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Re: [802SEC] FYI email on critical network equipment purchases


I think we're ok here. As I see it, the ruling principle in effect comes
from the IEEE FOM (found at
opsmanual.pdfrequirement in case you're really bored). Section 11.3.A.4
states: "The procurement of capital items, including equipment,
furniture, property, etc., with a value in excess of USD 1,500, is
contingent upon its approval in the IEEE organizational unit's annual
budget." It goes on to talk about how such assets need to be tracked and
reported (which we do annually via the famous L50-S).

Our budget allows for $15,000 of equipment expenses per plenary session
though we rarely reach that level. This time, we may well come very
close. Things seem to be failing at a rather alarming rate for some

I too am anxious to see a proper RFP per your explanation below (that
doesn't specify brands but functions). And that will be done in the case
of the larger network refresh project we introduced in Atlanta. 

But in the case of the servers and 8-port swicthes, we need to act
quickly if we are to avoid significant productivity hits at the upcoming
interim(s) as well as the March plenary. So I have asked that VeriLAN
secure multiple bids (including IEEE's prefered source) for the
equipment as spec'ed, but forgo the formal RFQ process based on this
emergency situation. And we will stay within the budgeted amount.

I hope this makes sense. But if not please advise.

By the way, this is a great justification for leasing infrastructure as
opposed to owning it (no asset to approve, procure, store, ship, insure,
depreciate, maintain, replace, etc). But invariably that must be
balanced by the economic fact that economically leasing can be quite
expensive (if not impossible in the case of specialized network gear).
Unfortunately, there's no such thing as free lunch.


-----Original Message-----
From: ***** IEEE 802 Executive Committee List *****
[mailto:STDS-802-SEC@LISTSERV.IEEE.ORG] On Behalf Of Pat Thaler
Sent: Monday, November 26, 2007 7:38 PM
Subject: Re: [802SEC] FYI email on critical network equipment purchases


While I support replacing broken or failing equipment, it needs to be
done in compliance with IEEE financial rules. At the closing EC meeting,
one concern raised was that the equipment RFQs were being done for
bidding on a specific vendors' products (e.g. Acme 3599 switch) rather
than based on a statement of the required equipment specs (e.g. managed
switch with 8 type x ports and 2 type y ports or Acme 3599 switch or
equivalent).  What is being done to address that concern for this
equipment purchase?


-----Original Message-----
From: ***** IEEE 802 Executive Committee List *****
[mailto:STDS-802-SEC@LISTSERV.IEEE.ORG] On Behalf Of Bob Heile
Sent: Monday, November 26, 2007 7:32 AM
Subject: [802SEC] FYI email on critical network equipment purchases
Importance: High

Dear EC Colleagues

This is not about Rome if that is any relief.  This is an FYI email on
some critical equipment purchases for the network that are being made as
a result of discussions with Paul, John Hawkins, and Buzz.

This critical item got lost in the rush at the end of the Friday
meeting, namely some critical network maintenance items that were part
of the larger package of networking equipment that we did not have a
chance to address

and approve. In hindsight, this should have been separated out to begin
with but unfortunately it was not  Since it will now take longer to
discuss and approve the entire package it is now a problem, given that
we have a

large interim in January that may not have a network unless this is
addressed not to mention having a network that works on Orlando.

Specifically, Newton, our primary server, is broken. It does not always
boot when turned on and has needed deracking, disassembly and liberal
doses of stroking and mystic incantation to get it to start on occasion.
Not a good situation.  Griffin, our doc server is not far behind. Also,
as we discovered in September, running key new applications like the
IMAT attendance software on our production network server is not a good
idea since it is possible for an application fault to take down the
server.  Applications such as these should be run on their own server.

We need to replace Newton and Griffin ASAP, before the gear is needed at

the Jan Interim of 11, 15, 18, 19, 20, 21 and 22 in Taipei or we may not

have a network there. Given that the January interim is also the next
big IMAT trial, it makes sense to get and configure the application
server at the same time. IMAT is part of our collective future.

We also need to replace the 20 eight port switches we got for nothing
several years ago and which are now failing. Getting 10-12 of those now
at least insures we can get a functional network.

In discussing this with Paul, John H. and Buzz, John indicated he can
spend up to $15K between meetings to cover situations like this.  The
total cost of the 3 servers and 10-12 switches is less then that. We all
thought in

the spirit of transparency we should give everyone a heads up on the
what and why.

The proposal we did not get to discuss sufficiently in Atlanta is also
recommending that as part of the basic maintenance of the networking
equipment that we replace all 20 switches and mirror the on site servers

with another trio which would be permanently based in Portland.  Rather
than do that now we will address those additional 3 servers and the
balance of the switches as part of a revised broader package. For now we
are focusing only on replacing what is broken and in time to insure we
can support the January Interim in Taipei and be in good shape for
Orlando in March.  By then I trust we will have had an opportunity to
review and approve the balance of the package.

Let me (or John or Buzz) know if you have any questions.

Bob Heile, Ph.D
Chairman, ZigBee Alliance
Chair, IEEE 802.15 Working Group on Wireless Personal Area Networks
11 Louis Road
Attleboro, MA  02703   USA
Mobile: +1-781-929-4832

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This list is maintained by Listserv.

This email is sent from the 802 Executive Committee email reflector.  This list is maintained by Listserv.