This section of the contract administration manual should list the reporting obligations of the private party as set out in the project deed and other relevant project contracts. Private party reporting obligations may be periodic (usually in line with monthly or quarterly invoices for payment), annual or dependent on the occurrence of specific events.
The contract administration manual should specify the actions to be taken to ensure that the private party's reporting obligations are met, and the performance monitoring and reporting strategy for the project is properly implemented and coordinated with overall contract administration.
The relationship between contract administration and performance reporting is discussed in Chapters 6 and 11 of the Partnerships Victoria Contract management guide. To establish the government party's reporting and monitoring mechanisms, the contract director should:
• identify mechanisms within the contract for monitoring and reporting on whether the private party's (or other consortium member's) obligations are being met;
• consider whether these mechanisms are sufficient for ensuring that the private party (or other consortium member) is meeting its obligations under the contract; and
• develop mechanisms for determining whether the private party's (or other consortium member's) obligations are being fulfilled. The primary source will be the project deed which outlines the reporting requirements. This is likely to have been developed with input from experienced contract managers and therefore should be efficient, relevant and measurable. Over the project lifecycle, reporting requirements may be reviewed to ensure reports remain needed and relevant.
Appendix C contains further information on preparing service delivery phase reports.