Provision of services to support the Quercus Students Records Systems

University of Galway relies on the Quercus student administration system to support its core administrative functions. This includes custom components of the system to facilitate registration, payments, and exams, as well as proprietary functionalities that are dependent on the Quercus database. The scope of services required to support the Quercus …

CPV: 72000000 IT-teenused: nõuande-, tarkvaraarendus-, Interneti- ja tugiteenused
Täitmise koht:
Provision of services to support the Quercus Students Records Systems
Auhindade andmise asutus:
University of Galway (ID 1400)
Auhinna number:
1

1. Buyer

1.1 Buyer

Official name : University of Galway (ID 1400)
Legal type of the buyer : Body governed by public law, controlled by a central government authority
Activity of the contracting authority : Education

2. Procedure

2.1 Procedure

Title : Provision of services to support the Quercus Students Records Systems
Description : University of Galway relies on the Quercus student administration system to support its core administrative functions. This includes custom components of the system to facilitate registration, payments, and exams, as well as proprietary functionalities that are dependent on the Quercus database. The scope of services required to support the Quercus system encompasses a comprehensive suite of updates, upgrades, development, consultancy, integration, and technical support tailored for Ellucian Quercus, including: ● Provision of services to support the Quercus Enterprise Student Records System. ● Technical support to deliver remaining Quercus system upgrades to the latest software release, incorporating essential Oracle and infrastructure upgrades. These upgrades are crucial for mitigating risks associated with continuing operations in the current Quercus environment while awaiting the delivery of the new Student Digital Pathways (SDP) programme. ● Implementation of minor changes to Quercus business processes necessary for the smooth functioning of Registry, Exams & Fees operations. ● Support for Quercus Registry, Exam & Fees services. ● After-sales service – training / support: Ongoing remote training for system administrators will be provided as needed. ● Technical Health Checks to ensure that the Quercus system is performing optimally. This will involve comprehensive assessments of system configurations, performance metrics, and infrastructure components to identify any areas for improvement or optimization. ● Assistance for Business Support to enhance the utilisation of the Quercus software to support the business needs of University of Galway. This will involve tailored consultancy services, training sessions, and guidance to optimise workflows, streamline processes, and maximise the value derived from the Quercus system
Procedure identifier : 1cfcad7a-3233-433a-8546-c0a76a9d2957
Type of procedure : Negotiated without prior call for competition

2.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 72000000 IT services: consulting, software development, Internet and support

2.1.2 Place of performance

Country subdivision (NUTS) : West ( IE042 )
Country : Ireland

2.1.3 Value

Estimated value excluding VAT : 480 000 Euro

2.1.4 General information

Legal basis :
Directive 2014/24/EU

5. Lot

5.1 Lot technical ID : LOT-0001

Title : Provision of services to support the Quercus Students Records Systems
Description : University of Galway relies on the Quercus student administration system to support its core administrative functions. This includes custom components of the system to facilitate registration, payments, and exams, as well as proprietary functionalities that are dependent on the Quercus database. The scope of services required to support the Quercus system encompasses a comprehensive suite of updates, upgrades, development, consultancy, integration, and technical support tailored for Ellucian Quercus, including: ● Provision of services to support the Quercus Enterprise Student Records System. ● Technical support to deliver remaining Quercus system upgrades to the latest software release, incorporating essential Oracle and infrastructure upgrades. These upgrades are crucial for mitigating risks associated with continuing operations in the current Quercus environment while awaiting the delivery of the new Student Digital Pathways (SDP) programme. ● Implementation of minor changes to Quercus business processes necessary for the smooth functioning of Registry, Exams & Fees operations. ● Support for Quercus Registry, Exam & Fees services. ● After-sales service – training / support: Ongoing remote training for system administrators will be provided as needed. ● Technical Health Checks to ensure that the Quercus system is performing optimally. This will involve comprehensive assessments of system configurations, performance metrics, and infrastructure components to identify any areas for improvement or optimization. ● Assistance for Business Support to enhance the utilisation of the Quercus software to support the business needs of University of Galway. This will involve tailored consultancy services, training sessions, and guidance to optimise workflows, streamline processes, and maximise the value derived from the Quercus system.
Internal identifier : 1

5.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 72000000 IT services: consulting, software development, Internet and support

5.1.2 Place of performance

Country subdivision (NUTS) : West ( IE042 )
Country : Ireland
Additional information :

5.1.5 Value

Estimated value excluding VAT : 480 000 Euro

5.1.6 General information

Procurement Project not financed with EU Funds.
The procurement is covered by the Government Procurement Agreement (GPA) : no

5.1.7 Strategic procurement

Aim of strategic procurement : No strategic procurement

5.1.10 Award criteria

Criterion :
Type : Price
Description : price @ 100%
Category of award threshold criterion : Weight (percentage, exact)
Award criterion number : 100

5.1.15 Techniques

Framework agreement :
No framework agreement
Information about the dynamic purchasing system :
No dynamic purchase system

5.1.16 Further information, mediation and review

Review organisation : The High Court of Ireland
Organisation providing more information on the review procedures : The High Court of Ireland

6. Results

Value of all contracts awarded in this notice : 480 000 Euro
Direct award :
Justification for direct award : Service contract awarded on the basis of an exclusive right
Other justification : The Student Digital Pathways programme was established in December 2018 to transform processes and management of student data at University of Galway with the implementation of a new Student Records Management Solution (SRMS). A contract was awarded in June 2021, under an EduCampus sectoral framework. Under this agreement EduCampus has a contract with DXC Technology for the design, implementation and ongoing support for a Student Record Management System (SRMS) using Ellucian Banner 9+ technology. This SDP Programme was to have gone live for Student Registrations in Aug 2023. However, the primary supplier, DXC, has failed to deliver the Programme to the agreed timeline. DXC have had difficulties bringing the required expertise to implement the Banner Student Record System in the University of Galway. Consequently, this has delayed the programme by 2-3 years. The concerns of the Programme delays were escalated to EduCampus, as per the Framework agreement, in early 2022. DXC responded with a ‘Return to Green’ report in June 2022, acknowledging shortcomings of resourcing, leadership, delivery capability and System Architecture. A recover plan was proposed. The University team worked with DXC to build a new plan. 3 further plans were presented by DXC between Oct 2022 and Feb 2023, all of which were rejected by the University as not viable / realistic. DXC then prepared a ‘Red Review’ report in March 2023 which was presented to University Executive members. The University Executives advised the plan was not acceptable. DXC then proposed that a new delivery plan for Aug 2024, a 12-month delay on the original plan, could be prepared. This was presented in June 2023 and again rejected by the University. The University initiated mediation with EduCampus in June 2023, which is still ongoing. Following the deployment of the new Student Record system a number of University systems were to be retired post the SDP deployment, including the Quercus Student Records System. However, in the interim it is necessary to support the existing Quercus environment which the University relies on to facilitate registration, payments, and exams, as well as proprietary functionalities that are dependent on the Quercus database. The most recent sole source approval was granted on 25th January 2024 (SS949-24 – GALW/ISS1351/2024) to retain the services of AMOS Ltd for 3 years, from 1st April 2024 to 1st April 2027, to provide the ongoing upgrades/changes and bespoke modifications as required.

6.1 Result lot ldentifier : LOT-0001

At least one winner was chosen.

6.1.2 Information about winners

Winner :
Official name : Surecampus Ltd
Tender :
Tender identifier : Surecampus Ltd tender
Identifier of lot or group of lots : LOT-0001
Value of the tender : 480 000 Euro
Subcontracting : No
Contract information :
Identifier of the contract : Surecampus Ltd contract

6.1.4 Statistical information

Received tenders or requests to participate :
Type of received submissions : Tenders
Number of tenders or requests to participate received : 1

8. Organisations

8.1 ORG-0001

Official name : University of Galway (ID 1400)
Registration number : 0022578J
Postal address : University Road, Galway
Town : Galway
Postcode : H91TK33
Country subdivision (NUTS) : West ( IE042 )
Country : Ireland
Telephone : 091493720
Roles of this organisation :
Buyer

8.1 ORG-0002

Official name : The High Court of Ireland
Registration number : The High Court of Ireland
Department : The High Court of Ireland
Postal address : Four Courts, Inns Quay, Dublin 7
Town : Dublin
Postcode : D07 WDX8
Country subdivision (NUTS) : Dublin ( IE061 )
Country : Ireland
Telephone : +353 1 8886000
Roles of this organisation :
Review organisation
Organisation providing more information on the review procedures

8.1 ORG-0003

Official name : European Dynamics S.A.
Registration number : 002024901000
Department : European Dynamics S.A.
Town : Athens
Postcode : 15125
Country subdivision (NUTS) : Βόρειος Τομέας Αθηνών ( EL301 )
Country : Greece
Telephone : +30 2108094500
Roles of this organisation :
TED eSender

8.1 ORG-0004

Official name : Surecampus Ltd
Size of the economic operator : Small
Registration number : 4370523OH
Town : meath
Postcode : Clonross, Drumree, Co Meath
Country subdivision (NUTS) : Dublin ( IE061 )
Country : Ireland
Roles of this organisation :
Tenderer
Winner of these lots : LOT-0001

Notice information

Notice identifier/version : 07994ca0-3511-4819-a56b-3633809a2c78 - 01
Form type : Result
Notice type : Contract or concession award notice – standard regime
Notice dispatch date : 19/08/2025 15:21 +01:00
Languages in which this notice is officially available : English
Notice publication number : 00546919-2025
OJ S issue number : 159/2025
Publication date : 21/08/2025