INDIVIDUAL ASSISTANCE PUBLIC ASSISTANCE PERSONNEL

STATE OF NORTH CAROLINA
DEPARTMENT OF PUBLIC SAFETY
Request for Proposal #: 19-RFP-2063949214-RMT
INDIVIDUAL ASSISTANCE/PUBLIC ASSISTANCE PERSONNEL
Date of Issue: May 8, 2026
Proposal Opening Date: June 5, 2026
At 2:00 PM ET
Direct all inquiries concerning this RFP to:
Morgan Rilling
Contract Specialist
Email: morgan.rilling@ncdps.gov

STATE OF NORTH CAROLINA
Request for Proposal #
19-RFP-2063949214-RMT
______________________________________________________
For internal State agency processing, including tabulation of proposals, provide your company's eVP (Electronic Vendor
Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page
will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for
public inspection.
This page shall be filled out and returned with your proposal.
Failure to do so may subject your proposal to rejection.
___________________________________________________
Vendor Name
______________________________
Vendor eVP#
Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered
Vendor in good standing. You must enter the Vendor number assigned through eVP (Electronic Vendor
Portal). If you do not have a Vendor number, register at
https://evp.nc.gov/SignIn
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STATE OF NORTH CAROLINA
Division of Emergency Management
Refer ALL Inquiries regarding this RFP to Request for Proposal #: 19-RFP-2063949214-RMT
the Procurement Lead through the Proposals will be publicly opened: June 5, 2026 at 2pm EST
Message Board in the Sourcing Tool. See Microsoft Teams meeting
section 2.5 for details: Join:
Morgan Rilling morgan.rilling@ncdps.gov https://teams.microsoft.com/meet/275251186673508?p=exKSWe47ap8rxyrMt8
Meeting ID: 275 251 186 673 508
Passcode: Jc6gB2dz
Need help? | System reference
Dial in by phone
+1 984-204-1487,,633335724# United States, Raleigh
Find a local number
Phone conference ID: 633 335 724#
Join on a video conferencing device
Tenant key: ncgov@m.webex.com
Video ID: 115 506 103 1
More info
Using Agency: NC Emergency Commodity No. and Description: 931318- Disaster Preparedness and Relief
Management
Requisition No.: RQ263735
EXECUTION
In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish
and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein.
By executing this proposal, the undersigned Vendor understands that false certification is a Class I felony and certifies that:
this proposal is submitted competitively and without collusion (G.S. 143-54),
none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of
the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and
it is not an ineligible Vendor as set forth in G.S. 143-59.1.
Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor's knowledge and belief, that:
it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from
covered transactions by any Federal or State department or agency.
As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this
RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with
more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.
As required by Executive Order 24 (2017), the undersigned Vendor certifies will comply with all Federal and State requirements concerning fair
employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance of any
Contract arising from this solicitation.
G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans,
specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public
contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By execution of this
response to the RFP, the undersigned certifies, for Vendor's entire organization and its employees or agents, that Vendor is not aware that any
such gift has been offered, accepted, or promised by any employees of your organization.
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Proposal Number: 19-RFP-2063949214-RMT Vendor: __________________________________________
By executing this bid, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL TERMS
AND CONDITIONS incorporated herein. These documents can be accessed from the Ariba Sourcing Tool.
Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late proposals shall
not be accepted.
COMPLETE/FORMAL NAME OF VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
VALIDITY PERIOD
Offer shall be valid for at least sixty (60) days from date of bid opening, unless otherwise stated here: one hundred twenty (120) days, or if
extended by mutual agreement of the parties in writing. Any withdrawal of this offer shall be made in writing, effective upon receipt by the
agency issuing this RFP.
ACCEPTANCE OF PROPOSAL
If your proposal is accepted, all provisions of this RFP, along with the written results of any negotiations, shall constitute the written agreement
between the parties ("Contract"). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply. Depending
upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed.
FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on
The attached certification, by ____________________________________________________________________.
(Authorized Representative of Department of Public Safety)
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Proposal Number: 19-RFP-2063949214-RMT Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND .............................................................................................. 5
1.1 CONTRACT TERM.................................................................................................................... 5
2.0 GENERAL INFORMATION ........................................................................................................ 5
2.1 REQUEST FOR PROPOSAL DOCUMENT .............................................................................. 5
2.2 E-PROCUREMENT FEE ........................................................................................................... 5
2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS ............................... 5
2.4 RFP SCHEDULE ....................................................................................................................... 6
2.5 PROPOSAL QUESTIONS......................................................................................................... 6
2.6 PROPOSAL SUBMITTAL ......................................................................................................... 7
2.7 PROPOSAL CONTENTS .......................................................................................................... 8
2.8 ALTERNATE PROPOSALS...................................................................................................... 8
2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ................................................................. 8
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ....................................... 8
3.1 METHOD OF AWARD............................................................................................................... 8
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION ........ 9
3.3 PROPOSAL EVALUATION PROCESS .................................................................................... 9
3.4 EVALUATION CRITERIA ........................................................................................................ 10
3.5 PERFORMANCE OUTSIDE THE UNITED STATES .............................................................. 10
3.6 INTERPRETATION OF TERMS AND PHRASES ................................................................... 11
4.0 REQUIREMENTS ..................................................................................................................... 11
4.1 PRICING .................................................................................................................................. 11
4.2 FINANCIAL STABILITY .......................................................................................................... 11
4.3 HUB PARTICIPATION ............................................................................................................ 11
4.4 VENDOR EXPERIENCE ......................................................................................................... 12
4.5 REFERENCES ........................................................................................................................ 12
4.6 BACKGROUND CHECKS ...................................................................................................... 12
4.7 DEMONSTRATION ................................................................................................................. 12
4.8 PERSONNEL .......................................................................................................................... 12
4.9 VENDOR'S REPRESENTATIONS .......................................................................................... 12
4.10 AGENCY INSURANCE REQUIREMENTS MODIFICATION .................................................. 13
4.11 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS ..................................... 13
4.12 SUBCONTRACTORS ............................................................................................................. 13
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Proposal Number: 19-RFP-2063949214-RMT Vendor: __________________________________________
4.13 SECRETRY OF STATE REGISTRATION .............................................................................. 13
5.0 SPECIFICATIONS AND SCOPE OF WORK ........................................................................... 14
5.1 GENERAL ............................................................................................................................... 14
5.2 SCOPE OF WORK .................................................................................................................. 14
5.3 TASKS/DELIVERABLES .......................................................................................................... 16
5.4 PROJECT ORGANIZATION ................................................................................................... 17
6.0 CONTRACT ADMINISTRATION .............................................................................................. 17
6.1 CUSTOMER SERVICE ................................................................................................................. 17
6.2 INVOICES .................................................................................................................................... 17
1. Each PO must have its own invoice. .................................................................................... 18
2. PO number must be on all invoices. .................................................................................... 18
3. Invoices line items must be formatted to match PO. ......................................................... 18
4. Invoices with errors or missing items will be delayed for processing. ............................ 18
6.3 POST AWARD BUSINESS REVIEW MEETINGS .................................................................. 18
6.4 CONTINUOUS IMPROVEMENT ................................................................................................ 18
6.5 PERIODIC WEEKLY REPORTS................................................................................................ 18
6.6 ACCEPTANCE OF WORK ........................................................................................................ 18
6.7 FAITHFUL PERFORMANCE ..................................................................................................... 18
6.8 TRANSITION ASSISTANCE ..................................................................................................... 19
6.9 DISPUTE RESOLUTION ........................................................................................................... 19
6.10 CONTRACT CHANGES .......................................................................................................... 19
6.11 ATTACHMENTS ...................................................................................................................... 19
ATTACHMENT B: INSTRUCTIONS TO VENDORS............................................................................ 21
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ................................... 21
ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION .............................................. 22
ATTACHMENT E: CUSTOMER REFERENCE FORM ........................................................................ 24
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR ............................................ 25
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION ................................................... 26
ATTACHMENT H: CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, & COOPERATIVE
AGREEMENTS ......................................................................................................................... 27
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Proposal Number: 19-RFP-2063949214-RMT Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The purpose of this Request for Proposals (RFP) is to seek proposals from qualified vendors to establish an Agency Contract to
provide trained/experienced Project Officers to assist potentially both the Public Assistance and Individual Assistance programs
for the North Carolina Department of Public Safety, Division of Emergency Management (NCEM). These trained Project Officers
shall be provided on an "as needed" basis to the State of North Carolina Division of Emergency Management to assist with the
close out of current or established disasters and aid in implementation of the programs in the event of a newly declared disaster.
NCEM is a government organization that administers state and federal emergency management programs enabled by the Federal
Stafford Act and Chapter 166A of the North Carolina General statutes. The Public Assistance Section of NCEM is responsible for
assisting FEMA in the awards of grants to assist State and local governments and certain Private Non-profit entities with the
response to and recovery from disasters through the Public Assistance Program. Specifically, the program provides assistance for
debris removal, implementation of emergency protective measures, and permanent restoration of public infrastructure. The
Individual Assistance Section of NCEM is responsible for assisting FEMA in the awards of grants to assist individuals, households
and businesses recover from disasters through the Individual Assistance Program. Specifically, the program provides assistance to
individuals with necessary and essential needs after a disaster.
The intent of this solicitation is to award an Agency Specific Contract.
1.1 CONTRACT TERM
The Contract shall have an initial term of three (3) years, beginning on the date of final Contract execution.
Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.
2.0 GENERAL INFORMATION
2.1 REQUEST FOR PROPOSAL DOCUMENT
This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award, which are
incorporated herein by reference.
2.2 E-PROCUREMENT FEE
ATTENTION: This is an NC eProcurement solicitation facilitated by the Ariba Network. The E-Procurement fee may apply to this
solicitation. See the paragraph entitled ELECTRONIC PROCUREMENT of the North Carolina General Terms and Conditions.
General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/.
What is the Ariba Network?
The Ariba Network is a web-based platform that serves as a connection point for buyers and Vendors. Vendors can log in to the
Ariba Network to view purchase orders, respond to electronic requests for quotes, participate in Sourcing Events, and collaborate
with buyers on contract documents.
For training on how to use the Sourcing Tool to view solicitations, submit questions, develop responses, upload documents, and
submit offers to the State, Vendors should go to the following site:
http://eprocurement.nc.gov/training/vendor-training.
2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS
It shall be the Vendor's responsibility to read the Instructions to Vendors, the North Carolina General Terms and Conditions, all
relevant exhibits and attachments, and any other components made a part of this RFP and comply with all requirements and
specifications herein. Vendors are also responsible for obtaining and complying with all Addenda and other changes that may be
issued in connection with this RFP.
If Vendors have questions, issues, regarding any component of this RFP, those must be submitted as questions in accordance with
the instructions in the PROPOSAL QUESTIONS Section. If the State determines that any changes will be made as a result of the
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Proposal Number: 19-RFP-2063949214-RMT Vendor: __________________________________________
questions asked, then such decisions will be communicated in the form of an RFP addendum. The State may also elect to leave
open the possibility for later negotiation of specific provisions of the Contract that have been addressed during the question-and-
answer period, prior to contract award.
Other than through the process of negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to evaluate or
consider any additional or modified terms and conditions submitted with Vendor's proposal or otherwise. This applies to any
language appearing in or attached to the document as part of the Vendor's proposal that purports to vary any terms and conditions
or Vendors' instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor's proposal shall
constitute a firm offer that shall be held open for the period required herein ("Validity Period" above).
The State may exercise in its discretion to consider Vendor proposed modifications. By execution and delivery of this RFP
Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or
inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon through negotiations and
incorporated by way of a Best and Final Offer (BAFO). Noncompliance with, or any attempt to alter or delete, this paragraph
shall constitute sufficient grounds to reject Vendor's proposal as nonresponsive.
2.4 RFP SCHEDULE
The table below shows the intended schedule for this RFP. The State will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue RFP State May 8, 2026
Submit Written Vendor May 21, 2026
Questions
Provide Response to State May 28, 2026
Questions
Submit Proposals Vendor June 5, 2026 by 2pm EST
Microsoft Teams meeting
Join:
https://teams.microsoft.com/meet/275251186673508?p=exKSWe47ap8rxyrMt8
Meeting ID: 275 251 186 673 508
Passcode: Jc6gB2dz
Need help? | System reference
Dial in by phone
+1 984-204-1487,,633335724# United States, Raleigh
Find a local number
Phone conference ID: 633 335 724#
Join on a video conferencing device
Tenant key: ncgov@m.webex.com
Video ID: 115 506 103 1
More info
Contract Award State TBD
2.5 PROPOSAL QUESTIONS
Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal
possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the "Submit Written
Questions" date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum.
Questions related to the content of the solicitation, or the procurement process should be directed to the person on the title page
of this document via the Sourcing Tool's message board by the date and time specified in the RFP SCHEDULE Section of this RFP.
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Proposal Number: 19-RFP-2063949214-RMT Vendor: __________________________________________
Vendors will enter "19-RFP-2063949214-RMT- Questions" as the subject of the message. Question submittals should include a
reference to the applicable RFP section. This is the only manner in which questions will be received.
Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at 888-
211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM ET to 5:00 PM ET.
Questions received prior to the submission deadline date, the State's response, and any additional terms deemed necessary by
the State will be posted in the Sourcing Tool in the form of an addendum and shall become an Addendum to this RFP. No
information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question
or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material
contained in the RFP and an addendum to this RFP.
2.6 PROPOSAL SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, will not be opened or considered, and will be
automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due to unintended or
unanticipated delay. It is the Vendor's sole responsibility to ensure its proposal has been received as described in this RFP by the
specified time and date of opening. Failure to submit a proposal in strict accordance with instructions provided shall constitute
sufficient cause to reject a Vendor's proposal(s). Solicitation responses are subject to Sealed Bidding requirements.
Vendor's proposals for this procurement must be submitted through the Sourcing Tool. For training on how to use the Sourcing
Tool to view solicitations, submit questions, develop responses, upload documents, and submit offers to the State, Vendors should
go to the following site: https://eprocurement.nc.gov/training/vendor-training
Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at 888-
211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM EST to 5:00 PM EST.
Tips for Using the Sourcing Tool
1. Vendors should review available training and confirm that they are able to access the Sourcing Event, enter responses,
and upload files well in advance of the date and time response are due to allow sufficient time to seek assistance from
the North Carolina eProcurement Help Desk.
2. Vendors may submit their responses early to make sure there are no issues, and then submit a revised response any time
prior to the response due date and time. The State will only review the most recent response.
3. Vendors should respond to all relevant sections of the Sourcing Event. Certain questions or items are required in order to
submit a response and are denoted with an asterisk. The Sourcing Tool will not allow a response to be submitted unless
all required items are completed. The Sourcing Tool will provide error messages to help identify any required information
that is missing when response is submitted.
4. Simply saving your response in the Sourcing Tool is not the same as submitting your response to the State. Vendors should
make sure they complete the submission process and receive a message that their response was successfully submitted.
5. Only Proposals submitted through the Content Section of the Ariba Sourcing Event will be considered. Proposals
submitted through the Message Board will not be accepted or considered for award.
If confidential and proprietary information is included in the proposal, also submit one (1) signed, REDACTED copy of the
proposal. Such information may include trade secrets defined by N.C. Gen. Stat. 66-152 and other information exempted
from the Public Records Act pursuant to N.C. Gen. Stat. 132- 1.2. Vendor may designate information, Products, Services or
appropriate portions of its response as confidential, consistent with and to the extent permitted under the statutes and rules
set forth above. By so redacting any page, or portion of a page, the Vendor warrants that it has formed a good faith opinion,
having received such necessary or proper review by counsel and other knowledgeable advisors, that the portions determined
to be confidential and proprietary and redacted as such, meet the requirements of the Rules and Statutes set forth above.
However, under no circumstances shall price information be designated as confidential.
If the Vendor does not provide a redacted version of the proposal with its proposal submission, the Department may release
an unredacted version if a record request is received.
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Proposal Number: 19-RFP-2063949214-RMT Vendor: __________________________________________
2.7 PROPOSAL CONTENTS
Vendors shall provide responses to all questions and complete all attachments for this RFP that require the Vendor to provide
information and upload them to the Sourcing Event in the Sourcing Tool. Vendor may not be able to submit its response in the
Sourcing Tool unless all required items are addressed. Vendors shall provide authorized signatures where requested. Failure to
provide all required items, or Vendor's submission of incomplete items, may result in the State rejecting Vendor's proposal, in the
State's sole discretion.
Vendor shall include the following items and attachments in the Sourcing Tool:
a) Cover Letter, which must contain the following: (i)a statement that confirms that the proposer has read the RFP in its entirety,
including all links, and all Addenda released in conjunction with the RFP; (ii) a statement that the Vendor agrees to perform in
accordance with the scope of work, requirements, and specifications contained herein; and (iii) Vendor's agreement to comply
with all instructions, terms and conditions, and attachments.
b) Title Page: Include the company name, address, phone number and authorized representative along with the Proposal
Number.
c) Completed and signed version of all EXECUTION PAGES, along with the body of the RFP.
d) Signed receipt pages of any addenda released in conjunction with this RFP, if required to be returned.
e) Vendor's Proposal addressing all Specifications of this RFP.
f) Completed version of ATTACHMENT A: COST PROPOSAL
g) Completed and signed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION
h) Completed and signed version of ATTACHMENT E: CUSTOMER REFERENCE FORM
i) Completed and signed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR
j) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION
k) Completed and signed version of CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS and
OMB STANDARD FORM LLL
2.8 ALTERNATE PROPOSALS
Unless provided otherwise in this RFP, Vendor may submit alternate proposals for comparable Goods, various methods or levels
of Service(s), or that propose different options. Alternate proposals must specifically identify the RFP requirements and
advantage(s) addressed by the alternate proposal. Any alternate proposal, in addition to the marking described above, must be
clearly marked with the legend: "Alternate Proposal #19-RFP-2063949214-RMT [for 'name of Vendor']". Each proposal must be
for a specific set of Goods and Services and must include specific pricing. Each proposal must be complete and independent of
other proposals offered. If a Vendor chooses to respond with various offerings, Vendor shall follow the specific instructions for
uploading Alternate Proposals in the Sourcing Tool.
2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS
Relevant definitions for this RFP are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found in the Sourcing Tool,
which are incorporated herein by this reference.
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS
3.1 METHOD OF AWARD
North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the
additional criteria herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all
award decisions shall be in the State's best interest. All qualified proposals will be evaluated, and awards will be made to the
Vendor(s) meeting the specific RFP Specifications and achieving the highest and best final evaluation, based on the criteria
described below.
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