PHOENIX GROUP INFORMATION SYSTEMS 2 -2005

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