Emergency Generator and Fire Pump Maintenance REBID

Housing Authority of the City of Pittsburgh Invitation for Bid IFB #300-25-26 REBID
ER Generator and Fire Pump Maintenance REBID
HOUSING AUTHORITY OF THE CITY OF PITTSBURGH
INVITATION FOR BID
IFB #300-25-26 REBID
Emergency Generator and Fire Pump Maintenance REBID
RESPONSES DUE:
September 17, 2026, at 11:00am
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Housing Authority of the City of Pittsburgh Invitation for Bid IFB #300-25-26 REBID
ER Generator and Fire Pump Maintenance REBID
HOUSING AUTHORITY OF THE CITY OF PITTSBURGH
INVITATION FOR BIDS
for
Emergency Generator and Fire Pump Maintenance REBID
TABLE OF CONTENTS
PART 1 - SCOPE OF WORK, INSTRUCTIONS AND CONDITIONS 3
I. SCOPE OF WORK DEVELOPMENTS; IFB CONTENT 3
II. INSTRUCTIONS TO BIDDERS 3
III. SPECIAL CONDITIONS AND INSTRUCTIONS 13
PART 2 - REPRESENTATIONS AND CERTIFICATIONS OF BIDDERS 15
PART 3 - CONTRACT TERMS AND CONDITIONS 21
LIST OF ATTACHMENTS 34
Any bid or proposal received from a contractor that does not
contain such certification and back-up documentation supporting
the MBE/WBE and Section 3 participation plans acceptable to
HACP may be deemed non-responsive.
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Housing Authority of the City of Pittsburgh Invitation for Bid IFB #300-25-26 REBID
ER Generator and Fire Pump Maintenance REBID
HOUSING AUTHORITY OF THE CITY OF PITTSBURGH
INVITATION FOR BIDS
for
Emergency Generator and Fire Pump Maintenance REBID
IFB #300-25-26 REBID
PART 1 - SCOPE OF WORK, INSTRUCTIONS, AND CONDITIONS
SCOPE OF WORK; DEVELOPMENTS: IFB CONTENT.
I.1. SCOPE OF WORK: The Housing Authority of the City of Pittsburgh (hereinafter referred to as
"HACP"), is a federally funded public housing agency. The Housing Authority maintains over 2500 units
of rental housing. HACP is issuing this Invitation for Bids ("IFB") for qualified and interested business
firms to submit sealed bids to provide Emergency Generator and Fire Pump Maintenance and other
related work requested by HACP in accordance with Attachment 1 and 2, titled "Bid Sheet
and "Specifications."
I.2. CONTENT OF IFB: This IFB consists of this document and Attachment Nos. 1 - 15, which
are attached hereto and incorporated herein.
II. INSTRUCTIONS TO BIDDERS:
II.A. ISSUE DATE: August 17, 2026
II.1. SUBMISSION DEADLINE: Bids must be received by 11:00 a.m. Eastern Time on
September 17, 2026. It is the bidder's responsibility to ensure that the bid is delivered prior to the
designated time and date. Bids which for any reason are not delivered within the deadline will not be
considered and will be returned unopened.
II.2. PLACE OF SUBMISSION: The original signed bid sheet and all supporting documents and
required information, must be executed and submitted in a sealed envelope. The face of the envelope
shall be clearly marked with the words Bid Documents, the IFB number, any project title or other
identifying number and the bidder's name. Offers by telegram, telephone, or telecopier, and fax will
not be accepted by HACP.
Submit bids to: Mr. Brandon Havranek
Associate Director of Procurement/Contracting Officer
Housing Authority of the City of Pittsburgh
Procurement Department
412 Boulevard of the Allies, 6th Floor
Pittsburgh, PA 15219
(For Questions Only)
Brandon.Havranek@hacp.org
HACP will also accept online submissions for this Invitation for Bid in addition to accepting
submissions at our 412 Boulevard of the Allies office. For respondents wishing to submit online,
please go to the following web address to upload documents:
https://www.dropbox.com/request/e2cvd9njga0hd7gd4cr5
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Housing Authority of the City of Pittsburgh Invitation for Bid IFB #300-25-26 REBID
ER Generator and Fire Pump Maintenance REBID
Please include your name and email address when prompted before submitting and upload all
relevant attachments in the same document. Formatting for online submission should be
organized in the same manner as submitting the information via a flash drive.
The title of the uploaded bid shall be as follows:
[Full Company Name]_IFB #300-25-26 REBID_Bid
In the unlikely event your bid is too large to be uploaded as a single file, add: _Part-1, _Part-2...
etc. to the end of the file name.
In addition to the electronic submittal above, The Housing Authority of the City of Pittsburgh
will only be accepting physical bids dropped off in person from 8:00 a.m. until the bid
opening time of 11:00 a.m. on September 17, 2026, in the lobby of 412 Boulevard of the
Allies, Pittsburgh, PA 15219 at the One Stop Shop. Sealed bids may still be mailed via USPS
at which time they will be Time and Date Stamped at 412 Boulevard of the Allies, 6th Floor,
Pittsburgh, PA 15219. All bids must be received at the above address no later than 11:00 a.m. on
September 17, 2026, regardless of the selected delivery mechanism.
II.3. PRE-BID MEETING: A non-mandatory pre-bid meeting will be held during which
prospective bidders will have an opportunity to ask questions concerning this IFB. Prospective attendees
are asked to be prompt.
A pre-bid meeting will be held via Zoom; on September 1, 2026, at 11:00a.m. Please see
access information below:
Join Zoom Meeting
https://hacp-
org.zoom.us/j/82717802397?pwd=iwZizKyVEyviOQ0GEZT0DSR6CCsjyF.1
Meeting ID: 827 1780 2397
Passcode: 950868
Dial in:
+1 301 715 8592 US (Washington D.C)
II.4. BID OPENING DATE: September 17, 2026, at 11:00a.m.
Join Zoom Meeting
https://hacp-
org.zoom.us/j/85227108465?pwd=B3aRWqJJQI1vJoGNxVoSN7C3bbhYTo.1
Meeting ID: 852 2710 8465
Passcode: 512038
Dial in:
+1 301 715 8592 US (Washington D.C)
All interested parties are encouraged to attend the bid opening.
II.5. INQUIRIES: Any prospective bidder who has questions regarding this IFB or desires an
explanation or interpretation of any part of the solicitation, statement of work, and specifications, etc.,
must request it in writing to HACP at the address noted in Paragraph II.2 above. Such questions and
requests for interpretations must be received by HACP no later than September 2, 2026, at 11:00a.m.
Inquiries must reference the IFB number and title, and the date for receipt of bids.
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Housing Authority of the City of Pittsburgh Invitation for Bid IFB #300-25-26 REBID
ER Generator and Fire Pump Maintenance REBID
(a) No oral explanation or interpretation will be provided to any bidder. No interpretations
shall be considered binding on HACP unless provided in writing by HACP.
(b) Any information provided to a prospective bidder concerning this solicitation will be
furnished promptly to all other prospective bidders as a written addendum or amendment to
the solicitation if that information is necessary in submitting bids or if the lack of it would
be prejudicial to other prospective bidders. Addenda and amendments will also be on file
in the offices of HACP at least seven (7) days before the closing date. All bidders will be
bound by such addenda or amendments, whether or not they are received by the bidders.
HACP reserves the right to issue addenda or amendments on its own, irrespective of
whether questions or requests for interpretations were received from prospective bidders.
(c) Any information obtained by, or provided to, any bidder other than by formal HACP
addenda or amendments to the solicitation shall not constitute a change to the solicitation.
II.6. BID PREPARATION: (a) Bidders are expected to examine all IFB documents including the
instructions, required certifications, specifications, product descriptions and contract terms and
conditions. Failure to do so will be at the bidder's risk.
(b) All bids must be submitted on the bid forms provided by HACP. If such forms are
provided, they shall be marked as an attachment and included as part of the IFB. (See Attachment 1)
(c) Each bidder shall furnish all the information required by the solicitation and complete all
required certifications and other documents. If the solicitation requires bidding on all items, failure to do
so will disqualify the bid. If bidding on all items is not required, bidders should insert the words "NO
BID" in the space provided for any item on which no price is submitted, or otherwise clearly indicate
which items on which bids are provided if no particular format is provided by HACP. (See Attachment
1)
(d) Bidders must include evidence of their capacity to be legally bound by contract such as
a copy of a valid certificate of incorporation or organization from the appropriate government agency of
the State in which the bidder is incorporated or organized.
II.7. BUILD AMERICA, BUY AMERICA (BABA) ACT REQUIREMENTS: By receipt of
a contract award, it shall be the responsibility of the successful bidder to agree, certify, and
eventually show proof that the work and products provided and installed by the contractor are in
full compliance with the requirements of the noted Act. More information can be obtained at the
following link: https://www.hud.gov/baba.
II.8. EXECUTION OF BID: The original bid which must contain a manual original signature of an
authorized representative of the bidder and accompanied by evidence of that agent's authority. All
corrections or erasures made on the bid must be initialed by the authorized representative of the bidder
who signed the bid. The bidder's legal company name must appear on the cover sheet. The bid must
include all documents, materials and information required herein. (Bidders should retain an additional
copy for their records).
II.9. CONFIDENTIALITY: All bids received shall remain unopened and held confidential until the
date and time of the public opening of bids. Bidders are advised that bids received by HACP shall be
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Housing Authority of the City of Pittsburgh Invitation for Bid IFB #300-25-26 REBID
ER Generator and Fire Pump Maintenance REBID
included as part of the official contract file. Therefore, any part of the bid that is not considered privileged
under any applicable Federal, State or local law shall be open to public inspection. The provisions of
applicable Federal, State and local laws shall govern the confidentiality of bids notwithstanding anything
contrary to this provision stated in the bid.
II.10. TIME AND ORDER OF WORK: The successful bidder and HACP shall agree upon a
schedule of time and order of work to ensure prompt completion of the services to be provided. HACP
shall issue a Notice to Proceed to the successful bidder before work may commence. The successful
bidder must agree to complete and be capable of completing all work required by the agreed upon
completion dates. Failure of the successful bidder to adhere to the agreed schedule and completion dates
shall be a material breach of the contract.
II.11. COST OF PREPARATION OF BID: All costs incurred, directly or indirectly, by the bidder
in responding to or inquiring about this IFB, including, travel, preparation, communication, consultation,
design, submission, and miscellaneous expenses, shall be the sole responsibility of the bidder and shall
be borne by the bidder. HACP will not reimburse the bidder for said cost.
II.12. PRICING INFORMATION: All bidders are required to submit their firm-fixed price for
providing the goods or services requested under this IFB in accordance with Attachment 1, titled "BID
SHEET." Bidders shall also execute the affidavit of non-collusion contained in Attachment 3.
II.13. LATE SUBMISSIONS, MODIFICATIONS AND WITHDRAWAL OF BIDS:
II.13.1. Any bid received by HACP after the exact time specified for receipt of bids will not be considered.
II.13.2. The only acceptable evidence to establish the time of receipt at HACP is the time/date stamp of
HACP on the bid wrapper or other documentary evidence of receipt maintained by HACP.
II.13.3. Any modification of a bid is subject to the same conditions as in Paragraph II.13.1 of this
provision.
II.13.4. Notwithstanding Paragraph II.13.1 of this provision, a late modification of an otherwise
successful bid that make its terms more favorable to HACP will be considered at any time it is received
and may be accepted.
II.13.5. Bids may be withdrawn by written notice, prior to award. A bid may be withdrawn in person by
a bidder or its authorized representative if, before the award, the identity of the person requesting
withdrawal is established and the person signs a receipt for the bid.
II.14. RESPONSIBILITY OF BIDDER: (a) HACP will award contracts only to responsible bidders
who have the ability to perform successfully under the terms and conditions of the proposed contract. In
determining the responsibility of a bidder, HACP will consider such matters as the bidder's:
(1) Integrity;
(2) Compliance with public policy;
(3) Record of past performance; and
(4) Financial and technical resources (including computer and technical
equipment).
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Housing Authority of the City of Pittsburgh Invitation for Bid IFB #300-25-26 REBID
ER Generator and Fire Pump Maintenance REBID
(b) Before a bid is considered for award, the bidder may be requested by the HACP to submit
a statement or other documentation regarding any of the items in paragraph (a) above. Failure by the
bidder to provide such additional information shall render the bidder ineligible for award.
II.15. REFERENCES: The bidder shall list three (3) firms, governmental units, or persons for whom
the bidder has previously performed work of the nature requested under this IFB. The bidder shall list as
references all housing authorities, including HACP, for whom the bidder has previously performed work
of the nature requested under this IFB. HACP reserves the right to contact such persons at any time prior
to award and the bidder agrees that HACP may rely on information provided by such persons to
determine the bidder's responsibility.
In addition to the references, all bidders will provide the last three jobs they performed, contact
information from the job and all change orders related to the job and the reason for each.
All bidders will provide information on the most recent HACP job to include all change order information
and the reason for each. The most recent HACP job can be one of the 3 last jobs performed if that is the
case.
II.16. BID GUARANTEE: [Applicable only if box is marked.]
( )All bids must be accompanied by a negotiable bid guarantee which shall not be less than five (5%) of
the amount of the bid. The bid guarantee may be a certified check, bank draft, U.S. Government Bonds
at par value, or a bid bond secured by a surety company that meets the requirements set forth in Paragraph
II.16 below and licensed to do business in the State of Pennsylvania. Certified checks must be made
payable to HACP. Failure to submit a guarantee with the bid shall result in rejection of the bid. Bid
guarantees submitted by unsuccessful bidders shall be returned to such bidders as soon as practicable
after bid opening. [Applicable only if box is marked.]
(XX) No Bonding Requirement
II.17. ASSURANCES OF COMPLETION: The bid package must include evidence of the bidder's
ability to provide any item marked below if awarded the contract. [Applicable only if box(es) below
is/are marked.]
( ) Fraud protection, employee dishonesty, and/or fidelity bond coverage in amounts of not less
than
$____________.
( ) Performance bond in a penal sum of one-hundred percent (100%) of the contract price.
( ) Payment bond in a penal sum of one-hundred percent (100%) of the contract price.
(XX) No Bonding Requirement
All bonds required in this Paragraph II.19 must be submitted to HACP within ten (10) days after
notice of contract award but prior to contract execution. Bonds must be obtained from surety companies
acceptable to the U.S. Government and authorized to do business in the State of Pennsylvania. Individual
sureties will not be considered. U.S. Department of Treasury Circular Number 570, published annually
in the Federal Register, lists companies approved to act as sureties on bonds securing this contract and
only such companies shall be accepted by HACP. Each bond shall clearly state the rate of premium and
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Housing Authority of the City of Pittsburgh Invitation for Bid IFB #300-25-26 REBID
ER Generator and Fire Pump Maintenance REBID
the total amount of the premium charged. The current power of attorney for the person who signs for the
surety company must be attached to the bond. The effective date of the power of attorney shall not
precede the date of the bond. The effective date of the performance or payment bond shall be on or after
the execution date of the contract. Failure of the successful bidder to obtain the required assurance of
completion within the time specified shall render the bidder ineligible for award.
II.18. INSURANCE: The bid package must include evidence of the bidder's ability to provide
Worker's Compensation Insurance; General Liability Insurance; and Comprehensive Automobile
Liability Insurance coverage, as set forth in Part 3, Paragraph 26 below. Such insurance shall be procured
from a company licensed to do business in the State of Pennsylvania and placed with a carrier possessing
an A.M. Best's Rating of B+VI or better and maintained for the entire duration of the proposed contract.
Deductible levels shall not exceed $1,000 per occurrence on any policy. HACP will be named as an
additional insured on each of such liability policies and such coverage shall be on a primary and
non-contributory basis and the policy must provide that coverage cannot be canceled without notice to
HACP at least thirty (30) days before the effective date of such cancellation.
II.18.1. PROOF OF INSURANCE. Within ten (10) days of the date of the bid opening, the successful
bidder shall furnish to HACP a certified copy of the policy or policies covering all work as required in
the contract, as evidence that the insurance required is maintained and in force for the entire duration of
the contract. The Housing Authority must be listed as an additional insured on the general liability
insurance and such coverage shall be on a primary and non-contributory basis. HACP may, at its sole
discretion, immediately cancel the contract award without prior notice to the successful bidder upon any
failure to submit any of the required Certificates of Insurance or any other document required under the
IFB within established deadlines. Any and all existing agreements between HACP and the successful
bidder shall immediately become null and void upon such cancellation without liability to such bidder.
II.19. CONTRACT AWARD: The Housing Authority expressly reserves the right to award a bid in
part or in total to the contractor or contractors who submit(s)the lowest responsible bid(s)which
is(are) most advantageous to this Authority. Bids will be awarded on the basis of the contractor
who submits the lowest responsible bid that is most advantageous to this Authority. By reserving
this right, Contractors expressly understand that the Authority may award multiple contractors in
broken increments. In addition, HACP reserves the right to take any of the following actions without
liability to any bidder:
(1) HACP may: (a) reject any and all bids received; (b) waive any minor irregularities or
technicalities in bids received; (c) make a single award or multiple awards to more than one (1) bidder
for performance of all or any combination of the items delineated in Attachment 1; (d) accept any item
or combination of items bid unless precluded elsewhere in the solicitation; (e) amend this solicitation as
permitted by applicable law at any time during the solicitation process; or (f) cancel this solicitation in its
entirety or any portion thereof at any time during the solicitation process including after award. HACP's
reservation of rights shall in no way affect the formation of a contract upon written notice of award by
HACP to the successful bidder(s). If multiple awards are made, the intent shall be to make awards, which
at the sole determination of HACP, are in its best interest, based on HACP's needs and requirements.
HACP makes no guarantees as to amount of award, if any.
(2) HACP may reject any bid as unacceptable if it is materially unbalanced as to the prices
for the various items of work to be performed. A bid is materially unbalanced when it is based on prices
significantly less than cost for some work and prices, which are significantly overstated for other work.
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Housing Authority of the City of Pittsburgh Invitation for Bid IFB #300-25-26 REBID
ER Generator and Fire Pump Maintenance REBID
II.20. FORM OF AWARD: (a) By submission of a bid, the bidder agrees to be bound by the terms
and conditions of this IFB and further agrees if it is issued a written notice of award, to be bound by a
contract the provisions of which shall be substantially the same terms and conditions of this IFB and the
terms and conditions of the successful bid(s) that are acceptable to HACP. Acceptance of the bidder's
offer to perform the services specified herein will be made by written notice of award to the successful
bidder which shall constitute a binding contract between the parties without further action by either party
unless the solicitation or contract award is otherwise canceled by HACP as provided in this IFB. Bidders
are not entitled to rely on any representations by any employee, member, officer, or representative of
HACP concerning the contract award until written notice of award is provided by HACP. Bidders are
advised that the contract documents may include any and all terms and conditions required by HUD for
a contract of this type and nature.
(b) If submitting alterations to the HACP contract for review and acceptance by HACP,
please submit an electronic version in MS Word format on a flash drive.
If submitting your company contract for review and acceptance by HACP, please
submit an electronic version in MS Word format on flash drive.
If your contract is not included with your bid/proposal it is assumed that HACP's
contract will be used and is binding.
(c) Bidders are advised that the contract award, contract documents, and payment may be
subject to HUD approval, and withholding of contract approval by HUD shall immediately nullify the
contract without liability by either party to the other, irrespective of whether the contract was executed
by any one or both parties thereto. If HACP issued a written Notice-to-Proceed to the successful bidder
prior to contract nullification, the successful bidder shall be equitably compensated for any work
performed and accepted by HACP pursuant to such Notice-to-Proceed up to the date of contract
nullification.
II.21. TERM OF CONTRACT: The contract(s) resulting from this IFB shall provide an initial
term of one (1) year with two (2), one (1) year extension options for a total of three (3)
years. The contract term shall commence on the date specified in the Agreement issued by the HACP.
II.22. SECTION 3 OF THE HOUSING AND URBAN DEVELOPMENT ACT OF 1968:
II.22.1 The work to be performed under this contract is subject to the requirements of Section 3 of
the Housing and Urban Development Act 1968, as amended, 12 U.S.C. 1701u (section 3). The
purpose of Section 3 is to ensure that employment and other economic opportunities generated by
HUD assistance or HUD-assisted projects covered by Section 3, shall, to the greatest extent
feasible, be directed to low and very low-income persons, particularly persons who are recipients
of HUD assistance for housing.
II.22.2 The parties to this contract agree to comply with HUD's regulations in in24 CFR part 75.15
and 75.25, which implement Section 3. As evidenced by their execution of this contract, the parties
to this contract certify that they are under no contractual or other impediment that would prevent
them from complying with the part 75.5 regulations.
II.22.3 The contractor agrees to send each labor organization or representative of workers with
which the contractor has a collective bargaining agreement or other understanding, if any, a notice
advising the labor organization or workers' representative of the contractor's commitments under
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Housing Authority of the City of Pittsburgh Invitation for Bid IFB #300-25-26 REBID
ER Generator and Fire Pump Maintenance REBID
this Section 3 clause, and will post copies of the notice in conspicuous places at the work site
where both employees and applicants for training and employment positions can see the notice.
The notice shall describe the Section 3 preference, shall set forth minimum number and job titles
subject to hire, availability of apprenticeship and training positions, the qualifications for each;
and the name and location of the person(s) taking applications for each of the positions; and the
anticipated date the work shall begin.
II.22.4 The contractor agrees to include this Section 3 clause in every subcontract subject to
compliance with regulations in 24 CFR 75.9 or 75.19, and agrees to take appropriate action, as
provided in an applicable provision of the subcontract or in this Section 3 clause, upon a finding
that the subcontractor is in violation of the regulations in 24 CFR part 75. The contractor will not
subcontract with any subcontractor where the contractor has notice or knowledge that the
subcontractor has been found in violation of the regulations in 24 CFR part 75.
II 22.5 The contractor will certify that any vacant employment positions, including training
positions, that are filled (1) after the contractor is selected but before the contract is executed, and
(2) with persons other than those to whom the regulations of 24 CFR Part 75 require employment
opportunities to be directed, were not filled to circumvent the contractor's obligations under 24
CFR Part 75.
II.22.6 Noncompliance with HUD's regulations in 24 CFR Part 75 may result in sanctions,
termination of this contract for default, and debarment or suspension from future HUD-assisted
contracts.
II.22.7 After the Section 3 new rule went into effect on November 30, 2020, Tribes and Tribally
Designated Housing Entities under the Indian Housing Block Grant and Indian Community
Development Block Grant programs are no longer required to comply with Section 3 requirements.
The new rule at 24 CFR part 75 provides that contracts, subcontracts, grants, or subgrants are
subject to Section 7(b) of the Indian Self-Determination and Education Assistance Act (25 U.S.C.
5307(b)) or subject to tribal preference requirements as authorized under 101(k) of the Native
American Housing Assistance and Self-Determination Act (25 U.S.C. 4111(k)) must provide
preferences in employment, training, and business opportunities to Indians and Indian
organizations, and are therefore not subject to the requirements of 24 CFR Part 75. If you have any
questions regarding the Section 3 Requirements or would like to discuss goals and planning for
Section 3 Requirements, please contract Lloyd C. Wilson Jr., Resident Sustainability Manager,
by email at lloyd.wilson@hacp.org or by contacting him at Housing Authority of the City of
Pittsburgh, Bedford Hope Center 2305 Bedford Avenue, Pittsburgh, PA 15219, telephone (412)
643-2761. Please complete Attachment 16 and include it in your bid.
RESIDENT HIRING REQUIREMENTS / RESIDENT HIRING SCALE
TOTAL LABOR DOLLARS RESIDENT LABOR AS A % OF TOTAL
USE TOTAL CONTRACT LABOR
AMOUNT FOR SERVICE CONTRACTS DOLLARS
Labor dollars $25,000 but less than $100,000 10% of the labor dollars
$100,000, but less than $200,000 9% of the labor dollars
At least $200,000, but less than $300,000 8% of the labor dollars
At least $300,000, but less than $400,000 7% of the labor dollars
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