The Challenge
Fire department procurement runs on two tracks: planned purchases (annual gear replacement, apparatus accessories) and urgent needs (equipment damaged on scene, failed parts on a rig).
For planned purchases, the admin staff—often one person handling procurement alongside a dozen other duties—must collect quotes from specialty vendors, compare specifications, and document the process for the chief and city council.
For urgent needs, there's no time for a formal process. But someone still needs to find the part, get pricing, and justify the expense.
Most fire department purchasing staff aren't procurement professionals. They're administrative assistants, office managers, or firefighters on light duty. The process is unfamiliar, the vendors are specialized, and the paperwork requirements are strict.
Common Pain Points
| Non-procurement staff | Admin assistants handling purchasing alongside other duties |
| Specialty vendors | Limited suppliers for fire-specific equipment |
| Apparatus parts urgency | Rigs out of service until parts arrive |
| Grant purchases | AFG/SAFER grants require competitive documentation |
| Specification matching | Turnout gear, SCBA, rescue tools must meet exact specs |
| Chief/council approval | Must justify selections clearly for non-technical approvers |
Common Purchases
How Buyer24 Helps
Specialty vendor management
Maintain relationships with fire equipment distributors
Specification extraction
AI captures NFPA ratings, sizing, compatibility from quotes
Grant documentation
Ready for AFG/SAFER reporting requirements
Urgent request mode
Fast-track critical parts sourcing
Chief-ready comparisons
Clear summaries for non-technical decision makers
"I'm the admin assistant but I handle all purchasing for a department with 6 stations. Turnout gear alone has 15 different sizing and spec combinations. Buyer24 lets me send one RFQ with all the specs and get back quotes I can actually compare. The chief used to question every purchase—now he sees the comparison table and signs off immediately."
Administrative Coordinator
Fire Department (94 personnel), Southwest
Public Sector FAQ
Does Buyer24 work with state cooperative contracts?
Yes. You can use Buyer24 to get quotes from open-market vendors and compare them against state contract pricing. Many public organizations use both—Buyer24 helps you document either path.
How does this work with our existing purchasing system?
Buyer24 handles the quote collection and comparison phase. Once you've selected a vendor, you process the PO through your existing system (Munis, Tyler, PeopleSoft, etc.). No integration required to start.
Is the data secure enough for public sector use?
Yes. Data is encrypted at rest and in transit. We can provide security documentation for your IT review. No supplier data or pricing is shared between organizations.
What about purchases that require formal sealed bids?
Buyer24 is designed for informal quotes (typically under $25k-$50k threshold). For formal sealed bids, you'll continue using your existing bid management process. Most public organizations find that 80%+ of their purchases fall in the informal quote range.
Can multiple people in our office use it?
Yes. Team accounts let multiple staff members manage requests, with visibility into what others are working on. Great for backup coverage and workload balancing.
How long does implementation take?
Most public sector teams are live within 1-2 days. Connect your email, add your common suppliers, and start sending RFQs. No IT project required.