Guidance

05. User guide for interim contract report (higher value £50 million or more)

This user guide, template and glossary are discontinued since the launch of the new DefCARS on 15 March 2017 and are therefore for reference purposes only.

• From: Single Source Regulations Office
• Published: 1 April 2016
• Last updated: 9 January 2017 — See all updates

Documents

Interim contract report template

MS Excel Spreadsheet, 1.45 MB

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User guide for interim contract report

PDF, 238 KB, 14 pages

Interim contract report glossary of terms

PDF, 158 KB, 8 pages

Details

The interim contract report is used to provide timely information between the start and end of the contract in a manner that can be compared with the contract notification report and the contract completion report.

The interim contract report (ICR) is used to provide timely information between the start and end of the contract in a manner that can be compared with the contract notification report and the contract completion report.

The ICR (higher value) is only applicable for qualifying defence contracts or qualifying subcontracts with a contract value of £50,000,000 or more.

The report is used to track actual and forecast costs and deliverables. It is split in the same way as the contract notification report to allow direct comparison over the life of the contract. As the ICR is completed during the life of the contract it captures actual cost and performance as well as forecast until the end of the contract. The ICR contains analysis of the cost recovery bases, use of the risk contingency and forecast profit. The report records the following information:

• a list of key deliverables as specified in the contract, with a brief description and the associated output metrics;
• an annual profile of the following elements that were used in determining the contract price and the actual costs incurred and forecasted:
  • any risk contingency element;
  • planned profit;
  • profit resulting from any adjustments
  • costs split by defined pricing structure
  • total amount of Allowable Costs (non-recurring) split by defined pricing structure; and
  • the amount of each cost recovery base set out in the contract reporting plan.
• variance analysis between the annual profile of the estimated cost and the actual cost and an assessment of forecast final payments; and
• a list of all payments exceeding £1 million or 1 per cent of the contract value, the payment amount and the date of payment and currency.

The contractor must provide an interim contract report for the qualifying defence contract within two months after the agreed reporting date. The reporting date is to be agreed with the MOD and there are a number of defaults in place as follows:

• the reporting date may be no more than three years after the date of contract being let; or
• if no agreement between contractor and Secretary of State the date will be 12 months after the last day of the calendar quarter during which the initial reporting date fell.

Published 1 April 2016
Last updated 9 January 2017 + show all updates

1. 9 January 2017

   Version 3 of report template published to update some cell formatting and formulas

2. 17 October 2016

   Version 3 of user guide published

3. 1 April 2016

   First published.