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SU06(27) Zoom Rooms and Technology

Swansea University

This public procurement record has 2 releases in its history.

Award

21 Sep 2026 at 15:10

UK6 - Contract Award Notice
Award

16 Sep 2026 at 16:21

UK5 - Transparency Notice
Summary of the contracting process

Swansea University procured a video collaboration and communications service for academic and corporate use. The service covers online and hybrid teaching, meetings, lecture capture, remote participation, staff and student collaboration, events and Zoom Phone telephony. It is integrated with Zoom-enabled cameras, microphones, displays, room-control systems and other technology installed in teaching, meeting and collaboration spaces. The requirement is classified as telecommunications services and video-conferencing software development services. Delivery covers the University’s facilities and users in the United Kingdom. The buying organisation is Swansea University, a Welsh public authority. The scope combines software, communications and support for an established digital environment rather than a standalone conferencing licence.

The procurement has been awarded through a direct award to Zoom Communications Inc.; the award is recorded as pending, with contract signature due by 2 October 2026. The award date is 8 September 2026 and the contract period is 5 October 2026 to 4 October 2027. The award value is £219,075.84 excluding VAT, or £262,891 including VAT. The procedure used was a direct award under Section 41 and Schedule 5 of the Procurement Act 2023. Swansea University justified the route on single-supplier technical grounds and business continuity: Zoom is embedded in existing room hardware, teaching workflows, lecture capture and telephony, while changing platform would require substantial migration, testing, reconfiguration and possible hardware replacement. The procurement comprised one lot.

This requirement indicates demand for suppliers able to provide an integrated video collaboration, room technology and telephony service across a university estate. A credible competitor would need proven compatibility with installed cameras, microphones, displays and room-control systems, together with reliable support for hybrid teaching, online meetings, lecture capture, remote participation and collaboration. Experience integrating room hardware with a cloud communications platform would be important, as would the ability to migrate or interoperate with established telephony and teaching workflows. Suppliers would also need strong implementation, testing, training, documentation and service-desk capability, backed by sufficient technical capacity to support many teaching and meeting spaces and a large user base. Demonstrating continuity, low disruption and manageable technical risk would be central to competing for this buyer’s future requirement.

How relevant is this notice?

Notice Information

Notice Title

SU06(27) Zoom Rooms and Technology

Notice Description

The University requires a video collaboration and communications platform to support both academic and corporate activities. The service supports teaching, meetings, hybrid working, lecture capture and collaboration across the University, and is integrated with Zoom-enabled room hardware deployed across teaching and meeting spaces.

Procurement Information

The University intends to directly award a contract to Zoom Communications pursuant to Section 41 and Schedule 5 of the Procurement Act 2023. Zoom is the University's established collaboration, video conferencing and telephony platform and is deeply integrated into the University's existing digital and physical technology environment. The University's teaching, lecture and meeting rooms contain Zoom-enabled hardware and associated room technology configured to operate with the Zoom platform. This includes cameras, microphones, displays, room control systems and other integrated equipment used to support video conferencing and hybrid teaching. Zoom also forms an established part of the University's teaching and learning environment. It supports the delivery of hybrid and online teaching, recording and lecture capture, remote participation in teaching sessions, meetings and events, and collaboration between staff, students and external participants. Zoom Phone additionally provides an established telephony service to University users. These services and associated workflows are currently operational and supported by Digital Services. Moving these services to an alternative platform would not constitute a simple licence replacement. It would require a significant programme of technical assessment, architecture and compatibility testing, room-by-room configuration and potentially hardware replacement. It would also require migration and testing of telephony services, configuration of teaching and lecture-capture workflows, integration testing, user acceptance testing, staff training, documentation and additional service-desk and technical support. The impact would extend across a large number of teaching, meeting and collaboration spaces and users. An alternative platform would need to demonstrate compatibility with the University's existing room hardware and provide equivalent functionality for hybrid teaching, lecture capture, room-based collaboration and telephony. Undertaking such an assessment and migration within the proposed 12-month contract period would require significant Digital Services resources and would introduce material technical and operational risks, including disruption to teaching and learning, loss or degradation of lecture-capture capability, disruption to telephony and the potential requirement for additional hardware and implementation expenditure. On this basis, the University considers that Zoom is uniquely able to provide continuity of the existing integrated service within the required timescale without significant technical reconfiguration, migration or disruption. An alternative supplier would require substantial implementation and migration activity which could not reasonably be undertaken within the required timeframe without disproportionate technical, financial and operational risk.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-0773cc
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/089267-2026
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
UK6 - Contract Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Direct
Procurement Method Details
Direct award
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

64 - Postal and telecommunications services

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

CPV Codes

64200000 - Telecommunications services

72212515 - Video conferencing software development services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
£219,075 £100K-£500K
Contracts Value
Not specified

Notice Dates

Publication Date
21 Sep 20262 weeks ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
8 Sep 20264 weeks ago
Contract Period
5 Oct 2026 - 4 Oct 2027 6-12 months
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Pending
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Swansea University
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
SWANSEA
Postcode
SA2 8PP
Postcode Area
Swansea
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL4 Mid and South West Wales
Small Region (ITL 3)
TLL43 Swansea
Delivery Location
Not specified
Local Authority
Swansea
Electoral Ward
Sketty
Westminster Constituency
Swansea West

Supplier Information

Number of Suppliers
1
Supplier Name

Zoom Communications Inc

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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