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d.City agrees to reimbw-se Attorneys for out-of-pocket expenses,including but not <br />limited to,mileage,copying costs,service of process,and mail services authorized by the City <br />Attorney in connection with the performance of duties under this Agreement.ln-house printing, <br />copying,and reproduction charges will be reimbursed at the rate of 20 cents per page.The City will <br />not reimburse Attorneys for Lexis,Westlaw or other paid legal research subscription services for <br />ordinary legal research.However,the City will reimburse Attorneys for extraordinary legal <br />research costs related to a complex legal matter or assignment,if pre-approved in writing by the <br />City Attorney.The City will not reimburse Attorneys for ordinary document management systems <br />used for discovery purposes unless such technology is deemed necessary by the City Attorney and <br />if pre-approved in writing by City Attorney.Attorneys agree to directly pay for vendors, <br />consultants,or experts,and then seek reimbursement from the City.Attorneys agree to seek <br />authorization from City Attorney before retaining experts and consultants.Automobile travel will <br />be reimbursed at the standard mileage rate in effect at the time of billing by the Internal Revenue <br />Service.Any costs in excess of $5,000 require City Attorney approval prior to incurring the expense. <br />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 />perfonned and fees incurred. <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 di.rection 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 <br />a.Attorneys agree to keep the City Attorney,and any other person(s)designated by the <br />City Attorney,informed of significant events in the Actions,including but not limited <br />to trial/hearing date,party deposition dates,filing of motions for summary judgment <br />or other significant motions,hearing date for motion for summary judgment or other <br />significant motions,settlement conference date,and mediation date. <br />b.For litigated matters,Attorneys also agree to provide the following reports: <br />2