VPRS 15164 Contract Books and Registers (GRS 1025)

This series registered and summarised contracts let by the Local Government Authority. Contract registers were to specify the several works to be done and the materials to be furnished and the prices to be paid for the same and the times within which the said works are to be completed and the said materials to be furnished.Under the provision of Local Government Act 1874 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 all the 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 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.Particulars of each contract including the name of the contractor, number of the contract, description of work and payment details are recorded.This record series includes labour contract and maintenance contract books as well as ordinary contracts.These records have been identified as permanent under the PROV's General Disposal Authority for Local Government Records (PROS 98/01 Version 2002).