GROUP ONE

BCM 203: SITE ORGANIZATION MANAGEMENT

TERM PAPER

GROUP MEMBERS
1. KALU SILAS KITI - B76/4483/2022
2. NGIGE TERESIA MUTHONI – B76/4481/2022
3. COLLINS CHIAJI INDA- B76/144023/2022
4. SHIONDA DARIAN ASAMBA – B76/4479/2022
5. NJOROGE SHEILLA NJERI – B76/4477/2022
6. NYONGESA LAVENDA NEKESA – B76/4482/2022
7. SOLOMON VINCENT MUSYOKI – B76/4143/2022
8. NZIVO ELSIE KAVULI – B76/4478/2022
9. KARANJA ROMANO DOUGLAS – B76/4476/2022
10. EMMANUEL MUTUNGA MUTISYA – B76/4475/2022
11. MOMANYI TOURINE KERUBO – B76/2647/2021
12. MBONDO CATHERINE MBITHE – B76/145483/2022

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 ABSTRACT

Material management has proved to be a major factor to be considered about site

management. Previous studies have shown that materials contribute to about 30-50% of the total
construction cost of any given site and the methods used to handle the same need to be carefully
looked into. The purpose of this report is to make known the customary methods used in the
acquisition of materials used on site as well as how they are handled from reception to the time
of use. Storage of the already acquired materials will also be detailed with the aim of creating a
systematic and integrated approach in the monitoring of the materials and minimization of the
costs and effects associated with the inadequacy of the same.

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 INTRODUCTION

The construction industry relies significantly on efficient material management to ensure

project timelines .This heavily depends on streamlined practices of material management
focusing on key aspects such as purchasing ,storing and receiving materials .Procurement of
materials is essential and forms the foundation of material management from selecting reliable
suppliers to negotiating favorable terms to adhering to project specifications .Receiving of
materials is also of importance mainly because we need to avoid delays and errors in
construction projects through inspection,verification,and documentation upon material arrival.
Storage of material is equally critical to prevent material wastage and damage and also facilitate
ease of access, reducing downtime. By examining these interconnected facets of management,
this paper aims to delve into the best practices to consider in buying, storing and receiving
materials. This is mainly due to fact that different problems have been reported on materials that
are not of the set standard being used on site, mismanagement of the materials, theft, as well as
health hazards that have presented themselves during the reception and handling of construction
materials. Furthermore, the methods to be discussed would be helpful in relation to
accountability of the materials as well as the well-being and smooth flow of work on site.

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 BUYING OF MATERIALS

When buying materials, part of good practices to be considered is to ensure that the
clients understands the various factors that affect their building material choices. Some of the
factors to be considered involve:

1. Cost: as one may look to go for cheaper materials because they are easily affordable, the
quality of the material might cost the project in the end. On the other hand, materials that
are too expensive might surpass the project expenses. One should consider efficient
materials that will be cost efficient in the end.
2. Climatic conditions: One should consider the climatic conditions of the area in which
the construction will take place, whether hot, cold, or rainy, the material selected should
be able to cope with the area’s climate.
3. Maintenance: It is advisable to select suitable and quality materials that will be easy to
maintain during and after the project.

Outside of the factors, the following can be good practices when buying materials.

1) Buying in bulk

It is good to buy materials in bulk from one dealer instead of buying separately or
individually from different dealers because buying in bulk costs lower than buying individually.

2) Planning and budgeting.

First, we need to plan and budget on its cost. Materials make up almost 70% of a project's
budget therefore planning lets you get works off the ground and completed on time. The more
accurate a budget cost is, the faster the completion will be. The budget must have an allowance
for unexpected costs, including accidents, inflation of materials or vandalism. It is also important
to process future performance of these materials e.g., equipment from its delivery to the
materials plan. Materials management has to plan on materials availability, including buying
supplies and parts on both long term and short-term basis. It must be noted that the purchase of
these materials meets its requirements according to the schedule (Harris et al., 2021).

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 3) Quality assurance.

Quality assurance describes selecting reliable suppliers and ensuring the materials meets
industry standards mainly because it will affect the durability and safety of the final structure.
There should be proper specifications to be conveyed as part of purchase orders and the technical
terms to be clearly understood by the supplier together with the type of tests to be conducted.
Quality assurance can be achieved through:

1. Proper transportation and packaging

2. Proper certification from the supplier.
3. Assessing material quality before placing purchase order to supplier.
4. Frequent inspection and tests on production facilities.
5. Always conveying accurate specifications.
6. Proper storage of materials.
7. Establishing good vendor - vendee relationship.

This will have the ability to get materials on time and on acceptable terms. Research and
engagement with well-known suppliers who provide quality materials at competitive prices is of
utmost importance. Establishing strong relationships with these suppliers will ensure a steady
supply chain through assessing their track record, quality standards and ability to meet deadlines
(El Moussaoui et al., 2021).

4) Inventory management.

By utilizing just in time strategies of procuring materials, excess stock and storage cost
will be minimized. Implementing efficient inventory management practices ensures a balance to
avoid delays due to material storage (A.K DATTA, 2006).

5) Negotiation

To ensure the best possible deals, negotiate prices, payment terms and delivery schedules
without compromising quality. In addition, clear documentation of agreements in contracts to
avoid disputes in future is of utmost importance. Maintaining records of all purchases, invoices
and receipts for accountability and financial tracking purposes.

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 GOOD PRACTICES IN RECEIVING AND STORING MATERIALS

Efficient and Organized practices in receiving and storing materials are essential for
maintaining a smooth and productive workflow in a construction plant (Allen, E., & Iano, J.,
2019). Here are some good practices to consider upon receiving and storing these materials:

RECEIVING MATERIALS
1) Inspection upon arrival. Inspect incoming materials for any visible damage, discrepancies, or
deviations from the order. Document any issues immediately and communicate with the
supplier.
2) Proper documentation. maintaining accurate records of all incoming shipments, invoices, and
quality assurance documents is crucial for traceability and dispute resolution.
3) Provide proper training. handling and storing received materials require training for safety
purposes. Failure to give employees required training may result to an increased number of
injuries or accidents on construction sites. Besides that, they could lead to material
mismanagement issues.
4) Designated receiving area. Establishing a designated area for receiving materials is also
important. This area should be well-organized and easily accessible for inspection and
sorting.
5) Verification of quantity and quality. verify the received quantities with the purchase order. It
should be ensured that the quality of the materials meets the specified standards and are
suitable to perform wherever needed.
6) Scheduled deliveries. This helps avoid disruptions and ensures timely processing of
materials. It is therefore important to coordinate with suppliers to schedule deliveries during
times that align with the organization's operational needs.

STORING MATERIALS
1) Selecting a storage area carefully. Poor handling and storage can affect the quality of
construction materials and equipment. Take the weather into account. Some supplies can be

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 stored outside, while others will need to be kept inside at all times. Materials should be sort
upon arrival and categorized according to their frequency of use.
2) Proper shelving and racking. this technique is intended to prevent materials from slipping,
falling, or collapsing. Appropriate shelving and racking systems also maximize storage space
and ensure the safe handling of materials considering the weight-bearing capacity of shelves.
3) First-In-First-Out (FIFO) System. Adhere to the FIFO system to minimize the risk of
material expiration. Ensure that older stock is used before newer arrivals.
4) Space Optimization. Involves the use of vertical space efficiently. Consider the use of
stacking or other space-saving solutions. However, avoid stacking barrels or drums on top of
one another because they might become unstable, get damaged, or spring leaks.
5) Use the right handling equipment. Provide and maintain appropriate handling equipment
such as forklifts, pallet jacks, and hand trucks. Though work is made easier, regular
inspection and service of this equipment is key to ensure safe and efficient material handling.
6) Ensure proper site security. Sufficient security on your construction site will allow you to
keep valuable materials intact. Implement security measures to prevent theft and
unauthorized access to the storage area. This may include surveillance systems, access
controls, and inventory tracking.
7) Storing similar materials close to each other. Another approach to get the most of your
materials is to keep similar items close together for easy access whenever needed.

CONCLUSION
In conclusion, adopting efficient and organized practices in receiving and storing
materials ensures the success of construction projects. The careful inspection of incoming
materials, proper documentation, and adherence to safety training contribute to a seamless
workflow. Establishing designated receiving areas, scheduling deliveries, and verifying quantity
and quality further enhance the reliability of the construction supply chain. By incorporating
these practices, construction plants can not only enhance operational efficiency but also mitigate
risks, promote workplace safety, and ultimately contribute to the overall success of construction
projects (Tetik et al., 2021)

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 References

A.K DATTA. (2006). Materials management, procedures, texts and cases (2nd ed.). PHI
Learning Pvt. Ltd.
Allen, E., & Iano, J. (2019). Fundamentals of building construction: materials and methods.
John Wiley & Sons.
El Moussaoui, S., Lafhaj, Z., Leite, F., Fléchard, J., & Linéatte, B. (2021).
undefined. Buildings, 11(3), 105. https://doi.org/10.3390/buildings11030105
Harris, F., McCaffer, R., Baldwin, A., & Edum-Fotwe, F. (2021). Modern construction
management. John Wiley & Sons.
Tetik, M., Peltokorpi, A., Seppänen, O., Leväniemi, M., & Holmström, J. (2021).
undefined. Journal of Construction Engineering and
Management, 147(1). https://doi.org/10.1061/(asce)co.1943-7862.0001921