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Conservation & Cleaning of Statutory Registers

East Sussex County Council

This public procurement record has 1 release in its history.

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04 Aug 2026 at 12:02

UK7 - Contract Details Notice
Summary of the contracting process

East Sussex County Council procured specialist conservation and cleaning services for statutory birth, marriage and death registers and their indexes. The work involves collecting the records from register offices across East Sussex, treating contamination such as mould, fungi and pests, and returning the cleaned material to The Keep for permanent storage. This is a records conservation and document management requirement, with the primary classification being document management services (CPV 72512000). It is relevant to suppliers providing archival conservation, contaminated-document cleaning, collection and return logistics, and preservation preparation for public records. The council is based in Lewes, East Sussex, and the records are held through its register offices before being returned to The Keep.

The procurement is complete and was run as a below-threshold limited competition. One lot was awarded to Harwell Technical Services Limited, an SME. The award was made on 4 August 2026 and the contract was signed on the same date. The contract runs from 14 August 2026 to 31 December 2026. Its value is £34,909 excluding VAT, or £41,890 including VAT. The contract is active and covers the full requirement for conservation and cleaning of the statutory registers and indexes. The published outcome identifies the selected supplier and the award as relating to the single lot. The procedure was limited competition rather than an open tender, so the opportunity demonstrates a targeted route used for a relatively contained, specialist requirement.

This award shows demand from East Sussex County Council for a supplier able to manage valuable statutory records through collection, specialist cleaning and safe return for permanent archival storage. A credible competitor for a future requirement would need practical experience in conserving paper records and treating contamination from mould, fungi or pests without damaging documents. It would also need reliable handling, packaging, transport and chain-of-custody arrangements for collections moving between register offices and The Keep. The work suits a specialist conservation or document-management SME that can combine hands-on treatment with careful logistical control and understand the sensitivity, evidential importance and long-term preservation needs of birth, marriage and death records. Experience delivering comparable public-sector or archive projects would strengthen credibility when this buyer next requires the service.

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Notice Information

Notice Title

Conservation & Cleaning of Statutory Registers

Notice Description

Collection of birth, marriages, deaths registers and indexes from the register offices in East Sussex, cleaned of contamination (mould, fungi, pests etc.) and returned to The Keep for permanent storage

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06db0d
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/073634-2026
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
UK7 - Contract Details Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Limited
Procurement Method Details
Below threshold - limited competition
Tender Suitability
Not specified
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

72 - IT services: consulting, software development, Internet and support

CPV Codes

72512000 - Document management services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
£34,909 Under £100K

Notice Dates

Publication Date
4 Aug 20262 months ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
14 Aug 2026 - 31 Dec 2026 1-6 months
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Active
Contracts Status
Active

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
East Sussex County Council
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LEWES
Postcode
BN7 1UE
Postcode Area
Brighton
Country
England
Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ2 Surrey, East and West Sussex
Small Region (ITL 3)
TLJ22 East Sussex CC
Delivery Location
Not specified
Local Authority
Lewes
Electoral Ward
Lewes Priory
Westminster Constituency
Lewes

Supplier Information

Number of Suppliers
1
Supplier Name

HARWELL TECHNICAL SERVICES LIMITED

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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