Common use of Contract Register Clause in Contracts

Contract Register. All approved contracts are registered in the Contract Management System 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 timeously, at least 6 months prior to the expiry of the contract. An effective contract register should have the following characteristics: • Contract number, name of contractor, description, award date, type of contract, amount, contract period, department, 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 5th working day of every month to the Head of SCM on the following: • Valid contracts in place. • Contracts due to expire in six to twelve months. • Contracts extended. • All expired contracts. • Contract variations. • Cancelled contracts. • Contracts captured on the system; (where applicable) • Value of commitments. • Value of accruals.

Contract Register. All approved contracts are registered in the Contract Management System 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 timeously, at least 6 months prior to the expiry of the contract. An effective contract register should have the following characteristics: • Contract number, name of contractor, description, award date, type of contract, amount, contract period, department, 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 5th working day 6th of every month to the Head of SCM on the following: • Valid contracts in place. • Contracts due to expire in six to twelve months. • Contracts extended. • All expired contracts. • Contract variations. • Cancelled contracts. • Contracts captured on the system; (where applicable) • Value of commitments. • Value of accruals.