PROCEDURE FOR REQUISITIONING SUPPLIES, EQUIPMENT AND SERVICES.

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP81-00728R000100020003-9
• Release Decision: RIPPUB
• Original Classification: R
• Document Page Count: 8
• Document Creation Date: December 14, 2016
• Document Release Date: October 24, 2002
• Sequence Number: 3
• Publication Date: February 6, 1947
• Content Type: REGULATION

 Approved For Release 2003/03/10 CIA-RDP81-00728R000100020003-9.
REST2~ G PAD
CENTRAL INTELLIGENCE GROUP
Washington, D. C.
6 February 1947
MEMORAND
NUMBER Adm. Instruc.
SUBJECT : Procedure for Requisitioning Supplies, Equipment
and Services.
EFFECTIVE UNTIL 30 June 1247 UNLESS SOOL;ER RFSC, LADED
Expendable Office Supplies
Non-Expendable Office Equipment
Communication Supplies and Equipment
Operational Supplies and Equipment
Medical Supplies and Equipment
Contractual Services
Maintenan,;e and Repair Service,
and Space
Reproduction and Printing (on
Form 36-2)
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This order is applicable to the procurement, storage
and issue of all supplies, equipment and services required
for the operations and activities of the C.I.G. Unless
herein excepted, or otherwise specifically designated, the
Executive for Personnel and Administration, the Chief,
Services Division and the Assistant Chief, Services Division
shall be the sole agents for the performance of the above
functions, and any unauthorized action, obligation or com-
mitment on the part of any other individual will not be
recognized or honored by the C.I.G.
2. METRODS OF REQUISITIONING
Form No. 36-7, Request for Supplies, Equipment and
Services shall I)e used, except as otherwise stipulated, to
requisition all oupplies., equipment or services. Requisitions
will be submittod in an original and two carbon copies and a
separate requisition will be made for each of the following
classes of supplies or services:
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 EXPENDABLE OFFICE SUPPLIES
To eliminate the storing of stocks of su
li
s
pp
e
and equip
ment in the various branches, the Supply Section, Services
Division will maintain adequate quantities of administrative
office supplies and forms as listed in the C.I.G. Supply Catalog.
The description of items and stock numbers as listed in the
Supply Catalog will be used in preparing requisitions in order
to prevent confusion and unnecessary delay in filling requests.
To obtain office supplies and forms listed in the Supply Catalog,
Form No. 36-7 may be Initiated by any responsible officer of the
using office and forwarded directly to the Supply Section (Basement,
North Building), Services Division
Deliv
.
ery will normally
be made within A hours to the location indicated on the requi-
sition. The receiving officer will be required to sign for
receipt of the supplies on a copy of Form No. 36-7 which will be
returned to the Supply Section, In certain instances, where the
needs or the size of an office justify, a small supply of
expendable office supplies and forms may be stocked by the office,
for current use. However, in no instance will an office be
allowed to stock more than a normal one month's supply of expend-
able supplies.
4. NON?-EXPENDAB3TJE SUPPLIES AM D EQU PN,ENT
Requests for all items of non-expendable equipment and supplies,
including medical, communications, and operational equipment,
will be prepared on Form No. 36-7 and approved by designated Branch
Supply and Property Officers and forwarded to the Supply Section,
Services Division. The correct nomenclature and stock numbers
as listed in the C.T.G. Supply Catalog should be used in preparing
such requisitions. The Supply Section will make delivery of the
items and will secure the signature of the responsible receiving
officer on Form 36?7 as evidence of receipt of and assumption of
responsibility for the property.
5. REPRODUCTION AND PRINTING
The Reproduction Section, Services Division is responsible for
processing all requisitions for printing, duplicating, mimeographing,
lithographing, etc., and composing operations. Any office requiring
such services shall submit a requisition in duplicate to the
Reproduction Section on Form 36-2, Reproduction Requisition,
specifying the type of reproduction job required and attaching
texts, samples or exhibits of the work to be done. Requisitions for
the reproduction of procedural issuances, new forms, or the revision
of forms must be approved by the Procedures Unit, Finance Division
prior to submission to the Reproduction Section. The reproduction of
classified documents will not be requested except upon specific
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 '3-
approval by proper authority. Upon completion of a reproduction
job, delivery will be made to the place indicated on the requisition
and a signed copy of the requisition evidencing receipt of the job
will be returned to the Reproduction Section. The existing reproduc-
tion facilities used by the ORE, FBIB, and Documents Branch for the
reproduction of Daily and Weekly Summaries, Daily Reports, Accession
Lists, and translation of documents will continue to be used without
regard to the above procedure. The procedure for reproduction of
intelligence material will be covered by separate instruction.
6. SUPPLIES AND EQUIPMENT NOT CARRIED IN STOCK
Requests for supplies and equipment which are not listed in
the C.T.G. Catalog should be initiated by responsible officers on
Form 36-7, approved by designated Branch Supply and Property
Officers and forwarded to the Supply Section. The requisition
should include a complete description of the item required,
source of supply if available, model number, or specifications and
sketch of the item when necessary. The properly designated officers
in the Supply Section will purchase or otherwise procure the
requested item in accordance with applicable regulations. Requisitions
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of the items, the Storage and Issue Unit will make re-delivery to the
location indicated on the requisition and will secure from the
receiving officer three signed copies of Delivery Receipt, Form No.
36-10.
and Issue Unit only, for proper inspection After making inspection
shall be submitted as far in advance of requirements as circumstances
permit in order to allow as much time as possible to effect
procurement. The ordering office will receive a numbered copy of the
procurement document from the Supply Section. All items procured
from outside sources will be delivered to the Supply Section, Storage
7. CONTRACTUAL SERVICES
Any office desiring the rental of space or equipment, or the
installation of and/or leasing of communication or utility facilities
or special contractual services of any kind will submit a requisition
to the Supply Section, Services Division on Form No. 36-7, giving
complete details and specification of the service desired. Under no
circumstances shall negotiations be carried on or any contracts or
agreements be entered into or any obligations or commitments made
for contractual services except by or on _-pecific approval of the
Executive for Personnel and Administratio_i or a properly authorized
Contracting Officer of the Services Division.
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SPACE, MAINTENANCE AND REPAIRS
Any office desiring structural alterations or repairs to
buildings, electrical or carpentry work, or repairs to equip-
ment or machinery should submit a requisition on Form No. 36-7
to the Supply Section, Services Division giving specific details
of the services desired. (EXCEPTION: Repairs to and changes in
combinations of safes shall be made only by the Security Division
per Security Regulations dated 20 October 1946.) The Supply Section
is also responsible for allocations of space and physical moves
b
tw
o
e
een
ffices, and requisitions for additional space or the
moving of furniture and equipment should be initiated by the
requesting; officer, approved by the Branch Supply and Property
Offic,3r and forwarded to the Supply Section, Services Division.
9. PROCUREMENT FOR OVERSEAS OPERATIONS
The procedure covering procurement for overseas activities will
be issued in a separate instruction.
Attachments - None
RESTRICTED
Colonel, AGD
Executive for Personnel
and Administration
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CENTRAL INTELLIGENCE AGENCY
Washington, D. C.
LDi'CINISTRLTIVE INSTI 11 May 1)50
NO.
SUP,J;JCT: Procedure for Requisition of Supplies, "Equipment and Services
1. The following procedures are hereby o tablished for requisi-
tion of supplies, equipment and services. (The original only of the
for+ns indicated requires sir
nature)
a. Stock Itomss
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(1) Expendable Suppliess Forward Fort;, No. 36-7 in
duplicate to if. "?o,. zo and Issue Section, Supply
Branch,
(2) Non-l;xponclable Property (except class A & B)i
Forward Farm No. 36-7 in triplicate to Chief. Storage and
Issue Soctian, Supply Branch,
b. Pr:-)curo,.ment Items: F,)rvtard Form No. 36-7 in triplicate tos
Chiof, Supply Branch
North Building
c. Class Air B Property: Forward Fo>r..1 No. 36-7 in triplicate
with sufficient justification
d. Repairs to Typewriters, Office Furniture and 11achiness
Any emplc,yoo may request :7in :z? repairs by telephoning Extonsi :'n
Requests fcr major repairs will be submitted on F.:rm'No.
36-7 in triplicate to the Chiof, St o.;r gaga and Issue Section,
e. Ropr )ducti -?n and Printing: Forward Foru No. 36-2 in
triplicate to Chief, Roproduction Branch, Services Division,
North Building.
2. ProcedurA sot forth in Administrative Instruction
dated 6 February 19/17, in conflict with this Instruction are
roscindod.
FOR THE DIRECTOR OF C^NTRAL INTELLIGENCE;
Acting Executive
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1 L yTRICTIED
C 'NT]AL INTELLIGENCE AGUINCY
Vlashington, D. 0.
A 1'fINISTRATIVB INSTRUCTION 9 may 1950
110.
Srn3JF-CTs Procedure for Requisition 31 plies, 'Equipment and Services
P .1
1. The following procedure$ hereby ostablished for requisi-
tion4 1 supplies, equipment and services.
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I
. Stock Items:
(1) E: ,pondablo Supplies: Forward a signed original
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and one copy of Form No.
3G-7 to Chief S
orago and Issue
Section, Supply Branch,
(2) Non-Expendable Propertyi Forward a signed original
a
d t
i
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n
wo oop
es of Form No. 36?.7 to Chief, Storage and Issue
Section, Supply Branch,
b. Procurement Items: Forward a signed original and two
copiers of Form No. 36-7 to:
c.
copies
Chief, Supply Branch
North Building
Class A or I3 f=, s Forward a signed original and
of Form No. 36-7 with sufficient justification to:
Chief, Services Division
North Building
d. Repairs to Typewriters, Office Furniture and Ifachines:
Any employoo ;ray request minor repairs
by telephoning Extensionacta for major repairs will be made on Form 110. 36-7 and
submitted to the Chief,
hounc, in an original (d gnc and two copies,
e. Reproduction and Printings Forward a signed original and two copies
to Chief, Reproduction Branch, Sorvicess Pii
North B..i
.thin
2. fir er?oedures set f orth in Administrative Instruction
dated 6 February 1947, in conflict with this are hereby
rescinded.
FOR TIE DIRECTOR OF CE NTFhL INTELLIGENCE:
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