Procurement and Financial System Upgrade
Fairfax County Government and Fairfax County Public Schools are in the midst of a major upgrade of systems that will benefit residents and the companies and organizations that we do business with every day.
This major upgrade is called FOCUS (Fairfax County Unified System) and it is providing Fairfax County with the opportunity to provide several enhancements to our vendors, including a new, improved purchase order form and more efficient issuance of purchase documents.
How Will the Transition Affect Fairfax County Vendors?
The transition to FOCUS took place in early November and at that time new purchase orders were issued to Fairfax County vendors. There may have been brief delays due to the volume of processing.
Purchase Orders: Many vendors have received interim purchase orders for the current fiscal year through the County’s previous financial system. These purchase orders are no longer valid after November 6. County departments began replacing these orders in the new system, on November 7. You may experience a brief delay in receiving your replacement order due to the volume of processing. This is an unavoidable inconvenience for vendors and your patience is appreciated.
Payments: All invoices submitted to the County should cite your new purchase order number. Should a delay in payment occur, please contact the department with whom the business was transacted.
Business Opportunities: Fairfax County will continue to use the Commonwealth of Virginia’s procurement portal (eVA) to advertise business opportunities. We will simultaneously begin to use the bidder notification feature in our new financial system. Because of this, some vendors will receive duplicate notices.
Vendor Helpline: Vendors with purchase order or payment questions relating to the financial system implementation may contact a helpline for assistance at 703-324-4000 (TTY 711), Monday through Friday 8 a.m. to 4:30 p.m.
What Do I Need To Do?
At this time, you do not need to take any action to remain an active vendor in the county’s financial and procurement database. Your existing profile was transferred to the new system. While purchase orders issued from the new system will have a different appearance, the core ordering information remains the same. Invoices submitted to the county for payment for goods and services will be directed to the same county mailing address you are currently using.
The next phase of the system implementation is scheduled to begin in the spring and will bring some exciting new improvements that will further streamline Fairfax County purchasing processes.