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I <br /> CITY OF EVERETT SPECIAL PROVISIONS <br /> time. The audit may be performed by employees or representatives of the City or by <br /> an auditor chosen by the City. The Contractor, Subcontractors, or lower tier <br /> subcontractors shall provide adequate facilities, reasonably acceptable to auditor, for <br /> the audit during normal business hours. The Contractor, Subcontractors, or lower tier <br /> subcontractors shall make a good faith effort to cooperate with the auditors. If an audit <br /> is to be commenced more than 60 calendar days after the Final Acceptance date of the <br /> Contract, the Contractor will be given 20 calendar days' notice of the time when the <br /> audit is to begin. If any litigation, claim, or audit arising out of, in connection with, or <br /> related to this Contract is initiated, the Project records shall be retained until the later of <br /> (a) completion of litigation, claim, or audit or (b) six years after the date of Final <br /> Acceptance. <br /> 1 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 /> 1 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 <br /> Water Main Replacement"S" Division 1 -GENERAL REQUIREMENTS January 29, 2018 <br /> WO No-UP3664 SP-121 <br /> I <br />