Third Special Report

Covid-19municipal relief funding (CMRF) 29 Some suppliers were not able to deliver PPE items to themunicipalities within the applicable lead times because they experienced low stock levels of certain PPE items for certain periods during the pandemic. This was mainly due to the increase in the demand for and use of PPE items at the time. At somemunicipalities, the extended lead times or delays in delivering PPE items were cited as themain reason for the low availability of certain PPE items. Extended lead times increase the risk that municipalities will not have available the PPE required to safeguardmunicipal workers against the virus while they are performing their duties, including delivering basic services to the communities. Recommendation Municipalities should identify long-outstanding orders in a timely manner and regularly follow up on these orders. In cases where certain suppliers repeatedly failed to deliver orders within a reasonable timeframe and without justifiable reasons, the municipalities should consider not placing orders with these suppliers in future, but rather placing orders with suppliers that can deliver PPEwithin agreed lead times. Municipalities should strengthen their efforts to order PPE items fromsuppliers timeously or consider increasing the number of PPE items on hand when reordering fromsuppliers. This will lower the risk of PPE items not being available when suppliers do not deliver these items on agreed lead times. Poor storage practices at main PPE stores and user departments PPE stock must be properly stored to ensure safety, prevent theft risk andminimise damage. Each type of PPE stock must be stored according to themanufacturer's instructions. In general, PPE stock must be stored in clean areas and in a manner that promotes efficient and effective storage, picking, packing and distribution tomunicipal facilities. We found that 20 of the 33 municipalities (61%) did not follow good storage practices when storing PPE at themain stores and/or user departments. This negatively affected the efficient and effective picking, packing and issuing of PPE. During our site visits to themunicipalities, we noted the following poor storage practices at main storage facilities:  PPE items were stored between other stock items and equipment (see photograph on next page for example).  PPE items were stored in offices as storage space was not sufficient  Some boxes with PPE were left open in passages and offices, and not in secure rooms (see photograph on next page for example).  PPE items were stored on the floor and items were outside of the boxes.  Shelves were not installed or used to store PPE items.  Boxes were stacked on top of each other to the ceiling.  PPE stock was issued based on ease of access, rather than the stock management principals of first in, first out (FIFO) or first expiry, first out (FEFO). The following contributed to the poor storage practices:  A dedicated PPE storage facility with adequate space, including shelves, was not allocated for storing PPE at the municipality during the covid-19 pandemic.  Standard operating procedures that prescribe the requirements for good storage practices were not compiled and/or implemented and used to ensure PPEwas effectively and properly stored.  Staff with the requisite knowledge of good stock management practices were not used to store and issue PPE.  Staff who control PPE were not trained in stock management practices, including storing and issuing PPE.