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I <br /> CITY OF EVERETT SPECIAL PROVISIONS <br /> City during the Project and for a period of not less than six years after the date of Final <br /> Acceptance of the Contract. The Contractor shall retain these records for that period. <br /> ' The Contractor shall also guarantee that Project records of Subcontractors, suppliers, <br /> and lower tier subcontractors, including, but not limited to, the wage, payroll, and cost <br /> records, shall be retained and open to similar inspection or audit for the same period of <br /> time. The audit may be performed by employees or representatives of the City or by an <br /> auditor chosen by the City. The Contractor, Subcontractors, or lower tier subcontractors <br /> shall provide adequate facilities, reasonably acceptable to auditor, for the audit during <br /> normal business hours. The Contractor, Subcontractors, or lower tier subcontractors <br /> 1 shall make a good faith effort to cooperate with the auditors. If an audit is to be <br /> commenced more than 60 calendar days after the Final Acceptance date of the Contract, <br /> the Contractor will be given 20 calendar days' notice of the time when the audit is to <br /> begin. If any litigation, claim, or audit arising out of, in connection with, or related to this <br /> Contract is initiated, the Project records shall be retained until the later of(a) completion <br /> of litigation, claim, or audit or (b) six years after the date of Final Acceptance. <br /> 1-09.12(2) Claims <br /> All Contract Claims filed against the City shall be subject to audit at any time following <br /> the filing of the Contract Claim. Failure of the Contractor, Subcontractors, or lower tier <br /> ' subcontractors to maintain and retain sufficient records to allow the auditors to verify all <br /> or a portion of the Contract Claim or to permit the auditor access to the books and <br /> records of the Contractor, Subcontractors, or lower tier subcontractors shall constitute a <br /> ' waiver of a Contract Claim and shall bar recovery in connection with the Contract. <br /> 1-09.12(3) Required Documents for Audits <br /> An audit may be performed by employees of the City or a representative of the City. The <br /> Contractor and its Subcontractors shall provide adequate facilities acceptable to the City <br /> for the audit during normal business hours. The Contractor and all Subcontractors shall <br /> cooperate with the City's auditors. <br /> As a minimum, the auditors shall have available to them the following documents: <br /> 1. Daily time sheets and supervisor's daily reports. <br /> ' 2. Collective Bargaining Agreements. <br /> 3. Insurance, welfare, and benefit records. <br /> 4. Payroll registers. <br /> 5. Earnings records. <br /> 6. Payroll tax forms. <br /> 7. Material invoices and requisitions. <br /> i8. Material cost distribution worksheet. <br /> 9. Equipment records (list of company equipment, rates, etc.) <br /> 10.Vendors', rental agencies', Subcontractors' and lower tier subcontractors' <br /> invoices. <br /> 11. Contracts between the Contractor and each of its Subcontractors, and all <br /> lower tier subcontractor contracts and supplier contracts. <br /> 12. Subcontractors' and lower tier subcontractors' payment certificates. <br /> 13. Canceled checks, including payroll and vendors. <br /> 14. Job cost reports, including monthly totals. <br /> 15. Job payroll ledger. <br /> 16. General ledger. <br /> Watermain Replacement"U" Division 1 —GENERAL REQUIREMENTS October 1, 2019 <br /> WO No—UP3698 SP—123 <br />