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i. In-house printing, copying, and reproduction charges will be reimbursed at the <br />rate of 20 cents per page. <br />ii. The City will not reimburse Attorneys for Lexis, Westlaw or other paid legal <br />research subscription services for ordinary legal research. However, the City will reimburse <br />Attorneys for extraordinary legal research costs related to a complex legal matter or assignment <br />and if pre -approved in writing by the City Attorney. <br />iii. The City will not reimburse Attorneys for ordinary document management <br />systems used for discovery purposes unless such technology is deemed necessary by the City <br />Attorney and if pre -approved in writing by City Attorney. <br />iv. Attorneys agree to directly pay for vendors, consultants, or experts, and then <br />seek reimbursement from the City. <br />V. Attorneys agree to seek written authorization from City Attorney before <br />retaining experts and consultants. <br />vi. Automobile travel will be reimbursed at the standard mileage rate in effect at <br />the time of billing by the Internal Revenue Service. <br />vii. Any costs in excess of $5,000 require City Attorney approval prior to incurring <br />the expense. All expenses must have supporting documentation submitted with the invoice. <br />3. METHOD OF PAYMENT Attorneys shall submit a monthly statement specifying the <br />services performed, dates and number of hours, and an itemization of expenses related thereto with <br />supporting documentation (i.e. receipts, invoices, copy of check, etc.). City acknowledges that the <br />fees incurred for work performed by Attorneys on its behalf are due and owing within 30 days of <br />the work being performed. At Attorneys' discretion, they may choose to defer payment. <br />Notwithstanding this, City agrees that it shall tender payment within 30 days of written demand <br />by Attorneys for payment. Unless expressly stated thereon, monthly statements generated by <br />Attorneys shall not constitute written demand, but shall simply be a written reflection of work <br />performed and fees incurred. City will not pay interest on unpaid monthly statements. <br />4. CONTROL OF LEGAL MATTERS Attorneys agree that each and every matter or <br />proceeding in which they undertake to assist the City Attorney, as aforesaid, shall be and remain <br />under, and subject to the control and direction of said City Attorney at all stages, and that they shall <br />at all times keep the City Attorney informed of all matters pertaining thereto. City will keep Attorneys <br />informed of all significant developments in matters relating to any representation undertaken by <br />Attorneys. Attorneys further agree, if and when their retention hereunder is terminated by City, as <br />hereinafter specified, they shall return to City Attorney any and all files then in their possession <br />concerning each and every matter or proceeding in which they represented the City pursuant to this <br />Agreement. <br />5. REPORTING REQUIREMENTS Attorneys agree to keep the City Attorney, and any other <br />person(s) designated by the City Attorney, informed of significant events in the Actions, including <br />but not limited to trial date, filing of motions for summary judgment, hearing date for motion for <br />summary judgment, settlement conference date, and mediation date. Attorneys also agree to provide <br />the following reports: <br />a. 45 day initial evaluation of case and budget; and <br />b. Pre-trial report 90 days before trial; <br />2 <br />