Performing Purchasing Agent Duties - 250 Points ✓ Solved

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. Please use APA style.

Sample Paper For Above instruction

Title Page

Title: Performing Purchasing Agent Duties for Waters, Inc.

Name: [Your Name]

Instructor: [Instructor's Name]

Course: [Course Title]

Date: [Date]

Part 1: Need Identification and Specification

In order to accurately procure the necessary hardware and software for Waters, Inc., a series of questions must be posed to the client to clarify their specific needs. These questions aim to gather detailed information about operational requirements, technological preferences, and compliance standards.

  1. What is your expected daily volume of customer interactions?
  2. This helps determine the specifications for hardware such as computers and servers that can handle the expected workload efficiently.
  3. Are there particular operating systems your team prefers or currently uses?
  4. Understanding OS preferences ensures compatibility and simplifies training processes.
  5. What software applications are essential for your customer service operations?
  6. This clarifies the software requirements, including CRM systems, communication tools, and productivity suites.
  7. Are there specific security or compliance standards (such as GDPR, HIPAA) that must be adhered to?
  8. Ensures that procurement complies with legal and industry-specific security standards.
  9. What are your storage requirements for customer data?
  10. Assists in determining appropriate data storage hardware and backup solutions.
  11. Would you prefer a cloud-based infrastructure, on-premises servers, or a hybrid approach?
  12. Decides the infrastructure architecture aligned with security and accessibility needs.
  13. What is your budget range for the procurement of equipment and software?
  14. Helps narrow specifications and identify cost-effective options.
  15. Are there any preferred brands or vendors you currently work with?
  16. Facilitates procurement from trusted suppliers and ensures compatibility with existing systems.
  17. What training capabilities are needed to onboard your customer service representatives?
  18. This informs the types of hardware and software needed for effective training, including simulators or virtual labs.
  19. What is the expected lifespan or upgrade cycle for the hardware and software?
  20. Supports procurement planning to ensure longevity and future scalability.

Brief Rationales for each question are provided inline to justify their importance in the procurement process.

Part 2: RFP (Request for Proposal)

The RFP will be crafted to solicit bids from qualified vendors capable of supplying cutting-edge computer hardware and software that meet detailed specifications from the needs assessment. The RFP will encompass technical specifications, vendor qualifications, delivery timelines, warranty and support conditions, and compliance requirements including the inclusion of minority-owned businesses.

The RFP distribution will be managed via email and online procurement portals. Invitations will be sent directly to known vendors and posted publicly to maximize competition. The inclusion of minority-owned businesses will be mandated to promote diversity and inclusion in the procurement process.

Standard specifications included in the RFP are:

  • Computers with minimum 16GB RAM, SSD storage, multi-core processors
  • High-resolution monitors, VOIP headsets, and dual monitors for the agents
  • CRM software, communication platforms, cybersecurity solutions
  • Cloud storage options or on-premises data centers as specified

Part 3: Timeline of Tasks and Activities

The timeline spans nine months and includes detailed steps such as needs analysis, vendor identification, RFP issuance, evaluation, contracting, procurement, setup, and training.

  • Month 1-2: Needs assessment with client consultation, forming a procurement team, initial vendor research.
  • Month 3: Drafting and finalizing the RFP, issuing to vendors, and ensuring minority vendor participation.
  • Month 4-5: Receiving bids, evaluating proposals based on criteria such as cost, compliance, and support.
  • Month 6: Contract negotiations, selection of vendors, and procurement approvals.
  • Month 7: Hardware and software procurement, logistics planning.
  • Month 8: Delivery of equipment, initial setup, and configuration.
  • Month 9: Training of new customer service representatives, testing, and go-live preparations.

The detailed, phase-wise approach ensures timely completion aligned with the nine-month deadline, with involvement from procurement specialists, IT staff, trainers, and management.

References

  • Johnson, D., & Johnson, L. (2020). Procurement strategies for information technology. Journal of Supply Chain Management, 56(3), 45-59.
  • Levy, S. (2019). Building effective RFPs for technology procurement. TechProcurement Journal, 22(4), 34-40.
  • O'Brien, P., & Marakas, G. (2021). Business analysis and systems design. McGraw-Hill Education.
  • Smith, R. (2018). Vendor selection and evaluation. International Journal of Procurement Management, 11(2), 120-135.
  • Wang, Y., & Chan, K. (2022). Inclusion policies in government procurement. Public Administration Review, 82(1), 143-156.
  • United States General Services Administration. (2023). Best practices in federal procurement. GSA Publications.
  • Harper, J., & Green, H. (2020). Supply chain risk management in IT procurement. Journal of Business Logistics, 41(2), 107-124.
  • Kumar, N., & Rajan, R. (2019). Supplier diversity initiatives and their impact. Journal of Public Procurement, 19(4), 356-370.
  • Rogers, P., & Hughes, B. (2021). Strategic sourcing in technology projects. International Journal of Project Management, 39(6), 673-685.
  • Thompson, J. (2017). Effective vendor negotiations. Harvard Business Review, 95(4), 78-85.

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