GB-Maidstone: Preliminary Market Engagement via GCA Framework - Brief Project Portfolio Management Solution

Kent Fire and Rescue Service (KFRS) is exploring options for a Project Portfolio Management (PPM) solution to support the planning, management, oversight and reporting of projects and programmes across the organisation. KFRS is open to different solution and delivery models, including established Software as a Service (SaaS) products and Microsoft/Power Platform-based solutions. Please note: For the purposes of this market engagement, KFRS is only seeking responses in respect of solutions which are currently available for procurement through an existing Government Commercial Agency (GCA) framework (formerly CCS). Suppliers should identify the relevant framework, Lot (where applicable) and service/solution listing within their response. The purpose of this exercise is to undertake a short and proportionate test of the market before KFRS determines its procurement strategy and route to market.

In particular, KFRS wishes to understand:

• what potentially suitable solutions are available within or around the stated affordability envelope;
• the broad alignment of available products with KFRS's functional and technical requirements;
• the different solution and service models available and the respective responsibilities of KFRS and the supplier;
• indicative licensing/subscription, implementation, support and ongoing configuration/development costs;
• the extent to which solutions allow KFRS to retain appropriate control and portability of its organisational data;
• any observations from the market which may help KFRS refine its requirements; and
• the specific GCA/CCS framework, Lot and/or service listing through which the proposed solution can be procured.

Nature of this Exercise This is a preliminary market engagement exercise and not a competitive procurement or invitation to tender. The functional and technical requirements provided with this brief represent KFRS's current understanding of its needs. They are being provided to give suppliers sufficient information to determine whether they have a product or solution that could potentially meet the requirement. Suppliers are not required to provide a detailed response against each individual requirement or complete the requirements schedules on a line-by-line basis. Responses will not be evaluated or scored as tender submissions. Instead, KFRS is seeking a brief, high-level response that will enable us to understand whether a proposed solution appears sufficiently aligned with our needs to warrant further exploration. KFRS would also welcome constructive feedback on the requirements themselves. This may include identifying areas which would benefit from clarification, or alternative approaches or current market capabilities which KFRS should consider. Please respond via the Kent Business Portal.

Additional information: The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.

Open opportunity - This means that the contract is currently active, and the buying department is looking for potential suppliers to fulfil the contract. Contract summary Industry - Software package and information systems - 48000000 Location of contract South East Value of contract £50,000 to £100,000 Procurement reference BIP1067613495 Published date 18 September 2026 Closing date 1 October 2026 Closing time 12am Contract start date 1 November 2026 Contract end date 31 October 2027 Contract type Service contract Procedure type Restricted procedure Contract is suitable for SMEs? Yes Contract is suitable for VCSEs? No Description Kent Fire and Rescue Service (KFRS) is exploring options for a Project Portfolio Management (PPM) solution to support the planning, management, oversight and reporting of projects and programmes across the organisation. KFRS is open to different solution and delivery models, including established Software as a Service (SaaS) products and Microsoft/Power Platform-based solutions. Please note: For the purposes of this market engagement, KFRS is only seeking responses in respect of solutions which are currently available for procurement through an existing Government Commercial Agency (GCA) framework (formerly CCS). Suppliers should identify the relevant framework, Lot (where applicable) and service/solution listing within their response. The purpose of this exercise is to undertake a short and proportionate test of the market before KFRS determines its procurement strategy and route to market.

In particular, KFRS wishes to understand:

• what potentially suitable solutions are available within or around the stated affordability envelope;
• the broad alignment of available products with KFRS's functional and technical requirements;
• the different solution and service models available and the respective responsibilities of KFRS and the supplier;
• indicative licensing/subscription, implementation, support and ongoing configuration/development costs;
• the extent to which solutions allow KFRS to retain appropriate control and portability of its organisational data;
• any observations from the market which may help KFRS refine its requirements; and
• the specific GCA/CCS framework, Lot and/or service listing through which the proposed solution can be procured.

Nature of this Exercise This is a preliminary market engagement exercise and not a competitive procurement or invitation to tender. The functional and technical requirements provided with this brief represent KFRS's current understanding of its needs. They are being provided to give suppliers sufficient information to determine whether they have a product or solution that could potentially meet the