The Challenge
Higher education procurement is uniquely fragmented. A chemistry professor needs specialized lab equipment. Facilities needs parts for a 60-year-old boiler. Athletics needs uniforms before the season. The library needs database subscriptions. Dining services needs commercial kitchen equipment.
Each department has budget authority. Each has different vendors. Each submits requests on their own timeline. Central procurement is supposed to ensure compliance and get best pricing—but with limited staff and no consolidated system, requests fall through cracks.
Add grant-funded purchases with specific compliance requirements, and the complexity multiplies.
Common Pain Points
| Departmental autonomy | Each college/department has own vendors and preferences |
| Research/grant compliance | Federal grants require documented competitive process |
| Specialized equipment | Lab and research equipment with limited supplier options |
| Legacy facilities | Buildings spanning decades, each with unique parts needs |
| Budget cycles | Fiscal year-end spending pressure across all departments |
| Supplier diversity requirements | Tracking and reporting on diverse vendor spend |
Common Purchases
How Buyer24 Helps
Department-level visibility
Central procurement sees all requests; departments manage their own
Grant documentation
Audit-ready records for NSF, NIH, DOE compliance
Specialized equipment RFQs
Works even when there are only 2-3 possible suppliers
Facilities parts sourcing
Handle the long tail of legacy building equipment
Supplier diversity tracking
Tag and report on diverse vendor quotes
"We have 200+ departments submitting purchase requests. I used to spend half my time just figuring out what was stuck in someone's inbox. Buyer24 gives me visibility into every open RFQ. When a department chair asks 'where's my equipment order?', I can actually answer them."
Procurement Manager
State University (28,000 students), Southeast
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.