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<br />" <br /> <br />t <br /> <br />the City elects to generate notices) the notices would be charged the same rate as the <br />second notices. <br /> <br />(*3) No charge for 30 hearings per month. <br /> <br />(*4) During the term of this agreement, special letters may be included as directed by the <br />City. Special letters are custom letters that follow up processing. An example would be <br />letters that inform the violator of habitual violations. CONSULTANT will not <br />implement processing special letters without the written request of the City. <br /> <br />5.2 Postal increases. If the United States Postal Service increases the cost of first class mail <br />postage, CONSULTANT may request that City approve an adjustment to the fees set forth above <br />to offset the increased costs of mailing Delinquency Notices. Any such request by <br />CONSULTANT shall be in writing and may be approved, in the City's sole discretion, by the <br />City Manager. <br /> <br />5.3 Requests for Archived Electronic Media. CONSULTANT shall charge $50.00 for each <br />request by City for archived data or reports in electronic format. <br /> <br />5.4 Invoice. Consultant shall invoice City each month for services rendered pursuant to this <br />Agreement during the previous month. City shall review such invoice and, if acceptable, shall <br />remit payment therefore within 30 days, subject to City accounting procedures. <br /> <br />6.0 DATA RETENTION POLICY <br /> <br />6.1 Electronic Data Files. Electronic data maintained by CONSULTANT and related to <br />citations which have been closed (by payment or any other means) for at least 12 months and <br />which were issued at least 18 months prior to removal, shall be removed from CONSULTANT's <br />electronic system and archived in July of each year. Data archived from CONSULTANT's <br />system shall be retained by CONSULTANT in electronic media for 24 months following the <br />date of archival. CONSULTANT shall provide to the City a copy of such data in electronic <br />format upon request by the City. The cost for this service is specified in Section 5.3 of this <br />Agreement. <br /> <br />6.2 Hard Copy Data. At no cost to the City, CONSULTANT shall return hard copy files to <br />the City in January and July of each year for the six-month period commencing one year prior to <br />delivery of the hard copy files. For example, hard copy files delivered to CONSULTANT <br />during the period of January to June shall be returned to the City the following January. Hard <br />copy files shall include all original citations and payment receipts. CONSULTANT will also <br />provide computer generated citation data for citations on the system provided they have not been <br />archived to magnetic media. <br /> <br />12 <br />