1.

0 Identification of Workshop Site

1.1 Selection of a workshop site

Site selection refers to identifying, evaluating and acquiring new locations for your workshop.
It refers to the process of examining multiple options and assessing their relative advantages, mostly
after undertaking a needs assessment.
The site should be selected keeping in view of the general scope or the purpose of the
workshop.

1.1.1 Acquiring the workshop site

The cost of acquiring or leasing a workshop site may be the overriding consideration for selecting a
property. Your budget will often limit the search to those communities that have lower real estate
prices.
Therefore, an investigation of potential obstructions like wetlands, infrastructure, and potential
financial incentives ought to be considered right now, as part of your due diligence to protect your
investment.
Check with the local authority to see what and if land rates, permits and inspections are required.
Check also if the site is:
• Of the right size: Is there adequate space? Will the space provide for the ideal layout and
efficient function?
• If built, does the facility’s exterior appearance (and that of neighboring buildings) make the
right impression about your business?
• One with potential for expansion: Unless there is a compelling advantage to the smaller site,
or you do not foresee any expansion for your company in the future, find a location where
you have room to grow.
• Well-endowed with a skilled workforce?
After completing due diligence and selecting a site or building, you can negotiate the real estate terms
and finalize all legal agreements. Negotiations can revolve around finalizing the deal terms such as the
amount of space, rental rate or purchase price, concessions, improvements, renewals, expansion, and
contraction rights.

1.1.2 Availability of raw materials

The place selected should be where the raw materials are easily available. It should be located near the
source of raw materials.

1.1.3 Services
The site should be in a locality where the various facilities as mentioned below are available:
• Community services such as police and fire protection, clearing of waste and street cleaning
• Utility services such as water supply, gas, electricity, telephone, and drainage.
Consider the feasibility of bringing utilities to site at reasonable cost.
Take a look at what other businesses and services are in the vicinity from two key perspectives. First,
see if you can benefit from nearby businesses--by the customer traffic they generate--because those
companies and their employees could become your customers, or because it may be convenient and
efficient for you to be their customer.
Second, look at how they'll enrich the quality of your company as a workplace. Does the vicinity have
an adequate selection of restaurants so your employees have places to go for lunch? Is there a nearby
day-care center for employees with children? Are other shops and services you and your employees
might want conveniently located?

1.1.4 Communication
What means of communication are readily available? You might benefit more from a site with a good
connection to the telephone and internet services.

1.1.5 Market
Manufacturing a thing successfully is not sufficient. It is also necessary that the output should find ready
market and that the product is sold at a price to yield reasonable profit. This is possible only when the
market is not far away. Nearness of the market ensures transportation costs less and minimum
wastage.
Also, you need to study the locality and know those who will likely be your competitors. This will help
you to properly strategize your planning to make you have an edge over them.
With the right innovative mechanism, you can surpass your competitors and generate a high return on
investment in no time.

1.2 Local authority requirements

1.2.1 Location relating to neighborhood
Does the proposed land use relate to surrounding land uses?
Also, the opening of a new workshop at a location should impost no additional risk to the local
residents. For example, they should be downwind of the residential areas. Local communities also need
to be able to accommodate the workshop personnel. For example, traffic, housing, and facilities must
be able to accommodate the influx of workers. Additional factors are property taxes and water/power
consumption.

1.2.2 Local authority planned zones

Before acquiring a piece of property or building, confirm that the zoning allows your workshop to
occupy that site.
Zoning is the practice of allocating different areas of a Town, or City different uses. Zoning is an
explicit and legal way of ordering land uses. Through zoning, local governments have the legal
obligation (police power given to them by state governments) to relate every piece of private property
to all others and to be concerned about the health, safety and wellbeing of the community.
Zoning allows a local government to control and regulate the uses and characteristics of buildings,
structures, and land within its boundaries. The authority for zoning is broadly based on a community's
police power, allowing for the protection of the public's health, safety, and general welfare
Regulatory requirements are highly specific to the output of the workshop activities and need to be
reviewed with environmental and/or legal support.
1.2.3 Other requirements
• Check for necessary land rates, business permits and other licensing requirements.
• Are there any environmental problems?
• Hazardous materials: If your business will receive, use, or generate toxic wastes or other
materials that may damage the environment, there are likely to be local, state, or federal
disposal rules that your business must follow

1.3 Essential services for a workshop

1.3.1 Water
Water is required for processing/manufacturing and is also used for drinking and sanitary purposes.
Investigation for quality and probable source of supply is important, since the cost of treating water is
high. Therefore, presence of dissolved gases and organic material etc. should be thoroughly
investigated.
In case of water supply from an external source such as municipality, dependability of the source,
pumping and storage capacity for present and future demands should be found out. All in all, good
clean and potable quality water should be available.
1.3.2 Electricity
Powering your workshop will be your largest expense. So make sure you plan your usage and that there
are enough power sources for your machinery. Along with power sources, you’ll need to include the
main power box and individual circuit breakers into your plan.
Check the power supply company and the substation. Consider factors like incoming lines, the stability
of voltage, classified industrial power lines, etc. before the selection of a workshop site. The
availability and sources of water should be considered.

1.3.3. Gas
This is LPG, and fuel oil supply. The availability of a piped supply of Gas is a necessity for many factory
layout designs. Many industries use fuel for their process. Dependable supply to the site is an
advantage.

1.3.4 Telephone
Proximity to telephone services ensures you benefit from personalized faster interactions between your
employees and customers. Also, take note of active emergency lines for quick responses when needed.

1.3.5 Access roads/parking areas

Consider how accessible the facility will be for everyone who'll be using it--customers, employees, and
suppliers. If you're on a busy street, how easy is it for cars to get in and out of your parking lot? Is the
facility accessible to people with disabilities? What sort of deliveries are you likely to receive, and will
your suppliers be able to easily and efficiently get materials to your business? Small-package couriers
need to get in and out quickly; trucking companies need adequate roads and loading docks if you're
going to be receiving freight on pallets.
Be sure there's ample convenient parking for both customers and employees. As with foot traffic, take
the time to monitor the facility at various times and days to see how the demand for parking
fluctuates. Also make sure the parking lot is well-maintained and adequately lighted.
1.4 Means of transport
Identify the modes of transportation needed for raw material deliveries, outgoing finished product
distribution and internal material movement, and assess the site’s proximity to these options. Traffic
flow also needs to be evaluated. Traffic congestion can limit the throughput of production equipment
and make access to the facility troublesome for workers, suppliers and distributors. Are there
alternative options if a route is shut down or blocked?
Every manufacturing industry requires cheap and efficient means of transportation for the movement
of both raw-materials from the source of supply to the factory and finished product from the factory to
the markets or the centres of consumption. The location of the plant, should therefore be at a place
where adequate transport facilities are available at cheaper rate.
1.4.1 Roads
Proximity to a road gives your workshop the ability to benefit from a means of transport
that is fast and cheap.
1.4.2 Railway
When dealing with large volumes of heavy goods, consider siting your workshop near a
railway line.
Transportation by road is common for local distribution from central warehouses, while transportation
by rail is more widespread for long distance transport of bulk materials and products.
2.0 Regulations governing workshop design
The Occupational Safety and Health Act, 2007 makes provisions for safety, health and welfare
regulations in a workplaces as follows:

2.1 Safety
For instance, Section 73 of The Act makes provisions for how vessels containing dangerous liquids
should be handled:
“(1) Every fixed vessel, structure, sump or pit of which the edge is less than one metre above the
adjoining ground or
platform shall, if it contains any scalding, corrosive or poisonous liquid, either be securely covered or
be securely fenced to at least that height to prevent any person from falling into the vessel, structure,
sump or pit.
(2) A plant referred to in subsection (1) shall have a warning notice, indicating the nature of the
danger, in a form readily understood by the persons in the workplace and shall be marked on or
attached to the plant or, if this is not
practicable, be posted in a conspicuous location near the plant.”
Section 74 0f The Act makes provisions for storage:
“(1) All goods, articles and substances stored in a workplace shall be stored or stacked –
a) in such manner as will ensure their stability and prevent any fall or collapse of the stack;
b) in such manner as not to interfere with the adequate distribution of natural or artificial
light, the natural ventilation systems, the proper operation of machines or other equipment,
the unobstructed use of passageways, gangways or traffic lanes, and the efficient functioning
of sprinkler systems, the unobstructed access to other fire extinguishing equipment within the
workplace; and
c) On firm foundations not liable to overload any floor.
(2) No goods, articles or substances shall be stored or stacked against a wall or partition unless the wall
or partition
is of sufficient strength to withstand any pressure caused thereby.”
Section 75 deals with ladders, emphasizing the need for ladders in a workplace to be of good
construction, sound material adequate strength and suitable for the purpose for which it is used and
properly maintained.
Section 76 requires employers to take necessary steps to ensure that workstations, equipment and work
tasks are adapted to fit the employee and the employee’s ability including protection against mental
strain. Section 75 also requires manufactures, suppliers or importers of machinery and equipment to
ensure that the equipment complies with the prescribed safety and health standards while providing
adequate and appropriate information including hazard warning signs.
Section 77 provides for safe means of access and safe place of employment; while sections 78 and 79
provides for fire prevention and precautions in places where dangerous fumes are likely.

So observe safety regulations in your workshop by ensuring:

• Workers should comply with instructions or control measures such as the wearing of personal
protective equipment
 • Stack raw materials like timber and board materials safely - falling stacks and boards can be
a cause of fatalities and major injuries.
• Workers should always inspect equipment that they have been given and report any defects. If
they see any defects, they should report immediately. They should only repair if authorized
to do so by the employer or person in charge, and only if trained and competent. Also, have
access to workstations restricted to maintenance personnel.
• Risk management: To reduce the chances of an accident occurring, it is best to look at what
might cause one and then decide what you need to do to stop it happening.
• Training and supervision: All workers must receive training and supervision that is appropriate
to the equipment they are using.
• Have measures in place to control your workers’ exposure to damaging levels of vibrations,
extreme temperatures, harmful chemicals, noise and dust. The law provides that employers
must control the risk of hearing damage at work. If you cannot eliminate noise, you must
reduce it as low as possible at source. There are noise exposure limits that must not be
exceeded.
• Keep a fire extinguisher in the workshop alongside other welfare facilities like washing,
toilet and rest facilities. Also, have procedures for waste management of used oils, tyres,
batteries, brake and clutch linings etc.

2.2 Health
Section 47 makes provisions for cleanliness while section 48 discourages overcrowding in a workplace.
Also sections 49 and 50 provides for mandatory ventilation and lighting of workplaces, while section
52 requires employers to provide sufficient and suitable sanitary conveniences for the persons
employed in the workplace.

So observe health regulations in your workshop by:

• Encouraging your workers to keep their own workspace tidy and free of obstacles. A tidy
workplace makes it easier to spot and avoid hazards, and does not interfere with normal
work operations. Good housekeeping is fundamental to workshop safety management, and
the time allocated to a job must include cleaning up afterwards. This applies to both
individual and shared areas.
• Providing sufficient lighting: Proper lighting in a workshop is very important, and natural
ambient light or sunlight is ideal. Place machines or workbenches so that bright sunlight will
not shine directly into your eyes. Reflected light can be an asset in any shop. Paint the ceiling
and walls white or off-white as to reflect maximum light.
• Providing enough ventilation: A common household fan placed in a window of the shop or in
the vicinity can satisfy the ventilation requirement.
• Providing dustbins. Empty them as often as possible, so that they’re not overloaded at any
given time.
• Keep the workshop comfortable– at the right temperature. Working at low or high
temperatures can lead to mistakes and accidents can occur. Let a staff member know if you
feel the environment conditions are uncomfortable.
2.3 Welfare
If you employ anyone (however short the period) you must ‘so far as is reasonably practicable’,
provide adequate and appropriate welfare facilities for them while they are at work. This means you
must provide such facilities unless it is clearly unreasonable in terms of time, trouble, cost and physical
difficulty.
Welfare facilities are those that are necessary for the well-being of your employees, such as washing,
toilet, rest and changing facilities, and somewhere clean to eat and drink during breaks.

Provide adequate toilet and washing facilities for your employees.

‘Adequate’ means you have to provide:
• Enough toilets and washbasins for those expected to use them– people should
not have to queue for long periods to go to the toilet;
• Where possible, separate facilities for men and women
• Enough soap or other washing agents;
• A basin large enough to wash hands and forearms if necessary;
• Showers where necessary, e.g. for particularly dirty work.

The law requires that you provide drinking water and ensure that:
• It is free from contamination and is preferably from the public water supply– bottled water
dispensers are acceptable as a secondary supply;
• It is easily accessible by all employees;
• There are adequate supplies taking into consideration the temperature of the working
environment and types of work activity;
• Cups or a drinking fountain are provided.
Drinking water does not have to be marked unless there is a significant risk of people drinking non-
drinking water.

If the work activity requires your employees to change into and wear specialist clothing (overalls, a
uniform, thermal clothing etc), then you must provide enough changing rooms for the number of
people expected to use them.
3.0 Workshop Layout
The arrangement of the machinery and equipment in a workshop is called ‘Workshop layout’, and a
good workshop layout is a well-planned positioning of the company’s plant, machinery, and
equipment, which gives excellent ambiance for the employees to give out their best and improves the
overall efficiency of the organization and also better utilization of labor, machinery, and material.
The workshop layout is the art of planning and positioning the machine tools, equipment,
operator workbenches, assembly area, storage areas (for raw material, associated items, and
finished product), supervisor area, shipping area, employee amenities, gangways, and allied
items in a manner which results in maximum utilization of labor, machinery, and space; and
increase the overall output and efficiency of the workshop.
Workshops must provide space suitable for heavy machinery equipment, if necessary, along with
adequate open space for ventilation and circulation.

3.1 Layout for a given workshop

When planning a workshop layout, the most important factor to consider is safety. Appropriate lighting,
ventilation, circulation, power requirements, noise/dust reduction and storage work in combination to
increase the safety of a workshop. A general floor plan for your workshop should be drawn up and
must include such spaces as:

3.1.1 Working area

Consider work flow to avoid an excess amount of running around the shop to accomplish tasks, as well
as how to power your machines to avoid having many extension cords that could be hazardous.
Make a clear gangway down the centre of the work- shop or around the central benches. The gangways
should be kept clear of tools and other materials and can be defined by painted yellow lines on the
floor.
Egress: A door that leads directly outside is best (avoiding corners and hallways); a double-wide door is
better still. The closer the door is to the outside world, the less stuff to be tracked in from without.

3.1.2 Storage area

A material storage area is important, and can be either situated in the workshop or outside.
Store materials close to the entrance of your space, making it easy to unload and store.
Suitable covered storage for materials should be allowed for, including the proper racking
and storage of steel, mesh, cement and sand, as well as following manufacturers'
recommendations regarding storage and treatment of materials to be held in stock.

3.1.3 Machine area

All equipment should be positioned to provide maximum flexibility and with the ability for you to
maneuver around the machines and your workbench or workbenches. Consider placing machines a
minimum of 3 feet apart. Machines used in a sequence should be placed close together
If you have a large space available to you, plan for future additional equipment.
Equipment that requires maintenance should be in a location with easy access, and should have
sufficient space for the maintenance tasks.
3.1.4 Offices
Make allocation for an office for undertaking your administrative and managerial duties. This could
also serve as a customer service area.
3.1.5 Tools store
Tools should be categorized in a workshop and each tool can be organized further by having a
designated and outlined location. Cabinets, chests, and lockers are means of providing storage for these
grouped tools. If an open display and increased visibility is preferred, a pegboard or slat wall can be
used to hang various kinds of tools either on hooks or in baskets.
Remember:
• Tools that are used the most should be nearby. Items that would be used for assembly or on
the work bench should be located at or close to those areas. This will save you time.
• Fasteners — create storage bins for containing various fasteners used for projects. Have this be
a part of your assembly table for easy access.
•

A sample layout of a carpentry workshop

Exercise:
Visit the Kisii National Polytechnic’s plumbing workshop. Study the layout of
the plumbing workshop and identify the various spaces allocated. What are
some of the reasons as to why various spaces are allocated in particular
positions? Sketch this workshop layout. Your sketch should be well-labelled.
4.0 Materials
4.1 Ordering and supplying materials
Ordering materials literally means the request for the materials to be supplied.
Materials are to be purchased and obtained or delivered:
• In good time (to avoid delay)
• In correct quantities (to avoid wastage)
• At the most economical rates (to safe cost)
Ordering of materials are done in the contractor`s head office by the buying
department. Site supervisors can only carry out the ordering of materials in a very small jobs.
To supply sites with materials the majority of builders maintain some form of stores depot for small
quantities of common user stock, to be issued to contracts as required.

4.2 Materials procurement documents

Requisition
A requisition refers to the process of formally requesting a service or item, typically using a purchase
requisition form or another standardized document. The requisition process is a standardized way of
keeping track of and accounting for all requisitions made within an organization.
A purchase requisition form is an internal company document used by employees to
communicate that goods or services are required, with details including time-frames,
quantities, and order specifications.
The purchase requisition form is usually submitted to a purchasing department or project manager.
Importance of purchase requisitions:
• They initiate the purchasing process: Departments inside an organization will, from time to time,
need materials. And the purchasing request will initiate the purchase process. The purchasing
department will make a purchase based on the strength of a purchase requisition form. If there
are any issues, the document will act as evidence when it comes to questioning things like
communication.
• They’re an effective control tool: With a formal purchase request, there are measures in place to
reduce the risk of fraud, and a purchase request must go through a number of hands to ensure its
accuracy as well as need. The departmental manager will have a look at it before sending it to
the purchasing department, where it undergoes further scrutiny before a purchasing order is sent
to the vendor. A purchase requisition is a formal way of issuing a purchasing notice. Along with it,
there is evidence that a department made a purchase request, and the accountability of that
organization spend will transfer from the department in question to the purchasing team.
• They protect the organization from fraud: In short, purchase requisitions make it hard for team
members to purchase goods and services for personal use using organizational capital.
Purchase requisitions centralize the procurement process: The centralized business spending makes it
easy to what goes out, when, by who, and to whom. Also, purchasing managers benefit from this.
Because they manage all team spending, they can bundle purchases together and leverage their
organization’s buying power to negotiate more favorable terms.
A purchase requisition contains the following data:
• What material is required and of what quality?
• Quantity of material to be purchased.
• Date by which the material is required.
• Place at which the material should be delivered.

Local purchase order (L.P.Os)

Purchase orders (POs) are documents sent from a buyer to a supplier with a request for an order. Each
PO outlines the specifics of a purchase request, including an order description, quantity of items, and
the agreed-upon price and payment terms. They also identify the purchase order (PO) number.
The purchase order is a document generated by the buyer and serves the purpose of ordering goods
from the supplier.
When a purchase order is accepted, a legal contract forms between the two parties and sets basic terms
between the parties — like price, payment terms, and time for performance. A purchase order might be
followed up with a written contract that further clarifies the relationship and expectations of the
agreement.

Delivery requirements:
Delivery is the process of transporting goods from a source location to a predefined destination.
Once goods are dispatched from the supplier, the buyer will be sent with an advice note.
An advice note is sent by the supplier to the site or to the central depot well before the
actual delivery date in order to enable the site supervisor to have adequate preparation for
the receipt of the materials.
The description of the materials to be delivered, the delivery date and the method of
transport and off-loading is clearly stated. If there is any special instruction on how to handle
and store the material, it will be mentioned.
Once the goods reach their destination, you can receive, or reject them. The goods are normally
accompanied by a delivery note.
A delivery note is a document that accompanies a shipment of goods. It provides a list of the
products and quantity of the goods included in the delivery. The delivery note does not
usually list the price of the goods being delivered, that information will be on the invoice
which follows shortly after.
A copy of a delivery note may be signed by the recipient and returned to the seller as proof of
delivery.
Once you (the customer) receives the goods (package) you will:
• Check the contents of the package against the delivery note.
• Sign the delivery note to confirm receipt of the goods.
If an item is missing or damaged you should contact the supplier as soon as possible. If any of the
goods are damaged, the person delivering the shipment should make a note of this on the delivery
note. The supplier will then either send a replacement or raise a credit note for the damaged goods.
It is good practice to have two copies of each delivery note — one for buyer’s own records and one for
the supplier.

Invoices
An invoice is a document that requests payment in exchange for a product or service. It is issued by a
supplier to the buyer indicating the products, quantities and agreed prices for products or services the
supplier has provided. Typically, an invoice contains invoice number, vendor information,
credits/discounts availed, payment schedule/date, and total amount due.

Quotations
Quotations are a necessary part of the procurement function for several reasons. First, quotations
ensure that we are getting the best value for our money. A formal quotation is documented proof that
demonstrates fiscal responsibility. A vendor’s job is to get as much margin on their sale as possible. If a
vendor knows that there is competition for their goods or services, they tend to be more competitive.
Secondly, quotations provide a fair forum for outside vendors to participate.

Process of purchasing
This involves such steps as:
a. Identification of need:
This could be identifying the need to buy a new item or reordering something when it is
required or falls below a certain threshold of stock. This might involve a requisition process in
most businesses. It is important that all the stakeholders be consulted at this stage to prevent
issues later on in the procurement process.
Also, determine the exact specifics of the need or requirement. This would include technical
specifications or part numbers. If the item is not one that has been previously procured this list
of specifics is generated with concurrence from all the technical people involved. Detailed
specifics with proper consultation with all the departments involved will prevent expensive
mistakes from happening further down the procurement process.
b. Sourcing:
 Once it is determined that a specific item or service is to be bought, the procurement team has
to then do the research required to determine the various sources that supply it.
For repeat orders, there will usually be a pre-existing vendor list. For a new item, the process of
identifying and then vetting vendors is longer. It is faster to work with a pre-existing vendor
who has already been determined to be a good supplier. New suppliers will need to be
thoroughly investigated to determine their reputation, speed, quality, reliability, and prices.
Therefore, compare an array of different options from suppliers.
A top vendor should have such traits as:
• Accountability
• Production capabilities
• Ease of communication
• Ethics
• Prioritising building relationships
The rule of thumb is to get at least three quotes, but that’s a best practice that should be
determined by your organization. Approval from the relevant levels of management will
have to be obtained based on the sourcing options and costs involved. If there is a bidding
or tendering process involved for the order, the request for proposal, bids or tenders will
have to be published.
c. Negotiate Contract Terms with Selected Supplier:
After you’ve made your decision on which supplier to work with, you need to negotiate your
contract terms with them. This stage is important as you want to agree on a price that’s fair for
both parties and that you’re both happy to work with.
Contracts don’t only cover pricing either. The scope of the whole project — terms, conditions and
timelines of delivery are all areas that should be taken into account. You should always keep a
copy of your contract so that you can refer to it should anything not be up to your expected
standard.
If there is a bidding or tendering process for the procurement, the selection of the qualifying
bids will be as per the terms and conditions set. The selected supplier will be chosen and
announced as per the set process preferably in a highly transparent manner. Selecting from the
various bidders is a process that should be fair and transparent to ensure that the buyer gets the
best value and quality of supply. When the selection process is compromised, it might also
compromise the value of the goods or services supplied.
At this point, the buyer has to decide between the merits of having a single high-volume
supplier or choosing multiple suppliers. When choosing to have a single supplier, the higher
volume of orders gives better bargaining power when negotiating rates. However, if a single
supplier is unable to fulfill an order it will affect the entire manufacturing process. Having more
than one supplier for an item reduces the risks while giving one less room to negotiate rates.
Sometimes, multiple suppliers help to build competition with regard to rates and quality.
d. Finalise the Purchase Order:
Once you’ve submitted your contract to your supplier and both parties are happy with the
detailing, it’s time to finalise your purchase order. Purchase order outlines:
• A description of the goods or service
 • Total costs
• Quantity
• Approval of workflow
This document shows a further agreement between the two parties. Whereas a contract agrees
the whole collaboration, purchase orders tend to contractually agree to individual jobs. A
purchase order is typically sent via email.
e. Receive Invoice and Process Payment:
Once your supplier has received your purchase order, you’ll receive an invoice from them
detailing the agreed price and instructions on how to pay. On this invoice you’ll find details of
your order too, so make sure that you keep a record of them for any future reference necessary.
Make the necessary payments, depending on your agreement with the supplier.
f. Delivery and Audit of the Order:
Depending on what terms you’ve agreed in your contract your delivery will arrive soon after
your purchase order has been sent in. You should always keep a record of when the order is
delivered in relation to when you ordered it. That way, you can keep track of whether your
supplier is sticking to their agreed delivery times.
Always double-check the order upon arrival too. The last thing you want is for you to come to
carry out a job and the product that you thought was there turns out it hasn’t been delivered.
Could lead to you letting your customer base down for something that wasn’t your mistake.
So, when your order arrives, take your invoice and inspect the delivery. If you notice that
something is missing, then contact your supplier as quickly as possible to rectify the problem and
reduce potential downtime.
g. Maintain Accurate Record of Invoices:
Keep a record of all your invoices and payment records. In case of any audits carried out, you
then know exactly how much you’ve spent throughout the allotted time and can categorise them
to analyse your spending even further. Keeping all your invoices is key to working out whether
you’re overspending or sticking to your budget.

Purchasing process
In general, procurement focuses on evaluating risks before they become bigger and cause problems to
the supply chain and the rest of the business or organization functions.
Procurement is one of the most important steps in the supply chain of any goods. The profit margins
of a company, as well as the quality of its raw materials, are dependent on this activity. Ideally,
every procurement department will keep 5 principles of procurement in mind at every stage.
Adhering to these five pillars of procurement will ensure that the company’s procurement process is
as efficient and economical as possible.
The five pillars of procurement on a national scale, fosters free and fair trade that helps grow the
economy. On a smaller scale, it offers equal opportunities for vendors to be given business based on
their merits. These pillars are:
• Value: The buyer should aim to get the best possible product that offers value for money. When a
buyer compromises on the quality of the input based on the lowest cost, it has a cascading effect
on the company’s finished goods or services. Value for money should be the uppermost factor for
the selection of a supplier.
• Open Competition: Creating a process of vendor selection that is bias-free and transparent,
ensures a level playing field for all suppliers. This open competition is to the benefit of the
buyer who can get the best value for money.
• Ethics and Transparency: The selection process for a vendor whether it is through direct purchase,
tenders or bids is very vulnerable to corruption. Any unethical practices that are followed to
skew the process of vendor selection will compromise the quality and value of the items being
purchased.
• Accountability and Record-Keeping: Every person at each stage of procurement should be
accountable for the decision making and process. Excellent record-keeping practices make it
easier to trace the steps of procurement.
Equity: Ensuring a fair and uniform procurement process across all industries provides all the players
with equal and fair opportunities to flourish

Specification:
Any description of the physical or functional characteristics or of the nature of goods/services to be
purchased. It may include a description of any requirements for inspecting, testing, or preparing
goods/services for delivery.
Detailed specifications gives the nature, quality and class of work, materials to be used in the various
parts of work , quality of the material, their proportions, method of preparation, workmanship and
description of execution of work are required.
A specification becomes an essential contract management document which is used to ensure that the
chosen supplier provides what is specified. It must therefore be clear and accurately define what is
expected from a supplier regarding the outputs or the functional and performance requirements.
A well-structured specification should:
• Apply a high standard in the delivery of requirements
• Be clear and simple and avoid onerous or unnecessary requirements
• Not refer to the following:
o Brands or trade names
o Any particular process that is specific to a supplier in the market place
 o Trademarks, patents, types, or a specific origin or production. (Unless it is justified by
the subject-matter of the contract). Alternatively on an exceptional basis where a
sufficiently precise description of the contract subject-matter is not possible. In such
cases you must add “or equivalent” to the reference.
Before preparing a specification, you should have a clear understanding of:
• Any government policy, local and international standards, supplier charters or codes of conduct,
which are relevant to the procurement.
• The evaluation criteria to be applied and the relative importance of each criteria.
• Customer, user and stakeholder requirements.

Illustration
Kerubo’s requisition: "I want something to eat my dinner with"
This is a poor undetailed specification.
Kemunto’s requisition: "I would like a knife and fork to eat my dinner with, they must be no
more than 5 inches high and they must be made of metal.
This is a clear defined specification.

4.2.2 Materials transfer forms

Transferring of materials and stores between sites and central of head office stores are possibility in
construction. This could be as a results of the following:
• Materials and stores urgently required on another site
• Materials and stores surplus to requirements transferred to another site, either during or at
the termination of the contract.
• Materials and stores returned to stores during or on the termination of the contract.

A material transfer form/note is a document used for recording the direct transfer of materials from
one job or work order to another. It is signed by the foremen or site clerk of the sending and receiving
departments and forwarded to the costing office, where the necessary adjustments are made in the
respective job accounts.

A sample of a material transfer form/note

4.2.3 Inventories
An inventory is an itemised list or record of all current goods, materials and other assets which exist in
a particular location at a particular time. It may also include their value.
Keep track of your materials. Your recording should show type and amount of materials available, their
value and even condition. Keep updating the inventory to depict materials received and those issued for
use.
You can use spreadsheet software to track your inventory on a computer or use an inventory logbook
with preprinted columns and rows if you prefer to organize inventory sheets manually. You can divide
the report into three separate sections of rows and columns. Label section one “Materials,” section two
“Items in Production” and section three “Finished Products.” For column headers, you can include the
item name, the number of items in stock, the unit price, an expiration date of the item, if applicable,
and the total value of the group of items.
Then just enter the first item name in the first row and column. Enter the number of items in the next
column, the unit price in the next column, an expiration date in the following column (if applicable)
and enter the total value of the entire group of items in the final column. Repeat this process for each
item in each of the three sections.
Add the “total value” columns of inventory for each of the three sections. Enter the total values for
each section at the bottom of the inventory sheet. You may then add the total values for each section
together to find a total for all the inventory in your organization.

4.2.4 Materials delivery book

Complete records of the materials received on site with the details from the delivery notes are properly
documented in the materials delivery sheet or the material record book. A copy of this record,
supported by copy of the delivery note will be forwarded to the contractor`s head office usually
weekly, for the records update.

4.3 Storage of materials

Site storage involves the provision of adequate space, protection and control for materials, components
and equipment that are to be kept on a construction site during the building process.
There are several factors to be considered when deciding on the amount and nature of storage required.
Physical properties: The size, shape, weight and mode of delivery:
• Organization: The planning process to ensure unloading is available and storage space has
been allocated.
• Control: Processes for checking the quality and quantity of materials on delivery, and
monitoring stock holdings.
• Protection: The necessary protection for durable and non-durable materials and components
from damage.
• Security: Guarding against theft and vandalism.
• Costs: Costs associated with handling, transporting and stacking requirements, the workforce
required, heating and/or lighting that may be required, facilities to be provided for
subcontractors, and so on.
• Processing: What needs to be done to materials before they can be used? Is there packaging
that needs to be removed or returned?
• Programme: When are items required, what is the risk to the project of them not being
available, how long in advance are they ordered and how long they will be on site.
• Ownership: Who is legally responsible for items, who will be using them and who owns them?
See Materials on site for more information
Different types of material will have different storage requirements, in particular depending on
whether they are durable or non-durable.

4.3.1 Timber
Timber and other joinery items should be stored horizontally and covered in a scaffold rack, although
provision should be made for free air flow, usually by the rack having open ends and sides, while
having a top that is covered. It is advisable for different timber sizes to be kept separate.

4.3.2 Cement
Since any contact with direct or airborne moisture can cause cement to set, it must be kept dry. In
terms of organization, it is advisable for a rotational system to be used, whereby the first batch of
cement delivered is the first to be used.
Small quantities of bagged cement should be stacked to a height no more than 1 m, on a raised dry
platform such as a timber pallet. A polythene sheet should be used as cover, with care being made to
ensure that it is weighted down around the edges.
Medium quantities of bagged cement may need to be stored in a watertight and fireproof shed, with
galvanized steel sides and adjustable legs on bearing plates.
Large quantities of loose cement should be stored in a cement storage silo.

4.3.3 Sand and aggregate

It is essential for different aggregate types and sizes to be kept separate. They should be stored on a
clean, hard, free-draining surface, surrounded by retaining and separating walls of bulk timbers. Stored
aggregates should be regularly monitored for moisture content.
4.3.4 Pipes
These are usually supplied loose or strapped together on timber pallets. They should be stacked
horizontally with ends reversed in alternate rows. A driven-in timber stack or column of loose bricks
can be used to form end restraints.

4.3.5 Sheet metal

These should be stored flat on a level surface and covered with a protective polythene sheet.

4.3.6 Bricks/Blocks
Bricks may be delivered to site loose or strapped in unit loads and stored on timber pallets to be
transported using a forklift. Bricks should be stacked on edge in rows to a maximum height of 2.4 m.
It is important that they are stored on level, well-drained ground and covered with a polythene sheet
to protect against efflorescence and other issues. When calculating the area required for storage,
allowance of around 5 m should be given for the forklift approach.
Blocks may be delivered to site loose or strapped in unit loads on timber pallets. They should be
stacked in columns, to a maximum height of 8 courses, and covered with a protective sheet.

4.3.7 Roofing tiles

Tiles may be delivered to site loose, in plastic-wrapped packs or in unit loads on timber pallets. They
should be stacked vertically in rows, to a maximum of 6 in height. The tiles at the end of the row
should be laid flat and staggered. Ridge tiles should be stored vertically on end.

4.4 Material control records

4.4.1 Issue of materials
Issue of materials should be done only under proper authorization, after identification of requirements
and within proper timing.
A material requisition, also known as a materials requisition form, or a material request, is a
document used by the production department to request materials they need to complete a
manufacturing process. Issue of materials can be through the following methods:
• Issue on request: This is the most orthodox way of issue wherein the indenting department
normally sends a man and collects the materials from stores.
• Issue per schedule: In a batch production unit sometime, the requisition for issue of stores is
sent well ahead indicating when, i.e., the time and date it is required. The stores department
will collect all the materials and keep them ready. Then it will intimate the indenting
department about this. Depending on the prevailing practice of the industry either they are
collected from stores or delivered at the shop floor. This is desirable in order to prevent any
loss of man-hour caused by sudden absenteeism of a worker in the production department.
• Imprest issues: In this system a list of certain items especially for tools and components and
in specified quantities is approved. The list is then held in a sub-store or tool kit near the
shop floor.
• Replacement issue: In most engineering industries a large number of workshop machines are
used. So there will be considerable requirements of tools and gauges. When a fresh issue has
to be made the machine shop operator may be asked to return the old ones to the stores and
 obtain new one for replacement. This is done without issue notes and the storekeeper has to
maintain proper records of such replacement.

4.4.2 Schedules
The material schedule in construction is a document that lists all of the building materials that are
required to complete the project. Material schedules are often organized based on the category for the
building, with different schedules for each component. The material schedule often will include
additional information such as the quantity, description, unit price, total price, and other relevant
information related to the building materials.
Keeping track of material schedules will help you and enlighten you on the particular materials that
you should have at any given time.

4.5 Control in the use of materials

Control of material is essential at all stages of works, i.e. ordering, receiving, storing, issuing to site,
and transferring from one site to another.

4.5.1 Wastage
Wastage on site is a big issue in most building sites as large amount of materials are classified as waste
due to varying circumstances. This is a problem for the site supervisor to control by putting some
wastage control measures into consideration. Some of the waste reduction measures you could adopt
are:
• Ensure that materials are delivered as required so that site storage is cut to minimum
• Ensure that materials delivered are those specified for that particular job
• Ensure that workmen are not producing excessive amount of “off-cuts.
• Collect waste, e.g half bricks, and re-use to prevent more cutting.
• Make sure that when materials are stored they do not deteriorate.
• Protect materials such as cements from direct rainfall

4.5.2 Cleanliness
Site cleanliness can decrease the number of wasted materials. Simple steps can be taken to ensure your
construction site is clean, but it will require that you institute a policy and make sure everyone is
accountable on a daily basis. Also, organize and store your materials safely after work.
4.5.3 Pilfering and theft
Materials and equipment may need protection from theft and vandalism, particularly when left out in
the open where they have the potential to be removed late at night by opportunistic thieves.
Tradespeople often have heavy duty lockable compartments or vans for storing tools, but where it is
more practical to leave equipment and materials on site, security may need to be provided. This can be
in the form of a lockable fenced compound on site, perhaps with CCTV, alarms and patrols. Close
boarded fences are often used which are similar to hoarding, or chain link fencing with precast concrete
posts, sometimes incorporating a 45° crank which faces out.
Materials and small hand tools are lost to the builders each year through pilfering by the operatives;
this is easier to control than outside theft by adopting the following procedures:
• Small items should be issued by the store keeper or foreman and keep the record
 • Accurate stock control must be maintained with regular checks
• Car parks should be located far away from the store
• Inspection of the delivery lorries leaving the site
• Checking of the workers leaving the site
• The site should be securely fenced

4.6 Security of materials

You can improve security of materials by:

4.6.1 Stores
Use stores to look away your valuables.

4.6.2 Watchman
The physical presence of security guards is invaluable for any building site. Thieves will assume there
are security cameras in play and will be ready to eliminate them, but the appearance of actual security
guards may discourage them from attempting anything underhanded at all. Security guards patrol the
site, are aware of any areas that may be problematic or attractive to thieves, and their presence alone
helps minimize any worry about the safety of your building site after working hours.

4.6.3 Fencing and holding

It is crucial that you have everything valuable inside a secured perimeter. This can be achieved by
having a fence.
Limit access points. It is easier to control a construction site when you secure the perimeter of the area
and create only one access point to be monitored. Limit vehicle access and task your On-site Security
guard with keeping track of who enters and leaves the site.

4.6.4 Site lighting

You can deter unwanted visitors to the site by lighting it brightly in the night-time hours.

4.6.5 Security alarms

Install security alarms. Consider investing in CCTVs as well.
5.0 Tools, Equipment and Machines
5.1 Sources of finance for purchasing construction tools, equipment and machines
5.1.1 Loans
• Obtained from commercial banks
• You can borrow large amounts of money.
• However, you need collateral to get a loan.
• The loans attract high interest rates and have some hidden charges as well.
5.1.2 Grants
• Grants that the government has for onward borrowing by individuals through intermediaries
such as financial institutions. May include the youth enterprise fund, the disability fund,
women enterprise fund, fresh graduate funds and so on.
• Advantages
o Friendlier lending conditions than commercial banks.
o Minimal interests
o Other development services like training and mentoring available.
• Disadvantages
o Too many bureaucratic processing procedures
o Political patronage may interfere with the lending process
o The amounts of credit available are limited
o High competition for the funds
5.1.3 Donations
• From family and friends
• Advantages
o The funds may carry little or no risk
o You can be given funds without conditions
o Re-payment period may not be fixed.
• Disadvantages
o Those who donated may interfere in your operations and even claim part of the
profits.
5.1.4 Savings
• The personal savings may be obtained from former employment, money saved in
savings/fixed deposit accounts, or sale of personal assets such as land.
• Advantages
o It is the least expensive since no interest is paid.
o It does not involve legal process of acquiring
• Disadvantages
o It may be inadequate for your tools, equipment and machines needs.
o May take too long to raise adequate capital.

5.2 Maintenance of tools, equipment and machines

Plant maintenance is the application of best practices to increase equipment up time in manufacturing
facilities.
Importance of plant maintenance:
 • Saves money in the long run-ensures that the equipment performs optimally.
• For safety— Without proper checks, you run the risk of machine parts breaking and potentially
falling off or snapping mid-work, the piece of equipment could lose grip of heavy objects or
lose control entirely depending on what is being handled and moved, for example. Carrying
out regular services on big pieces of machinery and site plant services means that you’re
ensuring that everything is doing what it should be and working perfectly without any
issues. So, there’s less worry about it breaking, and most certainly less worry about it
injuring someone.
• Saves you time— Having broken equipment off-site and away from your project for a lengthy
amount of time costs you time and hence, money! Booking in, and scheduling maintenance
means you can plan ahead, scheduling work and jobs around appointments so that no project
is held up and no team is left without anything to do!
• Maintenance helps increase equipment efficiency— Regularly checking for wear and tear and
then fixing and replacing as you encounter any problems, helps to keep all parts of the
machine working correctly and running much more efficiently. Equipment that works as it
should also offer greater efficiency to job sites and projects too.
• Record Keeping— For some insurance companies (actually, most of them that we’re aware of),
you must be able to show that the equipment you have, and are using, is regularly
maintained and serviced. This is important for any claims you might make. As a claim could
be considered invalid if the machinery has not been well looked after or serviced regularly.
• Regular maintenance leads to increased lifespan of the plant and equipment.

Therefore, plant and equipment maintenance aim at keeping equipment running smoothly and avoiding
costly repairs that suddenly take it out of service. Below are some types of maintenance:

5.2.1 Routine maintenance by own staff

Done on a scheduled and ongoing basis on each machine. These maintenance tasks are usually
straightforward service work that can be done by machine operators and do not require highly
specialized skills.
Routine maintenance can include:
• Checking engine coolant levels
• Pressure tests
• Replacing deteriorating parts
• Oil changes or filter changes
• Checking the parking brake
• Checking transmission fluid levels
• Tire inspections
• Safety inspections
• Lubricating machinery

5.2.2 Preventive maintenance

Preventive maintenance is more robust than routine maintenance.
Service technicians look for problems in the making, performing maintenance while the equipment is
still working to avoid unexpected breakdowns.
Preventive maintenance can be time-based (scheduled inspections) or usage-based (every 10,000 km).
Therefore, preventive maintenance is more costly than routine maintenance; which is why it is also
important to strategically choose which equipment to routinely maintain and which can benefit from
preventive maintenance.
If your construction equipment serves a critical function to business operations or the probability of a
break-down increases with prolonged time or usage, then consider a preventive maintenance program
for them.
5.2.3 Planned maintenance
Planned maintenance refers to any maintenance activity that is planned, documented, and scheduled.
The aim of planned maintenance is to reduce downtime by having all necessary resources on hand, such
as labour and parts, and a strategy to use these resources.
There are two main types of planned maintenance. The first is planned preventive maintenance, which
is scheduled maintenance aimed at repairing assets before they fail. An example would be conducting
maintenance on a forklift after every 150 hours of operation.
The second is planned and unscheduled maintenance, which is based on having a strategy in place to
repair or replace an asset as quickly as possible when it fails. An example would be planning to have a
sufficient number of easily accessible power drills on hand so replacing a broken one is quick and easy
for a technician.

5.2.4 Overhauls/repairs by recognized agents

Overhaul maintenance is a comprehensive examination and restoration of a system, or a major part
thereof, to an acceptable standard of performance. It could involve reconditioning, refitting, rebuilding,
or total replacement of subassemblies of the system. It is carried out periodically to restore the plant,
or equipment to a satisfactory working condition, or as nearly as possible to ‘as good as new’
condition, and also to reduce the incidence of unexpected failures. Although the primary intent of
overhaul is restorative in nature, it is a preventive maintenance activity, since it is not carried out
after a failure.

5.3 Preparation and keeping of inventories

Always keep an inventory of your tools, equipment and plant

5.3.1 Purpose of inventory columns

An inventory list is a complete, itemized list of all materials, workforce, equipment and plant, and
even products (could be waste or finished goods) your organization has in stock.
A well-managed inventory can be critical to profitability as delayed, misplaced or lost items can incur
avoidable delays and unnecessary costs. A project timeline, planned in advance, with a full inventory
including the required materials, labour and equipment is a vital part of the project planning process.
Always keep:
• An inventory of tools, including manufacturer details, instructions, parts requirements, and so
on.
 • A consumable inventory (i.e. nuts, bolts, screws, nails, drill bits, wire, batteries, and so on)
with a system that alerts when supplies are lower.
• Automatic scheduling of preventative maintenance for tools, plant and equipment, helping to
ensure that unnecessary down-time for repairs is avoided.

5.3.2 Updating the inventory

Having an inventory management system that updates in real-time and has access to historical data can
provide you with more useful information to make more accurate predictions about how much of a
particular item you should stock. An accurate inventory management system will prevent having a bulk
of items collecting dust on your shelves, having products that are in high demand on back order, and
overall keeping your customers happy. This way you can optimize your inventory levels and replenish
items as quickly as possible, so you have as little inventory as possible and your goods are constantly
replenishing.

5.3.3 Handing over/taking over

Put in place a procedure for handing over and taking over, especially when it comes to managing the
organization’s assets like tools, plant and equipment. Consider:
• Operational staff should make themselves available and prepare for the takeover (e.g.
familiarisation with new procedures, environment, weather, expected demand, work plans,
etc.).
• Where available, the supervisor should be responsible for determining the timing. All
handover/takeovers should be conducted at a time when doing so will not compromise the
information transfer (i.e. during demand troughs). Supervisor may monitor transfers in
complex situations.
• Tools’ checklist(s) should be available at all times. Standardized handover form should be
available to describe critical information e.g. weather, facilities, staffing, and equipment
status.
• As a routine task, operational staff should follow the checklist. A ‘uniform’ way of working
for all members having the same endorsement which should reduce the problems where
teams have distinctly different ways of working.
• The handover form should be completed.
Signing off and signing in procedure should be in use to acknowledge that everything is done.
6.0 Preparation for Carrying out the Works
In construction, the term site prep generally refers to the preliminary work of getting a construction
site ready for building and development, following design.
Encompassing a wide range of different preparatory activities including demolition, lot clearing,
excavation, stabilization, and shoring, it is an important first step.
It ensures a safe, properly constructed, stable foundation for your structure.
Site prep is required whether you’re erecting an office building, sports stadium, water park or
residential home. However, some projects may require more preparation than others.

6.1 Preliminary items for the works

6.1.1 Site services
6.1.1.1 Water
An adequate supply of wholesome drinking water and construction water should be provided and
maintained at suitable points conveniently accessible to all persons employed.
Water used for mixing and curing must be clean and free from injurious quantities of alkalis, acid, oils,
salt, sugar, organic materials, and other substances that may be deleterious to bricks, stones, concrete
or steel. You may test the available water in the lab to ascertain if it’s of desired quality for
construction works. If found unsatisfactory, water should be treated accordingly.

6.1.1.2 Electricity
It is essential for running plant that is electric as well as aiding in communication channels.
Make a provision for a constant and reliable electricity supply.
Fitness for purpose and safety must be ensured by fully testing and certifying electricity installations.
Site offices and welfare units are likely to require a high concentration of electricity supply, but other,
perhaps more isolated areas of a site may also need supplying.

6.1.1.3 Telephone
Establish helpful communication methods for any construction site.
Install an office system to cater for various communication needs of the construction works
Also, make a provision for mobile access to make it easier to communicate with employees or suppliers
who work away from their desks.

6.1.1.4 Access roads and parking areas

Access to the site is critical on almost all construction sites.
Construct and maintain temporary roads accessing public thoroughfares to serve construction area.
Provide and maintain access to fire hydrants, free of obstructions.
Make a provision for removal of debris, mud and or gravel carried from construction site to public
roads and other nearby facilities like school grounds, community gardens, etc. on a daily basis.
Where practical, provide temporary gravel surface parking areas to accommodate construction
personnel.
Restrictions such as rights of way, tree preservation and ancient buildings should be considered.

6.1.1.5 Hoarding and fencing

A building site and the compound can be given a degree of protection by surrounding with a fence.
The fence fulfils two functions:
• It defines the limit of the site or compound;
• It acts as a deterrent to the would-be trespasser or thief.
Hoarding is a temporary structure erected around the perimeter of construction sites to shield them
from view and prevent unauthorized access. Hoarding also provides a degree of protection for the
public from the dust and noise associated with the building operations.
Always seek a hoarding permit from the local authorities before putting up the actual hoarding around
your site or building.
In case it’s not practical to put up hoarding, then barricade tapes will come in handy as temporal
barriers to warn and keep the public away from the working area.

6.1.1.6 Signboards
All construction sites must have a signboard showing project details such as:
• The name of the project and land reference number
• Name and addresses of the Client and Consultants involved in the project
• Name and addresses of all the Contractors and Sub-contractors, County Council, NCA and NEMA
approval number
Signboards must be strategically placed especially near the site entrance.

6.1.2 Insurance
There are many risks in any construction project. The majority of these risks are usually assumed (and
priced) by the contractor during the construction phase, who typically covers this exposure by taking
out various insurance policies.
The most common forms of insurance under a construction contract include:
• All risks insurance — this insure against physical damage to the works (and usually materials
on site)
• Professional indemnity insurance — this insures contractors with design responsibilities (I.e.
under design and build contracts) against liability arising out of professional negligence.
• Public liability insurance injury to third parties (but not the contractor’s employees) - this
provides cover for liability arising out of death or personal
• Workers’ compensation insurance- this insures the contractor against liability for the death or
personal injury to its employees (usually on site) when performing the works.

6.2 Purpose of preliminary items

6.2.1 Safety
The Construction (Health, Safety and Welfare) Regulations provides that:
You establish objectives measured against assessment of risk, for the well-being of Personnel of
building on a building site throughout the duration of the work. The main areas for assessment include:
 • Temporary timbering and other non-permanent support facilities
• Safety barriers to excavations
• Air quality in workplace
• Safe use doors
• Gates and other possible means of entrance
• Defined traffic and pedestrian routes
• Safe means of access to and egress from all work places including special considerations for
scaffolds
• Emergency lighting and power
• Sanitation
• Hot and cold water supply
• First aid equipment/personnel
• Protective clothing
• Facilities to dry clothes
• Appropriate accommodation for meals
6.2.2 Health
Control of Substances Hazardous to Health Regulations:
• Manufacturing companies are obliged to monitor and declare health risks of their products, building
contractors to provide operatives with protective clothing and/or a well ventilated environment if required
to use them.
• Timber preservatives, welding fumes, dust from cement and insulating fibers are, as yet, a few of the
unavoidable harmful constituents in building materials.
• Where these are applied, employers are obliged to monitor exposure levels, retain records, identify personnel
who could be at risk and document the facilities provided for their protection.
Also, workers should have plenty of water available on-site as well as a shady place to prevent dehydration and
exposure-related illnesses.

6.2.3 Communication
Construction works involve team work hence communication should be clear, concise, complete and correct.
It can be verbal or non-verbal.
Effective communication saves time and provides feedback.

6.3 Regulations relating to preliminary items

6.3.1 Local authority
Local authorities establish a local plan for their region. This is produced within the framework of the structure plan
with regard for an economic; social and practical balance of facilities for the various communities under their
administration. To maintain a fair and equitable interest, local plans are subjected to public consultation.
Local authorities are also responsible for processing applications for development in their area.
All require the deposit of area and site plan, building elevations, forms declaring ownership or nature of interest in
the proposal and a fee for administration. If the application is refused, the applicant has a right of appeal.

6.3.2 Building code

The Building Regulations contains minimum performance standards expected of contemporary buildings.
They are supported by a series of approved documents that are not mandatory, but which give practical guidance on
compliance with the requirements of the regulations.
According to KEBS, no product that does not conform to Eurocode can be allowed in the market.

6.3.3 Electrical Installation Act

They are the standard regulations for electrical installations and the safety of electrical wiring.

6.3.4 Water Act

Under the water act, every water resource is vested in the state.
It provides that no conveyance or lease shall convey transfer or vest in any person any property, or right or interest or
privilege in respect of any water resource.

Under section 27 any person who lacks a permit but constructs or employs works to use the water commits an offence.
This is because domestic use of water is given precedence above other uses.

6.3.5 National Environment Management Authority (NEMA)

Its main function in construction is to promote the integration of environmental considerations into development
policies, plans, programs and projects, with a view to ensuring the proper management and rational utilization of
environmental resources, on sustainable yield basis, for the improvement of the quality of human life in Kenya.

Every development has both positive and negative implications on the environmental. This is why it is imperative that
the implications of implementing a project are well understood and documented. Once, the effects of a project are
identified, mitigation plans are put in place in a NEMA Report. A licensed environmental Expert prepares a NEMA
Report and submits it for approval.

6.3.6 National Construction Authority (NCA)

Once you have received a construction permit, you are required to register the project with the National Construction
Authority (NCA).
Requirements for project Registration by NCA:
• NCA registration form- NCA fees have since been abolished.
• Approved architectural plans, Structural plans, NEMA approvals, Contract agreement-commonly known as the
Green Book), Quantity Surveyors, Architects and the Engineer’s practicing certificates.
• Here, you will get a compliance certificate