The Benefits of Using a Buy Board for Municipalities


The Benefits of Using a Buy Board for Municipalities

The Benefits of Using a Buy Board for Municipalities signpost Routeware
There are many requirements state and local governments must meet in the process of selecting an outside vendor. These requirements can be burdensome and time-consuming, which is why so many municipalities send out RFPs to get vendors to come to them instead of the other way around. However the RFP process is also time-consuming and detailed: from assembling all of the municipality’s requirements and formatting the RFP document, to posting it to RFP sites, collecting the vendor bids, evaluating the vendors who responded, and then making decisions. For the vendor, responding to an RFP is a challenge since every municipality and every RFP is different in structure and questions. (So much so that there is even software to field the wide variety of RFPs and make responding to them easier!) Most RFP’s are very long – over 75 pages – and every governmental agency has different submission requirements, deadlines, and rules around responding. And for a municipality it can be a shot in the dark: the department can completely miss the exact vendor who would be a perfect solution for them…just because the vendor missed the RFP deadline, didn’t see it posted on the boards, couldn’t check off a box on the municipality’s original request that turned out to be a nice-to-have not a must-have, had a typo on their RFP submission…or for a host of other reasons. Overall, the RFP process is difficult, time-consuming, highly-detailed work for both parties with sub-par outcomes.

There is a faster, easier way state and local governments can select the ideal vendor for their needs. Instead of entering a lengthy, convoluted RFP process, using a buy board for municipalities can take much of the burden off of everyone.

What is a Buy Board for Municipalities?

A buy board is a government-to-government procurement service that have already procured competitive contracts with the leading vendors serving governmental agencies so that you don’t have to. You don’t have to enter into a lengthy RFP process and take a chance that the vendor you need will respond. The contracts that buy boards offer have already been awarded to vendors through an RFP – so they already meet governmental requirements and adhere to rigid statutes.

Take HGACBuy for example, one of the largest buy boards in the United States. Standing for Helping Governments Across the Country Buy, HGACBuy is an award-winning procurement service operated by the Houston-Galveston Area Council – but available to municipalities nationwide. Membership is free and allows your municipality to purchase, at a competitive or discounted rate, anything from ambulances, staffing services, grounds equipment, traffic control equipment, refuse containers, and water meters. It also covers the purchasing of competitively-priced fleet automation solutions (like those that Routeware offers). HGACBuy provides nearly 6,500 members with 37 major categories of products and services from more than 600 highly-qualified contractors every year, all of whom have been vetted and have experience working with municipalities like yours. In addition, HGACBuy ensures that the vendors you select match your requirements, by reviewing every purchase order to confirm that the requested services are in alignment with the contract provisions.

The process of purchasing through a buy board is quick, simple, and a huge win for both parties involved.

So what are you waiting for?

Become an HGACBuy member today – and take the headache out of the vendor selection process for your municipality’s needs.