Department of Procurement and Material Management Organization
The Fairfax County Purchasing Resolution authorizes the director of the Department of Procurement and Material Management to be the County Purchasing Agent and charges the director to "carry out the principles of modern central procurement and material management in accordance with applicable laws and regulations…" The resolution also specifically assigns the director responsibility for “management of all supplies and equipment” including “physical accountability of consumable supplies and accountable equipment.”
The director has organized the department into four divisions: Agency Management, Contracts, Material Management, and Procurement Support and Oversight. Working together, all four divisions provide critical services in support of the department’s mission. The Department strives to develop strategic alliances with suppliers and County departments to secure quality goods and services in a timely manner and at a reasonable cost, while ensuring that all purchasing actions are conducted fairly and impartially and in accordance with applicable legal requirements.
Agency Management Division
The Agency Management Division provides overall direction, leadership, and managerial oversight to the Department. This includes performing the function of Purchasing Agent for the county Board of Supervisors and the Fairfax County Public School Board. The Agency Management Division also provides internal staff support to the DPSM employees to include all human resources support and fiscal management activities. These activities are intricately interwoven into the overall operation of the department.
A 1981 Board of Supervisors mandate established Small Business Enterprise Program and assigned the director, DPSM, responsibility for increasing the participation of small and minority business community in county procurement activities. An assigned Vendor Relations liaison who has primary responsibility to ensure that small businesses, minority-owned businesses and women-owned businesses are treated fairly and have an opportunity to compete for the county's contract dollars. The Vendor Relations liaison engages in a variety of outreach efforts, including counseling and assistance, which are intended to maximize prime and subcontract opportunities for small, minority-owned businesses and women-owned businesses.
The Vendor Relations liaison has additional responsibility of providing staff support to the Small Business Commission appointed by the Board of Supervisors.
The Contracts Division provides centralized procurement and contract policy guidance and facilitates contracts for the purchase of goods and services used by all County departments. Under the authority of the Virginia Public Procurement Act as enabled by the Fairfax County Purchasing Resolution, the Contracts Division is committed to ensuring that all contracting activities promote fair, open competition and equal opportunity for qualified vendors who seek to "Do Business with the County". The Division is comprised of three teams of professional contract specialists to support the procurement needs of the County government, resulting in timely delivery of quality products and services while maximizing the value of public funds in procurement.
Material Management Division
The Material Management Division is located at the Central Warehouse, 6800A Industrial Road, Springfield, Virginia. The Division manages the County’s storage facility and distribution services for County consigned goods, for the County’s electronic voting machines, and supplies and materials for the Office for Children’s School Age Child Care Program (SACC). County library books for new and renovated facilities are stored at the warehouse prior to being put into circulation. Central Warehouse staff pick-up, sort, and redistribute Fairfax County Public Library books each day to the 23 library branches. In addition, the Central Warehouse manages County property that is declared excess by a department or surplus by the County and ensures its proper disposal; this includes redistribution, sale, or destruction.
Procurement Support and Oversight Division
Procurement Support and Oversight (PS&O) provides liaison between DPSM and the countywide FOCUS system business support team (FOCUS Business Support Group), the technical support group (Department of Information Technology) and departmental purchasers. The division also provides management and technical oversight of the department’s local area network (LAN), internet and intranet web site as well as the County’s procurement card and office supplies program.
The division serves as the training and oversight arm of the Director, carrying out programs to assure compliance with delegated policies and procedures for procurement, consumable inventory and fixed assets. The division promotes and monitors green procurement opportunities for county contracts and manages the program for fiscally and environmentally responsible disposal of county surplus.