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CITY OF EVERETT SPECIAL PROVISIONS <br /> <br />Water Main Replacement “Y” – Ph 1 Div 1 – GENERAL REQMTS March 2024 <br />Work Order No. UP 3814 SP-138 <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 <br />all 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 <br />a 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. <br />The Contractor and its Subcontractors shall provide adequate facilities acceptable to <br />the City for the audit during normal business hours. The Contractor and all <br />Subcontractors shall 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 />8. 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 />17. Cash disbursements journal. <br />18. Financial statements for all years reflecting the operations on this Contract. In <br />addition, the City may require, if it deems appropriate, additional financial <br />statements for three years preceding execution of the Contract and three <br />years following Final Acceptance of the Contract. <br />19. Depreciation records on all company equipment whether these records are <br />maintained by the company involved, its accountant, or others. <br />20. If a source other than depreciation records is used to develop costs for the <br />Contractor’s internal purposes in establishing the actual cost of owning and <br />operating equipment, all such other source documents that support the <br />amount of damages as to each Contract Claim. <br />21. Worksheets or software used to prepare the Contract Claim establishing the <br />cost components for items of the Contract Claim including but not limited to <br />labor, benefits and insurance, materials, equipment, Subcontractors, all <br />documents that establish the time periods, individuals involved, the hours for <br />the individuals, and the rates for the individuals.