THE PURPOSE OF THIS LETTER IS TO CONFIRM OUR REQUEST FOR ESTABLISHMENT OF UNIFORM PROCEDURES BETWEEN SUPPLIERS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP89B00708R000500010016-7
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 4
• Document Creation Date: December 22, 2016
• Document Release Date: September 16, 2009
• Sequence Number: 16
• Publication Date: June 5, 1957
• Content Type: LETTER

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SAPC 16282
Copy o2 7of 66
1. The purpose of this letter is to confirm mar request for
establishment of uniform procedures between suppliers, consignees and
Headquarters whereby invoices and vouchers for delivered contract items
will be accc;mpanied by receipted delivery tickets. Such procedures will
minimize the delays incident to receiving, inspection and acceptance of
deliveries between Headquarters and consignees and thereby ensure timely
payments of suppliers invcices.
2. Deliveries to
a. All shipments of contract items made by suppliers to the
above consignees will include delivery tickets, in uadruplicate,
indicating contract number, consignee, part number (or nomenclature
within security limitations) and quantities.
b. As soon as possible after receipt of deliveries from
suppliers, consignees will inspect the incoming shipments and
indicate on all four (4) copies of the delivery ticket the items
received including remarks as to damages or shortages, if an:'.
Delivery tickets will be signed on behalf of the consig.ic.o Zr
authorized Receiving officers only. Two (2) copies of -oho signed
delivery ticket will be returned immediately by the con--. .gne&; to
the supplier. The remaining two (2) copies cf the deliver,,, ticket
will be retained by the consignee.
c. Suppliers are requested to withhold billings for delivered
erntract items until the two (2) copies of the signed delivery
ticket. have been returned. The supplier shcu: r'.. then attach one (1)
copy of the signed delivery ticket to the original of its invoice or
voucher for the delivered and accepted items and submit same to
Headquarters for payment. The remaining copy of the delivery ticket
will be retained by the supplier.
3. In special cases involving emergency deliveries of contract items
to Project nr FOG personnel at suppliers plants, the supplier will obtain
fx"m recipient of such deliveries signed delivery tickets. The supplier
will then fmrward four c:;i)ies of the s'o d delivery ticket to the
Receiving Officer at whichever is appropriate,
for recording and coup ersi;nature by the authorized Receivin;,, Officer.
The Receiving Officer, based on the signature of the recipient if known
t~ him, will countersign the delivery ticket and return two (2) copies tc
the supplier. The supplic..: upon receipt of the two (2) countcrsif.-ned
df.livRCy tickets will follow the. same. procedure as sc't forth in
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Paragraph 2.c., above for A lling delivered items,
4. In special cases involving emergency ship,e_.s of contract items
to locations other than -uhe supplier will not=ify 25X1
the Receiving Officer at , whichever is appropriate; 25X1
of the shipment by submitting directly to e .ecPiving Officer four (4)
copies of a delivery ticket. 's'ae Receiving Officer, upon determing receipt
and acceptance of the shipment by the consignee, will sign the delivery
ticket and return two (2) copies to the supplier. The supplier upon
.receipt of the two (2) s:!.gr.~d delivery tickets will follow the same
procedure as set forth in Paragraph 2.c., above, for billing the delivered
items.
5. All suppliers procuring items for establishment and maintenance
of a spare par is inventory at their plants for use in repairing and over-
hauling Project and/or FOG equipment are requested to follow the procedure
set forth below for receiving, inspecting, accepting and issuance of such
items:
a. Each supplier will designate an appropriate area,
properly control:ied, for the receipt and storage of ',.:he:
items referred to above. Further, the company will des .g:ia.t
an employee, acceptable to the Government, who will be respon-
sible for the receipt, storage, and issue of items in an_d out
of the controlled area,
b. It is rec::-:,we=nded that the Contractor u.~e a standard
company shipping form indicating the movemeit of the material
in question from the appropriate company department to the
Project storage area. The shipping form secLlc. be prepared
in sufficient copies to provide four (4) copies for Project
Headquarters use. Al'. four (4) copies forwarded to Head-
quarters will bear a certification indicating receipt signed
by the designated responsible employee, 'Upon receipt of the
in-plant shipping ticket at Headquarters, the Office of the
Director of Materiel will additionally certify that this
material, because of the nature of its end use, could not
economically be delivered into the Project supply system and, therefore,
it is considered in the best interest of the Government for
the material to be handled in such a manner.
c. In addition to the receiving, storage, and issue
function cot further herein, the supplier will be expected
to maintain complete records indicating receipt and issue,
indicating purpose of issue, and will periodically perform
an inventory in conjunction with a representative of the
Project designated by the Office of Materiel. The periodicity
of such an inventory to be as mutually agreed upon by the
supplier and the Government.
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6. The procedure stated in Paragraph >, nbovu, will also N.
followod with rogEQ to receiving, inspection and ncceptcncc of file. ;.i.d
ec:1^ted supplies delivered under the film contracts with EK.
7. The cooperrtion of 01 concerned Jo requestod in c:Win, Put
..hc foregoing.
Very t rll '. youi3 ,
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