BPM007007 Solicitation Attachment Government Relation Services.docx
DOCX document 197 KB Posted
- Attached to
- Master Agreement AZ|CTR077916
- Contract number
- CTR077916
- Issued by
- Arizona
About this file
This is a Request for Proposal (RFP) for Government Relations Services issued by the Arizona Department of Education (ADE), located in Phoenix, Arizona. The solicitation (No. BPM007007) seeks a contractor to provide comprehensive government relations support, with a focus on legislative advocacy, tracking, and representation of the department's interests at the state and potentially federal levels.
The contract requires the selected vendor to provide personnel equivalent to two full-time employees who will develop and maintain external governmental relationships, track and analyze proposed legislation, serve as a liaison between ADE and various legislative and governmental entities, and effectively communicate the department's positions to lawmakers and stakeholders. The pricing structure allows for itemized rates for lead consultant, support staff, and additional services such as legislative tracking, hearing attendance, and ad hoc reporting. The RFP includes multiple attachments detailing submission requirements, references, pricing sheets, and compliance certifications, with a focus on representing ADE's legislative priorities and raising academic outcomes.
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Solicitation Attachments
Solicitation No. BPM007007 Government Relations Services Arizona Department of Education 1535 W. Jefferson Street Phoenix, AZ 85007
PROPOSAL REQUIREMENTS 2
ATTACHEMENT I – QUESTIONNAIRE 3
ATTACHMENT II – OFFEROR’S REFERENCES 5
ATTACHMENT III – PRICE SHEET………………………………………………………………….6
ATTACHMENT IV – OFFER & ACCEPTANCE 7
ATTACHMENT V – CONFORMANCE STATEMENTS (DEVIATIONS AND EXCEPTIONS)…8
ATTACHMENT VI – CONFORMANCE STATEMENTS – ATTACHMENT SUPPLEMENT……9
ATTACHMENT VII – CONFIDENTIAL/PROPRIETARY SUBMITTAL…………………………10
ATTACHMENT VIII – DESIGNATION OF CONFIDENTIAL, TRADE SECRET
& PROPRIETARY INFORMATION 11
ATTACHMENT IX – PARTICIPATION IN BOYCOTT OF ISRAEL……………………………..13
ATTACHMENT X – FORCED LABOR OF ETHNIC UYGHURS BAN………………………….15
EXHIBIT A – OFFEROR CHECKLIST 16
EXHIBIT B – CERTIFICATE OF LIABILITY INSURANCE FORM 17
Proposal Requirements
Government Relation Services Arizona Department of Education
This section contains instructions to Offerors on how to prepare their written responses to this RFP. If any relevant and material information is not provided, the offer may be rejected from consideration and evaluation. Proposals will be considered and evaluated based upon the Offeror’s full completion and response to the following, and any additional requirements herein, or stated in a separate Exhibit. Any proposal that does not adhere to these requirements may be deemed non-responsive and rejected on that basis.
The proposal should be organized and indexed in the following format and should contain, at a minimum, the items listed in the sequence indicated:
Attachment I – Questionnaire. (Page 3) Complete per the instructions stated on the form.
Attachment II – Offeror’s References. (Page 5) Complete per the instructions stated on the form.
Attachment III – Price Sheet. (Page 6) Complete per the instructions stated on the form.
Attachment IV – Offer and Acceptance. (Page 7) Complete per the instructions stated on the form.
Attachment V – Conformance Statements (Deviations and Exceptions) Form. (Page 8) Complete per the instructions on the form.
Attachment VI – Conformance Statements – Attachment Supplement. (Page 9) Complete per the instructions on the form.
Attachment VII – Confidential/Proprietary Submittals. (Page 10) Complete per the instructions on the form.
Attachment VIII – Designation of Confidential Form. (Page 11) Complete per the instructions on the form.
Attachment IX – Participation in Boycott of Israel. (Page 13) Complete per the instructions on the form.
Attachment X – Forced Labor of Ethnic Uyghurs Ban. (Page 15) Complete per the instructions on the form.
Sample Certificate of Liability Insurance. (Page 17)
Attachment I - Questionnaire
Government Relation Services Arizona Department of Education
Provide a detailed narrative response to each question below. Proposals without a detailed narrative to the questions below will receive a lower score during the evaluation. The narrative response shall address the following questions, in the order below, referencing the related section of the scope of work.
A. Method of Approach
1. Executive Summary
In a maximum of two (2) paragraphs, provide a summary that illustrates the steps you would take to assist the State of Arizona in meeting its needs as stated in the Scope of Work of the solicitation.
2. Describe the Offeror’s approach to developing and maintaining effective relationships with external governmental entities pursuant to Section 3.1 of the Scope of Work. How will these relationships support ADE’s vision of raising academic outcomes and empowering parents?
3. Describe the Offeror’s knowledge of and experience with ADE’s legislative agenda pursuant to Section 3.2 of the Scope of Work. In your response, include specific examples of past work involving ADE legislative priorities, policy development, and strategic guidance and policy analysis aligned with ADE’s legislative priorities.
4. Describe how the Offeror will represent and advocate for ADE’s interests with lawmakers and stakeholders, particularly on matters related to the state budget and legislative bills pursuant to Section 3.3 of the Scope of Work.
5. Describe how the Offeror will serve as a liaison between ADE and the Arizona Legislature, as well as with other assigned entities such as federal agencies, state agencies, and nonprofit organizations pursuant to Section 3.4 of the Scope of Work. What strategies will be used to ensure effective communication and coordination?
6. Describe the methods the Offeror will use to identify, track, and analyze proposed legislation and policy developments that may impact ADE pursuant to Section 3.5 of the Scope of Work.
7. Describe the Offeror’s experience and approach to representing clients at legislative meetings, hearings, and public forums pursuant to Section 3.6 of the Scope of Work. How will you ensure ADE’s interests and positions are effectively communicated?
8. Describe how the Offeror will ensure that ADE’s official positions and perspectives are clearly and accurately conveyed to legislators, agencies, and other stakeholders pursuant to Section 3.7 of the Scope of Work.
9. Describe the Offeror’s plan for working with designated ADE staff, including attending meetings and providing updates pursuant to Section 3.8 of the Scope of Work.
10. Describe the Offeror’s approach to responding to inquiries from ADE leadership and staff pursuant to Section 3.9 of the Scope of Work. How will you ensure timely and comprehensive status updates?
11. Describe the Offeror’s plan that demonstrates how you will fulfill the requirement to provide personnel equivalent to two (2) full-time employees pursuant to Section 3.10 of the Scope of Work. Include roles and responsibilities.
Attachment I - Questionnaire
Government Relation Services Arizona Department of Education
12. Describe the Offeror’s internal policies and procedures in place that ensures the work performed for ADE will be free of any conflicts of interest pursuant to Section 3.11 of the Scope of Work.
13. Describe how the Offeror will ensure compliance with Arizona Revised Statutes § 41-1231 et seq. for all individuals performing services under this contract pursuant to Section 3.12 of the Scope of Work.
14. Describe how the Offeror will remain flexible and responsive to additional duties pursuant to Section 3.13 of the Scope of Work. Provide examples of how the Offeror has adapted to evolving client needs in past engagements.
B. Experience, Capability, and Reliability
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15. Describe the Offeror’s experience providing government relations of lobbying services particularly in Arizona. Include examples of the scope of services provided and measurable outcomes achieved.
16. Describe a time the Offeror had to quickly adapt to a legislative or political change.
17. Provide resumes that identify the key individuals who will be assigned to this contract.
18. References At least three (3) verifiable professional references must be provided regarding services provided by the Offeror similar to those required under this Solicitation. (The Offeror should use the designated Attachment.) Please note: it is the responsibility of the Offeror to choose references that are willing to respond to ADE’s request for references. The failure of a reference to respond may negatively impact the consideration of your offer. Also, do not use any ADE employee, officer or agent as a reference.
19. Firm’s Experience and Expertise In a maximum of two (2) pages, provide a summary narrative of your firm’s experience and expertise relative to meeting the Scope of Work requirements specified in this solicitation. The entire solicitation response will be evaluated in addition to your response to this question.
Attachment II – Offeror’s References
Government Relation Services Arizona Department of Education
Offeror Name:
Provide (3) verifiable professional references, preferably within the past three years, in which a major role was played in providing service(s) similar in scope to that in this solicitation. The references should show the breadth of the individual or organization experience and demonstrated capabilities to support and manage the required service(s). Use a separate sheet for each reference.
Reference Information
Organization / Company Name:
Street Address
City/ST/Zip
Contact Information:
Contact Name Phone Number
Contact Email Address
Project Description
Estimated Cost:
Project Begin Date:
Project End Date:
Project Overview: (Include similar services performed as those required by this solicitation)
Attachment III – Price Sheet
Government Relation Services Arizona Department of Education
Offeror Name:
Offeror proposes to furnish all services and related materials for services as stated in the Scope of Work for the following. Offeror may use additional sheets if necessary but may not alter this form.
| Item No. |
| Description |
| Unit (e.g. Bi-Weekly, Monthly, Flat Rate) |
| Price |
| 1 |
| Government Relations – Lead Consultant |
| 2 |
| Government Relations – Support Staff |
| 3 |
| Legislative Tracking and Reporting |
(if applicable) Included/Separate
| 4 |
| Attendance at Legislative Hearings |
Included/Separate
| 5 |
| Ad Hoc Reports & Briefings |
Included/Separate
OR
| 6 |
| Government Relations: All-inclusive Cost |
*Instructions to Offerors:
· Complete all applicable fields.
· Rates submitted by the Offeror must cover all expenses related to delivering the service(s).
· If proposing alternate pricing structure, the Offeror must provide a justification and include a detailed cost breakdown that aligns with the pricing format specified in this RFP to allow for consistent evaluation.
**Payment for goods or services shall be made in full within thirty days after receipt of goods or services and a complete and accurate invoice for payment has been received by ADE including any required backup documentation. Advance payment shall not be made prior to goods or services being delivered.
Attachment IV – Offer and Acceptance
Government Relation Services Arizona Department of Education
OFFER
TO THE STATE OF ARIZONA:
The Undersigned hereby offers and agrees to furnish the material, service or construction in compliance with all terms, conditions, specifications and amendments in the Solicitation and any written exceptions in the offer. Signature also certifies Small Business status.
Company Name
Signature of Person Authorized to Sign Offer
Address
Printed Name
| City |
| State |
| Zip |
Title
Phone:
Fax:
Contact Email Address
By signature in the Offer section above, the Offeror certifies:
1. The submission of the Offer did not involve collusion or other anticompetitive practices.
2. The Offeror shall not discriminate against any employee or applicant for employment in violation of Federal Executive Order 11246, State Executive Order 2009-9 or A.R.S. §§ 41−1461 through 1465.
3. The Offeror has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted offer. Failure to provide a valid signature affirming the stipulations required by this clause shall result in rejection of the offer. Signing the offer with a false statement shall void the offer, any resulting contract and may be subject to legal remedies provided by law.
4. The Offeror certifies that the above referenced organization ___ IS/ ___ IS NOT a small business with less than 100 employees or has gross revenues of $4 million or less.
ACCEPTANCE OF OFFER
The Offer is hereby accepted.
The Contractor is now bound to sell the materials or services listed by the attached contract and based upon the solicitation, including all terms, conditions, specifications, amendments, etc., and the Contractor’s Offer as accepted by the State.
This Contract shall henceforth be referred to as Contract No________________________________________________.
The effective date of the Contract is ____________________________________________________.
The Contractor is cautioned not to commence any billable work or to provide any material or service under this contract until Contractor receives purchase order, contact release document or written notice to proceed.
State of Arizona Awarded this day of
| Rev 10-2013 |
| Procurement Officer |
Attachment V – Conformance Statements (Deviations and Exceptions)
Government Relation Services Arizona Department of Education
If taking exceptions, the relevant subsequent pages titled “Attachment Supplements” must be completed. Attach additional pages as needed.
STATE WILL NOT CONSIDER ANY EXCEPTIONS UNLESS DESIGNATED ON THIS FORM.
READ ALL INSTRUCTIONS TO OFFERORS BEFORE TAKING ANY EXCEPTIONS. OFFERS WITH EXCEPTONS MAY BE FOUND NOT SUSCEPTIBLE FOR AWARD UNDER A.A.C. R2-7-C311 OR RECEIVE LOWER SCORES DURING EVALUATION.
CONFORMANCE TO THE INSTRUCTIONS TO OFFERORS
Check one of the following:
| ☐ |
| YES – Offeror acknowledges that it has read and understands the Special Instructions to Offerors and Uniform Instructions to Offerors of the Solicitation Documents and attests that its Offer complies with both. |
| ☐ |
| NO – Offeror acknowledges that it has read and understands the Instructions to Offerors in the Solicitation Documents, and attests that its Offer complies with both EXCEPT FOR the exceptions listed in Attachment Supplement – Conformance Statements - Exceptions to Instructions. |
CONFORMANCE TO THE SCOPE OF WORK
Check one of the following:
| ☐ |
| YES – Offeror acknowledges that it has read and understands the Scope of Work Document and the Pricing Document of the Solicitation Documents and attests that its Offer complies with both. |
| ☐ |
| NO – Offeror acknowledges that it has read and understands the Scope of Work Document and the Pricing Document of the Solicitation Documents and attests that its Offer complies with both EXCEPT FOR the exceptions listed in Attachment Supplement – Conformance Statements - Exceptions to Scope of Work. |
CONFORMANCE TO THE CONTRACT TERMS AND CONDITIONS
Check one of the following:
| ☐ |
| YES – Offeror acknowledges that it has read and understands the Special Terms and Conditions and the Uniform Terms and Conditions, along with their respective Exhibits and Appendices of the Solicitation Documents and attests that its Offer complies with all. |
| ☐ |
| NO – Offeror acknowledges that it has read and understands the Special Terms and Conditions and the Uniform Terms and Conditions, along with their respective Exhibits and Appendices of the Solicitation Documents and attests that its Offer complies with all EXCEPT FOR the exceptions listed in Attachment Supplement – Conformance Statements - Exceptions to Contract Terms and Conditions. |
Offeror name
Signature of person authorized to sign
Attachment VI – Conformance Statements – Attachment Supplement
Government Relation Services Arizona Department of Education
Attachment Supplement – Conformance Statements – Deviations and Exceptions
| Article / paragraph or exhibit reference |
| RFP language (Copy and paste from Solicitation) |
| Alternate language and Rationale |
| X |
| X |
| Alternate language: X |
Rationale: X
| X |
| X |
| Alternate language: X |
| X |
| X |
| Alternate language: X |
Offeror name
Signature of person authorized to sign
Attachment VII – Confidential/Proprietary Submittals
Government Relation Services Arizona Department of Education
Confidential/Proprietary Submittals (mark one):
__________ No confidential/proprietary materials have been included with this offer
__________ Confidential/Proprietary materials included. Offerors should identify below any portion of their offer deemed confidential or proprietary (see Uniform Terms and Conditions, paragraph 19). Identification in this section does not guarantee that disclosure will be prevented but that the item will be subject to review by the Offeror and the ADE Representative prior to any public disclosure.
***Requests to hold the entire offer or price as confidential will result in the Offer being deemed Not Susceptible for Award***
Offeror name
Signature of person authorized to sign
Attachment VIII – Designation of Confidential, Trade Secret & Proprietary Information
Government Relation Services Arizona Department of Education
All materials submitted as part of a response to a solicitation are subject to Arizona public records law and will be disclosed if there is an appropriate public records request at the time of or after the award of the contract. Recognizing there may be materials included in a solicitation response that is proprietary or a trade secret, a process is set out in A.A.C. R2-7-103 (attached) that will allow qualifying materials to be designated as confidential and excluded from disclosure. For purposes of this process the definition of “trade secret” will be the same as that set out in A.A.C. R2-7-101(52).
This form must be completed and returned with the response to the solicitation and any supporting information to assist the State in making its determination as to whether any of the materials submitted as part of the solicitation response should be designated confidential because the material is proprietary or a trade secret and therefore not subject to disclosure.
All offerors must select one of the following:
My response does not contain proprietary or trade secret information. I understand that my entire response will become public record in accordance with A.A.C. R2-7-C317.
My response does contain trade secret information because it contains information that:
| 1. | Is a formula, pattern, compilation, program, device, method, technique or process, AND |
| 2. | Derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use; AND |
| 3. | Is the subject of efforts by myself or my organization that are reasonable under the circumstances to maintain its secrecy. |
Please note that failure to attach an explanation may result in a determination that the information does not meet the statutory trade secret definition. All information that does not meet the definition of trade secret as defined by A.A.C. R2-7-101(52) will become public in accordance with A.A.C. R2-7-C317. The State reserves the right to make its own determination of Proposer’s trade secret materials through a written determination in accordance with A.A.C. R2-7-103.
If the State agrees with the proposer’s designation of trade secret or confidentiality and the determination is challenged, the undersigned hereby agrees to cooperate and support the defense of the determination with all interested parties, including legal counsel or other necessary assistance.
By submitting this response, proposer agrees that the entire offer, including confidential, trade secret and proprietary information may be shared with an evaluation committee and technical advisors during the evaluation process. Proposer agrees to indemnify and hold the State, its agents and employees, harmless from any claims or causes of action relating to the State’s withholding of information based upon reliance on the above representations, including the payment of all costs and attorney fees incurred by the State in defending such an action.
Attachment VIII – Designation of Confidential, Trade Secret & Proprietary Information
Government Relation Services Arizona Department of Education
R2-7-103. Confidential Information
A. If a person wants to assert that a person's offer, specification, or protest contains a trade secret or other proprietary information, a person shall include with the submission a statement supporting this assertion. A person shall clearly designate any trade secret and other proprietary information, using the term "confidential". Contract terms and conditions, pricing, and information generally available to the public are not considered confidential information under this Section.
B. Until a final determination is made under subsection (C), an agency chief procurement officer shall not disclose information designated as confidential under subsection (A) except to those individuals deemed by an agency chief procurement officer to have a legitimate state interest.
| C. | Upon receipt of a submission, an agency chief procurement officer shall make one of the following written determinations: |
| 1. | The designated information is confidential and the agency chief procurement officer shall not disclose the information except to those individuals deemed by the agency chief procurement officer to have a legitimate state interest; |
| 2. | The designated information is not confidential; or |
| 3. | Additional information is required before a final confidentiality determination can be made. |
D. If an agency chief procurement officer determines that information submitted is not confidential, a person who made the submission shall be notified in writing. The notice shall include a time period for requesting a review of the determination by the state procurement administrator.
| E. | An agency chief procurement officer may release information designated as confidential under subsection (A) if: |
| 1. | A request for review is not received by the state procurement administrator within the time period specified in the notice; or |
| 2. | The state procurement administrator, after review, makes a written determination that the designated information is not confidential. |
Attachment IX – Participation in Boycott of Israel
Government Relation Services Arizona Department of Education
Boycott of Israel Disclosure Please note that if any of the following apply to this Solicitation, Contract, or Contractor, then the Offeror shall select the “Exempt Solicitation, Contract, or Contractor” option below:
· The Solicitation or Contract has an estimated value of less than $100,000;
· Contractor is a sole proprietorship;
· Contractor has fewer than ten (10) employees; and/or
· Contractor is a non-profit organization.
Pursuant to A.R.S. §35-393.01, public entities are prohibited from entering into contracts “unless the contract includes a written certification that the company is not currently engaged in, and agrees for the duration of the contract to not engage in, a boycott of goods or services from Israel.”
Under A.R.S. § 35-393:
1. "Boycott" means engaging in a refusal to deal, terminating business activities or performing other actions that are intended to limit commercial relations with entities doing business in Israel or in territories controlled by Israel, if those actions are taken either:
(a) Based in part on the fact that the entity does business in Israel or in territories controlled by Israel.
(b) In a manner that discriminates on the basis of nationality, national origin or religion and that is not based on a valid business reason.
2. "Company" means an organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, limited liability company or other entity or business association, including a wholly owned subsidiary, majority-owned subsidiary, parent company or affiliate, that engages in for-profit activity and that has ten or more full-time employees.
3. "Public entity" means this State, a political subdivision of this State or an agency, board, commission or department of this State or a political subdivision of this State.
The certification below does not include boycotts prohibited by 50 United States Code Section 4842 or a regulation issued pursuant to that section. See A.R.S. § 35-393.03.
In compliance with A.R.S. §§35-393 et seq., all offerors must select one of the following:
| ☐ | The Company submitting this Offer does not participate in, and agrees not to participate in during the term | |
| of the contract, a boycott of Israel in accordance with A.R.S. § 35-393 et seq. I understand that my entire | ||
| response will become a public record in accordance with A.A.C. R2-7-C317. | ||
| ☐ | The Company submitting this Offer does participate in a boycott of Israel as described in A.R.S. § 35-393 | |
| et seq. | ||
| ☐ | Exempt Solicitation, Contract, or Contractor. | |
| Indicate which of the following statements applies to this Contract: |
· Solicitation or Contract has an estimated value of less than $100,000;
· Contractor is a sole proprietorship;
· Contractor has fewer than ten (10) employees; and/or
· Contractor is a non-profit organization.
Attachment IX – Participation in Boycott of Israel
Government Relation Services Arizona Department of Education
Company Name
Signature of Person Authorized to Sign
Address
Printed Name
| City |
| State |
| Zip |
Title
Attachment X – Forced Labor of Ethnic Uyghurs Ban
Government Relation Services Arizona Department of Education
Forced Labor of Ethnic Uyghurs Ban Please note that if any of the following apply to the Contractor, then the Offeror shall select the “Exempt Contractor” option below:
· Contractor is a sole proprietorship;
· Contractor has fewer than ten (10) employees; OR
· Contractor is a non-profit organization.
Pursuant to A.R.S. § 35-394, the State of Arizona prohibits a public entity from entering into or renewing a contract with a company unless the contract includes written certification that the company does not use the forced labor, or any goods or services produced by the forced labor, of ethnic Uyghurs in the People's Republic of China.
Under A.R.S. § 35-394:
1. "Company" means an organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, limited liability company or other entity or business association, including a wholly owned subsidiary, majority-owned subsidiary, parent company or affiliate, that engages in for-profit activity and that has ten or more full-time employees.
2. "Public entity" means this State, a political subdivision of this State or an agency, board, commission or department of this State or a political subdivision of this State.
In compliance with A.R.S. §§ 35-394 et seq., all offerors must select one of the following:
☐ The Company submitting this Offer does not use, and agrees not to use during the term of the contract, any of the following:
· Forced labor of ethnic Uyghurs in the People’s Republic of China;
· Any goods or services produced by the forced labor of ethnic Uyghurs in the People’s Republic of China; or
· Any Contractors, Subcontractors, or suppliers that use the forced labor or any goods or services produced by the forced labor of ethnic Uyghurs in the People’s Republic of China.
☐ The Company submitting this Offer does participate in use of Forced Uyghurs Labor as described in A.R.S. § 35-394.
☐ Exempt Contractor Indicate which of the following statements applies to the Contractor (may be more than one):
| ☐ Contractor is a sole proprietorship; |
| ☐ Contractor has fewer than ten (10) employees; and/or |
| ☐ Contractor is a non-profit organization. |
Company Name
Signature of Person Authorized to Sign
Address
Printed Name
| City |
| State |
| Zip |
Title
Offeror Checklist
Government Relation Services Arizona Department of Education
This form is a checklist for the Offeror’s: The below list requires a response or action in your submittal.
Required Item
Page Number
1. Attachment I – Questionnaire
2. Attachment II – Offeror’s References
3. Attachment III – Price Sheet
| 4. Attachment IV – Offer & Acceptance |
| Page 7 |
| 5. Attachment V – Deviations and Exceptions |
| Page 8 |
| 6. Attachment VI – Conformance Statements – Attachment Supplement |
| Page 9 |
| 7. Attachment VII – Confidential/Proprietary Submittals |
| Page 10 |
| 8. Attachment VIII – Designation of Confidential, Trade Secret & Proprietary Information |
| Page 11 |
| 9. Attachment IX – Participation in Boycott of Israel |
| Page 13 |
| 10. Attachment X – Forced Labor of Ethnic Uyghurs Ban |
| Page15 |
| 11. SAMPLE Certificate of Liability Insurance Form |
| Page 17 |
| Sample Certificate of Liability Insurance Form |
| Arizona Department of Education |
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