Common use of Contract Register Clause in Contracts

Contract Register. All approved contracts are registered in the Contract Management System/Tool to enable easy retrieval and identification of all contractual arrangements. Contracts that are partially executed, signed by one party, may be registered into the Contract Management System prior to forwarding to other parties for signature. The Contract Management unit/function should ensure that all signatures are obtained and contracts are updated in the system. Contract registers should be used to monitor contract end dates in order to notify the end user to commence with the procurement strategy on time, at least 6 or 12 months prior to the expiry of the contract. Effective contract register should have the following characteristics: • Contract number, name of contractor, description, award date, type of contract, amount, contract period, business unit, project manager, contact details, expenditure, commitment; • This will simplify the reconciliation or cross-check between the register and the Municipality's financial management information system; • Expenditure against the contract and value of commitment. Contract register report will be established detailing status of contracts and the reports to be provided by the 6th of every month to the Head of SCM and CFO on the following: • Valid contracts in place; • Contracts due to expire in six or twelve months; • Contracts extended; • All expired contracts; • Contract variation; • Cancelled contracts; • Contracts captured on the system; (where applicable) • Value of commitments; • Value of accruals. The Accounting Officer of a Municipality or Municipal Entity must regularly report to the council of the Municipality or the Board of Directors of the entity, as may be appropriate, on the management of the contract or agreement and the performance of the contractor.

Contract Register. All approved contracts are registered in the Contract Management System/System / Tool to enable easy retrieval and identification of all contractual arrangements. Contracts that are partially executed, signed by one party, may be registered into the Contract Management System prior to forwarding to other parties for signature. The Contract Management unit/unit / function should ensure that all signatures are obtained and contracts are updated in the system. Contract registers should be used to monitor contract end dates in order to notify the end user to commence with the procurement strategy on time, at least 6 or 12 months prior to the expiry of the contract. Effective contract register should have the following characteristics: • Contract number, name of contractor, description, award date, type of contract, amount, contract period, business unitdepartment, project manager, contact details, expenditure, commitment; • This will simplify the reconciliation or cross-check between the register and the Municipality's financial management information system; • Expenditure against the contract and value of commitment. Contract register report will be established detailing status of contracts and the reports to be provided by the 6th of every month to the Head of SCM and CFO on the following: • Valid contracts in place; • Contracts due to expire in six or twelve months; • Contracts extended; • All expired contracts; • Contract variation; • Cancelled contracts; • Contracts captured on the system; (where applicable) • Value of commitments; • Value of accruals. The Accounting Officer of a Municipality or Municipal Entity must regularly annually report to the council of the Municipality or the Board of Directors of the entity, as may be appropriate, on the management of the contract or agreement and the performance of the contractor.