Reporting Requirements of Concessionaire

The Concessionaire,

Subject: Request for Submission of Audited Annual Accounts-Reg.

Dear Sir,

1. According to clause 28.1 of the CA, the concessionaire shall keep full records of all the Project Highway debts, as well as all the O&M costs and other costs that came from the Project Escrow Account.
2. They must also give copies of these records to the concessionaire’s statutory auditors within 120 days of the end of each accounting year that they relate to during the concession period.
3. Under this agreement, such audited accounts shall form the basis for various payments by either party.
4. Within one week of publication, the concessionaire shall also furnish a certified copy of the audited accounts and annual report published by the company under the applicable laws.
5. In accordance with Clause 28.3 of the Concession Agreement, the Concessionaire is required to submit a statement, duly audited by its Statutory Auditors, on or before the fifteenth day of May each year.
6. This statement should provide summarised information on anniversaries derived from the Project Highway. The Highway Authority may reasonably require additional information as well.

In this regard, you are hereby NOTIFIED to comply with the requirements of Clauses 28.1 and 28.3 of the Concession Agreement and furnish to the Highway Authority audited annual accounts without fail as a routine.

Thank you, and we assure you of our best service at all times.

The Concessionaire,

Subject: Request for Submission of Valid Insurance Policies-Reg

Dear Sir,

1. Article XXVII, Clause 27.3 of the CA mandates that the concessionaire maintains all insurance with the insurer or reinsurers on terms that align with good industry practice.
2. The concessionaire must provide the Highway Authority with copies of the insurance certificates and policies signed by an authorized insurer representative. Within thirty days of acquiring any insurance coverage, the concessionaire must submit all premium payment receipts from every insurance provider.
3. The Highway Authority will not cancel, change, or renew such insurance until at least 45 (five) days have passed since receiving written notice of such cancellation or non-renewal.

In this regard, you are hereby NOTIFIED to comply with the requirements of Clause 27.3 of the Concession Agreement and furnish to the Highway Authority copies of certificates of insurance, copies of the insurance policies signed by and authorised representatives of the insurer, and copies of all premia payment receipts in respect of such insurance received from each insurance carrier.

Thank you, and we assure you of our best service at all times.

The Concessionaire,

Subject: Request for Submission of the Escrow Account Statement—Reg

Dear Sir,

1. The concessionaire’s reporting requirements during the operation phase are defined in Schedule X, Part B of the CA.
2. Under these provisions, the concessionaire is required to submit a monthly escrow account report.
3. The report submission is within 5 days of the end of each month. Which falls within the operation period.
4. The concessionaire has to provide a one number of copy of the report to the Highway authority and the independent Engineer. The report will contain a summary of the payment receipts and payments from the escrow account for the month ended.
5. Furthermore, in accordance with Clause 25.2.1 of the Concession Agreement, you must provide the fund appropriation details for the funds used for O&M activities in the reporting month.

In this regard, you are hereby NOTIFIED to comply with the reporting requirements of Schedule X, Part B of the CA, and furnish the same to the Highway Authority.

Thank you, and we assure you of our best service at all times.

[Insert the name of the authorised person].

To

The Concessionaire,

Subject: Request for submission of the Complaint Register and the Action Taken Report.

Dear Sir,

The concessionaire’s reporting requirements during the operation phase are defined in Schedule X-Part B of the concession agreement.

The concessionaire is required to report the number and type of complaints received from the users and others in respect of the project highway and the conduct of operations.

In accordance with the concession agreement provision, you must promptly submit the Compliant Register and the steps you’ve taken to resolve the issue in the Monthly Operation and Maintenance Reports.

Thank you, and we assure you of our best service at all times.

[Yours Sincerely,]

[Insert the name of the authorised person].

To

The Concessionaire,

Subject: Request for Accident Report Submission no later than 7 days following the occurrence.

Dear Sir,

According to Clause 5, Schedule-X, Part B (Operation Phase) of the Concession Agreement, you must submit the Accident Reports as soon as possible and, in any case, no later than 7 days after any accident on the Project Highway that results in a fatality, serious personal injury, or substantial property damage.

The concessionaire shall investigate the circumstances of such an accident and submit to the authority and independent consultant a report setting out details of such an accident and, to the extent they are known, the causes of such an accident.

The concessionaire is required to promptly report any additional details of an accident or its causes to the authority and/or an independent consultant as soon as they become known.

We hereby expressly instruct you to strictly adhere to the requirements of Clause 5, Schedule X, Part B (Operation Phase) of the Concession Agreement.

Thank you, and we assure you of our best service at all times.

[Yours,]

[Insert the name of the authorised person].