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RESOLUTION
RE: APPROVE CONTRACT FOR IMMUNIZATION 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 Contract for Immunization 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 Health Department, and the
Colorado Department of Public Health and Environment, commencing January 1, 1996, and ending
December 31, 1996, with further terms and conditions being as stated in said contract, and
WHEREAS, after review, the Board deems it advisable to approve said contract, 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 Contract for Immunization 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 Health Department, 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 contract.
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 14th day of February, A.D., 1996, nunc pro tunc January 1, 1996.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
Ihs I %!�'�iY
- / /� Exc.!ISFn
Lu�l Barbara J. Kirkmeyer, C it
,p,;� � �. ty Clerk to the Board
{ Baxter, Pr Tem
eputy Cler o the Board
Dale K. Hall
APPRO AS TO FORM: C � xeL� � Ccf
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Harbert
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960187
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DEPARTMENT OR AGENCY NUMBER
26000--FHA
CONTRACT ROUTING NUMBER
96-05174
CONTRACT
THIS CONTRACT, made this 25th day of September, 1995 by and between the State of Colorado for the use
and benefit of the Department of Public Health and Environment, 4300 Cherry Creek Drive South, Denver,
Colorado 80222-1530 hereinafter referred to as the State, and Weld County Commissioners on behalf of the
Weld County Health Department. 1517 16th Avenue Court. Greeley. Colorado 80631 hereinafter referred to
as the Contractor.
WHEREAS, authority exists in the Law and Funds have been budgeted, appropriated and otherwise
made available and a sufficient unencumbered balance thereof remains available for payment in Fund Number
APPR code 3 , Contract Encumbrance Number FHA EP19605174; and
WHEREAS, required approval, clearance and coordination has been accomplished from and with
appropriate agencies; and
WHEREAS, the State and Disease Control and Environmental Epidemiology Division of the Colorado
Department of Public Health and Environment (CDPHE) has received funding from the U.S. Department of
Health and Human Services, Centers for Disease Control and Prevention (CDC) for an Immunization Action
Plan to increase and enhance availability of age-appropriate immunizations for children; and
WHEREAS, in order to implement said comprehensive plan, the State has established provisions by
which to provide supplementary support to various public health agencies; and
WHEREAS, the Contractor is considered by the State to be an appropriate organization to provide these
services as herein stated.
NOW THEREFORE, it is hereby agreed that for and in consideration of their mutual promises to each other,
hereinafter stated, the parties hereto agree as follows:
In cooperation with CDPHE, the Contractor will coordinate and collaborate with other local Immunization
Program contractors, EPSDT outreach workers, Early Head Start(if appropriate), and vaccine providers(public
and private) to provide services as outlined in this contract to the extent that current funding allows in order
to increase the immunization levels of children from birth to two years of age.
1. By January 15, 1996, the Contractor will complete and return a clinic self-assessment questionnaire
(provided by CDPHE) based on the Standards for Pediatric Immunization Practices. This self-assessment is
intended to be a clinic quality assurance tool. The Contractor will implement interventions (to the extent that
current funding allows) recommended in the Standards to increase immunization coverage, and will complete
a follow-up clinic self-assessment questionnaire on January 15, 1997, in order to measure progress towards
meeting the Standards for Pediatric Immunization Practices.
2. The Contractor will maintain an Immunization Information Tracking System. No additional software
or equipment is needed. The following basic equipment is recommended by the CDPHE Immunization
Program (enhanced system is preferred, if possible):
Page 1 of 7 Pages
a. Basic Arrangement
• MSDOS/WINDOWS Computer: 386, 486, or Pentium
• Hard disk with free space of 10 Megabytes or more
• Modem - 9600 baud or higher
• High quality printer (i.e., Laserjet or at least four pages per minute Deskjet)
• Access to an analog phone line
b. Enhanced Arrangement
• MS/DOS WINDOWS Computer: Pentium 90 MHz or higher
• Hard disk with free space of 100 Megabytes
• Modem - 14,400 baud or higher
• Laserjet printer
• Dedicated analog phone line
• CDROM Drive (4x or 6x speed)
c. Software to permit interface with Colorado Immunization Registry (CIR), vital records and WIC
databases. The Contractor will supply immunization data to the Colorado Immunization Registry
(CIR) by following the standardized protocols for transmission of immunization data. The
Contractor will have access to the CIR 1-800 number for such exchanges. The CDPHE will
supply any communication software necessary to achieve the CIR connection. The CDPHE will
provide programming assistance and training for successful connection. Should Contractor file
formats and record layouts change, the Contractor will notify the CDPHE in order to achieve
timely and orderly adjustments in the Contractor's CIR interface module.
d. Energy Star rated Tape Backup (Recommendation only).
3. By January 15, 1996, the Contractor will request from CDPHE Division of Vital Records a download
of birth records (January 1993, to present), along with a monthly download of newborn birth data.
4. The Contractor will develop linkages with the Special Supplemental-Nutritional Program for Women,
Infants and Children (WIC) to document immunization status of and provide immunizations to WIC enrolled
children up to two years of age (to the extent possible).
5. Using the CDC Clinic Assessment Software Application (CASA)and the CDC Guidelines for Assessing
Vaccination Levels of the Two-year-old Population in a Clinic Setting, the Contractor agrees to conduct-a
survey on April 1, 1996 (or shortly thereafter), in order to measure progress towards reaching the 90% goal
of immunization coverage of two-year-olds.
6. The Contractor will implement a Reminder/Recall System that reminds parents when immunization
appointments are due, and recalls parents that have missed appointments.
7. The Contractor will ensure that hepatitis B is fully implemented into the routine childhood immunization
schedule. Contractor is not required to retroactively ensure immunization of children born prior to January
1, 1996.
8. The Contractor will supply parents, schools, private providers, and child care facilities with Certificates
of Immunization and Provisional Certificates of Immunization (available from the CDPHE Immunization
Program) on request.
Page 2 of 7`Pagea
9. The Contractor agrees to maintain internal medical and administrative records in a manner which ensure
confidentiality and security and is consistent with procedures for clinical services.
10. The Contractor will provide to the state a quarterly narrative progress report which is due within fifteen
days after the end of the quarter. This report shall document progress toward the above goals. Monthly
billings will not be reimbursed until such time as delinquent progress reports have been received. Time frames
to be addressed are as follows:
Progress Period Due Date
January - March April 15
April - June July 15
July - September October 15
October - December January 15
11. The State will, in consideration of said services by the Contractor, cause to be paid to the Contractor
a sum not to exceed Thirty One Thousand Nine Hundred Twenty One Dollars ($31.921)for the period between
January 1, 1996 and December 31, 1996. The dollar amount is subject to change based on differences between
estimated and actual funding appropriations and legislative approval. Reimbursement shall be conditioned upon
affirmation by the State that services were rendered in accordance with this contract, as follows:
a. Upon receipt of signed monthly statements requesting reimbursement, submitted in duplicate
within sixty days following the end of the month during which services were rendered. Said
statements shall set forth dates, names of payees, brief description of expenditures, amounts, and
total requested. Reimbursement shall be conditioned upon affirmation by the State Immunization
Program, that all services were rendered in accordance with the terms of this contract.
12. Changes in reimbursement amounts for any of the budget periods for the above-named services in
consideration of increased or decreased levels of utilization from the levels funded in the original contract, shall
be made with approval of the Contractor, the State Immunization Program, and the State Controller or an
approved designee as evidenced by a mutually signed Change Order Letter, sample attached and by this
reference made a part hereof as Attachment A, which shall include the following:
a. Identification of contract by contract number and number of the affected paragraph;
b. Type of services increased, decreased, or extended;
c. Amount of increase or decrease in funding and new total for current year;
d. Effective date of the funding change;
e. Authorized signatures of the State, the Immunization Program, the Contractor, and the
State Controller or an approved designee. It is understood that no change except in
utilization shall be made through the Change Order Letter.
13. The term of this contract begins January 1, 1996 and continues through December 31, 1996, and is
renewable at the State's option for two (2) additional one year periods by Contract Renewal Letter in the form
attached hereto as Attachment B signed by the Contractor, the Colorado Department of Public Health and
Environment, and the State Controller or his authorized designee. It is further understood that said Contract
Renewal Letter shall not be deemed valid until it is signed by the State Controller or his authorized designee.
Dollar and FTE amounts for any renewal period are subject to change from prior contract periods based on
actual funding appropriations and legislative approval for each state fiscal year.
Page 3 of 7 Pages
COLORADO DEPARTMENT OF HEALTH-hereinafter, under the General Provisions referred to as "Health".
GENERAL PROVISIONS — page 1 of 2 pages
1. The contractor shall perform its duties hereunder as an independent contractor and not as an employee. Neither
the contractor nor any agent or employee of the contractor shall be or shall be deemed to be an agent or employee of the
state. Contractor shall pay when due all reauired empl uyment taxes and income tax withholding. shall provide and keep
in force workers' compensation (and show proof of such insurance) and unemployment compensation insurance in the
amounts required by law. Contractor will be solely responsible for its acts and the acts of its agents, employees, servants
and subcontractors during the performance of this contract.
2. Contractor-authorizes Health, or its agents, to perform audits and to make inspections for the purpose of evaluating
performance under this contract.
3. Either party shall have the right to terminate this agreement by giving the other party thirty days notice by registered
mail, return receipt requested. If notice is so given, this agreement shall terminate on the expiration of the thirty days,
and the liability of the parties hereunder for the further performance of the terms of this agreement shall thereupon cease,
but the parties shall not be relieved of the duty to perform their obligations up to the date of termination.
4. This agreement is intended as the complete integration of all understandings between the parties. No prior or
contemporaneous addition,deletion,or other amendment hereto shallhave any force or effect whatsoever,unless embodied
herein in writing. No subsequent novation, renewal, addition, deletion, or other amendment hereto shall have any force
or effect unless embodied in a written contract executed and approved pursuant to the State Fiscal Rules.
5. If this contract involves the expenditure of federal funds, this contract is contingent upon continued availability of
federal funds for payment pursuant to the terms of this agreement. Contractor also agrees to fulfill the requirements of:
a) Office of Management and Budget Circulars A-87, A-21 or A-122, and A-102 or A-11O,whichever is applicable;
b) the Hatch Act (5 USC 1501-1508) and Public Law 95-454 Section 4728. These statutes state that federal funds
cannot be used for partisan political purposes of any kind by any person or organization involved in the administration of
federally-assisted programs;
c) the Davis-Bacon Act (40 Stat. 1494, Mar. 3, 1921, Chap. 411, 40 USC 276A-276A-5). This act requires that
all laborers and mechanics employed by contractors or sub-contractors to work on construction projects financed by federal
assistance must be paid wages not less than those established for the locality of the project by the Secretary of Labor;
d) 42 USC 6101 et seq, 42 USC 2000d, 29 USC 794. These acts require that no person shall, on the grounds of
race, color, national origin, age, or handicap, be excluded from participation in or be subjected to discrimination in any
program or activity funded, in whole or in part, by federal funds; and
e) the Americans with Disabilities Act (Public Law 101-336; 42 USC 12101, 12102, 12111 - 12117, 12131 -
12134, 12141 - 12150, 12161 - 12165, 12181 - 12189, 12201 - 12213 and 47 USC 225 and 47 USC 611.
f) if the contractor is acquiring real property and displacing households or businesses in the performance of this
contract, the contractor is in compliance with the Uniform Relocation Assistance and Real Property Acquisition Policies
Act, as amended (Public Law 91-646, as amended and Public Law 100-17, IOl Stat. 246 -256);
g) when applicable, the contractor is in compliance with the provisions of the "Uniform Administrative
Requirements for Grants and Cooperative Agreements to State and Local Governments (Common Rule).
Page 4 of 7 Pages
Rev. 06/01/92 (GEN070595)
GENERAL PROVISIONS — Page 2 of 2 pages
6. By signing and submitting this contract the contractor states that:
a) the contractor is in compliance with the requirements of the Drug-Free Workplace Act(Public Law 100-690 Title
V, Subtitle D, 41 USC 701 et seq.);
b) the contractor is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from covered transactions by any federal department or agency.
7. To be considered for payment, billings for payment pursuant to this contract must be received within 60 days after
the period for which payment is being requested and final billings on the contract must be received by Health within 60
days after the end of the contract term.
8. If applicable, Local Match is to be submitted on the monthly payment statements, in the column provided, as
required by the funding source.
9. If Contractor receives$25,000.00 or more per year in federal funds in the aggregate from Health, Contractor agrees
to have an annual audit, by an independent certified public accountant, which meets the requirements of Office of
Management and Budget Circular A-128 or A-133,whichever applies.If Contractor is required to submit an annual indirect
cost proposal to Health for review and approval, Contractor's auditor will audit the proposal in accordance with the
requirements of OMB Circular A-87, A-21 or A-122. Contractor agrees to furnish one copy of the audit reports to the
Health Department Accounting Office within 30 days of their issuance, but not later than nine months after the end of
Contractor's fiscal year. Contractor agrees to take appropriate corrective action within six months of the report's issuance
in instances of noncompliance with federal laws and regulations. Contractor agrees to permit Health or its agents to have
access to its records and financial statements as necessary,and further agrees to retain such records and financial statements
for a period of three years after the date of issuance of the audit report. This contract dogs contain federal funds as of the
date it is signed. This requirement is in addition to any other audit requirements contained in other paragraphs within this
contract.
10. Contractor agrees to not use federal funds to satisfy federal cost sharing and matching requirements unless approved
in writing by the appropriate federal agency.
Page 5 of 7 Pages
Rev. 06/01/92 (GEN070595)
SPECIAL PROVISIONS
CONTROLLER'S APPROVAL
I .This contract shall not be deemed valid until it shall have been approved by the Controller of the State of Colorado or such assistant as he may designate.
This provision is applicable to any contract involving the payment of money by the State.
FUND AVAILABILITY
2.Financial obligations of the State of Colorado payable after the current fiscal year arc contingent upon funds for that purpose being appropriated,budgeted,
and otherwise made available.
BOND REQUIREMENT
3. If this contract involves the payment of more than fifty thousand dollars for the construction,erection,repair,maintenance,or improvement of any
building,road.bridge,viaduct,tunnel,excavation or other public work for this State,the contractor shall,before entering upon the perfonnanceof any such
work included in this contract,duly execute and deliver to the State official who will sign the contract,a good and sufficient bond or other acceptable surety
to be approved by said official in a penal sum not leas than one-half of the total amount payable by the terms of this contract. Such bond shall be duly
executed by a qualified corporate surety conditioned upon the faithful performance of the contract and in addition,shall provide that if the contractor or his
subcontractors fail to duly pay for any labor,materials,team hire,sustenance,provisions,provendor or other supplies used or consumed by such contractor
or his subcontractor in performance of the work contracted to be done or fails to pay any person who supplies rental machinery,tools,or equipment in the
prosecution of the work the surety will pay the same in an amount not exceeding the sum specified in the bond,together with interest at the rate of eight
per teat per annum. Unless such bond is executed,delivered and filed,no claim in favor of the contractor arising under such contract shall be audited,
allowed or paid. A certified or cashier's check or a bank money order payable to the Treasurer of the State of Colorado may be accepted in lieu of a bond.
This provision is in compliance with CRS 38-26-106.
INDEMNIFICATION
4.To the extent authorized by law,the contractor shall indemnify,save,and hold harmless the State,its employees and agents,against any and all claims,
damages,liability and court awards including costs,expenses,and attorney fees incurred as a result of any act or omission by the contractor,or its employees,
agents,subcontractors,or assignees pursuant to the terms of this contract.
DISCRIMINATION AND AFFIRMATIVE ACTION
5.The contractor agrees to comply with the letter and spirit of the Colorado Antidiscrimination Act of 1957,as amended,and other applicable law respecting
discrimination and unfair employment practices(CRS 24-34-402),and as required by Executive Order,Equal Opportunity and Affirmative Action,dated
April 16, 1975.Pursuant thereto,the following provisions shall be contained In all&ate contracts or sub-contracts.
During the performance of this contract,the contractor agrees as follows:
(a)The contractor will not discriminate against any employee or applicant for employment because of race,creed,color,national origin,sex,marital status,
religion,ancestry,mental or physical handicap,or age.The contractor will take affirmative action to insure that applicants are employed,and that employees
are treated during employment, without regard to the above mentioned characteristics.Such action shall include, but not be limited to the following:
employment upgrading,demotion,or transfer,recruitment or recruitment advertisings;layoffs or terminations;rates of pay or other forms of compensation;
and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for
employment,notices to be provided by the contracting officer setting forth provisions of this non-discrimination clause.
(b)The contractor will,in all solicitations or advertisements for employees placed by or on behalf of the contractor,mate that all qualified applicants will
receive consideration for anployment without regard to race,creed,color,national origin,sex,marital status,religion,ancestry,mental or physical handicap,
or age.
(c)The contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or
understanding,notice to be provided by the contracting officer,advising the labor union or workers'representative of the contractor's commitment under
the Executive Order,Equal Opportunity and Affirmative Action,dated April 16, 1975,and of the rules,regulations,and relevant Orders of the Governor.
(d)The contractor and labor unions will furnish all information and reports required by Executive Order,Equal Opportunity and Affirmative Action of April
16, 1975,and by the rules,regulations and Orders of the Governor,or pursuant thereto,and will permit access to his books,records,and accounts by the
contracting agency and the office of the Governor or his designee for purposes of investigation to ascertain compliance with such rules,regulations and orders.
(e)A labor organization will not exclude any individual otherwise qualified from-full membership rights in such labor organization,or expel any such
individual from membership in such labor organization or discriminate against any of its members in the full enjoyment of work opportunity because of race,
creed,color,sex,national origin,or ancestry.
(I)A labor organization,or the employees or members thereof will not aid,abet,incite,compel or coerce the doing of any act defined in this contract to
be discriminatory or obstruct or prevent any person from complying with the provisions of this contract or any order issued thereunder;or attempt,either
directly or indirectly,to commit any act defined in this contract to be discriminatory.
Fwm 6-AC-02B(GFN070595) page 6 of 7 pages
Revived 1/93
395-53-01-1022
(el In the event of the contractor's non-compliance with the non-discrimination clauses of this contract or with any of such rules,regulations.or orders.
mis moo..•.._• .,,_ c a ncul,ci _,tilinairoCi u, suspended in whole or in pan and the contractor may be declared ineligible for further State contracts in
accordance with procedures,authorized in Executive Order,Equal Opportunity.and Affirmative Action of April 16. 1975 and the rules.regulations.or
orders promulgated in accordance therewith,and such other sanctions as may be imposed and remedies as may be invoked as provided in Executive Order.
Equal Opportunity and Affirmative Action of April 16. 1975. or by rules,regulations,or orders promulgated in accordance therewith,or as otherwise
provided by law.
(h)The contractor will include the provisions of paragraphs(a)through(h)in every sub-contract and subcontractor purchase order unless exempted by
rules,regulations,or orders issued pursuant to Executive Order.Equal Opportunity and Affirmative Action of April 16.1975,so that such provisions will
be binding upon each subcontractor or vendor.The contractor will take such action with respect to any sub-contracting or purchase order as the contracting
agency may direct.as a means of enforcing such provisions,including sanctions for non-compliance:provided,however,that in the event the contractor
becomes involved in.or is threatened with,litigation,with the subcontractor or vendor as a result of such direction by the contracting agency,the contractor
may request the State of Colorado to enter into such litigation to protect the interest of the State of Colorado.
COLORADO LABOR PREFERENCE
6a.Provisions of CRS 8-17-101&102 for preference of Colorado labor are applicable to this contract if public works within the State are undertaken hereunder and
are financed in whole or in part by State funds.
b.When a construction contract for a public project is to be awarded to a bidder,a resident bidder shall be allowed a preference against a non-resident bidder from
a state or foreign country equal to the preference given or required by the state or foreign country in which the non-resident bidder is a resident.If it is determined by
the officer responsible for awarding the bid that compliance with this subsection.06 may cause denial of federal funds which would otherwise be.available or would
otherwise be inconsistent with requirements of Federal law,this subsection shall be suspended,but only to the extent necessary to prevent denial of the moneys or to
eliminate the inconsistency with Federal requirements(CRS 8-19-101 and 102)
GENERAL
7.The laws of the State of Colorado and rules and regulations issued pursuant thereto shall be applied in the interpretation,execution, and enforcement of this
contract.Any provision of this contract whether or not incorporated herein by reference which provides for arbitration by any extra-judicial body or person or which
is otherwise in conflict with said laws.rules,and regulations shall be considered null and void.Nothing contained in any provision incorporated herein by reference
which purports to negate this or any other special provision in whole or in part shall be valid or enforceable or available in any action at law whether by way of complaint.
defence.or otherwise.Any provision rendered null and void by the operation of this provision will not invalidate the remainder of this contract to the extent that the
contract is capable of execution.
8.At all times during the performance of this contract,the Contractor shall strictly adhere to all applicable federal and state laws,rules,and regulations that have
been or may hereafter be established.
9.The signatories aver that they are familiar with CRS 18-E-301,at.seq.,(Bribery and Corrupt Influences)and CRS 18-8-401,et.seq„(Abuse of Public Office).
and that no violation of such provisions is present. -
10.The signatories aver that to their knowledge,no state employee has any personal or beneficial interest whatsoever in the service or property described herein:
tN WITNESS WHEREOF,the parties hereto have executed this Contact on the day first above written.
Contractor: Weld County Health
Department by Weld County Board
(Full Legal yf9le) f Commissioners STATE OF COLORADO
,` e-e-L ROY HOMER,GOVERNG/0 •
George E;vaj� (02/14/96) ,fi /„ for
"r Glir7.ia{,1`o t
•s PCEConve DIRECTOR
Position(Title),M
l +l
. .Net DEPARTMENT
If Cotporatio OF PUBLIC HEALTH & ENVIRONMENT
Attest(Seal a WELD CDU A H DEPARTMEN
i
By ' R—( 7it9_2 BY:
4elefx�fin s7 axon he Board N PICKL M.S.E,H,
DIRECTOR
APPROVALS ..,
ATTORNEY fa ,'.raP^ ifs : ' -
CONTRO.l'sa`y.$ 'Y'o i"at,T t a P-q'•
By Attoftle al By �.. ~+ j
C. it uiard Pe ngton - J
Form 6-AC-02C
Revised 1/93 Assistant Attorney General.7 which is the last of_7 pages
315-53-01-I030 State Services Section 'see instructions
on reverse aide.
PROGRAM APPROVAL:
mEmoRAnDum ;: CO',:;
Barbara Kirkmeyer, Chair 96 112 12 El 9: 09
Board of County Commissioners February 9, 1996
To Date t_ERt{
COLORADO John Pickle, Director, Health Department
From
Subject: Immunization Contract Renewal
Enclosed for Board review and approval is a renewal contract between the Weld County Health
Department and the Colorado Department of Public Health and Environment for the
Immunization Program.
Under the provisions of the contract, WCHD will receive up to $31,921 for the period
January 1, 1996 through December 31, 1996 to increase the immunization levels for children
aged birth to two years of age. This funding represents a decrease of$68,337 from last year's
contract. To accommodate this decrease, the number of activities will be restricted and will only
be addressed as funding permits.
The focus of this program is on a critical public health population, and I recommend approval of
the contract.
Enclosure
9607197
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