VPRS 14499 Contract Register [RECORDS NOT TRANSFERRED]

This series consists of contract registers created by the City of Chelsea (VA 2403) in conducting council business. The registers include the following: contract number, description and locality, date, particulars, schedule of tender, names and address of contractor, payments, amount, and progressive totals.Under the provision of Local Government Act 1915 (Act No 2686) and the subsequent Local Government Acts and the Municipal Accounting Regulations, a local council could enter into contracts with individuals for the execution of any municipal works, or for the furnishing of any goods by giving a notice in a newspaper expressing the purpose of the contract and inviting tender.The requirement for calling of tenders does not apply to a contract entered into by a municipality with another municipality, a government department, or a statutory authority.Every contract is required to specify the work to be done, the material to be furnished, the price to be paid for the same, and a completion date.The Council are required to keep Contract Registers to record particulars of the entire municipal contract which include:- Contract number- Name of the contract- Description of work and account- Successful tender- Details of payments- Extra, deduction and deposits madeContracts recorded in the register are to be included in a statement of contracts which is usually incorporated in the Annual Statement of Accounts.The Contract Register is a subsidiary accounting record linked to the summary account contracts in the general fund ledgers which shows the liability of the council for contract work. It is also an important source of reference for the municipal engineer who is required to issue certificates to the Council to the effect that progress payments to contractors are justified by the state of the works. The Register is on important part of the system of internal checks on contract payments.