Getting Started with Cooperative Buying: A Step-by-Step Guide for Fire Chiefs

February 10, 2026

By Bill DeMars

Fire departments today face the challenges of stretching budgets while providing the highest level of service to their communities. An effective strategy to optimize procurement processes and maximize resource allocation is through cooperative buying. Cooperative procurement offers fire departments the advantage of buying in bulk, leveraging the purchasing power of multiple entities to secure better pricing and contract terms. Whether you are new to cooperative buying or looking to refine your process, this step-by-step guide will help fire chiefs get started effectively.

1. Understand Cooperative Procurement

At its core, cooperative buying (or cooperative purchasing) involves several entities coming together to purchase goods or services collectively. By pooling resources, fire departments can achieve cost savings and efficiency improvements. Start by familiarizing yourself with how cooperative purchasing functions and how it can benefit your department specifically.

2. Research Cooperative Purchasing Organizations

Several cooperative purchasing organizations exist, each offering different products, services, and benefits. When selecting a cooperative, consider the following:

  • Reputation and Legitimacy: Research the cooperative’s history, reviews, and other users’ experiences.
  • Offerings: Ensure the cooperative offers contracts pertinent to fire department needs, such as fire apparatus, safety equipment, and facilities maintenance services.
  • Ease of Use: Consider how user-friendly the cooperative’s processes and systems are.
  • Membership Requirements: Understand what is required to become a member – documentation, fees, and other stipulations.

3. Evaluate and Choose the Right Cooperative

Once you’ve gathered information on multiple cooperatives, evaluate them using a scoring system to compare your needs against the organizations’ offerings and terms. Engage with several cooperatives to ask questions and gain clarifications. Consider strategies that align with department goals. Selecting the right cooperative involves weighing factors such as cost savings, product availability, customer service, and ease of transaction.

4. Seek Legal and Managerial Approvals

Before enrolling, consult with legal advisors to review cooperative agreements and contracts to ensure they comply with state and local procurement laws and regulations. Garner management’s approval, presenting clear information on how the cooperative’s offerings align with departmental needs and strategic objectives.

5. Complete Membership Enrollment

Once a suitable cooperative is chosen, complete the enrollment process, which may include:

  • Submitting required paperwork and authorizations
  • Meeting eligibility criteria
  • Registering your department as a member
  • Paying any applicable fees

Keep track of any deadlines and documentation requirements throughout this process.

6. Train Staff and Implement Processes

Integrate cooperative purchasing processes within your department’s operations:

  • Provide training for procurement staff on how to access and use the cooperative platform effectively.
  • Establish protocols for evaluating contracts, ordering, and managing deliveries.
  • Ensure accountability by defining roles and responsibilities regarding cooperative purchasing decisions.

7. Leverage Available Resources and Support

Utilize any support and resources offered by the cooperative. Many organizations provide customer service support, webinars, training sessions, and purchasing tools that can help your department maximize the effectiveness of cooperative buying.

8. Monitor and Evaluate Effectiveness

Regularly assess the outcomes and benefits of cooperative purchasing on your department:

  • Track cost savings and return on investment.
  • Seek feedback from procurement teams and stakeholders.
  • Adjust processes and training based on what’s working well and where to improve.

9. Stay Informed and Engage in the Community

Cooperative purchasing is a dynamic field. Stay up to date with industry trends, new opportunities, and enhancements to cooperative services. Engage with professional networks, conferences, and cooperative member events to expand knowledge and discover best practices.

Conclusion

Cooperative buying offers a significant opportunity for fire departments to leverage collective purchasing power to gain efficiencies and cost savings. By following this guide, fire chiefs can ensure their departments are well equipped to start and excel in using cooperative procurement effectively, enhancing their operational capabilities and resource management in service to their communities.

Bill DeMars is executive director of NPPGov, a national cooperative procurement organization offering publicly solicited contracts to government entities nationwide. NVFC members can access NPPGov for free – login to the NVFC portal and navigate to Membership Benefits to learn more.