/permanent-exhibition

The permanent exhibition is located on the 5 upper floors of the House of European History. The temporary exhibition is situated on floors –1, 0 and 1.

A tablet enables visitors of the permanent exhibition to explore the museum in the 24 official languages of the countries of the European Union. Multilingualism being understood as an expression of cultural diversity in Europe, the House of European History wishes its visitors to experience its multilingualism as one of its main assets.

During the run of this framework contract, other interpretation means may be developed (such as an audio-guide or other), which could come under the scope of this contract for their design, production and maintenance.

Discovery Spaces and Family Kiosk

The permanent exhibition contains Discovery Spaces, designed for families and beyond. The family kiosk is located in the Fables room and serves as a welcoming entry for families. The Discovery Spaces are located on floors 2, 3, 4, and 6 of the museum. They entail specially designed handling objects, costumes, an animated film, games and puzzles dispersed throughout the museum interconnecting with the permanent exhibition narrative.

These permanent spaces are a bonus & hands-on experience of the permanent exhibition, designed for families but enjoyable by all visitors. The current strength of these spaces is that they offer visitors of all ages and interest levels a different way to engage with the museum. These Discovery Spaces fall under the HEH Family Program, but their use is not limited to family visitors. Every space is available as a self-guided experience every day of the week. Museum visitors can choose to use these spaces as the sole basis of their visit, or they can choose to interact with only a few while they are engaged in another activity (i.e., tablet tour or a Family trail). These spaces prioritise active learning through hands-on and play-based activities. Additionally, these spaces are meant to encourage family and intergenerational learning by including of conversation prompts.

1.4 Temporary and touring exhibitions and other projects

The HEH organises regular temporary exhibitions on specific spaces of the Eastman building, at levels -1, 0 and 1.

The HEH also organises touring exhibitions throughout Europe.

Occasionally, the museum might also need other types of projects developed for specific needs.

This contract may also be used for the maintenance, dismantling and after life of current exhibitions and projects.

2. REQUIRED SERVICES

2.1 Scope of the contract

The scope of the contract shall cover the following services:

1. Daily technical operations (full time onsite technician)

2. Specialised AV/IT technical operations

3. Punctual services

a. Corrective Maintenance

b. Preventive Maintenance

c. Updates/renewals of exhibition elements and new design development

d. Technical (onsite and/or offsite) assistance, also outside standard museum opening hours

e. Temporary/touring exhibitions and other projects

f. Specialised technical support for audio-visual and IT hardware and software for museum exhibitions

g. Any other required ponctual services related to the work of the museum.

The services are linked to the HEH, mostly but not limited to the permanent exhibition, including basic (non-exhaustive) requirements for the maintenance of HEH exhibition elements, including the daily operations for the permanent exhibition and related installations and activities, together with renewals and updates.

This contract could also be used for any activity related to temporary exhibitions/touring or other projects carried out by the museum.

Services related to general maintenance of the building, such as he general cleaning services, the building maintenance, e.g. repairing of dysfunctional blinds, and the general facilities’ maintenance, e.g. maintenance of the air-conditioning system, are not included in this contract and will be carried out by the competent EP services (DG INLO).

However, the reporting of a problem or incident regarding the conditions of temperature and/or relative humidity in the galleries is also part of the services.

A separate section is dedicated to services for AV/IT components in use for the exhibitions and other museum projects.

The purpose of the services is to assure the smooth operation and regular updates of the permanent exhibitions, by ensuring a high standard and sustainable maintenance/renewal/updates of all equipment, minimising downtime and waste.

Specific ponctual services can be requested for temporary/touring/other exhibitions or projects (e.g. art-handling services; certain production services). The offer of the Contractor should include all the necessary services to ensure the envisioned high standard quality.

Please, note that any brand/model given in this document is only for description purposes. They can be replaced by any equivalent product or solution as long as compatibility is guaranteed with the existing environment and sustainability requirements.

In exceptional cases, the on-site presence of the technician may be required during events taking place outside of standard museum opening hours.

Site supplies

The EP supplies electrical power as well as water needed for the maintenance services, in accordance with the technical capacities and limitations of the building.

2.2 Take-over of services and applications

A starting phase where the Contractor will assume responsibility for the maintenance of the permanent exhibition from the current maintenance Contractor will be foreseen. This take-over of services and applications covers mainly: showcases, furniture, props, reproductions, audiovisuals, , exhibition lights, etc as part of the daily technical operations, specialised AV/IT technical operations and certain of the punctual services referred to in section 2.1 of these Technical specifications.

.All aspects to be explained and clarified to potential contractors during the mandatory onsite visit.

Particular attention must be paid to existing AV hardware and software and IT applications (see point 3.2), which will have to be maintained by the Contractor.

The Contractor shall plan a phase-in, which will start with a knowledge transfer period of 4 weeks. The start of the transfer period will be defined at the kick-off meeting.

The Contractor cannot claim extra costs for this phase.

2.3 Third party services

Upon request from the contracting authority and following its express written agreement, the Contractor is expected to identify suppliers for the different services with clear indication of needs and scope of work.

Possible services that could fall under this category are outlined below (non-exhaustive list):

• Art-handling

• Mount-making

• Conservation

• Photography

• Exhibition (3D and 2D) design

• IPR research and clearance[NL18][RD19][VM20]

• Project Management

• Furniture and Fit out

• Curatorial services

• Educational services

• Multimedia guide Evaluation and visitors´ studies

• Exhibition texts’ copywriting and proofreading

• Publication

• Replica making

• Wayfinding design and production

• Design and implementation of complex audiovisual solutions

The ordering process related to third-party services is the following:

 The contractor is responsible for providing offers from different third-party service providers/suppliers for the services/furniture required, depending on the request from the contracting authority.

• third-party supply value below or equal to EUR 15 000: between one and three estimates, as specified in the request for services

• third-party supply value between EUR 15 001 and EUR 60 000: three estimates

• third-party supply value above EUR 60 000: five estimates

Where, exceptionally, the contractor is unable to provide the required number of estimates from third-party suppliers, the reasons must be communicated in written to the contracting authority at the same moment of the transmission of the estimates received. The contracting authority reserves the right not to accept the justification provided and, consequently, not to authorise the related expenditure.

These estimates must represent the best price/quality ratio available on the market. These offers from third-party suppliers must be annexed to the contractor’s offer. All the costs from third-party suppliers must be real and competitive market prices for the goods and services concerned. Reductions or any discounts from third-party suppliers must benefit only the EP and by no means the contractor. The contractor cannot benefit from any additional commercial margin, other than the fees established by the price list.

All costs must be specified and detailed in the financial offer, separately from the management fee, to be reimbursed at the invoicing and final payment stage.

The contractor’s offer can be subject to modification requested by the EP, to ensure complete alignment with the request for services. Orders for third-party services shall require the EP’s prior written approval.

 The contracting authority will select the third party

 Based on the final offer provided by the contractor for a requested service, an order form or specific contract will be issued and signed by the contracting authority. This signed order form or specific contract represents acceptance of the offer and constitutes the legal framework.

 After the signature, the contractor ensures correct implementation of the service, the contracting authority supervises the correct implementation of the service with the contractor.

 They will follow the relevant access and security procedures in place for access to the HEH premises.

 After completion of the service, the contractor will pay the third-party and will submit the invoice to the contracting authority including a management fee which will cover all the tasks mentioned previously. The fee is based on a percentage indicated in Annex X – Price list. Additionally, the invoice should respect the following aspects:

▪ bear the reference of the order form/specific contract

▪ the invoice from third party suppliers as well as the initial offer stamped and dated or, in their absence, the relevant email should be submitted as supporting document