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...

Running Head: PERFORMING PURCHASING AGENT DUTIES
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Performing Purchasing Agent Duties
Running Head: PERFORMING PURCHASING AGENT DUTIES
Performing Purchasing Agent Duties
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1.0 Need and Specification
Purchasing agents should procure and purchase on behalf of their clients. This entails all aspects of the purchasing process from analysis of the need to finding suppliers and the actual purchase task. The agent should also determine the number and size of each item depending with specifications given by the client (Feinstein & Stefanelli, 2007, p. 105-106). Considering these underlying factors, the need and specification questions would include:
1. Which items does your company need? Specification of particular items the company needs helps a purchasing agent operate within those needs. It defines the equipment or services the purchase process should focus on. This descriptive element requires a client to state the name and type of products size, number and describe those items if need be (Otter & Luna, 2010, p. 1). The client cannot insist that the purchase involves computer equipment and software without particular names to describe them. Feinstein and Stefanelli, 2007, p. 160) say that a list cannot generalize items; the name must appear.
2. Are the computer equipment and software entirely for the customer service team, or does the company need computers for other work? The purchasing process depends entirely on the product needed. The client must identify the need in order for a purchasing agent to work within particular expectations (Feinstein & Stefanelli, 2007, p. 160).
3. Should the purchase consider a particular brand or find any in the market that fits specifications and needs? The brand name differentiates one product from another. However, the specification can give room for other products of the same calibre, from other companies. The client should indicate brand names that match the general terms used to define that product in the market. This prevents chances of picking alternative products due to confusing terms. The brand name also crops up when intended purchase hopes to match items to previous equipment (Otter & Luna, 2010, p. 3). The client should state alternative products in order of acceptance so that a purchaser settles for the next best equipment or software if the first options are not available (Walker & Seider, 1993, p. 30).
4. What is the estimated cost per unit? The purchase requisition should include details about budgetary allocations by the client. Hence, a purchasing agent must request for an estimate with which to find suppliers. Price is a major element in the Request for Quotation. The supplier quotes a price to initiate negotiations (Monczka et al, 2010, p. 361). In addition, understanding the financial ability is vital in Request for Proposal (RFP) assessments since they rely on negotiations for supplies that meet the cost and standards of a client (Li, 2007, p. 66-67).
5. What particular characteristics should each unit contain? This helps in seeking supplies that meet particular needs of the customer support team. Arguably, it reduces the number of suppliers responding to the Request for Proposal since only the ones with products meeting those characteristics can respond (Otter & Luna, 2010, p. 3).
6. Should the company work with experienced suppliers or the selection process should focus on the type of products on offer. Some companies prefer to deal with renowned suppliers with experience in handling contracts of a particular magnitude. Experience is one of the selection criteria used to evaluate suppliers after they respond to the Request for Proposal (Gido & Clements, 2009, p. 37). It might also help to shortlist a few suppliers as backup plans in case of any crisis.
7. Should the supplier offer additional services such as installation, maintenance or in-house training for staff members? Since the company is training 75 new employees, the previous lot many not have skills to operate new equipment and machines. This calls for specification of expert assistance in the Request for Proposal.
8. Will the company use an oral interview to select suppliers? It is important to specify the criteria to use so that suppliers prepare adequately. Oral interviews can help narrow down the number of respondents
9. What type of contract should the supplier expect? Since there are different types of contracts, the supplier should know beforehand what to expect. For instance, the fixed price contract contains rigid terms that ensure a fixed price despite changing market forces. However, a fixed price agreement can have some variations such as allowing changes in prices as inflation increases or re-evaluating the price once it goes beyond predetermined estimates. Further, if the cost goes below the average estimates, parties in the purchasing process such as suppliers and purchasing agents can split the surplus as an incentive. Other contracts are cost based, consulting, and construction among others (Monczka et al, 2010, p. 333-345).
10. When should delivery take place? Even though the new client’s contract takes effect in nine months, the equipment should be up and running. The customer support team also needs adequate time to acclimatize. Therefore, the client should indicate the delivery times so that suppliers know in advance.
11. Does the new client have particular expectations that your company should address when getting new supplies? This ensures supplies are efficient in meeting the client’s needs, and there is sufficient time to evaluate and correct any problem arsing in installation or delivery. It also provides ample time to settle for new suppliers in case the existing ones failure to deliver adequately.
2.0 Request for Proposal (RFP)
To Whom It May Concern
Waters Inc. is a customer service company. It urgently needs supplies for its new team of customer service personnel. Waters Inc. is seeking proposals for supply of computer equipment and software. Respondents should know that the company is...