Performing Purchasing Agent Duties Term Paper

Excerpt from Term Paper :

Performing Purchasing Agent Duties

Need Identification and Specification

The accompanying questions will help me as a purchasing agent to study more about the project and if it is an exceptional match for Waters, Inc. They will additionally help me clearly layout the scope of the project and different items in my contact (Rasmussen, Goldy & Solli, 2012). Since this project includes implementing computer equipment and software, I will need to know the responses for each of these questions:

The first set of questions will give me an idea about software needs of the company:

How often is the software upgraded?

Who are the primary clients of the item, and what is their specialized level? Are they already acquainted with this technology?

Does Waters, Inc. update all software users at once or do they uphold different versions of the item?

What is the setting in which this computer equipment and software will be utilized?

What are the Waters Inc.'s update, upgrade, and post-improvement support needs?

This second set of questions gives me a wide review of the project:

I. Who will be my principal contact throughout my work for the Waters Inc. Assuming that the individual is available, will I create his/her level of contribution by checking whether he or she can answer my questions? (Rasmussen, Goldy & Solli, 2012).

II. What is the overall reason for the project or product?

III. What is Waters Inc.'s objective with this project assuming that I do not realize the profit it intends to realize by bringing me in the project?

IV. How involved will I be in the course of the project? Will I be doing all the work or working in collaboration with different contractors and Waters Inc.'s staff?

V. Is there any existing documentation or any introductory data for this project? These could incorporate Waters Inc.'s manuals, design specifications, functional specifications, or even e-mails and memos.

VI. What amount of, if any, of this project is as of now complete or underway?

VII. What form of documentation does the Waters Inc. think I will adopt? In developing computer equipment and software, this could go from essentially utilizing remarks uninhibitedly within the code to write the user's manual. Since I am in development and programming, I will need to record the work I accomplish for Waters Inc. I must establish what could be helpful to the company (Schwalbe, 2010).

VIII. Will I complete my work at my offsite? Do I require a devoted PC at the Waters Inc.'s office?

Assessing time and searching for red flags

The accompanying set of questions will give me ideas of the possible duration of the project and help caution to possible risks:

I. What is Waters Inc.'s timeline for this project? In this case, I will ask the Waters Inc. To detail all potential deliverable milestones and to forecast a date of completion based on my best gauge or estimate. I will be cautious on any gaps arising on the timeframe when Waters Inc. requires the project to be completed and my estimation on the time it will take to finish it (Rasmussen, Goldy & Solli, 2012).

II. What conflicting issues will arise and could affect the completion of the project within the specified timeline? Assuming that Waters Inc. cannot think about any, I must press a bit harder because there is always something.

III. In the event that the project is already in progress, what parts of the project does Waters Inc. believe to be on course, and which ones are not?

IV. What corrections and updates does Waters Inc. anticipate during the project implementation phase? What amount of time and financing has Waters Inc. budgeted for the corrections? In this case, I must remember that sometime or another, I will likewise need to make clear what number of revisions Waters Inc. can request before I start billing for the adjustments (Stair, 2013).

V. What will happen if Waters Inc. requests for changes if the project is finished? Does the company expect that I should be available then?

With the three sets of questions, I am exceptionally ready to make a detailed proposal.

Part 2: RFP

General Conditions

The Waters Inc. is seeking bids from qualified specialists to introduce new computer equipment and software. This project will involve installing new computer equipment and software and training seventy-five new customer service representatives within the company.

The accompanying request for proposal (RFP) is distributed for your consideration. To be considered, your organization should meet the specifications and fulfill the necessities set forward in this RFP. Final suggestions must be received at the address of the company by 5:00 PM on Friday, October 7, 2013. Although the cost will be a vital variable in granting the contract, no statute or regulation binds the company to reward the bid for computer equipment and software based on cost (Rasmussen, Goldy & Solli, 2012). Accordingly, Waters Inc. maintains whatever authority needed to assess all proposals subjectively and objectively and reject or accept any or all proposals.

Execution Installation

All computer equipment and software must be installed as specified in agreement with project specifications producer's recommendations.

All wire cables will be led using concealed spaces to the greatest degree possible. In case the link wire cannot be hidden in existing structural ranges, cable and wire will be routed at the most elevated point available. Conductor or comparable ensured pursues will be used on all vertical hurries to surface-mounted mechanisms (Nelson, 2009).

Materials and products

• All components, equipment, cable, wire, and mounting hardware are to be supplied and erected as needed to meet producer's specifications and recorded installation procedures.

• All materials and supplies should be standard, normally produced equipment. All components and systems will be thoroughly tried and proven in real field utilization.

Whenever variables are incorporated from sources besides the manufacturer, the Vendor should show and check that the variables are compatible, before system acknowledgement, and shall provide to Waters, Inc. that utilization of such variables will not void the warranty of the system (Shelly & Rosenblatt, 2011).

• Work should be performed as per the relevant local, federal, and state codes, and standards present at the beginning of the installation. Where more than one code or regulation is relevant, the serious one might withdraw from the Proposals.

Proposals will remain legitimate or valid for a period of sixty days after submission. Revisions to proposals shall not be acknowledged by the company, except as may be mutually agreed upon accompanying the acknowledgement of the proposal (Leadbetter, C., Blackford, R. & Piper, T., 2012).


I. RFP discharged: August 16, 2013

II. Compulsory walk through August 17, 2013, 11:00 AM

III. Due date for receipt of bids: September 7, 2013

IV. Proposal to Waters, Inc. Board: September 21, 2013

V. Vendor notifications as soon as possible after September 21, 2013


Bid specifications for the computer equipment and software must adhere to the bid sheet specifications or be of equivalent particulars. All cost factors must be incorporated and a defined delivery period.


Final Payment to the successful bidder will be paid upon finishing the delivery, successful installation of the computer equipment and software, and successful implementation and configuration of the equipment.

Nondiscrimination Notice

Waters, Inc. does not discriminate based on color, race, age, sex, height, religion, national origin, marital status, weight, or disability in its activities and programs.

Execution: Testing and Training

• Vendor will purchase the equipment and train seventy-five new customer service representatives to operate the system independent without the need for external assistance.

• Vendor will supply all user manuals and other training materials on the specifics of the framework to fulfill training and operational prerequisites.

• Vendor will give extra technical support as required on the basic operation of the system for the whole term of the guarantee at no extra charge to Waters Inc.

• Vendor will direct and record a final performance test of all segments for validating the operability of the system.


• Vendor will be answerable for all introductory programming of the system incorporating naming all points in the framework, creating essential recording parameter and time schedules, and whatever viable parameters to make the new system operational.

• Vendors will assist Waters Inc. In setting up the system. The vendor will identify the needed information and will provide data or other information assembling apparatuses to Waters Inc. with a defined goal of the initial system programming. Waters Inc. staff will be answerable for assembling the needed information and supplying it to Vendor in sufficient time to meeting set schedules (Rasmussen, Goldy & Solli, 2012).

Part 3:

Timeline of Tasks and Activities

This is a breakdown is applicable to normal implementation activities, and the period the tasks may take. There are five stages followed during the implementation of a computer and software project, which may overlap sometimes. With the ten to twelve week implementation, the estimated rate of time to be spent on each is shown. The last comprehensive stage will take…

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