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Water Pollution Control Plant_Construction Camera ServicesMasterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Water Pollution Control Plant Modifications Project Construction Camera Documentation Services DATE: November 15, 2011 Dubuque bittd All- AmedcaCity 1111! 2007 On September 7, 2011, the City issued a Request for Proposal (RFP) for the construction camera documentation services for the Water Pollution Control Plant Modifications Projegt. As detailed in the RFP, the objectives of the consultant are to have at the end of the construction project a comprehensive set of photographs that clearly show the progression of the construction work and a set of exact built photos that detail the final condition of the completed work with exceptional quality. Since the photo archival will provide locations, technical configurations, etc., of equipment and materials, more proficient maintenance shall occur over the life of the facility. The City received two proposals in response to the RFP. After reviewing the proposals and conducting interviews, Steve Sampson Brown recommends City Council approval of the selection of Multivista to provide construction camera documentation services for the Water Pollution Control Plant for a proposed fee of $65,985, and requests approval to negotiate and enter into an agreement with Multivista. I concur with the recommendation and respectfully request Mayor and City Council approval. ,c,v1144 Pri,,,N14,,, Michael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Steve Sampson Brown, Project Manager Gus Psihoyos, City Engineer Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Steve Sampson Brown, Project Manager SUBJECT: Water Pollution Control Plant Modifications Project Construction Camera Documentation Services DATE: November 14, 2011 INTRODUCTION Dubuque bitil Al- AmedcaCfly► IV 2007 The purpose of this memorandum is to request authorization to negotiate a contract with Multivista (Ankeny, Iowa) to provide construction camera documentation services for the Water Pollution Control Plant Modifications Project (the Project). BACKGROUND On September 7, 2011, the City issued a Request for Proposal (RFP) for the construction camera documentation services for the Water Pollution Control Plant Modifications Project. As detailed in the RFP, the objectives of the consultant are to have at the end of the construction project a comprehensive set of photographs that clearly show the progression of the construction work and a set of exact built photos that detail the final condition of the completed work with exceptional quality. After each photo documentation session, all photos will be loaded in a timely manner into a vendor - provided construction documentation program that is a web - hosted solution. There will be 15 different photo sets provided: 1. Screening Building and Grit Facilities (3,000 sq ft) 2. Primary Clarifiers and Primary Sludge Pump Station (4,000 sq ft) 3. Excess Flow Equalization Drainage Pump Station (6,000 sq ft) 4. Aeration Tanks (16,000 sq ft) 5. HPO Control Building (4,000 sq ft) 6. RAS Pump Station (2,000 sq ft) 7. Anaerobic Digestion Complex (8,000 sq ft) 8. Anaerobic New Containment Tanks (4,000 sq ft each x 4) 9. Solids Processing Building (20,000 sq ft) 10. WAS Storage Tanks 11. Administration Building (Addition 12,000 sq ft) 12. Administration Building Renovation (6,000 sq ft) 13. Maintenance Building Addition (1,600 sq ft) 14. Maintenance Building Renovation (2,000 sq ft) 15. Septic /Hauled Waste Receiving Station (4,000 sq ft) Since the photo archival will provide locations, technical configurations, etc., of equipment and materials, more proficient maintenance shall occur over the life of the facility. It is anticipated that the timeframe for this project will be approximately 28 months following the signing of a vendor services agreement/contract. The vendor will be expected to start the contracted scope of work immediately, under the general direction and coordination of the City's Engineering Department. DISCUSSION On September 17, 2011, the City received two proposals: 1. Encore Group (Henderson, Nevada) ($40,400/$32,000) 2. Multivista (Ankeny, Iowa) ($65,985) Due to the Project's complexity and the specialized services required, Water Pollution Control Plant Manager Jonathan Brown and I reviewed the proposals based on the following critieria: strength of the vendor; understanding of the project objectives; creativity; and project approach. A telephone interview was conducted with the Encore Group due to its geographical distance and to get a better understanding from Encore for such a wide cost variance. It was concluded that Encore's proposal was non- responsive to the scope of service outlined in the City's RFP. Based on the submittal proposals and the interview, it was determined that Multivista had a solid understanding of the project objectives, provided the best technical skill set, and had a strong national reputation for its specialized documentation services. RECOMMENDATION It is recommended that the City retain Multivista to provide construction camera documentation services for the Water Pollution Control Plant Modification Project. BUDGET IMPACT Multivista's fee proposal is $65,985. The contract will be funded from the contingency of Water Pollution Control Plant Modification Project (CIP 7101837), with a current balance of $1,104,829.18. 2 ACTION TO BE TAKEN Approval is requested to negotiate and enter into an agreement with Multivista to provide construction camera documentation services for the Water Pollution Control Plant Modification Project. cc: Jenny Larson, Budget Director Jonathan Brown, Water Pollution Control Plant Manager Gus Psihoyos, City Engineer 3 sa MULTIVISTA CHANGING THE WAY THE CONSTRUCTION INDUSTRY DOCUMENTS PROJECTS Construction Camera Documentation Services - RFP Response City of Dubuque Water Pollution Control Plant Modifications Project September 12, 2011 Multivista RFP Submission Water Pollution Control Plant Modifications ('nnctriirtinn Camara Ilnriimentatinn SPrvirac MULTIVISTA Multivista 2514 SW 31st Street Ankeny, IA 50023 September 12, 2011 CHANGING THE WAY THE CONSTRUCTION INDUSTRY DOCUMENTS PROJECTS Steve Sampson -Brown City of Dubuque - Engineering Department 50 West 13th Street Dubuque, IA 52001 Re: RFP Submission — City of Dubuque Water Pollution Control Plant Modifications Project — Construction Camera Documentation Services Dear Mr. Brown, Multivista is pleased to offer the attached bid to provide Construction Camera Documentation Services for the Water Pollution Control Plant Modifications Project. Since 2003, Multivista has grown to over 45 locations servicing all major areas in the United States and Canada and has documented millions of square feet of construction across all major vertical markets. We have read and understand all of the work outlined within the RFP dated September 7, 2011. Sincerely, cf/0-111 Russ Bo!lig, LEED AP BD +C Managing Principal 2514 SW 31st Street, Ankeny, IA 50023 Mobile: (515) 441 -0448 Office: (515) 401 -5658 Multivista RFP Submission Water Pollution Control Plant Modifications Cnnctrurtinn Camara flnrumentatinn Servirec MULTIVISTA CHANGING THE WAY THE CONSTRUCTION INDUSTRY DOCUMENTS PROJECTS Multivista RFP Submission Water Pollution Control Plant Modifications Project Construction Camera Documentation Services City of Dubuque, Iowa September 12, 2011 Table of Contents: 1) Letter of Transmittal Page 1 2) Index / Table of Contents Page 2 3) Profile of Firm Page 3 4) Qualifications Page 3 5) References Page 3 -4 6) Scope of Service Page 4 -8 7) Proposed Project Schedule Page 8 8) Understanding of Final Contract Terms Page 8 9) Multivista's Standard Terms & Conditions Page 9 -11 10) Fees and Compensation (Valid for 120 Days from Bid Closing) Attached 11) Certificate of Insurance Attached Multivista RFP Submission Water Pollution Control Plant Modifications Conctru irtinn ramPra non lmPntr'ltinn SPrvirec MULTIVISTA Profile of Firm: CHANGING THE WAY THE CONSTRUCTION INDUSTRY DOCUMENTS PROJECTS Multivista is a visionary documentation technology firm. In 2010 Multivista was active on: 270 education projects; over 170 hospital and health care facilities; over 200 Government projects; over 150 State, Local and County projects; over 200 higher education facilities; and nearly 250 private sector verticals including casinos, hotels, resorts, residential and mixed -use product types. Horizontal work includes multiple bridges, transit facilities, water treatment facilities, waste water treatment facilities and the like. Multivista integrates leading edge digital equipment, photography, hosting technology, redundancy practices, sharing and commenting functions and security parameters in order to deliver advanced documentation solutions. The Multivista documentation system creates a comprehensive record of you entire construction project that is indexed by time and location, and hosted on our secure, online servers. Our proprietary software makes your construction drawings interactive, allowing your entire team instant access to thousands of inspection - grade, digital photographs of your construction project(s) from groundbreaking through completion. Multivista's service is the only of its kind available on the GSA schedule. Multivista can be found on the GSA IT -70 Technology Schedule in cooperation with our procurement partners, immixGroup Technologies and EC America. Qualifications: Locally, Multivista has had the opportunity to be involved with two major Water Treatment Facilities in Minnesota and a third facility in Iowa located in the City of Des Moines. Richard Noble, Multivista's Operations Director, has played an integral part in the success of Multivista's involvement with all three of these facilities and will also be the main point of contact for the Dubuque project. References: Scott Hutchens Civil Engineer 111 — Head of Construction City of Des Moines — Wastewater Reclamation Facility Office: (515) 323 -8031 Brian Bakke HDR Engineering — Project Manager Des Moines WRA Combined Sewer Solids Separation Facility Office: (515) 280 -4942 Multivista RFP Submission Water Pollution Control Plant Modifications Construction f amara f)nriimentatinn SPrvires MULTIVISTA CHANGING THE WAY THE CONSTRUCTION INDUSTRY DOCUMENTS PROJECTS Scott Fronek Black & Veatch — Project Manager Blue Lakes Waste Water Treatment Plant St. Cloud Waste Water Treatment Plan Office: (952) 545 -6695 The below list highlights some of the recent water /sewage treatment plant projects across North America already utilizing Multivista's services in construction documentation. • Des Moines WRA Combined Sewer Solids Separation Facility, Des Moines, IA • Blue Lakes Waste Water Treatment Plant, Shakopee, MN • St. Cloud Waste Water Treatment Plant, St. Cloud, MN • 32 MGD Water Reclamation Campus, Tucson, AZ • Abingdon Water Treatment Plant, Abingdon, MD • Bush Creek Sewage Pump Station Improvements, Bel Air, MD • Carbon Regeneration Addition, Centreville, VA • Cave Creek Water Ranch, Cave Creek, AZ • Church Creek Sewage Pumping Station & Force Main Replacement, Bel Air, MD • City of Charlotte Solid Waste Facility, Charlotte, NC • Hwy 280 Water Treatment Facility, Birmingham, AL • J -216, Columbus, OH • Primary Clarifiers and Hydraulic Improvements, Centreville, VA • Reclaimed Water Delivery System, Dallas, TX • Stickney Water Reclamation Plant, Cicero, IL • UOSA - Carbon Regeneration Addition, Fairfax County, VA • UOSA - Primary Clarifiers and Hydraulic Improvements, Fairfax County, VA • Water Treatment Plant & Administration Facility, Opelika, AL • Wilson Creek Waste Water Treatment Plant, Allen, TX Scope of Service: (10) Screening Building and Grit Facilities (3000 soft): • 4 (max) regular Interior - Progressions to begin at time of substantial framing or as directed by the client. • Interior Finished Condition Exact -Built at Certificate of Occupancy or other "finished" milestone as designated by the client capturing all walls, ceilings and floors in their post - inspection, completed condition. • Custom Finished Roofing Exact -Built capturing the entire roofing surface in its post - inspection, completed condition. (20) Primary Clarifiers and Primary Sludge Pump Station (4000 sqft): • Interior Exact -Built ( "current condition" Exact - Built) of every detail of the project's interior in its current condition before any further work commences. • 3 (max) regular Interior - Progressions to begin at time of substantial framing or as directed by the client. Multivista RFP Submission Water Pollution Control Plant Modifications C'nnctriirtinn Camera f)nriimentatinn Servirec MULTIVISTA CHANGING THE WAY THE CONSTRUCTION INDUSTRY DOCUMENTS PROJECTS • Interior Finished Condition Exact -Built at Certificate of Occupancy or other "finished" milestone as designated by the client capturing all walls, ceilings and floors in their post - inspection, completed condition. • Custom Finished Roofing Exact -Built capturing the entire roofing surface in its post - inspection, completed condition. 135) Excess Flow Equalization Drainage Pump Station (6000 sqft): • Interior Finished Condition Exact -Built at Certificate of Occupancy or other "finished" milestone as designated by the client capturing all walls, ceilings and floors in their post - inspection, completed condition. (40) Aeration Tanks (16000 salt): • 5 (max) Exterior - Progressions of TANK B and Slideshows. The Slideshows allow for the inclusion of timely images which do not fit into any regular monthly photopath. • 5 (max) Exterior - Progressions of TANK C and Slideshows. The Slideshows allow for the inclusion of timely images which do not fit into any regular monthly photopath. (45) HPO Control Building (4000 sat): • Interior Finished Condition Exact -Built at Certificate of Occupancy or other "finished" milestone as designated by the client capturing all walls, ceilings and floors in their post - inspection, completed condition. (55) RAS Pump Station (2000 sqft): • Interior Exact -Built ( "current condition" Exact - Built) of every detail of the project's interior in its current condition before any further work commences. • 5 (max) regular Interior - Progressions to begin at time of substantial framing or as directed by the client. • Detailed Interior MEP Exact -Built (2 trips max) to be conducted after rough -ins are complete, just prior to insulation or drywall, as directed by client. • Interior Finished Condition Exact -Built at Certificate of Occupancy or other "finished" milestone as designated by the client capturing all walls, ceilings and floors in their post - inspection, completed condition. (70) Anaerobic Digestion Complex (8000 sqft): • 9 (max) Exterior - Progressions and Slideshows (all elevations and building envelope). The Slideshows allow for the inclusion of timely images which do not fit into any regular monthly photopath. • 9 (max) regular Interior - Progressions to begin at time of substantial framing or as directed by the client. • Interior Finished Condition Exact -Built at Certificate of Occupancy or other "finished" milestone as designated by the client capturing all walls, ceilings and floors in their post - inspection, completed condition. (70) Anaerobic New Containment Tanks (4000 sqft each x 4): • 9 (max) Exterior - Progressions and Slideshows (all elevations and building envelope). The Slideshows allow for the inclusion of timely images which do not fit into any regular monthly photopath. Multivista RFP Submission Water Pollution Control Plant Modifications Cnnctrurtinn Camara f)nrumentatinn Sarvirac MULTIVISTA CHANGING THE WAY THE CONSTRUCTION INDUSTRY DOCUMENTS PROJECTS • Detailed Exact -Built of Main Interior Slab (10 trips max) just prior to placing concrete as directed by the client. (75) Solids Processing Building (20000 soft): • 11 (max) regular Interior - Progressions to begin at time of substantial framing or as directed by the client. • Detailed Interior MEP Exact -Built (1 trips max) to be conducted after rough -ins are complete and to focus on the ceiling prior to drop ceiling installation in the NW corner of the facility. • Interior Finished Condition Exact -Built at Certificate of Occupancy or other "finished" milestone as designated by the client capturing all walls, ceilings and floors in their post - inspection, completed condition. • Custom Finished Condition Exact -Built (1 trip max) of Primary Sludge Holding Tanks at Certificate of Occupancy or other "finished" milestone as designated by the client capturing interior and exterior (where available) of both tanks prior to being refilled in their post - inspection, completed condition. j78) WAS Storage Tanks: • 4 (max) regular Interior- Progressions to begin at time of substantial cosntruction or as directed by the client. • Custom Finished Condition Exact -Built (1 trip max) of WAS Storage Tanks at Certificate of Occupancy or other "finished" milestone as designated by the client capturing interior and exterior (where available) prior to being refilled in their post- inspection, completed condition. (80) Administration Building (Addition 12000 soft): • 9 (max) Exterior - Progressions and Slideshows (all elevations and building envelope). The Slideshows allow for the inclusion of timely images which do not fit into any regular monthly photopath. • 7 (max) regular Interior - Progressions to begin at time of substantial framing or as directed by the client. • Detailed Interior MEP Exact -Built (5 trips max) to be conducted after rough -ins are complete, just prior to insulation or drywall, as directed by client. • Interior Finished Condition Exact -Built at Certificate of Occupancy or other "finished" milestone as designated by the client capturing all walls, ceilings and floors in their post - inspection, completed condition. (80) Administration Building Renovation (6000 soft): • Interior Exact -Built ( "current condition" Exact - Built) of every detail of the project's interior in its current condition before any further work commences. • 7 (max) regular Interior- Progressions to begin at time of substantial framing or as directed by the client. • Detailed Interior MEP Exact -Built (4 trips max) to be conducted after rough -ins are complete, just prior to insulation or drywall, as directed by client. • Interior Finished Condition Exact -Built at Certificate of Occupancy or other "finished" milestone as designated by the client capturing all walls, ceilings and floors in their post - inspection, completed condition. Multivista RFP Submission Water Pollution Control Plant Modifications Cnnctnirtinn Camera Dnriimentatinn Servirpc MULTIVISTA CHANGING THE WAY THE CONSTRUCTION INDUSTRY DOCUMENTS PROJECTS (90) Maintenance Building Addition (1600 sqft): • 5 (max) Exterior - Progressions and Slideshows (all elevations and building envelope). The Slideshows allow for the inclusion of timely images which do not fit into any regular monthly photopath. • 4 (max) regular Interior - Progressions to begin at time of substantial framing or as directed by the client. • Detailed Interior MEP Exact -Built (1 trips max) to be conducted after rough -ins are complete, just prior to insulation or drywall, as directed by client. • Interior Finished Condition Exact -Built at Certificate of Occupancy or other "finished" milestone as designated by the client capturing all walls, ceilings and floors in their post - inspection, completed condition. • Detailed Exact -Built of Main Interior Slab (2 trips max) just prior to placing concrete as directed by the client. (90) Maintenance Building Renovation (2000 sqft): • Interior Exact -Built ( "current condition" Exact - Built) of every detail of the project's interior in its current condition before any further work commences. • 3 (max) regular Interior - Progressions to begin at time of substantial framing or as directed by the client. • Detailed Interior MEP Exact -Built (2 trips max) to be conducted after rough -ins are complete, just prior to insulation or drywall, as directed by client. • Interior Finished Condition Exact -Built at Certificate of Occupancy or other "finished" milestone as designated by the client capturing all walls, ceilings and floors in their post - inspection, completed condition. (92) Septic /Hauled Waste Receiving Station (4000 Aft): • 5 (max) Exterior- Progressions and Slideshows (all elevations and building envelope). The Slideshows allow for the inclusion of timely images which do not fit into any regular monthly photopath. • 4 (max) regular Interior - Progressions to begin at time of substantial framing or as directed by the client. • Interior Finished Condition Exact -Built at Certificate of Occupancy or other "finished" milestone as designated by the client capturing all walls, ceilings and floors in their post - inspection, completed condition. In addition to the foregoing, all documentation packages include: • Pre - documentation consultation(s) with the Client identifying project- specific needs, appropriate documentation intervals and common or custom elements requiring detailed photo sets. If, based on these consultations, it is determined that the Scope of Services should be increased or decreased, a revised proposal or addendum will be executed, with a revised fee, prior to documentation commencement. • Baseline schedule analysis in order to evaluate and estimate appropriate photo set intervals and durations. • Determination of optimal photograph locations /perspectives ( "hotspots ") based on the site plans and building floor plans provided by the City of Dubuque or his /her agent(s) and Multivista RFP Submission Water Pollution Control Plant Modifications Cnnctriirtinn Camara nnriimentatinn SPrvirac MULTIVISTA CHANGING THE WAY THE CONSTRUCTION INDUSTRY DOCUMENTS PROJECTS designed to capture the total progress of construction at the agreed upon intervals and /or milestones. • A highly representative number of digital photographs at such intervals and for such durations, and at the specified milestones, as requested by the Client and set forth in Section 1.1, above. • Linking each photo set to the appropriate location on the site plans and /or floor plans of the Client. • On -line web hosting of the documentation on the Multivista website for the construction period covered by the documentation, accessible from anywhere internet is accessible. • Password protected access to the documentation. • Upon request, two FREE DVD ROM or flash drive copies of the entire Documentation at completion. Project Schedule: The documentation schedule will be dependent on the overall project schedule currently being maintained by Miron Construction Co. This is because the scope of service we provide is conducted at certain milestones concurrently with the overall project schedule. Three separate reviews of the overall project schedule in conjunction with the construction documents created by Strand Engineering have been completed to date. A review of the complete project schedule was completed on July 20, 2011, with help from Randy Wirtz of Strand Engineering. This was reviewed a second time on August 5, 2011, with Plant Manager Jonathan Brown. The final review was conducted on August 12, 2011, by Project Manager Steve Sampson- Brown. *Since the documentation we provide is driven by the construction schedule and progress on site the client must designate a specific person or persons authorized to and responsible for coordinating site visits and detailed shoots with us. Final Contract Terms: We have read and understand Appendix C — "City of Dubuque Contract Terms and Conditions" which was provided as part of the RFP dated September 7, 2011. Provided below are Multivista's standard terms and conditions. We would like these to be added to the final contract with the City of Dubuque as an addendum. Multivista is willing to allow Appendix C, City of Dubuque Contract Terms and Conditions, to supersede any of Multivista's standard terms and conditions. Multivista RFP Submission Water Pollution Control Plant Modifications Cnnctriirtinn Camara f)nriimantatinn Servirec MULTIVISTA CHANGING THE WAY THE CONSTRUCTION INDUSTRY DOCUMENTS PROJECTS Standard Terms & Conditions: 1) SERVICES: Multivista shall provide professional services in accordance with the above agreed upon scope of work. 2) DETAILED PHOTO SETS: Because of the volatile nature of construction schedules, IT IS THE SOLE RESPONSIBILITY OF THE CLIENT TO PROVIDE MULTIVISTA AT LEAST 24 HOURS NOTICE PRIOR TO THE TIME THAT A DETAILED SET MUST BE PERFORMED. To the extent look -ahead schedules are made available to Multivista, Multivista will endeavor to communicate with the Project owner's representative or superintendent regarding upcoming Detailed Set shoots. However, Multivista will not be responsible if such Detailed Sets are not performed due to lack of notice pursuant to this provision. Client Initials 3) AGENT /OWNER'S REPRESENTATIVE: Client must designate a specific person or persons authorized to and responsible for scheduling site visits and Detailed Shoots. 4) EXECUTION: This Agreement becomes effective upon signatures by the authorized representative, of the Client and Multivista and upon receipt by Multivista of a signed original or facsimile transmittal. Multivista is authorized to proceed with services upon receipt of an executed Agreement or written Notice to proceed. If facsimile transmittal is initially sent to Multivista, Client will provide Multivista with a signed original for record as soon as practical. 5) COMPLETION /TERMINATION: This Agreement shall remain in force until terminated. This contract may be terminated by the Client and /or Multivista, upon fourteen (14) days written notice. In the event of such termination Multivista will be paid the portion of the compensation (and fixed fee, if applicable) earned for services properly performed through the termination date including any retention held by the Client. Continuing Service Agreements shall be reviewed annually for rates and shall remain in force until terminated in writing by either party. 6) STANDARD OF CARE: Services provided by Multivista under this Agreement will be performed in a manner consistent with that degree of care and skill ordinarily exercised by members of the same profession currently practicing under similar circumstances. Multivista makes no warranties or guarantees, either expressed or implied, of the fitness of its documentation for any particular use. 7) INDEPENDENT CONSULTANT: Multivista is and shall be at all times during the term of the Agreement an independent consultant and not an agent of the Client. 8) COMPLIANCE WITH LAWS: Multivista will comply with Federal, State, and local laws applicable to the services to be provided under this Agreement. 9) PAYMENT & COLLECTION: An initial set up fee equal to 20% of the total contract amount is due upon execution of this proposal, and no later than 10 days prior to the commencement of documentation. Remaining balance to be invoiced on a monthly basis according to work completed (pro -rated monthly over the life of the contract). Payments are due in full within 45 days from date of invoice, or according to other terms as agreed to expressly in writing. The Client will be invoiced for work completed (pro -rated monthly over the life of the contract). A finance charge of 1 -1/2% per month, equivalent to 18% per annum, will be assessed on any amounts outstanding beyond 45 -day payment terms. In the event legal action is necessary to enforce the payment provisions of this Agreement if the Client fails to make payment within forty five (45) days of the invoice date, Multivista shall be entitled to collect from the Client any judgment or settlement sums due, reasonable attorney's fees, court costs and expenses incurred by Multivista in connection therewith and, in addition, the reasonable value of Multivista's time and expenses spent in connection with such collection action, computed at Multivista's prevailing fee schedule and expense policies. 10) OWNERSHIP OF DOCUMENTS: Specifications, drawings, personal information, or other information given to Multivista by the Client is disclosed in confidence. 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