Decision details

Background:

On 12 January 2020, it was announced that a new coronavirus had been identified. COVID-19 is highly contagious and the World Health Organisation has declared the risk and spread of the disease as a pandemic with Europe now at its epicentre. Although the Government has taken action to control the spread and rate of infection, there is expected to be a higher number of deaths resulting from the disease, than would ordinarily be experienced from other causes.

To enable the initial phase of the provision to be secured an urgent order has been placed with a supplier using officer delegations.  It is likely that further decisions will be taken in the coming days, week to ensure that arrangements are in place to meet the national need. The financial commitment associated with this is likely to exceed £1million and would ordinarily be a key decision. 

Reason for Urgency:

Kent is not alone in the need to make appropriate preparations for increased mortuary demand and supplies of the relevant equipment, land and ancillaries are limited.  It is therefore crucial that KCC takes necessary steps to secure the additional capacity immediately while it is still available.  Failure to take immediate action could limit KCC’s ability to meet its statutory obligations to provide sufficient mortuary capacity.

This key decision is now required urgently to ensure appropriate authority is in place to support ongoing retention and use of the additional capacity which has already been identified and to provide necessary flexibility to allow for swift significant Officer decisions on this project should further capacity and facilities be required in response to the fast-moving situation. Should additional facilities be required, officers will inform the Leader in writing at the time.

Options:

Current mortuary capacity in Kent and Medway is insufficient to deal with the Government’s forecast number of excess deaths from COVID-19, therefore additional space needs to be procured efficiently to respond to  modelling by the Government as the understanding of the virus’ epidemiology continues to evolve

Additional Financial information:

The total budget allocation to facilitate the project is £11m. This will cover the costs for an initial facility and for additional capacity if required. Whilst the expenditure incurred as a result of this decision will initially be funded by the Council, the Government has confirmed that councils will be reimbursed for costs incurred as part of the response to the Covid 19 outbreak.  The expenditure being incurred is to support a storage facility capable of managing the number of bodies in line with the forecast data provided by Government. 

Costs for the set-up of the initial facility total £973,428.15 and are listed below;

·         Erection of hoarding on site to maintain site security and privacy - £76,736.00.

·         Set up and hire costs from Fews Marquees;

o   13th April 2020 to 10th May 2020 - £403,510.00

o   11th May 2020 to 7th June 2020 - £116,120.00

o   Additional hire to meet minimum 20 week hire period - £116,120.00 x 3

·         Repairs and maintenance to B Block to make safe for use (including roof repairs) – £28,702.15.

As the full provision is put in place additional costs will be incurred for the set-up and operation of the site.

The costs of the further facilities is unknown but will be considered by officers in line with delegated powers before making any decisions.

Due to the urgency KCC is invoking Section 32 of the Public Contracts Regulations 2015. This provides for the use of a single source supplier without the need to go out to public competition. This approach is consistent with the advice from the Cabinet Office.

As Leader of the Council, I agree to:

Approve the procurement and setup arrangements for temporary morgue facilities to provide additional capacity projected to be required as a consequence of the COVID-19 pandemic.

This approval includes agreement;

I.       to approve the virement of £11m from reserves to support the procurement and management of temporary body storage solutions throughout Kent and Medway (at one or more locations extent to be decided) to provide additional capacity as a consequence of the COVID-19 pandemic. 

Such solutions shall include, but not be limited solely to, site preparation, installation of temporary structure and equipment, management of the site, security and access control, facility management, ICT and technical systems support, body storage management, transportation and traffic management services to and from the location(s), demobilisation and site clearance including any decontamination; management and staffing and

II.      to delegate authority under the Scheme of Officer Delegations to the Corporate Director of Growth, Environment and Transport, in consultation with the Leader of the Council, the Corporate Director for Finance and the Monitoring Officer, to take relevant actions, including but not limited entering into contracts and other legal agreements required to ensure the effective operation and delivery of the increased mortuary capacity, as necessary to implement this decision; and

III.     to delegate authority under the Scheme of Officer Delegations to the Director of Infrastructure in consultation with the Leader, the Deputy Leader and Cabinet Member for Finance, Corporate and Traded Services, the Corporate Director for Finance, the monitoring officer and the Corporate Director for Growth, Environment and Transport to direct the use of KCC land and/ or finalise the terms and enter into the necessary contracts and legal land agreements required to enable the provision and operation of the mortuary capacity, and take other appropriate actions in relation to Property Management and Infrastructure activity, necessary to implement this decision.