Purchasing and Supply

Southeastern Virginia Training Center recognizes that one of its most important obligations to the taxpayer of the Commonwealth is to conduct its financial affairs in the most prudent fashion and in keeping with the highest ethical standards. The proper management and accounting of materials, supplies and equipment is an extremely important component of this obligation. This vital function is assigned to the Purchasing and Supply Department.

The Purchasing & Supply Department’s main goal is to centralize and maximize the effectiveness of purchasing, inventory management, and proper and timely distribution of materials and supplies; and to contain costs and strengthen accountability and internal controls. The department is dedicated to ensuring that the materials, supplies, equipment and associated services required for the safety and well being of the staff and residents would be available at the time, place, quantity, quality and price consistent with the needs of the staff and residents of the Agency, that all procurements of these high quality goods and services are obtained at a fair and reasonable price.

The department is staffed by highly talented and hardworking state employees to carry out the task of procuring, storing, accounting and delivering of these materials and supplies. The department is also tasked with obtaining critical services through contract negotiations.

The department is broken down into the following functional areas and their respective responsibilities:

• Purchasing
  Responsible for processing in excess of over 200 purchase requests each month. Buyers obtain price quotes and place orders from legitimate vendors for quality products at fair and reasonable prices. They ensure products requested meet the specifications and delivery dates required by the end users. Negotiates service contracts.
   

• Supply
  Maintain accountability and inventory control of over 500 line items kept as stock at the central warehouse. Warehouse receives goods and supplies from several vendors each day, ensuring the supplies are properly accounted for, defect free and are stored at the warehouse for future delivery to end users. Warehousemen routinely processes requests of over 3000 items to be delivered to several departments of the Agency each month.
   

• Inventory Control
  Responsible for proper inventory management and accounting of over 500 stock items at the central warehouse. Ensures supplies kept as stock are constantly available for issues. Processes all transactions that involve stock items from preparing of purchase requests to prevent stock outs to data entry of issues of items to the ends users. Coordinates monthly, quarterly and yearly physical inventories.
   

• Print Shop
  Responsible for official forms management. Ensures adequate copies of official blank forms frequently required for use by staff are readily available in sufficient quantities. Processes requests for reproduction materials and forms in mass quantities. Print shop processes an average of 3500 copies of materials per month.