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In instances where the actual costs of the administration or processing of any application, approval, or permit are in excess of or will exceed the fee amount established pursuant to section 2.1.1, the Director, in the Director’s discretion, may require an applicant or permittee to pay a sum in excess of the subject fee amounts. This additional sum shall be sufficient to recover actual costs that the Department incurs and shall be charged on a time and materials basis. The Director also may charge for any time and materials costs that other agencies, boards, commissions, or departments of the City incur in connection with the processing or administration of a particular application, approval, or permit. Whenever additional fees are or will be charged, the Director, upon request of the applicant or permittee, shall provide in writing the basis for the additional fees or an estimate of the additional fees to be charged.