Chicago Police DepartmentUniform and Property U05-02
Department Equipment and Property Control System
Issue Date:21 May 2002Effective Date:22 May 2002
Rescinds:S02-09
Index Category:Accountability
I.Purpose
This directive:
  • A.outlines procedures for:
    • 1.the Department semiannual inventory.
    • 2.obtaining Department equipment.
  • B.defines the responsibilities of Department members for the inventory process and control of Department equipment.
II.Responsibilities and Procedures for Department Inventory Control
  • A.Equipment and Supply Section, General Support Division
    The Equipment and Supply Section is responsible for the following:
    • 1.Determining acquisition needs of the Department.
    • 2.Maintaining the Department inventory.
    • 3.Storing and issuing supplies used by the Department.
    • 4.Maintaining cost records.
    • 5.Monitoring the quality of purchases and requisitions.
  • B.Inventory Control Unit, Equipment and Supply Section
    • 1.The Inventory Control Unit will distribute an Inventory Control Record to each unit, providing a list of inventoried items assigned to the unit, indicating the:
      • a.CPD inventory number,
      • b.code location,
      • c.description of the item,
      • d.serial number, where available,
      • e.date acquired by the Department,
      • f.commodity code if applicable, and
      • g.cost value.
    • 2.The Inventory Control Record is a computer–generated form that is prepared in duplicate. The forms are forwarded to the commanding officer of each unit, district, or other police facility prior to the semiannual inventory.
    • 3.An identification tag, tape, or handwritten or mechanically etched number will be affixed to all items inventoried. The following Department property will be inventoried and tagged:
      • a.Non-expendable property valued at $100 or more, having a life expectancy of one year or longer, or possessing some degree of portability or separateability.
        NOTE:
        Items valued at less than $100 may be tagged at the request of the unit commanding officer.
      • b.Confiscated property turned over to the Department for its use, unless it is listed as expendable by the command staff member of the General Support Division on the original Request for Unclaimed Property.
  • C.Unit Commanding Officers
    Unit commanding officers will:
    • 1.be responsible for the proper use and care of all Department property charged to them.
    • 2.ensure that any property delivered to their unit has the appropriate identification tag containing a CPD inventory number and that a Transfer Record / Inventoried Property form is completed and a copy is left with the unit for any property delivered or removed.
    • 3.receive an Inventory Control Record from the Inventory Control Unit prior to the semiannual inventory.
    • 4.arrange to conduct a complete physical inventory semiannually.
    • 5.ensure the completion and submission of the Inventory Control Record.
    • 6.immediately contact the Inventory Control Unit concerning any discrepancies or exceptions.
    • 7.prepare a report on all lost, stolen, damaged, or unaccounted inventoried property, stating pertinent facts relating to the investigation including documentation and action taken with reference to the circumstances surrounding the loss, theft, or damage of the property.
    • 8.upon completion of the physical inventory:
      • a.sign and date each page of the Inventory Control Record, thereby acknowledging accountability for each item listed.
      • b.when applicable, attach a copy of the investigation and other related reports as required by Item II-C-7 of this directive to the Inventory Control Record.
      • c.return the Inventory Control Record to the Inventory Control Unit, Equipment and Supply Section, for processing.
      • d.retain a copy in the unit file until the next inventory.
  • D.District Youth Office Property
    In districts where a youth office is located, the Department property assigned to the youth office will be included on the district inventory report. The district commander will be responsible for the proper maintenance, care, and security of such property.
III.Procedures for Special Circumstances
  • A.Change of Command
    • 1.When there is a change of command in a district or other unit, the incoming and outgoing commanding officers will:
      • a.when possible, arrange to conduct a complete physical inventory on the day before the effective change date.
      • b.sign the unit Contingency Fund Register to indicate acknowledgment of the fund balance.
    • 2.The incoming commanding officer will:
      • a.request a printout of the Inventory Control Record from the Inventory Control Unit, Equipment and Supply Section.
      • b.date and sign each page of the inventory.
      • c.make appropriate entries concerning any missing or unserviceable items on the Inventory Control Record.
      • d.forward the Inventory Control Record, with a written report of any discrepancy noted in the inventory, to the Inventory Control Unit.
      • e.retain a copy in the unit file until the next inventory.
    • 3.The outgoing commanding officer will:
      • a.prepare a report explaining the reason for any discrepancies.
      • b.submit the report through channels to the Deputy Superintendent, Bureau of Administrative Services.
  • B.Receipt of New or Additional Department Property
    The commanding officer will immediately notify the Equipment and Supply Section upon receipt of any new or additional property that should be included on the Inventory Control Record as described in Item II–B–3 of this directive.
  • C.Removal, Transfer, or Exchange of Department Property
    • 1.Inventoried property will not be moved or transported from one unit to another without prior notice to the Equipment and Supply Section.
    • 2.Whenever property is removed, transferred, or exchanged, a Transfer Record / Inventoried Property form will be prepared by the unit or agency removing, transferring, or exchanging the property and one copy will be forwarded to the Inventory Control Unit. Each unit will attach a copy of the Transfer Record / Inventoried Property form to their latest Inventory Control Record.
  • D.Removal or Defacing of Inventory Tags
    Under no circumstances will the numbered inventory tag affixed to Department property be removed or defaced. When it is discovered that an inventory tag has been removed or defaced, the unit commanding officer will notify the Equipment and Supply Section and request that a replacement tag be provided.
IV.Responsibilities and Procedures for Obtaining Department Equipment
  • A.Unit Commanding Officers
    • 1.A unit commanding officer who determines the need for an item of equipment will contact the command staff member of the General Support Division, to ascertain whether or not the item is available for issuance by the Equipment and Supply Section.
    • 2.If the item is available from the Equipment and Supply Section, the unit commanding officer will arrange to pick up the item or, if necessary, to have it delivered.
    • 3.If the item is not available from the Equipment and Supply Section and funds for the item are allocated in the concerned bureau’s approved budget, the unit commanding officer will:
      • a.prepare and submit a Request for Purchase Requisition (RFPR) for the item, through command channels, to the Director, Finance Division.
      • b.upon receipt of the item, notify the Inventory Control Unit, Equipment Supply Section.
  • B.Command staff member of the General Support Division
    When contacted by a unit commanding officer for an item of equipment, the command staff member of the General Support Division, will:
    • 1.determine whether or not the item is available from stock.
    • 2.if the item is available, authorize the loan or issuance of the item by the Equipment and Supply Section in accordance with priorities established by the Deputy Superintendent, Bureau of Administrative Services.
    • 3.if the item is not available from stock, advise that a RFPR be prepared and submitted, through command channels, to the Director, Finance Division.
  • C.Director, Finance Division
    • 1.Upon receipt of a RFPR for an item of equipment, the Director, Finance Division, will:
      • a.review the request to ensure adherence to current City of Chicago and Department budgetary policies.
      • b.review comments, if any, of commanding officers in the requesting unit’s chain of command.
    • 2.When verified that the request is authorized in the concerned bureau’s approved budget and has been approved through command channels, the Director, Finance Division, will:
      • a.forward the RFPR to the City Purchasing Agent.
      • b.ensure that the RFPR is reproduced and forwarded to the unit originating the request if the item is nonexpendable in nature.
      • c.authorize payment for a nonexpendable item and ensure that a copy of the authorization is forwarded to the unit originating the request.
  • D.Commanding Officer, Equipment and Supply Section
    Upon receiving notification from a unit commanding officer that an item of equipment has been received, the Commanding Officer, Equipment and Supply Section, will:
    • 1.ensure that the Inventory Control Unit assigns and affixes an inventory number consistent with Item II–B–3 of this directive.
    • 2.ensure that an Inventory Control Card is prepared for such item and, if the item is an office machine, that a record of maintenance and repair costs is maintained.
    • 3.consult with the command staff member of the General Support Division, whenever equipment repairs are unsatisfactory or when certain items of equipment appear to require excessive repairs.
    • 4.when equipment repairs become unacceptable, notify affected units to include a request for replacement equipment in their next budget proposal.
V.Technical Assistance
  • A.The Deputy Superintendent, Bureau of Administrative Services will provide technical advice concerning the procurement, assignment, maintenance, repair, and replacement of all communication equipment.
  • B.The Managing Deputy Director, Public Safety Information Technology (PSIT), will provide technical advice concerning the procurement, assignment, use, maintenance, repair, and replacement of all data-processing and computer equipment.
  • C.The appropriate chief operating engineer, Department of General Services, will:
    • 1.estimate the cost of installing, remodeling, or modifying special equipment for inclusion in budget proposals.
    • 2.provide technical advice concerning installing, remodeling, or modifying electrical service required to operate items of special equipment.
VI.Surplus Equipment
Units that have surplus equipment will, prior to 1 July annually or more often if appropriate, submit a To-From-Subject report to the Commanding Officer, Equipment and Supply Section, listing all surplus equipment for redistribution, repair, re-stocking, or disposal as appropriate.
Terry G. Hillard
Superintendent of Police
02-008 CLD[LBM]
ADDENDA:
1.U05-02-01 - Semiannual Inventory