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CITY OF EVERETT SPECIAL PROVISIONS <br />LS47-Beverly Lake Sewer Replacement Division 1 – GENERAL REQUIREMENTS January 30, 2025 <br />WO No – UP3529 SP – 134 <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 />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 />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. <br />In addition, the City may require, if it deems appropriate, additional financial