Common use of Reports and Record Keeping Clause in Contracts

Reports and Record Keeping. 11.3.1. In addition to its obligations of the grant recipient shall comply with section 16 of the Social Housing Act and the Regulations. The Grant Recipient shall comply with the obligations set out hereinunder: 11.3.2. The Grant Recipient shall provide the SHRA, by no later than the 5th Business Day of each month, with a written monthly performance report in relation to the preceding month which shall include: - 11.3.2.1. An updated progress report in the form set out in Annexure "C1"; 11.3.2.2. An updated financial report in the form set out in Annexure "C2", accompanied by the most recent copy of the Project Operational Bank Account Statement; 11.3.2.3. Where required, a notification of achievement of a key milestone being Conditions Precedent, Financial Closure, and submission of draft Tenant and Maintenance Plans in the form of Annexure "C3"; 11.3.2.4. Where required and by agreement with the SHRA, an updated Project Cost and Cash Flow Schedule in the form contemplated in Annexure "A9"; 11.3.2.5. Where required and by agreement with the SHRA, an updated Project Budget, as contemplated in Annexure "B7", together with an updated Project Financial Model demonstrating the continued financial viability of the Project; 11.3.2.6. The Tenant Audit Schedule setting the number of Units occupied in the Project at that date and any other information that the SHRA and the Province may reasonably request to form part of the monthly Tenant Audit Schedule, in the form contemplated in Annexure "C4"; 11.3.2.7. Updated Job Creation and B-BBEE Statistics relating to the Project, in the form contemplated in Annexure “C6”. 11.3.3. The Grant Recipient shall provide the SHRA and the Province, by no later than the 30th of each Month, in relation to that Month, the copies of the following: 11.3.3.1. design, technical site and/or Project meetings minutes, as contemplated in Annexure "D1"; 11.3.3.2. monthly progress reports from the professional team members and Contractors, as contemplated in Annexure "D2" and a copy of the progress report as contemplated in Annexure “C1”; 11.3.3.3. monthly cost reports by the quantity surveyor, as contemplated in Annexure "D3"; 11.3.3.4. health and safety audits, as contemplated in Annexure "D4"; 11.3.3.5. environmental audits, as contemplated in Annexure "D5"; 11.3.3.6. all quality reports by Consultants, as contemplated in Annexure "D6"; 11.3.3.7. any information or documentation which the SHRA may request, as contemplated in Annexure “D7”. 11.3.4. The Grant Recipient shall provide the Project Review Consultant with the following: 11.3.4.1. Copies of all Invoices to the Grant Recipient to prove actual expenditure in respect of the Project, as contemplated in Annexure "E1", together with the monthly Project Operational Bank Statements; 11.3.4.2. Tenant audit schedule, as contemplated in Annexure “E2”; 11.3.4.3. Copies of any documents and/or records which the SHRA may request, including financial records, maintenance records, supply invoices and similar documentation, which may reasonably be necessary for the SHRA to satisfy itself of the Grant Recipient's compliance with its obligations in terms of Applicable Legislation and this Agreement, as contemplated in Annexure "E3". 11.3.5. Where the documents referred to above are not required or are provided by the Grant Recipient on a monthly basis, and/or in respect of any other information requested by the SHRA, the Grant Recipient shall furnish such documents and such information within 5 Business Days of receipt of the relevant request. 11.3.6. The Grant Recipient shall keep at its head office originals of all document material to the implementation of the Project and all documents evidencing its expenditure in terms of this Agreement. 11.3.7. The Grant Recipient shall ensure that all licences, permits, registrations and approvals required in terms of all Applicable Legislation shall remain valid and in force for the duration of this Agreement. 11.3.8. The Grant Recipient shall advise the SHRA immediately of any change in key personnel involved in the implementation of the Project and shall further advise the SHRA as soon as it is reasonably known to the Grant Recipient that any one or more of the objectives of the Project may not be achieved timeously or at all. 11.3.9. In addition to any obligations in this Agreement with regard to the keeping of any records, where any communication amongst the Parties is required to be in writing, the Parties shall retain records of such communication for the duration of this Agreement and for 3 (three) years thereafter. Where communication is not in paper form, then Parties, exercising reasonable judgment as to the importance of the information contained in such communication, shall be required to convert such information into paper form and retain it in terms of this clause 11.3.8. above.

Reports and Record Keeping. 11.3.1. In addition to its obligations of the grant recipient shall comply with section 16 of the Social Housing Act and the Regulations. The Grant Recipient shall comply with the obligations set out hereinunder: 11.3.2. The Grant Recipient shall provide the SHRA, by no later than the 5th Business Day of each month, with a written monthly performance report in relation to the preceding month which shall include: - 11.3.2.1. An updated progress report in the form set out in Annexure "C1"; 11.3.2.2. An updated financial report in the form set out in Annexure "C2", accompanied by the most recent copy of the Project Operational Bank Account Statement; 11.3.2.3. Where required, a notification of achievement of a key milestone being Conditions Precedent, Financial Closure, and submission of draft Tenant and Maintenance Plans in the form of Annexure "C3"; 11.3.2.4. Where required and by agreement with the SHRA, an updated Project Cost and Cash Flow Schedule in the form contemplated in Annexure "A9"; 11.3.2.5. Where required and by agreement with the SHRA, an updated Project Budget, as contemplated in Annexure "B7B8", together with an updated Project Financial Model demonstrating the continued financial viability of the Project; 11.3.2.6. The Tenant Audit Schedule setting the number of Units occupied in the Project at that date and any other information that the SHRA and the Province may reasonably request to form part of the monthly Tenant Audit Schedule, in the form contemplated in Annexure "C4"; 11.3.2.7. Updated Job Creation and B-BBEE Statistics relating to the Project, in the form contemplated in Annexure “C6”. 11.3.3. The Grant Recipient shall provide the SHRA and the Province, by no later than the 30th of each Month, in relation to that Month, the copies of the following: 11.3.3.1. design, technical site and/or Project meetings minutes, as contemplated in Annexure "D1"; 11.3.3.2. monthly progress reports from the professional team members and Contractors, as contemplated in Annexure "D2" and a copy of the progress report as contemplated in Annexure “C1”; 11.3.3.3. monthly cost reports by the quantity surveyor, as contemplated in Annexure "D3"; 11.3.3.4. health and safety audits, as contemplated in Annexure "D4"; 11.3.3.5. environmental audits, as contemplated in Annexure "D5"; 11.3.3.6. all quality reports by Consultants, as contemplated in Annexure "D6"; 11.3.3.7. any information or documentation which the SHRA may request, as contemplated in Annexure “D7”. 11.3.4. The Grant Recipient shall provide the Project Review Consultant with the following: 11.3.4.1. Copies of all Invoices to the Grant Recipient to prove actual expenditure in respect of the Project, as contemplated in Annexure "E1", together with the monthly Project Operational Bank Statements; 11.3.4.2. Tenant audit schedule, as contemplated in Annexure “E2”; 11.3.4.3. Copies of any documents and/or records which the SHRA may request, including financial records, maintenance records, supply invoices and similar documentation, which may reasonably be necessary for the SHRA to satisfy itself of the Grant Recipient's compliance with its obligations in terms of Applicable Legislation and this Agreement, as contemplated in Annexure "E3". 11.3.5. Where the documents referred to above are not required or are provided by the Grant Recipient on a monthly basis, and/or in respect of any other information requested by the SHRA, the Grant Recipient shall furnish such documents and such information within 5 Business Days of receipt of the relevant request. 11.3.6. The Grant Recipient shall keep at its head office originals of all document material to the implementation of the Project and all documents evidencing its expenditure in terms of this Agreement. 11.3.7. The Grant Recipient shall ensure that all licences, permits, registrations and approvals required in terms of all Applicable Legislation shall remain valid and in force for the duration of this Agreement. 11.3.8. The Grant Recipient shall advise the SHRA immediately of any change in key personnel involved in the implementation of the Project and shall further advise the SHRA as soon as it is reasonably known to the Grant Recipient that any one or more of the objectives of the Project may not be achieved timeously or at all. 11.3.9. In addition to any obligations in this Agreement with regard to the keeping of any records, where any communication amongst the Parties is required to be in writing, the Parties shall retain records of such communication for the duration of this Agreement and for 3 (three) years thereafter. Where communication is not in paper form, then Parties, exercising reasonable judgment as to the importance of the information contained in such communication, shall be required to convert such information into paper form and retain it in terms of this clause 11.3.8. above.