Department of Purchasing and Supply Management Organization
The Fairfax County Purchasing Resolution authorizes the director of the Department of Purchasing and Supply Management to be the County Purchasing Agent and charges the director to "carry out the principles of modern central purchasing and supply 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 Systems and Customer Services. 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 central purchasing and contract management support for the acquisition of goods and services for Fairfax County departments, Fairfax County Public Schools, and other assigned Boards and Authorities. This service is provided through the competitive bidding process as mandated by the Virginia Public Procurement Act and Fairfax County Purchasing Resolution. The Division staff perform competitive solicitiation, contract award, contract negotiation, and vendor performance resolution services. The Division is divided into four teams of professional contract specialists; each team works in support of assigned program areas.
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.
Systems and Customer Service
Systems and Customer Service provides systems management and administration for all county and FCPS users of the mainframe-based County and Schools Procurement System (CASPS) as well as management and technical oversight of the department's Local Area Network (LAN), Internet and Intranet Web sites, Procurement Card Program, office supplies (Office Depot) program, eVA utilization, and electronic commerce initiatives.
The Division serves as the training and oversight arm of the Director with a formal Procurement Assistance and Compliance Program designed to ensure agency compliance with policies and procedures for the delegated procurement functions, consumable inventory management, and property (fixed asset) management.