Writing Assignment 2: Performing Purchasing Agent Duties
Assignment 2: Performing Purchasing Agent Duties (250 points)
Performing Purchasing Agent Duties Business is booming for Waters, Inc., a growing customer service fulfillment business. Most of its business is coming from clients who once outsourced their customer service needs to firms in India. A major client just signed a contract that will take effect in nine months. This means there are only nine months to purchase the equipment and to train 75 new customer service representatives. As a purchasing agent, you are tasked with getting the computer equipment and software that the new agents will need to the specifications of both the client and established company standards.
This assignment has three (3) distinct parts that are outlined below. This paper will be between eight and ten (8-10) pages long. Label each part clearly.
Part 1: Need Identification and Specification
Create 10 to 12 questions that you will ask the client in order to determine the exact hardware and software needs. Provide a brief rationale for asking the question.
Part 2: RFP
Write a request for proposal based on the needs and specifications identified during the need and specification stage.
Note: You will have to fabricate the needs and specifications based on outside research, e.g., standard computer specifications, basic software needs, etc.
Describe how and to whom you will distribute the RFP. Assume the company has a requirement that minority-owned businesses must be included in the distribution of the RFP.
Part 3: Timeline of Tasks and Activities
Develop a comprehensive timeline of the tasks and activities, and who is involved with each task or activity, that need to take place to fulfill the need in the time frame indicated in the scenario. You will be graded on the completeness of the list and the realistic nature of the timeline.
The format of the report is to be as follows:
Typed, double spaced, Times New Roman font (size 12), one-inch margins on all sides.
Use headers for each of the subjects being covered, followed by your response.
In addition to the eight to ten (8-10) pages required, a title page is to be included. The title page is to contain the title of the assignment, your name, the instructor's name, the course title, and the date.
Use of APA formatting is strongly recommended, but not required.
Purchasing Duties
Student’s Name
Institutional Affiliation
Purchasing Duties
Most of the clients do not know where to begin when they want a new hardware and software for their businesses. Most of the organizations are likely to look for new hardware and software maybe once after every 3-5 years. Most of them tend to be having obsolete hardware when they go looking for new ones. Purchasing new hardware and software is a major business decision and most of the companies lack internal expertise. However, most purchasing agents tend to have same questions when it comes to establishing the hardware and software that the business want. The following questions will guide in establishing what the client wants.
Part A (Need Identification)
Q1 What do you want to solve in your organization?
This question will enable me to identify the problem or the solution that the client want to resolve in his organization. To identify the problem, I will interview the client to enable me have a clear understanding his company’s processes from the beginning to the end. I will also ask him questions about his current hardware and software.
Q2 How many departments does your organization have?
This question will help in establishing the scope of the organization.
Q3 Who will be using the hardware and software?
This will enable me to establish the skills of the users.
Q4 What will they be using them for?
This question will enable me to establish the
Q5 Where will the hardware and software be used?
This will enable me to know the location where the equipment and software will be delivered to.
Q6 Would you consider other options such as tablets and notebooks or you will want one model?
This will be enable me to understand the type of models the client will prefer.
Q7 For hardware, do you have any output and speed levels and how often will they be used?
This will enable me understand the configuration requirements.
Q8 For the software, how many users will be allowed and do you need any access credentials?
This will enable me to understand the software configuration requirements.
Q9 How will the data be accessed, locally or remotely?
This will enable me understand whether the client will be requiring any extra equipment besides the computer hardware and software.
Q10 Would you like onsite installation by the vendor or you will contract a third party?
Q11 How would you like the data to be accessed?
Q12 Would you like onsite training by the vendor?
Part B (RFP)
Instructions to the Bidder
Introduction
Waters Inc., is a Private Sector customer service company with its Headquarters at Union Towers, Arlington, Texas requires installation of 10 new computer hardware equipment and configuration of software. The company invites offers from credited and authorized vendors for the supply, installation, training and maintenance.
Scope of Work
* Delivering, installing, and configuring computer hardware and software at the headquarters.
* Providing training, service and on-site support during the warranty period with charges.
* Transferring data from existing computer hardware during the installation period.
* Resolving any software related issues during the warrant period.
Computer Hardware: The provider must be able to provide up to fifty (50) desktop computers with features as described below. The hardware must be from an industry leader such Dell and Samsung.
Processor
Intel i3 CPU or higher
Memory
4GB RAM or higher
Hard Drive
250 GB internal HDD (MUST be replaceable)
NIC
2 GB (Intel)
Video
Intel HD graphics, Must support two monitors (HDMI/VGA port)
Bluetooth
5.1
Mouse
USB Optical Mouse
Keyboard
USB windows standard
Form
Small with VESA mount
OS
Windows 10 Pro
Energy
Energy Star 4.0 or higher
Power Supply
Must be replaceable
Warranty
2 years
Monitors: The provider must be able to provide up to fifty monitors containing the below features. Note; the monitor hardware must be from an industry leader such Dell and Samsung.
Display
29 inch wide
2560*1080 optimal resolution power.
TFT Matrix
-10/+10 Tilt angle
175 vertical viewing angle
Form: Desktop
Backlight: LED
Connectivity
Input: VGA/HDMI port
Sound
Must have internal speakers
Power Supply
Replaceable
Energy
Energy Star 4 or higher
Warranty
2 years
Eligibility
* The bidders should be certified to supply computer hardware and software. Bidder need to attach an authorization letter from the hardware and software manufacturers for the proposed equipment and software.
* Bidders are allowed to quote only one model of equipment.
* The bidder should have the capacity of providing proper support at the purchaser’s headquarters where the equipment will be deployed.
* Bidders who had not completed earlier contracts with Waters Inc. are not eligible to participate.
* Any company or group bidding for the above tender should not have been blacklisted by any authority. The bidder shall prove that they have never been blacklisted. In case the company or group have been blacklisted in the past by any government, it must have been invoked from the list on the date of submission. If not the bid will receive an automatic rejection.
For the bid to be considered, the bidder must meet the above criteria. Photocopies of relevant documents should also be submitted to support the issues raised in the above criteria.
Bidding Document
The bidder shall examine all terms and conditions, instructions, conditions and specifications as provided in the Bidding Documents. Failure to follow and observe all the requirements may result in bid rejection.
Cost of Bidding
The costs of preparing and submitting the bid will be the responsibility of the bidder and in no case will Waters Inc. be liable to them r...