Common use of Access to Accounting Records Clause in Contracts

Access to Accounting Records. (1) Contractor shall certify that all materials, equipment and labor charged to the City are accounted for and shall keep such full and detailed accounts as may be necessary for proper financial management under this Contract. (2) The Contractor shall retain, and shall provide the City and its representatives access, to all records, books of account, correspondence, instructions, shop drawings, receipts, vouchers, memoranda, and similar data and documentation pertaining to the Contract for a period of five (5) years following final payment, or earlier termination of the Contract, of for such longer period as may be required by law; however, if any litigation, claim or audit is commenced prior to the expiration of said five(5)-year period, then records shall be retained until all litigation, claims or audit findings have been completely terminated or resolved, without right of further appeal, or if Applicable Law requires a longer period, then the record shall be retained for such longer period. (3) From time to time during the performance of the work under the Contract, and for a period of five (5) years after the completion of the work under the Contract, the City may audit any and all aspects of the Contractor’s performance under the Contract, including but not limited to its billing and invoices. Representatives, agents or contractors of the City, including, without limitation, the City Controller may conduct audits. If requested by the City, the Contractor shall submit to the City all vouchers, records, reports, expenditures or fees incurred pursuant to the Contract. All books invoices, vouches, records, reports, cancelled checks and other materials are subject to inspection and review by the City, federal and state representatives, as may be applicable, or their designees, at the officers of the Contractor in the City or in another location with the City’s consent. (4) The Contractor shall cooperate with all City, state and federal inspections and reviews conducted in accordance with the provisions of the Contract. Such inspection and review of the Contractor’s work hereunder shall be in the sole discretion of the inspecting or reviewing entity. Such inspection or review may include, without limitation, review of staffing ratios and job descriptions, and meetings with any of the Contractor’s staff that are either directly or indirectly involved in providing all or any portion of the work hereunder. The Contractor shall make available within the City at reasonable times during the performance of work hereunder and for period set forth above in this paragraph, all records pertaining to the Contract for the purpose of inspection, audit or reproduction by any authorized representative of the city (including any agent or contractor and the City Controller), the Commonwealth Auditor General, and any other federal or state auditors, as may be applicable, at no additional cost to the City.