Scope
Reference
026
Description
The University of South Wales intends to award a contract directly for the provision of ongoing support, maintenance, and additional technical work related to the Quercus software system.
As the original developer and implementer of the Quercus system, which is currently in operational use, the supplier holds unique technical knowledge and detailed understanding of the software's architecture, configuration, and integration with internal systems. This knowledge is essential to the continued reliable operation, support, and enhancement of the system.
The intended contract includes additional works that form a natural extension of the original implementation and which cannot be carried out by another supplier without significant risk of disruption, inefficiency, or duplication of effort. Due to the technical complexity and system-specific knowledge required, no alternative supplier is known to be capable of delivering these services to the required standard.
Contract 1. Provision of Quercus Maintenance and Support
Supplier
Contract value
- £186,125 excluding VAT
- £223,350 including VAT
Above the relevant threshold
Earliest date the contract will be signed
7 August 2025
Contract dates (estimated)
- 11 August 2025 to 10 August 2026
- 1 year
Main procurement category
Services
CPV classifications
- 72200000 - Software programming and consultancy services
- 48190000 - Educational software package
Contract locations
- UKL15 - Central Valleys
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Direct award
Direct award justification
- Additional or repeat goods, services or works - extension or partial replacement
- Single supplier - technical reasons
This direct award is justified under the Procurement Act due to the presence of technical reasons and the necessity for additional works that can only be carried out by the original supplier.
The supplier in question is the original developer and proprietor of the Quercus software system, which is currently in use. As the initial vendor of the software, the supplier holds unique technical knowledge, proprietary rights, and expertise that are essential to the ongoing operation, support, and maintenance of the system for USW.
The requirement for additional work is directly related to updates, and ongoing support services integral to the continued and effective functioning of the Quercus system. These works cannot be carried out by any other supplier without risking system compatibility, data integrity, and operational continuity.
Furthermore, the supplier remains the only known provider in the market with the technical capability and legal rights to modify or maintain the Quercus system. Any attempt to engage a third party would not only introduce unnecessary risks and significantly increase costs and delays due to the steep learning curve.
Supplier
Surecampus Ltd
- Public Procurement Organisation Number: PWVJ-4777-XLMQ
Clonross
Drumree
A85 PX75
Ireland
Email: adrienne@surecampus.ie
Small or medium-sized enterprise (SME): Yes
Voluntary, community or social enterprise (VCSE): No
Contract 1. Provision of Quercus Maintenance and Support
Contracting authority
University of South Wales
- Charity Commission (England and Wales): 1140312
University of South Wales,
Pontypridd
CF37 1DL
United Kingdom
Contact name: Gemma Selway
Email: gemma.selway@southwales.ac.uk
Website: https://www.southwales.ac.uk/
Region: UKL15 - Central Valleys
Organisation type: Public undertaking (commercial organisation subject to public authority oversight)
Devolved regulations that apply: Wales