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11)Consultant agrees to permit duly -authorized agents and employees of the City <br />to review such records. <br />12)Consultant shall maintain all books, documents, papers, accounting records, <br />and other evidence pertaining to the fees paid under this Agreement. <br />Consultant will make materials available at their offices at reasonable times and <br />notice, during the period of the Agreement and for three (3) years after date of <br />final payment under they Agreement for inspection by the City or by any other <br />governmental entity or Department participating in the funding of the <br />Agreement, or any authorized agents thereof. <br />13)Consultant's documents shall not be used, duplicated, or disclosed to any other <br />third partywithout written permission, unless such disclosure is required by law. <br />Consultant shall not be required to create or maintain books and records not <br />required in the ordinary course of Consultant's business operations, nor will the <br />Consultant be required to disclose any information, including but not limited to <br />product cost or pricing data, which Consultant considers confidential or <br />proprietary. <br />14)Any Agreement changes which are mutually agreed upon by and between the <br />parties shall be incorporated in written amendments to the Agreement. <br />15)lf the circumstances on a particular hearing and/or court proceeding warrant <br />the presence of a competent and knowledgeable representative of the <br />Consultant, the City may request and contractor shall provide such <br />representative, at the rates provided in Exhibit A and upon proper HIPAA <br />release. <br />Additionally, as part of the medical services review program, Consultant shall: <br />o Maintain a network of qualified and trained medical providers and.medical <br />specialists for necessary exams; <br />o Orient City staff in the legal/medical/risk management and human resources <br />aspects of Consultant services; <br />o Communicate directly with applicants to obtain the confidential medical <br />information that is needed for clearance for a particular job; <br />o Manage all bill review functions for the medical exams performed by clinics; and, <br />o Provide access for City staff to Consultant's tracking system. <br />Depending on job classification, pre-employment and pre -assignment medical <br />examination processes may include: job profile review; review of medical history; <br />check vital signs; detailed vision exam, including check of near/far/peripheral vision, <br />Ishihara 14 and primary color; audiogram (if classification has specific occupational <br />noise exposure or critical hearing demands); chest x-ray; EKG or treadmill stress <br />EKG; Spirometry; chem panel 20; CBC w/diff; dipstick UA, or UA w/Micro (to lab); <br />venipuncture & collection. <br />Individual medical exams, such as post exposure, fit for duty, or other examinations, <br />as needed, may include one or more of the following (*See Exhibit A): <br />Agreement between City of Santa Ana and Concentra <br />25E-37 <br />