Alternatives to a Dispatch Furniture RFP: Why Purchasing Contracts Can Be a Win-Win

Posted by A Previous Xybix Employee on Aug 14, 2014 10:24:00 AM


WINWINRFPDispatchFurnitureWhen public safety agencies upgrade their communication centers, they often need (or want) to replace their existing console furniture, as well. Because of state, federal and local laws, many comm center managers put out a Request for Proposal (RFP) or an Invitation for Bid (IFB) to get the process started. But, that isn’t always necessary. If local laws allow, there are several purchasing contracts that you may be able to use instead. 

Purchasing from a contract, or piggy-backing is often easier than creating an RFP or going out to BID, it also creates a WIN-WIN situation for the purchasing agency. The two contracts described below help create this WIN-WIN scenario by allowing state and government agencies to purchase directly from a pre-approved, reputable supplier without having to go out to bid.  

Here are two common contracts, and the benefits of using them over an RFP or IFB.

Government Services Administration Contracts

Government Services Administration (GSA) contract is primarily for federal agencies, but it can also be used by local and state agencies including municipalities, cities, towns and townships. To find out if your agency qualified please visit

Houston-Galveston Area Council Contract

The Houston-Galveston Area Council (H-GAC) is a regional council of governments operating under the laws of the state of Texas, which is governed by a board comprised of 35 elected officials from the 13-county region. The H-GAC Board awards all contracts, which can then be made available to local governments nationwide through HGACBuy

Agencies in most states can purchase off this agreement.  HGAC has been in existence for 35 years. In fact, your agency may already be on the HGAC purchasing! Find out if your city or county is already on the list of HGAC-authorized end users. If your city, county or nonprofit agency is not listed above, don’t worry. It’s easy to register with them. Just fill out a one-page document and send it in. After that you’re all set to purchase materials off this contract. For more information, visit the website.

Advantages to Contracts

  1. These contracts have been competitively bid, so it eliminates the need for the agency to bid their project themselves.

  2. They offer an expedited procurement process so you won’t be delayed for months preparing specifications and satisfying all of the other requirements for competitive bids and proposals.

  3. These contracts help streamline the procurement process by establishing competitively priced contracts for goods and services.

  4. Time savings, allowing your personnel to concentrate on their primary job instead of spending time and money preparing an RFP.

Buying new dispatch furniture isn’t easy. Make sure you research all your options to ensure a seamless and smooth purchasing process.

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Topics: Pricing