Mission Impossible accomplished: Government procurement staff raced against time and worldwide purchasers to find the anti-SARS resources needed to save lives.

The SARS outbreak brought a new challenge to everyone, and one of the many Government branches that proved its mettle in handling the crisis was the Government Logistics Department, formerly the Government Supplies Department.

Despite unprecedented odds in competing for medical supplies with countries throughout the world and being hampered by airline flight cancellations, the department came through to ensure all frontline medical staff in Hong Kong were protected in the battle against SARS.

The department procured facemasks, protective suits, disinfectants, cleaning agents, ear thermometers, thermal body sensors and a host of other essentials that were in extremely short supply.

Staff also had a tight schedule in securing the daily necessities and household items needed for people sent to isolation camps and the temporary accommodation set up for healthcare workers.

The procurement work was a race, not just against time, but also against other local and overseas purchasers.

The director made contingent staff deployment plans with full support from colleagues. They continued to work after hours, on weekends and public holidays. The director, deputy director and others cancelled leave plans.

Given the heavy demand for anti-SARS products worldwide, the job was really tough, be it searching for sources of supply or aiming at timely delivery.

Procurement officers often ran into obstacles. Even when goods ordered were ready for delivery, some failed to arrive in Hong Kong on schedule as a result of cancellation, delay or diversion of flights.

Facemasks were the most desperately needed item at the early stage of the outbreak. Together with experts from the Department of Health, the department went to Shanghai, Jiangsu, Zhejiang and other places, travelling thousands of miles within six days, visiting various facemask factories to identify suitable sources of supply.

At the same time, efforts were made to purchase facemasks from different parts of the world through local agents. As other countries hit by SARS joined the facemask rush, department officers, battling to place orders ahead of others, faced immense mental pressure.

Telephones were ringing off the hook as they answered enquiries from other departments while working against time placing and following up on orders.

Cleaning and disinfection was vital in the fight and departmental demands for cleaning tools like bleach, detergents, mops and buckets, increased drastically upon the outbreak.

The Food & Environmental Hygiene Department was in urgent need of a mass supply of antiseptic powder for cleansing streets and lanes.

As the investigation into the Amoy Gardens incident suggested the possibility of the virus spreading through sewage pipes, everyone was looking for chlorine tablets. The Education & Manpower Bureau alone requested one million tablets for disinfecting schools.

Given the stringent specifications regarding ingredients and size, procurement of the tablets was particularly difficult.

As Amoy Gardens residents were asked to move to the isolation camps at such short notice, the department had to urgently provide all kinds of provisions.

Household products may seem easily available, but imagine having to find 500 towels, 500 bed sheets, 400 nylon bags, 300 mops, 200 radios and 100 thermal flasks in just five hours!

As the department's usual suppliers' stocks failed to satisfy the demand, colleagues had to scan the shelves in department stores and household goods stores.

Within two weeks, they also had to provide basic furniture and household items for the camps and over 1,000 units accommodating healthcare workers. These included TV sets, wardrobes, beds, chairs, tables and kitchen utensils.

Every second counted. All colleagues were fully engaged in liaising with suppliers, trying to purchase the required items at a reasonable price within the shortest possible time.

They strove to provide a comfortable temporary living place for the healthcare workers as well as those quarantined.

In early April, when the growing number of infection cases led to a vast and urgent demand for protective clothing for frontline healthcare workers, the Department of Health asked the department to assist in the procurement of protective outfits, like 1.7 million protective gowns, two million sets of protective headgear, two million pairs of shoe covers and 7.5 million pairs of disposable surgical gloves.

There were only a small number of suppliers for such special gear, and not all stocks met specifications.

Officers racked their brains for a solution. Then, the deputy director came up with the idea of commissioning the Industries Section of the Correctional Services Department to produce the items. It took only a few days from the conception to the implementation of the idea.

To tie in with the resumption of primary and secondary classes, they also procured 8,000 ear thermometers, 2.4 million thermometer covers and two million children's facemasks.

In such a critical period, thermometers were inevitably in short supply. The hardest time came when we had to procure adequate corresponding disposable covers for various models of thermometers.

Very often after much effort, colleagues identified a source of the required quantity of a certain model of thermometer, but had to look elsewhere for covers.

Procuring facemasks for children was another challenge. Most models available were designed to filter pollen but not exhaled droplets, and surgical masks were not produced for children's use in normal circumstances.

Facemasks suitable for children could hardly be found on the market. The department discussed its special production orders and the setting up of new production lines with manufacturers within a short period, which was no easy task. Nevertheless, they made it, thanks to the strenuous efforts of all parties.

Working around the clock

Colleagues in the Government Logistics Centre were responsible for receiving and distributing anti-SARS provisions. Imported supplies had to be cleared through customs before delivery and sometimes they did not come through until 3am.

To avoid further delays, colleagues in the Storage & Distribution Section waited patiently and did not allow themselves the slightest relaxation. Upon the arrival of the supplies, they carried out acceptance inspection of the provisions and prepared for distribution to more than 200 locations as soon as possible.

The procurement of anti-SARS goods was anything but simple. Compared to the efforts of frontline healthcare workers fighting an uphill battle against SARS day in and out, what the department did may seem to be a small role in the overall picture.

Yet, being able to play a part in tackling the SARS outbreak, colleagues found all the hard work and sleepless nights worthwhile.