OFFICE OF PROCUREMENT AND SUPPLY

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-03996A000100050003-7
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 58
• Document Creation Date: November 17, 2016
• Document Release Date: June 20, 2000
• Sequence Number: 3
• Content Type: REPORT

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OFFICE OF PROCUREMENT AND SUPPLY
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ON
SECURITY INFORMAT1 IN
PROCUREMENT OFFICE
Mission {QU "- k _ )) c~ t
The Chief of Procurement is responsible to the Deputy Director (Ad-
ministration) for the procurement, storage, issue, shipping, and account-
ability of all_u lies" and equipment of the Agencyy and for the develop-
ment and maintenance of a supply system capable of providing adequate
logistical support to all Agency activities. He is responsible for the
maintenance of close liaison with the heads of other Government supply
and procurement activities, and with other Agency Office Chiefs to assure
a closely coordinated supply effort.
Functions
Effects a compilation"bf requirements for equipment and supplies
6i fe-
essential for Agency-operations. Negotiates with appropriate officials
agreements to insure t
anizations
ment or
G
g
,
g
overn
of other
levels.
stock
logistical requirements are met. Develops supply plens, levels.-
production capacity requirements and CMP requirements.
Provides facilities f_ the receipt, inspection, warehousing., packing,
shipping, and issuance ofl~ supplies and equipment. In addition, is
f all Agency
osal
d dis
o
p
responsible for utilization, accountability, an
materiel.
nf[aL1 overt and covert supplies and equipment
f
om civilian
required for Agency activities, directly Cr oy contract,
or military, and other Government Agencies.
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SECURITY INFORMATION
Procurement Planning
Staff
Office Of
PROCUREMENT & G'PLY
purchase Division
Supply Division
SECURITY INFORMATION
SECRET
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SECURITY INFORMATION
OFFICE OF THE CHIEF
Procurement Office
RESPONSIBILITIES
Chief of Procurement
Is responsible to the Deputy Director (Administration) for the pro-
curement, storage, issue, shipping, and accountability of all supplies
and equipment of the Agency, and for the development and maintenance of
a supply system capable of providing adequate logistical support to all
Agency activities. He is responsible for the maintenance of close liaison
with the heads of other Government supply and procurement activities, and
with other Agency Office Chiefs to assure a closely coordinated supply
effort.
Deputy Chief of Procurement
Assists the Chief of Procurement in the accomplishment of all the
objectives, as well as the fulfillment of responsibilities as set forth
for the Chief of Procurement, and in his absence, serves as a. principle
Agency Staff officer for supply and procurement.
Assistant to the Chief (Covert)
Under the direction of the Chief of Procurement, is responsible for
the supervision of all procurement and supply functions of a covert
category. Assists the Chief with liaison work. Assists the Chief of
Procurement in the formulation of covert procurement and supply policy,
and is further responsible for the implimentation of all covert supply
and procurement procedure.
Assistant to the Chief (Overt)
Under the direction of the Chief of Procurement, is responsible for
the supervision and coordination of all procurement and supply activities
of the Agency of an overt nature. Assists to formulate overt procurement
and supply policy, and is responsible for the implementation of all overt
supply and procurement procedures. Assists the Chief of Procurement with
liaison work. Is responsible to the Chief of Procurement for the ade-
quacy of overt procurement sources and Agency supply facilities.
Executive
Under the direction of the Chief of Procurement; is responsible to
the Chief for the effective administration of the Procurement office and
is delegated authority to act for the Chief of Procurement on all matters
for which policy guidance has been established. He is responsible for
the screening and recording and routing of all incoming correspondence
and its follow-up. The Executive is responsible to the Chief for the
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setting up of the administration system for the Procurement office, as
well as for the promulgation of office regulations and internal operat-
ing procedures for administration, and the enforcement thereof. He
establishes agendas for staff conferences, and finally, is responsible
for keeping the Chief of Procurement fully informed as to the internal
operation of the Procurement office, including the setting up of require-
ments for reports from the Divisions necessary to provide such information,
Assistant Executive - Personnel
spersonnel
Under the direction of the Executive, is responsible fer allere
matters and the adherence of the Procurement Office to Agency p
regulations.. Recommends internal personnel policies, and under the direc-
tion of the Executive, sets up machinery for the resolution of Personnel
problems. Is responsible for the maintenance of all personnel records
and reports required by Agency personnel regulations or established by
the Executive in the interest of keeping the Chief of ProcuremsiTt informed
of this phase of he Procurement Office function. Finally, is responsible
to the Executive, through the medium of close coordination with Division
Chiefs, for the maximum utilization of manpower within the Procurement
office.
Assistant Executive - Administration
Under the direction of the Executive, is responsible for the imple-
mentation of all administrative procedures and the effectiveness of the
administration of the Procurement Office. Is responsible for the co-
ordination of administrative matters with the Division Chiefs to assure
conformity and adherence with established practices. Is further respon-
sible for the following up of all correspondence requiring action, to
assure effectiveness of operation of the Procurement office. Responsible
for internal security.
Contract Inspection
Under the direction of the Chief of Procurement, to make such pre-
contract, work-in-process, and final inspections, in addition to, or in
lieu of, other routine inspection services as may be required to insure
prompt and faithful execution of contracts for specialized commodities
and services placed by this Agency.
To implement the above, the principle functions of Contract In-
spection will be as follows:
1. To locate, inspect, and report upon additional first-hand
sources of specialized commodities and services, with special
emphasis upon their availability, adequacy, financial stability,
general security, and ethical standards.
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2. To make continuing studies of all active contracts for
specialized commodities and services to anticipate, if possible,
delays and defaults in the execution of contracts, which might
impair the procurement efforts.
3. To maintain a close liaison with all Divisions of the
Procurement office to assist in expediting deliveries, adjusting
schedules, and executing such other field missions and assignnments
as may be assigned by the Chief of Procurement.
4. To promote good public relations through field contacts
with the management officials of source companies during all stages
of pre-contractual and contractual relations.
5. To cooperate with the Inspection and Security Office in
the maintenance and enforcement of required security measures.
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SECURITY INFORMATION
Asst. to Chief (Covert)
Assistant for
Personnel
Purchase Division
Chief of Procurement
and Supply
Deputy Chief of Procurement
Procurement Planning
Staff
SECURITY INFORMATION
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Assistant for
Administration
Supply Division
Asst. to Chief (Overt)
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ANALYSIS OF PROJECTED RESULTS
Assistants to The Chief of Procurement
The establishment of two Assistants to The Chief of Procurement is
necessaryf or the purpose of providing the Chief with current information
as it relates to the overt and covert supply activities of CIA, Such
assistants, capable of fulfilling duties of either position,and in the
capacity of Staff Officers, rill provide assistance on all policy matters,
and when approved, will implement same.
Executive and Assistants
The Executive, Assistant for Personnel, and Assistant for Administra-
tion, are responsible for the complete administration of the Procurement
Office for which policy guidance has been established. All decisions
relative to personnel and administration matters rest with the Executive
and his Assistants, thereby allowing the Chief of Procurement and his
staff officers full time to devote to policy matters as they relate to
logistical support to Operations.
Contract Inspection
To date, the functions of the Contract Inspection have been centered
largely about the electronic components of the procurement program, where-
in the bulk of the research and development contracts have been concen-
trated. During the coming fiscal year, other categories, particularly
ordnance and mechano-scientific specialized items will be procured in
substantial volume and require equal supervisory inspection service.
The increased work load will be accomplished by the Chief, Contract
Inspection, and three Field Inspectors, namely:
1. Ordnance Inspector - To have cognizance of all inspections
of special ordnance material, small arms, explosives and sabotage
items.
2. Electronic Inspector - To. have cognizance of all inspec-
tions of special electronic and communication material developed
under agency specifications.
3. General Inspector - To have cognizance of all inspections
of special mechanical, photographic, and scientific material de-
veloped under Agency specifications.
The duties of these Inspectors will in no way conflict with normal
inspection procedures employed heretofore.by.this Agency, and there will
be no duplication of effort on standard, military, or general supply
commodities.
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PROCU.EP AGENT PLPJ N NG STAFF,
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PROCLttEivENT PLANNING STAFF
Missions and Functions
1. Procurement Planning Staff
a. Mission
The mission of the procurement Planning Staff is to pre-
pare for the Chief of Procurement long and short range
purchase, contract, supply and maintenance plans consentane-
ous with CIA operational plans and requirements; to advise
the Chief of Procurement as to areas that require change or
improvement; to perform liaison work as required and to
make periodic recurring staff visits to all activities of
the Procurement Office.
b. Functions
This staff will conduct searching analysis on a continu-
ing basis of purchase, contract and supply records to pro-
vide current background data for the Chief of Procurement.
It will perform normal staff functions as related to plans
and recommendations. Purchase and supply plans, with the
mechanics related thereto, will be a prime responsibility
of this staff. Stock levels, supply sources, materials
allocation and standardization of procedures will be moni-
tored, developed or established as the situation dictates.
2. Coordination Branch, Procurement Planning Staff
a. Mission
The mission of the Coordination Branch is to perform
liaison with procurement sources for materials and with other
Offices of the Agency. Tlis branch will furnish technical
data and advice to other CIA offices.
b. Functions
Personnel of this Branch will perform required liaison
with offices of the Armed. Forces, the munitions Board, the
MMp offices, other agencies as required, and with logistics
and adi!ini stration staffs and. divisions of CIA Offices. Tech-
nical assistance will be furnished to other planning activities.
The allocation of controlled materials will be obtained.
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OFFICE OF PROCUREMENT
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Statistical Branch, Procurement Planning Staff
a. Mission
The mission of the Statistical Branch is to collect,
record and analyze data to provide the Chief of Procurement
with information as to the current status of internal opera-
tions, and to provide information for sound logistics planning.
b. Functions
This Branch will establish records as are necessary to
provide ready source for statistical analysis of Procurement
Office activities. It will prepare recurring analytical re-
ports to point up budget statistics, critical materials situ-
ations, availability of material and supplies, and management
information. Stock levels, lead time factors, and replenish-
ment plans will be established and monitored. Market trends
will be watched so that maximum dollar benefits may be derived
consistent with operational needs. Will prepare and periodically
revise over all supply plans.
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a. Mission
The mission of the is to de-
velop information regarding overseas supply potential by
geographical area, and to furnish area logistical data and
advice to operational planners.
ti. Functions
This Section will guide the Statistical Branch for the
collection and correlation of data regarding availability of
supplies in overseas areas. It will procure required informa-
tion when it is not available within the Agency. Area supply
inspectors will be furnished when directed. Area supply plans
will be developed and prepared.
, Coordination Branch
a. Mission
The mission of the is to
furnish competent technical advisors to assist operating acti-
vities of the Agency, and other Divisions within Procurement.
Provides liaison with. the military establishment.
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OFFICE Ol PROCUREMENT
PROCUREMENT PLANNING STAFF
b. Functions
This Section serves as a technical advisory staff to
aid the operating activities of the Agency in the formu-
lation of their requirements which would be consistent with
current and contemplated military procurement plans. Advises
as to capability and capacity of military equipment. Provides
"need to know" information for planning purposes to others
of Procurement Planning. Establishes and maintains contact
with the military for expeditious procurement action.
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6.
a. Mission
The mission of the
is to perform liaison with the National Production Authority
and the Munitions Board in connection with the Agency re-
quirements for controlled materials, and to establish ade-
quate security measures in connection with this work as
consistent with the sensitivity of the projects concerned.
b. Functions
This Section will assure adequate allocation of
controlled materials. Contacts and relations with govern-
ing agencies will be such that emergency requirements, re-
quiring directive action, will be met. Records will be
established to provide current data for monitoring ex-
penditure of critical materials.
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a. Mission
The mission of the is to
compile data and prepare reports regarding current and
future requirements, and to screen all current requirements.
b. Functions
This Section will edit special requirements before they
are passed to P and C or Supply. Items checked will be:
quantity as related to experience, suitability of items,
availability with a view toward recommending substitutes
where necessary.
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b. Functions (cont'd)
Maximum use of standard items will be emphasized and impli-
mented. Requirements will be limited to the realm of possi-
bility of industrial capacity. Controlled materials require-
ments will be developed and kept current. Trends that may
affect purchase and supply plans will be studied and recommenda-
tions will be prepared.
Statistical Branch
a. Mission
The m i s.q i nn n-P +1-,
vide a continuing analysis of industry potential and capacity,
and to recommend steps necessary to protect the Agency's posi-
tion in obtaining future large quantities of specialized materi-
als and equipment.
b. Functions
This Section studies and reports on market trends, the
defense build up, production rates against production capacities,
procurement lead times and new resources with a view toward
keeping requirements on a realistic basis.
25X1 A 9. Statistical Branch
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a. Miss ion
The mission of the is to establish and
maintain comprehensive records for the use of staff members
and analysts. A technical library will be established and
operated in accordance with accepted principles of library
operation.
b. Functions
This Section will collect data for the compilation of a
ianagemen.t Control Book, for analysts research in all fields
of Procurement Planning, and for necessary records of the Pro-
curement Office. The library will stock price guides, nomen-
clature lists, technical data, manufacturer guides, and other
publications as required by the Procurement Planning Staff.
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OFFICE OF PROCUREMENT
PROCUREMENT PLANNING STAFF
PROCUREMENT
PLANNING
STAFF
COORDINATION
BRANCH
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STATISTICAL
BRANCH
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SECURITY INFORMATION
Puy ~~ Li.VISION
SECURITY INFO MAT`a1
SECRET
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 PROCUREMENT OFFICE SECURITY INFORMATION
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lies
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 PRO?oREME; SECURITY INFORMATION
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PURCHASE DIVISION
CIVILIAN PURCHASE BRANCH
ORGANIZATION CHART
ADMINISTRATION
AND CONTROL
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PROCUREMENT OFFICE
PURCHASE DIVISION
MILITARY PURCHASE BRANCH
ORGANIZATION CHART
ADMINISTRATI)N
AND CONTROL
QUARTERMASTER GROUP
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OFFICE OF PROCUREMENT
Analysis of Projected Results
1. The acceptance, activation, and manning of the proposed Procure-
ment Planning Staff will accomplish the following:
a. Provide an active staff unit for the Chief of Pro-
curement to study and recommend solutions for the many
current and recurring special and routine problems that
are inherent for a purchase and materiel activity.
b. Furnish adequate liaison personnel for the supply of
"need to know" internal and external information.
c. Compile and analyze data and information that is essential
for proper management and operation of any business.
d. Supply a staff visit or inspection unit that will monitor
compliance procedures, attitudes, effectiveness, and end
results,
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OFFICE ' OF PR.OCUREM.ENT
PROCUREMENT PLANNING STAFF
Projects
1. The following list of projects states a few of those that
urgently await solution and/or monitoring by the Procurement
Planning Staff.
a. Procurement Problem Scope for FY 52-53
1. To determine recurring and planned requirements
for all CIA Offices and activities.
b. Procedures Regulation for Purchase and Contracts
1. Initiate the preparation of a regulation that will
establish detailed procedures for P and C.
c. Procedures Regulation for Supply Division
1. Initiate the preparation of a supply manual to govern
all phases of the operations of the Supply Division and
the Depot System.
d. Control Book and Monthly Report
1. Set up data collection procedure and prepare weekly
control book and monthly report for use of Procurement
Chief.
e. Policy and Objectives of Logistics Division of OPC and OSO
1. To determine long range and immediate plans and poli-
cies of OPC and OSO logistics as related to procurement
and supply.
1. Organize and monitor the preparation of consumer
usable stock lists for all. classes of supply.
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Projects (cont'd)
g. Supply Plan 152 - 153
1. Prepare a comprehensive supply plan for Fy 52-53.
h. Warehouse Facilities
1. Determine world wide warehouse requirements for
FY 52-53-
i. Management Study
1. Initiate an internal management study for the Office
of Procurement*
j. Library
1. Plan and establish a procurement technical library.
k. Working Space
.1. Plan space requirements for Procurement Office
Headquarters.
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a. To receive, inspect, store, pack, issue, ship and transport
to field depot destination or departmental point of use,
supplies and equipment of CIA.
b. To maintain and control all supplies_ and equipment of the
Agencyand be respons Ie foriie accountability and utili-
zation of all such property.
2. Functions
a. The Supply Division is responsible for - developing, organizing,
and administering a logistical support program, primarily of a
physical nature, providing for the receipt, inspection, storing,
packing, controlling, issuance, and shipping of all supplies
and equipment of the Agency, including communications, medical,
general operational and administrative supplies and equipment;
receipt, inspection, processing, reclamation, storage, and issue
of all firearms, ammunition, and explosives; transporting these
supplies to field depot destination or departmental point of
use. Maintenance of control records to reflect by item, the
total quantity and monetary values of expendable supplies in
stock and non-expendable property on hand Ind in use in the
departmental area, in all domestic depots and in both overt
and covert domestic installations and oversea major supply
depots; maintenance of auxilary records by item, the quantities
on order (Due In), allocated (Due Out), requirements and
unused project balances by both items and project; property in
transit, and consolidated records by items of material at all
locations and the designated accountability for this property.
Is responsible to maintain proper, adequate and timely advice
to operating divisions of the condition of inventories in which
each is interested. Operates building supply rooms and em-
ployes Building Supply Officers to fulfil domestic supply re-
quirements of the operating activities. Compiles, develops,
and maintains catalogs of all items in stock and required to be
procured for issue from stock and in use; the development and
assignment of all inventory account numbers, location codes and
all other identifying codes required for stock control and
accounting. Directs all activities of cargo operations, traffic
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and transportation for both overt and covert overseas in-
stallations. The Division is also responsible for the dis-
position of all surplus or otherwise unusable supplies, .r-equipment and property including field installations-,-'as
well as departmental property, wh ch required adequate survey
of such materiel and recommendations for proper disposition in
accordance with existing laws and regulations. The Supply
Division is further responsible for inspecting and investigating
all damages to property of CIA; determination of appropriate
storage locations within combined warehouse areas; preparation
of proper warehouse layout plans and space allocations and the
determination of adequate methods and processes for packing
and crating of all materiel for both domestic and export ship-
ments. The Division is responsible for the development, pre-
paration, publication and dissemination of all regulations and
procedures to assure complete control and coordination of the
foregoing operations; for the training of adequate personnel
for additional warehouse operation installations; and for the
maintenance of adequate field inspections to maintain operations
according, to published regulations and procedures.
?J. Wherever the operations of Supply Division functions are per-
forr~ied under the control and administration of an installation
commanded by a Chief of Mission of an operating division, that
the personnel performing these functions will operate under and
be subject to the Chief of Mission or commanding officer of the
installation. In these cases, the Supply Division functions
will be performed according to regulations, directives and man-
uals of procedure disttibuted by the Supply Division Head-
quarters to avoid duplication of records or methods and to
assure standard procedures established in basic training
manuals.
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 OFFICE OF PROCUREMNT - SUPPLY DIVISION
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SUPPLY DIVIS__N
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OFriTCt Or P ,OC7'r.',T"NT
Supply Division
Stock Control Branch
Mission and Functions
To control all CIA property in stock, to bB procured, and
procured, both for stock and direct shipment, effect proper
and timely distribution of supplies and material; maintain
continuous liaison with the Procurement Planning Staff,
Purchase and Contract Division, other boards of the Supply
Division and operating divisions to insure that final action
is taken on every item requisitioned and that operating di-
visions are currently advised of these actions and requisi-
tion status. Maintains stock levels set by requirements and
Procurement Planning Staff, maintains control of all doc-
uments and document processed within the Supply Division,
maintain stock accounts and stock records required for com-
plete stock control operation, including projects, allocations,
and project status, until machine records, Stock Accounting
branch operation is in.-Italled; initiate action and proce-
dures required for the disposition of excess stock; establish
an adequate system of account and analysis code numbers for
operating use; effect required adjustments to stock records
on the basis of physical or documentary inventories.
To insure efficient control of all CIA property on hand,
in stock and in use, procured for stock or for direct ship-
ment, required for programs, allocated for projects and
project status. To process documents pertaining to incoming
and'outgoing property including the preparation of master
and order copies of shipping document (except when this pre-
paration is performed by Machine Records Branch) and approval
with Purchasing Office and Depot Operations Branch that final
action is taken on each item requisitioned or due in. Notify
requisitioning office or division of action taken to supply
items requisitioned; initiate and forward purchase requests
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q"Y
to purchasing office; initiate action for replenishment of
depot stocks on which replenishment responsibility has been
established; supply timely information to the Depot Operations
Branch on incoming property; maintain control of all documents
entering the Supply Division and their processing to insure
prompt and complete action, shipment and receipt at desti-
nation. Maintain stock accounts and records and prepare
reports according to regulations until these Machine Records
Branch is installed. Develop and install an adequate system
of account and analysis code numbers, to reflect conditions,
locations, activity and status of stock, procurement and issues,
effect required adjustments to stock records on the basis of
inventories taken in collaboration with warehouse branch and
purchase branch. Initiate action required for the disposition
of excess stock. Train installation teams for future expansion
purposes.
25X1A. 2.
a. Responsibilities
25X1A
Establish and maintain control registers of all requisitions,
procurement documents, receiving documents, allocation doc-
uments, shipping documents, adjustment documents and all other
material effecting stock control records. Maintain control
suspense files on all requisitioned items to assure final
action and receipt at destination. Expedite information to
depots, on incoming property. Establish schedules for follow-
up and closely follow all actions to insure satisfactory com-
pletion of each transaction.
a. Edit all requisitions for proper authorization, accuracy,
avalability of project funds, availability of material for
shipment and location; indicate items to be shipped, to be
back ordered; requisition items for replenishment from pro-
curement on which stock levels have been established; verify
stock numbers and nomenclature of all processed documents,
approve all verified requisitions, assign proper account,
destination and analysis codes to documents, notify requisitioning
divisions of action taken. aecord and maintain stock levels
set by requirements and Control Division. Establish an ade-
quate system of account numbers, analysis, destination and
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location code numbers for operating use, and analysis of
results; maintain constant liaision with operating divisions
and Depot operations Branch, Supply Division, to keep operating
divisions advised of progress and status of requisitions.
25X1A
a. Responsibilities
To insure the distribution of material both in stock and
procured, to the proper domestic depot, to assure its
proximity to point of use; liaison with
Purchase Division and Stock Editing Section to make proper
distribution determinations.
25X1A 5.
25X1A
a. Responsibilities
Insures maintenance of accurate inventory stock records b 25X1A
taking physical inventory in collaboration, with
Section, Depot Operations Branch, and effecting prompt ad-
justments in the inventory records. In addition, insures
maintenance of accurate subsidiary records by taking inventory
of documents affected.
Insures control of Excess Stock Disposal by development,
preparation, publishing and distribution of directives and
manual of instruction for this activity.
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OFFICE OF PROCURENT - SUPPLY DIVISION
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STOCK EDITING AND CONTROL
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R ,N NT
OP T"ICE OF PRO C.
Supply Division
Stock Accounting Branch
1.
Stock Accounting branch
a. Mission
(1)
(2)
To maintain stock accounts and records and provide
reports in accordance with regulations, directives
and Manuals of Procedures on Domestic and Overseas
Stock Status and Procurement Status.
These records will consist of the following basic
items:
(a) Property in Warehouses
1
Accounts by Item Quantities by Depot.
a
Stock Levels (Based on Known require-
ments).
bRequisitioned but no procurement action
taken.
c
d
Requisitioned and due in (Procure-
ment action taken).
Allocated (obligated and due out).
Balance on hand.
Excess or shortage of requirements.
Excess or shortage for immediate
shipment from stock.
2
Accounts in Money Value
a
b
c
Items on hand.
Unused Project or Program balances.
Budgetary allotments.
3
Consolidated Accounts by Item.
Totals of Item positions, including
In Transit between depots and In
Transit from Procurement and totals
of items of all depots snowing locations
and grand totals.
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(b) Property In Use
1 By item, under each accountable office.
(c) Procurement Records
1 Unshipped quantities by item, by con-
tract or purchase order, by project.
2 Items in transit from Contractors.
(d) Analysis Reports
As expansion requires.
(1)
To the develope, prepare, publish and disseminate
adequate stock accounting and machine records,
procedures to insure the accurate and timely
, main-
tenance of stock records and preparation of reports
to train installation teams for future expansion
purposes.
(2) It will be responsible for constant inspection of
all records and reports to insure accuracy and for
field inspection of depot records and reports to
insure that directives, manuals and procedures are
followed.
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 OFFICE OF PROCUREMENT - SUPPLY DIVISION
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INVENTORY ON
HAND
DUE IN AND
CONTRACT STATUS
VALUE INVENTORIES
ALLOCATIONS REG.
Due Out
STOCK ACCTG.
PROCESSING
DEPARTPENTAL
EQUIPMENT
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Jt
OFFIC OF BROCU. i1TSNT
Supply Division
Depot operations Branch
Mission and Functions
1. Depot Operations Branch
a. Mission
To receive, inspect, store, process and provide operational
maintenance where required, issue, pack and ship all supplies
and equipment of CIA; provide adequate space for all material;
reclaim used material on an economically sound basis, establish
adequate management control df all depot supply operations
for both Domestic and Overseas Depots.
To develop, prepare, publish, and distribute manuals of
supply procedure for all functions of the Depot Operations
Branch and insure adherence to Supply procedure directives
by constant surveilance inspections in depots, both domestic
and overseas; to train installation teams for future ex-
pansion purposes; maintain continued liaison with oper-
ational divisions to determine increased space required; maintain
liaison with operational divisions of office of Administrative
Services for the purpose of securing adequate additional
warehouse space as required; maintain building supply stock
rooms and operate organization to provide all CIA divisions
with required equipment and supplies.
25X1A 2.
a. Responsibilities
To properly record all special operational equipment and
supplies of both new and used equipment.
1. New Equipment
Stores and issues on properly authorized requisitions,
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all items of new equipment. Make periodical surveilance
inspection of equipment maintained in stock for long periods
of time or when condition of packages indicate inspection
is advisable.
25X1A
25X1A 4.
2. Used Equipment
Make preliminary inspection; rebuild and reclaim, conduct
operational performance test, preserve and repack for
storage and/or shipment.
To prepare manual of instructions and procedures covering
assignment of proper nomenclature, repair, processing, and
preserving instructions for all items of equipment.
a. Responsibilities
to insure the proper receipt, reporting, warehousing and
issuance of all supplies and equipment of CIA; determine
appropriate storage locations for stock and stored material
appropriate storage locations for stock and stored material
within depot areas; plan and devise master warehouse layouts
and. allocate space in accordance with these plans; control
the movement of all property within warehouses; establish
adequate operations and control records and reports to insure
efficient, economic, effective results; develop and instal).
adequate physical security measures; develop and establish
adequate Fire Prevention Programs and fire fighting personnel
units and equipment; develop and establish adequate Safety
programs and maintain proper First Aid Rooms and facilities;
establish adequate control and restrictions on the admittance
of CIA and non-CIA personnel to warehouses on a "need to
know" basis; develops prepares, publishes and distributes
directives and manuals of procedure to cover all warehouse
documentation procedure, document processing and movement of
minimum; maintain labor pool for the use of other Depot
sections as required; maintain stocks of normal housekeeping
supplies and .materials handling equipment component parts.
Provides building and grounds preventative maintenance;
maintain utilities and installation of permanent facilities.
a. Responsibilities
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 Approved For Release 2000/08/04: CIA-RDP78-039? O C?O0050003-7
1 To insure that all material procured from contractors
or other gove~rnrient agencies or departments received
at CIA depots is supplied according to the contract,
purchase order or requisition specifications and
performs satisfactorily after receipt by CIA.
(a) Material inspected on receipt at CIA depots:
This material will be inspected according to
contract and required performance specifications
by qualified technical personnel supplied or
recommended by the operational division in-
volved to meet the specifications prepared
by the particular operational division.
(b) Overt and Departmental supplies, equipment and
material inspected on receipt at CIA depots:
These supplies, equipment, and material will
be inspected according to contract and required
performance specifications, and condition, by
qualified personnel.
2 To reject supplies, equipment and/or material, received
from contractors, commercial vendors, or other govern-
ment agencies or departments, which do not comply with
the terms, conditions and specifications of the purchase
order contract, or requisition.
25X1A
a.. Responsibilities
To insure that all material received and stored in depots,
is properly handled to assure safe storage, handling, packing,
and shipping of sensitive materials and their receipt intact
at destinations, and the adequate packing; and shipping of other
material to assure security against damage and receipt in
operating condition at destination. Develop, prepare, and publish
manual of instructions on the safe handling and packing of sen-
sitive materials and manual of instruction on hand and assembly
line packaging, efficient packing, and crating of all materials;
to train installation teams for future expansion purposes.
25X1A 6.
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a. Responsibilities
7
7
Maintain building supply stock rooms at advantageous points,
and operate an organization to provide all CIA divisions with
required equipment and supplies without delay at the least
cost and time expense; control the movement of __ all, opexty
within CIA buildings; enforce the utilization or removal of all
property in use; designate persons authorized to sign and issue
property passes.
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 25X1A
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 Approved For Release 2000/08/04: CIA-RD996A000100050003-7
' Supply Division
0 CF, OF
rocs ~
Mission and Functions
1. Traffic Branch
a. Mission
To make shipment of all material, foreign and domestic, includ-
ing personnel effects for CIA; insure delivery of all shipments
to final destination at the time required; maintain adequate
records of cargo for the advice of operational activities;
follow up to insure timely shipment; insure mai ntenance of
security in all shipments; secure all transportation space;
collaborate in the preparation of bills of lading, required
licenses and all shipping documents required with all agencies
and departments involved.
b. Functions
To perform all functions required to accomplish mission;
to develope, prepare, publish and distribute operations;
to train installation terms for expansion purposes.
25X1A 2.
a. Responsibilities
Insures that shipment is effected on all material required,
both foreign and domestic, at the time specified. Maintains
timely and accurate cargo control and status records and con-
tinuously advises operational activities of cargo status.
Maintains continual follow up to insure filling of incomplete
cargos without delay. Coordinates the requirements of the
Operating Activities with the Warehouse Branch on emergency
.shipments. Insures that all material is delivered to final
destination. Certifies shipment of all Agency shipping for
payment by the Finance Office. Projects future tonnage re-
25X1 C
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 Approved For Release 2000/08/04: CIA-
25X1A
't8' 3996A000100050003-7
a. Insures shipment of material, domestic and foreign, is
accomplished through channels available to CIA, assuring se-
curity in shipments at all times. Secures transportation carrier
space, Sea, Air or Rail for all s_ipments and co-ordinates
with other activities to insure methods used, are in the best
interests of the Agency and the Government. Collaborates with
Operating Activities in the procurement of Export and Import
Licenses from State and Corr .erce Departments. Prepares re-
quired bills of lading, on all sbip-
25X1C ment, consignee, destination and other necessary shipping in-
structions.
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 Approved For Release 2000/08/04: CIA-RDP78-03996A000100050003-7
OFFICE Ci FRCCURt:~T NT W
Supply Division
Mission and Functions
1. Catalog Branch
a. Mission
To compile, develope, publish, distribute and maintain catalogs
of all items carried in stock, or in use or scheduled to be
procured either for stock, for use, or for direct shipments
to operational projects; establish stock numbering system for
all these items with adequate nomenclature identification;
insert or delete items or material from catalogues; control
the issuance and distribution of all stock catalogs.
b. Function
To comply with the requirements of the established Mission;
to compile, develope publish and distribute instruction manual
on the maintenance of field catalogs in a current status and
to the establishment of new temporary stock members for field
use, pending establishment of firm stock numbers and
nomenclatures; to train installation teams in the use of the
various class catalogs for future expansion purposes.
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K
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OFFICE OF PROCUREMENT AND SUPPLY
OVERSEA DEPOT OPERATION
MISSION AND FUNCTIONS OF THE SUPPLY DIVISION
1. Mission.
To provide complete supply manual of instructions for the
standard operation of the supply functions in all depots;
to train organization or installation teams in the per-
formance of supply functions in newly established depots;
to periodically inspect depot supply operations to insure
that they are performed according to established directives
and instruction manuals.
2. Functions.
Under the operating and administrative control ofeDepot
Commander, personnel of the Supply, Warehousing, Stock
Control and Accounting sections perform the functions re-
quired for Depot Operations according to directives and
manuals of instruction published by the Supply Division,
Office of Procurement and Supply, Headquarters.
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''Wl
 OFFICE OF PROCUREMENT - SUPPLY DIVISION
Approved For Release 2000/08/04: CIA-RDP78-03996A000100050003-7
Supply Division-Procurement Office
CIA Headquarters
Depot Supply Directives:. and
Instructions
DEPOT Comm OFFICE
chase 'vision ::'Br. Office
Pur
CIA Headquarters
Depot Purchase Directives and
Instructions
LI
RECEIVING
STORAGE &
SHIPPING
STOCK CONTROL &
ACCOUNTING
Accountable
Officer
P
P
TRANSPORTATION
REPORTS OVER.
SUPP. & EQUIP.
DEP(YX ?1tUe.
OFFICER ORG.
SUP. & EQUIP.
HANDLING, PACK-
ING & CRATING
REGULAR
OPERATIONS
H
PURCHASES & CONTRACTS OFFICE
L INVENTORY ADJ. _
& EXCESS PROP.
Appr
ase 2000108104: CIA-RDP78-03996A000100050003-7
ed'
 Approved For Release 2000/00ME41A-RDP78-03996A000100050003-7
I~CURIT t ~ :;t d tl~Ti3
OFFICE OF PROCUREbENT
Analysis of Projected Results
1. The projected Overall results or objectives are:
a. Establishment of a physical logistics and support organization,
which can be expanded quickly should necessity arise.
b. A thoroughly indoctrinated and integrated organization, which
will be utilized to train additional personnel for future field
activities.
Completed staff work which will provide sound standard supply
operating guidance and eliminate, as far as possible, confusion,
lack of needed information and duplication of effort both in
-headquarters and in the field.
2. The organization of a Procedures Group in the Office of the Chief is
established to survey conditions, stimulate, assist in the develop-
ment and preparation of procedure manuals, prepare these manuals when
required, coordinate procedures prepared within the Division and with
the Procurement Planning Office, and help train personnel in the use
of these manuals to insure streamlined operation, prevent backlogs and
bottlenecks. This activity will result in a Supply text book for the
training of installation teams for operational depots. See Exhibit #1,
List of Projects.
3. Establishment of a Stock Accounting Branch will provide a consolidation
of all stock record, status records and status reporting in one place,
to provide all Operating divisions, the Purchase and Contract Division,
and the Depot Operationa Branch, Supply Division, with current status
reports of inventory, projects, fiscal status, and future work loads.
4. Installation of a Stock Control Branch will provide a central point of
control on all required items, stock or purchase for direct shipment,
for all divisions, both operational and departmental. This Branch
determines proper authorization, availability, status of projects, and
all data on items in all positions of status.
5. The organization of the Depot Operations Branch provides an overall
staff control of Supply activities in the contemplated farflung depot
operations. The maintenance of a continued standardized efficient
operation of all depots, both domestic and oversea, will assure efficient
operation.and assurance of effective logistic support.
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25X1A6a
6. The establishment of a and
a Traffic Branch in Headquarters is forced by the mission uT MITI= pply
which is established to ensure that equipment and supplies
Division
,
arrive at their destination, at the time required by operating divisions
at the lowest cost to the taxpayer.
T- addition to the establishment of new Branches and Sections, the
7?
proposed T/Q incorporates certain increases in personnel in Branches and
Sections already established. This T/o was prepared to provide an
organization in a time of stress. The personnel proposed is required at
once for proper operations, with present work loads. Definite personnel
increases cannot be established as future work loads cannot be forecast,
until realistic requirements are established and provided by operating
divisions.
u. Tae present T/o established provides for ersonnel. of~this total 25X9A2
._,.~ nrvn n n
are in process, many of them for a period of months. If the objectives
anization are to be accomplished, consideration
osed re-or
g
of this prop
must be given to expediting the filling of the proposed T/o as requested,
to ensure its complete effectiveness.
;?. Comparison of estimate of Depot operations when all present warehouses
in the Departmental area are consolidated in the 25X1A
Depot are shown in Exhibit B.
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 Approved For Release 20 WP78-03996A000100050003-7
FLEG :d ^,
OFFICE OF PROCUREI ENT
SUPPLY DIVISION - PROJECTS
Stock Control Branch
1. Overall Supply and Stock Control Procedures, including Editing,
Authorization, Allocations.
2, Covert Procurement and Supply Regulations
3. Document Control Procedure Manual
4. Document Processing Procedure Manual
5. Excess Stock Disposal Manual (Review present Regulations and Procedures)
6. Building Supply Operations (Revise, simplify and reduce present
operations catalog)
7. Distribution Procedures Manual
8. Inventory Taking and Adjustment and Reports of Survey Procedures
(Review and Revise)
9. Accountability Regulations (Review)
10. Overseas Depot Operation
11. Consolidated Supply Field Training Manual of above.
Stock Accounting Branch
12. Standardization of Present Manual Stock Record Procedures
13. Consolidation plans for present records
14. Overall Accounting Machine Procedures (Domestic and Oversea Status Records,
Consolidated Status Records, In Transit and Procurement Status)
15. Oversea Supply field Training Manual
Depot Operations Branch
16. Reclamation and Processing, Preserving and Packing of Firearms
17. Complete Warehousing Procedure Manual including Receiving, Storage, Issue
and Shipping, Depot Maintenance, Space Allocation, Preventative Main-
tenance (In Process)
18. Packing, Crating and Handling (Regular, Ordnance and Sensitive Material)
19. Consolidated Supply Field Training Manual, combining above.
Traffic Branch
20. Cargo Control Procedure
21. Shipping Procedure
Catalog Branch
22. Establishment of Standard Stock Numbers and Nomenclature
23. Procedures for establishment and use of temporary stock numbers in the field
24. Complete Field Training Manual
25. Complete Supply Manual
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FIRE p
 25X9A2
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 Approved For Release 2000/08/04: CIA-RDP78-03996AO00100050003-7
PROJECT JUSTIFICATION
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 Approved For Release
DP78-03996A000100050003-7
CENTRAL INTELLIGENCE AGENCY
OFFICE OF PROCUREMENT AND SUPPLY
Project justification
1. The Office of the Chief of Procurement and Supply plans to
work on the principle of decentralization of authority wherever possi-
ble. It is believed that the proposal for sixteen people in this office
is reasonable enough to require no further general justification. The
increase in grade structure for key personnel throughout the Office is
justified by the fact that the statue of the Office must be commensurate
with responsibilities if corTetent personnel are to be used for mission
accomplishment.
2. The Procurement Planning Staff is essential if the Office is to
formulate sound policy and procedures and to properly monitor materiel
operations. The size of the current staff.of ten physically limits their
work to covering tiflaps" and a few of the most important projects. The
requested authorization increase of nineteen is justified by the many
problems that require immediate solution.
3. The Purchase Division as proposed is designed to properly,
letely discharge their responsibilities with an in-
om
d
p
c
adequately an
`ow' creased work load of an estimated 200% to fulfil current requirements
and to retain a reasonable flexibility.
Z,.. a. The Problems of the Supply Division are beyond materiel
operational problems in that management must be improved, proper pro-
cedures must be established and implimented, and operations must be
continued and expanded by use of accepted principles rather than on
25X1 A a "case and iteml!,basis that now prevails.
b. It is estimated that the Supply Division is now shipping
and receivin a proximately with a present for duty
25X9A2 strength ofllllllllllllllll~l Projected requirements from OPC alone for the balance
of FY 52 indicate an increase in materiel to be processed and handled
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 Approved For ReleasiE/89T#1eYA-
Project justification
25X1A
L.
(cont I d)
25X9A2
The increases shown under column 7 assumes that all positions would be
filled immediately. This of course would not occur.
6. It is recognized that certain functions normal for a Procurement
and Supply Office are now of necessity being performed by other offices.
The proposed organization anticipates assumption of these responsibili-
ties on a phased basis, thereby permitting all concerned to devote maxi-
mum effort in their respective areas.
25X1A9a
JAMES A. GARRISON
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F4000100050003-7
A summary of strength and budget reguire;nents follows: