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1 <br /> CITY OF EVERETT SPECIAL PROVISIONS <br /> retained until the later of (a) completion of litigation, claim, or audit or (b) six years after <br /> 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 I <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 lower <br /> 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. I <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 3 years preceding execution of the Contract and 3 years <br /> following Final Acceptance of the Contract. <br /> 19. Depreciation records on all company equipment whether these records are I <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 amount <br /> of damages as to each Contract Claim. <br /> Water Main Replacement"Q" Division 1 —GENERAL CONDITIONS July 8, 2016 <br /> -Broadway <br /> WO No.—UP3612 SP-120 <br /> I <br />