AgdaPkt 2018-03-26 Joint SA PFA - Laserfiche WebLink

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REV: 03-16-18 MI ATTY/AGR/2018.054/RECOLOGY OF SAN MATEO Page 75 of 119 necessary to evaluate reports, compensation applications, Contractor’s performance, 3090 or other matters related to this Agreement. 3091 C. Retention of Records. Unless otherwise herein required, Contractor shall retain all 3092 records and data required to be maintained by this Agreement for the Term plus at 3093 least five (5) years after expiration or early termination of the Agreement. Records, 3094 and data shall be in a chronological and organized form and readily and easily 3095 interpreted. At the Agency’s request, records and data required to be retained shall 3096 be retrieved in a timely manner (which shall not exceed more than ten (10) Business 3097 Days unless Contractor obtains prior written approval from the Agency) by Contractor 3098 and made available to the Agency. 3099 Contractor shall maintain copies of all Billings and Billing Collections (e.g., Customer 3100 payments) records or copies of Billing summary reports (that document all Billings 3101 and Billing Collections for each Customer) for five (5) years, following the date of 3102 Billings, for inspection and verification by Agency. 3103 Records and data required to be maintained that are not specifically directed to be 3104 retained that are, in the sole opinion of the Agency, material to the determination of 3105 Contractor’s Compensation or Rates or to determination of Contractor's performance, 3106 shall be retrieved by Contractor and made available to the Agency in a timely manner 3107 (which shall not exceed ten (10) Business Days unless Contractor obtains prior 3108 written approval from the Agency). When records and data are not retained or 3109 provided by the Contractor, the Agency may make reasonable assumptions regarding 3110 what information is contained in such records and data, and such assumption(s) shall 3111 be conclusive in whatever action the Agency takes. 3112 D. Record Security. Contractor shall maintain adequate record security to preserve 3113 records from events that can be reasonably anticipated such as a fire, theft, and an 3114 earthquake. Electronically-maintained data and/or records shall be protected, 3115 backed up, and stored at a separate site from the original data. 3116 9.03 RECORD KEEPING REQUIREMENTS 3117 A. Maintenance of Financial and Operational Records 3118 1. General. In order to effectuate Contractor’s Compensation pursuant to Article 3119 11, it is necessary for Contractor to maintain accurate, detailed financial and 3120 operational information in a consistent format and to make such information 3121 available to the Agency and the SBWMA in a timely fashion. 3122 2. Contractor's Accounting Records. Contractor shall maintain accurate and 3123 complete accounting records containing the underlying financial and operating 3124 data relating to, and showing the basis for computation of, all costs associated 3125 with providing services under this Agreement. The accounting records shall be 3126 prepared in accordance with Generally Accepted Accounting Principles (GAAP) 3127 consistently applied. 3128 B. Collection Service Records 3129 Records shall be maintained and retained by Contractor for Agency relating to: 3130 1. Customer and Billing information including, but not limited to, the following for 3131 each Customer. 3132 6.2.B. - Page 88