HomeMy WebLinkAbout992980.tiff RESOLUTION
RE: APPROVE TASK ORDER FOR FAMILY PLANNING PROGRAM AND AUTHORIZE
CHAIR TO SIGN
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with a Task Order for the Family Planning
Program between the County of Weld, State of Colorado, by and through the Board of County
Commissioners of Weld County, on behalf of the Weld County Department of Public Health and
Environment, and the Colorado Department of Public Health and Environment, commencing
January 3, 2000, and ending June 30, 2000, with further terms and conditions being as stated
in said task order, and
WHEREAS, after review, the Board deems it advisable to approve said task order, a
copy of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of
Weld County, Colorado, that the Task Order for the Family Planning Program between the
County of Weld, State of Colorado, by and through the Board of County Commissioners of
Weld County, on behalf of the Weld County Department of Public Health and Environment, and
the Colorado Department of Public Health and Environment be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said task order.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 20th day of December, A.D., 1999.
BOARD OF COUNTY COMMISSIONERS
D COUNTY, LORADO
ATTEST:
U '&14%\
GDale K. Hall, Chair
Weld County Clerk to
• V, - , EXCUSED
� Barb r J. Kirkmeyey, Pro
Deputy Clerk to the t:� ��`\ X USED D TE OF SIGN G (AYE)
- __ George E. xter
APPROVED AST ORM: Z/Zi/
J. Geile
ty A orey EXCUSED
Glenn Vaad
992980
�L` HL0025
C.
COLORADO
MEMORANDUM
TO: Dale K. Hall, Chairman, Board of County Commissioners
FROM: Pat Persichino, Interim Director, Department of Public Health n
and Environment
SUBJECT: Family Planning Program Task Order
DATE: December 17, 1999
Enclosed for Board review and approval is a task order between the Weld County and Colorado
Departments of Public Health and Environment for the Family Planning Program.
Under the terms of this task order, WCDPHE will be reimbursed an amount not to exceed
$33,527 for the time period January 3, 2000 through June 30, 2000 to provide contraceptive
services to both men and women in their reproductive years. These services will include
education and counseling, comprehensive health and social histories, physical examinations,
supplies, and follow-up and/or referral services.
With the addition of this funding, the total amount contracted for the time period July 1, 1999
through June 30, 2000 will be$89,195.
Health Department staff recommends your approval of the task order.
Enclosure
932980
DEPARTMENT OR AGENCY NAME
COLORADO DEPARTMENT OF
PUBLIC HEALTH AND ENVIRONMENT
DEPARTMENT OR AGENCY NUMBER
FAA
CONTRACT ROUTING NUMBER
00-00971
TASK ORDER
This TASK ORDER is made this 31ST day of DECEMBER, 1999 by and between: the State of Colorado,for the
use and benefit of the DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT whose address or
principal place of business is 4300 Cherry Creek Drive South,Denver,Colorado 80246 hereinafter referred to
as"the State";and,the BOARD OF COUNTY COMMISSIONERS OF WELD COUNTY (a political
subdivision of the state of Colorado) whose address or principal place of business is 915 10th Street,3rd Floor,
Greeley,Colorado 80631 for the use and benefit of the Weld County Department of Public Health and
Environment whose address or principal place of business is 1555 North 17th Avenue,Greeley,Colorado
80631, hereinafter referred to as"the Contractor".
WHEREAS,the State has received federal funds under Title X of the Public Health Service Act("the Act")and
from the general fund of the state of Colorado to develop and deliver a comprehensive statewide plan directed at
family planning services;
WHEREAS,the State has formulated a comprehensive statewide plan relative to its Family Planning Program
("FPP");
WHEREAS,this comprehensive statewide plan allocates funds to implement the FPP in order to provide these
family planning services to the people of the state of Colorado;
WHEREAS,as of the made date of this Contract,the State has a currently valid Group II purchasing delegation
agreement with the division of purchasing within the Colorado Department of Personnel;
WHEREAS,the Contractor has been selected by the State in accordance with section 24-103-203,7 C.R.S.,as
amended,and Colorado Procurement Rule R-24-103-203,et seq.,under Request for Proposals(RFP)number RO-
FPP-0001 as a responsive and responsible bidder capable of providing family planning services within its defined
service delivery area(See"Attachment E" [RFP] and"Attachment F" [Contractor's Proposal]);
WHEREAS,as to the State,authority exists in the Law and Funds have been budgeted,appropriated,and
otherwise made available and a sufficient uncommitted balance thereof remains available for subsequent
encumbering and payment of this Contract in Fund Number 100, Appropriation Code 624,under Contract
Encumbrance Number PO FAA FPP00-00971;under master contract routing number 00 FAA 00008; and,
Page 1 of 8
97.9 c
WHEREAS, all required approvals,clearances and coordination have been accomplished from appropriate
agencies.
NOW THEREFORE, in consideration of their mutual promises to each other, stated below,the parties hereto
agree as follows:
A. EFFECTIVE DATE AND TERM. The effective date of this Contract is January 3,2000, or on the date
this Contract is approved by the State Controller,whichever is later. The initial term of this Contract shall
commence on January 3.2000,and continue through and including June 30,2000,unless sooner
terminated by the parties pursuant to the terms and conditions of this Contract. The total term of this
Contract, including any renewals or extensions hereof,may not exceed the term authorized by the RFP, as
amended.
B. DUTIES AND OBLIGATIONS OF THE CONTRACTOR.
The Contractor shall conduct a comprehensive family planning program("the program") in Weld
County,Colorado. This program shall comply with section 1001 of the Act and all applicable
federal regulations,as amended,contained in Title X,42 C.F.R.,Subpart A, Part 59,as well as all
applicable state regulations.
2. The Contractor shall make its program available to men and women in their reproductive years
and shall offer the following services,as appropriate:
A. Outreach services and/or other program efforts designed to improve client recruitment;
B. Nursing and medical services which shall include a comprehensive health and social
history and physical examination administered in accordance with all applicable Title X
regulations and,all applicable nursing-medical policies or procedures which have been,
or may be, established by the State's Women's Health Section("WHS");
C. Contraceptive information,education,and supplies regarding all family planning
methods;
D. Education and counseling services regarding family planning,family planning methods,
child spacing, infertility,sterilization,nutrition,sexually transmitted diseases,HIV/AIDS
and other related health issues;and,
E. Follow-up and/or referral services,as appropriate.
Page 2 of 8
3. The services provided by the Contractor must be deemed acceptable, in good faith,by the WHS.
For a service to be"acceptable" it must comply with all applicable:Title X regulations, WHS
nursing-medical policies and procedures,and fiscal and administrative policies and procedures of
the State. All applicable Title X regulations, WHS nursing-medical policies and procedures,and
fiscal or administrative policies of the State have been provided to the Contractor by the State as
of the effective date of this Contract.
4. The Contractor shall provide the State's nursing consultant and administrators with reasonable
access to its operations to perform:periodic site reviews,data reviews,or evaluations of the
Contractor's program. Evaluations of the Contractor's program shall be based on established
standards and policies of the State. The Contractor shall cooperate during all periodic site visits,
data reviews, or evaluations conducted by the State.
5. If necessary, the Contractor shall comply with all recommendations made by the State's nursing
consultant and/or administrators after a periodic site visit,data review,or evaluation which are
necessary to bring its program into compliance with all applicable federal and state laws,policies
and regulations. The Contractor shall be in full compliance with all such recommendations, if
any,within three(3)months of the date a recommendation is made by the State. If the Contractor
cannot obtain full compliance within this three(3)month period,then on or before the expiration
date of that three(3)month period the Contractor shall present sufficient written evidence to the
State:to show that continuing progress is being made towards full compliance;and,the date when
full compliance shall occur. In no event,however,shall full compliance with a recommendation
occur any later than six(6)months after the date that a recommendation was initially made by the
State.
6. On a monthly basis,the Contractor shall collect and submit to the State, by the fifteenth calendar
day of the following month,all pertinent data regarding all services offered,and all clients served,
by its program.
7. Within thirty(30)calendar days of receipt of a written request from the State,the Contractor shall
submit nursing-medical chart audits to the State.
8. The Contractor shall use program income generated from client fee collections and donations only
for family planning purposes which further the objectives of the legislation under which this
Contract is entered into. In accordance with Title X guidelines,the Contractor shall not charge for
any Title X required services provided to clients who are at or below 100%of the official poverty
line as defined by the Office of Management and Budget(OMB). A copy of this guideline has
been provided to the Contractor by the State as of the effective date of this Contract. If the State
receives new poverty guidelines from the OMB,then the State shall immediately forward these
new poverty guidelines to the Contractor. The Contractor shall utilize these new poverty
guidelines, if any,upon receipt thereof from the State.
Page 3 of 8
The Contractor's charges for services to clients who are above 100%of poverty level shall be
based on a sliding fee scale which takes into account the clients family size and/or individual
income. These charges and the sliding fee scale shall be made available to all clients of the
Contractor,the general public,and the State. Charges shall be based upon the Contractor's actual
costs of providing these services. These costs shall be reviewed annually by the Contractor and
the State. The Contractor shall insure that all clients understand they will not be denied services
because of an inability to pay any of the Contractor's sliding fee charges.
9. All money received by the Contractor from the State under this Contractor shall be used by the
Contractor to provide contraceptive services to approximately 900 program clients.
10. The Contractor shall either use a cytology laboratory chosen by the State or,a laboratory proposed
by the Contractor and approved by the State.
11. During the initial term of this Contract and any renewal term thereof,the Contractor agrees to
provide to the State quarterly expenditure/revenue reports. A sample report is incorporated herein
by this reference,made part hereof, and attached hereto as"Attachment A". This report is due no
later than forty-five(45)calendar days after the end of the quarter for which the report is
submitted. The report shall contain,but is not limited to,the following information:the total
actual costs incurred by the Contractor to provide program services during the previous quarter,
and the sources and amounts of funding which paid for those services. The July-September report
shall also include the results of a time study which gives the percentages of time allocated to
medical and non-medical cost centers.
12. The Contractor shall protect the confidentiality of all client records and other materials that are
created or maintained under this Contract. Except for purposes directly related to the
administration of this Contract, no information about, or obtained from,any client shall be
disclosed by the Contractor in any form which would identify that client without the prior written
consent of that.client. The Contractor shall have written policies governing the access to and,the
duplication and dissemination of, all such information. The Contractor shall advise its directors,
officers,employees, agents,servants,and subcontractors, if any,that they are subject to these
confidentiality requirements.
13. The Contractor shall provide all services to all program participants and employees in a
smoke-free environment. Smoking shall not be permitted in the Contractor's waiting areas or
examination rooms, or in formal sessions where education,therapy,or similar services are
provided. The Contractor may designate smoking areas for staff,program participants, family
members, and visitors. These designated smoking areas shall be well ventilated to insure that the
Contractor's waiting areas,examination rooms,and service delivery environment remain smoke
free.
Page 4 of 8
C. DUTIES AND OBLIGATIONS OF THE STATE.
1. In consideration of those services satisfactorily and timely performed by the Contractor under this
Contract,the State shall cause to be paid to the Contractor an amount not to exceed THIRTY-
THREE THOUSAND.FIVE HUNDRED TWENTY-SEVEN DOLLARS,($33.527)for the
initial term of this Contract. Of this total financial obligation of the State to the Contractor under
this Contract,$0.00 are identified as attributable to a funding source of the United States
government and,$33,527 are identified as attributable to a funding source of the state of
Colorado.
2. To receive payments under this Contract,the Contractor shall submit a monthly"Contract
Reimbursement Statement"to the State requesting payment for those program services rendered
in the previous month. A sample statement is incorporated herein by this reference,made a part
hereof and attached hereto as"Attachment B". Payment by the State is contingent upon the
Contractor's compliance with all terms and conditions of this Contract. Upon affirmation by the
State that the Contractor has satisfactorily and timely provided the services described in this
Contract,the State shall pay the Contractor 1/6th of$33,527, or$5,587.84 a month, for the
months of January through June,2000, inclusive.
3. The State may prospectively increase or decrease the amount payable under this Contract through
a"Change Order Letter". A sample letter is incorporated herein by this reference,made a part
hereof, and attached hereto as"Attachment C". To be effective,the Change Order Letter must
be: signed by the State and the Contractor,and,approved by the State Controller or an authorized
designee thereof. Additionally,the Change Order Letter shall include the following information:
A. Identification of this Contract by its contract routing number and affected paragraph
number(s);
B. The type(s)of service(s)increased or decreased and the new level of each service;
C. The amount of the increase or decrease in the level of funding for each service and the
new total financial obligation;
D. The intended effective date of the funding change;
E. A provision stating that the Change Order Letter shall not be valid until approved the
State Controller or such assistant as he may designate.
Upon proper execution and approval,the Change Order Letter shall become an amendment to this
Contract. Except for the General and Special Provisions of this Contract,the Change Order Letter shall
supersede this Contract in the event of a conflict between the two. It is expressly understood and agreed to
by the parties that the change order letter process may be used only for increased or decreased levels of
funding,corresponding adjustments to service or program levels,and any related budget line items. Any
other changes to this Contract, other than those authorized by the contract renewal letter process described
below, shall be made by a formal amendment to this Contract executed in accordance with the Fiscal Rules
of the State of Colorado.
Page 5 of 8
If the Contractor agrees to and accepts the proposed change,then the Contractor shall execute and return
the Change Order Letter to the State by the date indicated in the Change Order Letter. If the Contractor
does not agree to and accept the proposed change,or fails to timely return the partially executed Change
Order Letter by the date indicated in the Change Order Letter,then the State may,upon written notice to
the Contractor,terminate this Contract twenty(20)calendar days after the return date indicated in the
Change Order Letter has passed. Such written notice shall specify the effective date of termination of this
Contract. In the event of termination under this clause,the parties shall not be relieved of their respective
duties and obligations under this Contract until the effective date of termination has occurred.
Increases or decreases in the level of contractual funding made through this change order letter process
during the initial or renewal terms of this Contract may be made under the following circumstances:
O. If necessary to fully utilize appropriations of the State of Colorado and/or non-appropriated
federal grant awards;
H. Adjustments to reflect current year expenditures;
1. Supplemental appropriations, or non-appropriated federal funding changes resulting in an increase
or decrease in the amounts originally budgeted and available for the purposes of this Contract;
J. Closure of programs and/or termination of related contracts;
K. Delay or difficulty in implementing new programs or services;and,
L,. Other special circumstances as deemed appropriate by the State
4. The State may renew this Contract through a"Contract Renewal Letter". A sample letter is incorporated
herein by this reference,made a part hereof,and attached hereto as"Attachment D". To be effective,the
Contract Renewal Letter must be: signed by the State and the Contractor;and,approved by the State
Controller or an authorized designee thereof. Additionally,the Contract Renewal Letter shall include the
following information:
A. Identification of this Contract by its contract routing number and affected paragraph number(s);
B. The type(s)of service(s)or program(s), if any, increased or decreased and the new level of each
service or program for the renewal term;
C. The amount of the increase or decrease, if any, in the level of funding for each service or program
and the new total financial obligation;
D. The intended effective date of the renewal;and,
E. A provision stating that the Contract Renewal Letter shall not be valid until approved by the State
Controller or such assistant as he may designate.
Page 6 of 8
Upon proper execution and approval,the Contract Renewal Letter shall become an amendment to this
Contract. Except for the General and Special Provisions of this Contract,the Contract Renewal Letter shall
supersede this Contract in the event of a conflict between the two. It is expressly understood and agreed to
by the parties that the contract renewal letter process may be used only to: renew this Contract; increase or
decrease levels of funding related to that renewal;make corresponding adjustments to service or program
levels,and,adjust any related budget line items. Any other changes to this Contract, other than those
authorized by the change order letter process described above, shall be made by a formal amendment to
this Contract executed in accordance with the Fiscal Rules of the State of Colorado.
If the Contractor agrees to and accepts the proposed renewal term,then the Contractor shall execute and
return the Contract Renewal Letter to the State by the date indicated in the Contract Renewal Letter. If the
Contractor does not agree to and accept the proposed renewal term,or fails to timely return the partially
executed Contract Renewal Letter by the date indicated in the Contract Renewal Letter,then the State may,
upon written notice to the Contractor,terminate this Contract twenty(20)calendar days after the return
date indicated in the Contract Renewal Letter has passed. Such written notice shall specify the effective
date of termination of this Contract. In the event of termination under this clause,the parties shall not be
relieved of their respective duties and obligations under this Contract until the effective date of termination
has occurred.
IN WITNESS WHEREOF,the parties hereto have executed this Task Order on the day first above written.
CONTRACTOR: STATE:
BOARD OF COUNTY COMMISSIONERS STATE OF COLORADO
OF WELD COUNTY,for the use and benefit of the Bill Owens,Governor
WELD COUNTY DEPARTMENT OF
PUBLIC HEALTH AND ENVIRONMENT
(a political subdivision of the state of Colorado)
By: By: 4 ..
Title: Dale K. Hall, Chair to--;the Executive Director
FEIN: 846000813 (12/20/99) DEPARTMENT OF PUBLIC
HEALTH AND ENVIRONMENT
Page 7 of 8
If Corporation,Town/Ci /Cou ty,or a`: PROGRAM APPROVAL:
ATTEST(Af
ta t O _ _,
By: ,1 i I . ( '1i®�ffm4Exatatexaseintenacs �
itwrovuomech
Deputy Clerk to the Board
APPROVALS:
COLORADO DEPARTMENT OF LAW COLORADO DEPARTMENT OF PERSONNEL
OFFICE OF THE ATTORNEY GENERAL OFFICE OF THE STATE CONTROLLER
Ken Salazar,Attorney General(/ Arthur L.Barnhart,State Controller
By: 77
v di By:
Page 8 of 8
ATTACHMENT '.C'
DELEGATE AGENCY QUARTERLY EXPENDITURE/REVENUE REPORT
FAMILY PLANNING PROGRAM
AGENCY NAME
PERIOD
COMPLETED BY
DATE
I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I
EXPENDITURES
Personal Services
Salary
Fringe
Subtotal Personal Services
Contractual Services
Personnel
Lab
Other
Subtotal Contractual Services
Operating Expenses
Supplies
Training
Other
Subtotal Operating Expenses
Travel
Equipment
Subtotal Direct Costs
Indirect Costs
TOTAL EXPENDITURES
In Kind
TOTAL COSTS
IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII IIIIIIIIII IIIIIIIIIII I
REVENUES
CDPHE-Women's Health
Patient Fees
Patient Donations
Medicaid
Local Support
InlGnd (Other Donations)
Other(explain)
TOTAL
Unspent funds-This quarter
Unspent funds-Prior quarters
Balance Unspent funds
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STATE OF COLORADO
13111 Owens,Governor ------ ------- -
Jane E.Norton, Executive Director 9 co
Dedicated to protecting and improving the health and environment of the people of Colorado �/y
4300 Cherry Creek Dr.S. Laboratory and Radiation Services Division
�8
Denver, Colorado 80246-1530 8100 Lowry 81vd. \'`>-.. ".1876
- -<..
Phone(303)692-2000 Denver CO 80220-6928 \1816'
Located in Glendale,Colorado (3031 692-3090
Colorado Department
http://www.cdphestate.co.us of Public Health
and Environment
[Date) Contract Change Order Letter Attachment C
Slate Fiscal Year 2Q_-_ Contract Change Order Letter Number_ Contract Routing Number
Pursuant to paragraph_of the contract with contract routing number and contract encumbrance number
(as amended by Contract Renewal Letter_ contract routing number , and/or Contract Change Order Letter_,
contract routing number - if any). hereinafter referred to as the"Original Contract" (a copy of which is attached
hereto and by this reference incorporated herein and made a part hereof) between the State of Colorado. Department of
Public Health and Environment, Family Planning Program and - for the term from , through__
the parties agree that the maximum amount payable by the State for the eligible services referenced in paragraph of
the Original Contract is increased/decreased by DOLLARS. (5__) for a new total financial obligation of the
State of DOLLARS. (S - ). The number of patients to be served is to be increased/decreased by_patients
to a new total of patiems_
The first sentence in paragraph_of the Original Contract is hereby modified accordingly. All other terms and conditions
of the Original Contract are hereby reaffirmed. This amendment to the Original Contract is intended to be effective as of_
_ However, in no event shall this amendment be deemed valid until it shall have been approved by the State
Controller or such assistant as he may designate.
Please sign.date, and return all originals of this Contract Change Order Letter as soon as possible to:
Candace Grosz. Fiscal Officer, Women's Health Section
Colorado Department of Public Health and Environment
4300 Cherry Creek Drive South, 411 Floor
Denver. Colorado 50246-1530
One original of this Contract Renewal Letter will be returned to you when fully approved.
Contractor: STATE OF COLORADO
Full contractor name Bill Owens, Governor
By: By.:
Signature For the Executive Director
Print Name: DEPARTMENT OF PUBLIC HEALTH
AND ENVIRONMENT
Title:
FEIN:
APPROVALS:
CONTROLLER: PROGRAM:
By: Bv:
Arthur L. Barnhart
STATE OF COLORADO
Bill Owens,Governor
Jane E. Norton, Executive Director of co
ca
Dedicated to protecting and improving the health and environment of the people of Colorado
4300 Cherry Creek Dr.S. Laboratory and Radiation Services Division * f:y '•
Denver,Colorado 80246-1530 8100 Lowry Blvd. . .
Phone(303)692-2000 Denver CO 80220-6928 '/876
Located in Glendale,Colorado (303)692-3090
Colorado Department
hap://www.cdphe.state.co.us of Public Health
and Environment
Date Contract Renewal Letter Attachment D
State Fiscal Year 20_-_, Contract Renewal Letter Number . Contract Routing Number
Pursuant to paragraph_of the contract with contract routing number _and contract encumbrance number _
(as amended by Contract Change Order Letter_ contract routing number , and/or Contract Renewal Letter_,contract
routing number_, if ally). hereinafter referred to as the"Original Contract" (a copy of which is attached hereto and by
this reference incorporated herein and made a part hereof) between the State of Colorado. Department of Public Health and
Environment, Family Planning Program and , for the renewal term from , through , the
parties agree that the maximum amount payable by the State for the eligible services referenced in paragraph_of the
Original Contract is increascd/decreased by DOLLARS, (S . ) for a new total financial obligation of the State of_
DOLLARS. (S_) to provide family planning services to_clients and for cryosurgery and/or pap smears screening
services for—clients.
The first sentence in paragraph_of the Original Contract is hereby modified accordingly. All other terms and conditions of
the Original Contract are hereby reaffirmed. This amendment to the Original Contract is intended to be effective as of_
s_. However, in no event shall this amendment be deemed valid until it shall have been approved by the State Controller
or such assistant as he may designate.
Please sign, date, and return all originals of this Contract Renewal Letter as soon as possible to the attention of
Candace Grosz, Fiscal Officer. Woolen's Health Section
Colorado Department.of Public Health and Environment
4300 Cherry Creek Drive South, 4"'Floor
Denver. Colorado 80246-153(1
One original of this Contract Renewal Letter will be returned to you when fully approved.
Contractor STATE OF COLORADO
(full contractor name) Bill Owens, Governor
By: Bv:
Signature For the Executive Director
Print Name: DEPARTMENT OF PUBLIC HEALTH
AND ENVIRONMENT
Title:
FEIN:
APPROVALS:
CONTROLLER: PROGRAM:
By: By:
Arthur L. Barnhart
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