3.17 During the pre-services commencement period the exact format of monthly reports should be agreed between the Procuring Authority and Contractor, and a detailed timetable for the issue of these reports and the invoicing arrangements confirmed. These areas will have been covered by the Project Agreement and should be reconfirmed at this stage. In some projects it has been useful to agree the agenda for the [monthly] management meetings at this stage.
3.18 The format and supporting documentation required for the monthly invoice should be agreed with the PPP Contractor. This is particularly important for costs such as utilities costs where Procuring Authorities should be able to clearly identify the utilities costs on the facilities and services and that element for which they are responsible.
3.19 Procuring Authorities should also agree with the PPP Contractor the proformas which will be adopted for issuing notices and the procedures to be put in place to issue those notices. Within the payment mechanism, the timely issuing of notices regarding situations such as Unavailable but Used should be clearly documented to ensure that these can be issued in accordance with the Project Agreement to enable deductions to be made.