OUTDOOR WALK-IN FREEZER

STATE OF NORTH CAROLINA
Department of Agriculture and Consumer Services
Invitation for Bid #: 10-IFB-2327427522-PLK
Outdoor Walk-In Freezer-Christmas Tree Seed Center
Date Issued: July 24, 2026
Bid Opening Date: August 5, 2026
At 2:00PM ET
Direct all inquiries concerning this IFB to:
Patricia Kinney
Procurement Specialist III
Email: patricia.kinney@ncagr.gov
Phone: 919-707-3271

STATE OF NORTH CAROLINA
Invitation for Bids #
10-IFB-2327427522-PLK
______________________________________________________
For internal State agency processing, including tabulation of bids, 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 bid.
Failure to do so may subject your bid 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
Department of Agriculture and Consumer Services
Refer ALL Inquiries regarding this IFB to: Invitation for Bids # 10-IFB-232747522-PLK
The Procurement Lead through the Message Bids will be publicly opened: August 5, 2026, at 2:00pm ET
Board in the Sourcing Tool. See section 2.6 for
details:
Using Agency: NCDA&CS- Research Stations Commodity No. and Description:241316-Industrial Freezers
Requisition No.:RQ294771
EXECUTION
In compliance with this Invitation for Bids (IFB), 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 bid, the undersigned Vendor understands that false certification is a Class I felony and certifies that:
this bid is submitted competitively and without collusion (G.S. 143-54),
that 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 bid, 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
IFB, 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 it 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 Contract; 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
bid response to the IFB, 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 or agents of Vendor's organization.
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 below. These documents can be accessed from the Ariba Sourcing Tool.
Failure to execute/sign bid prior to submittal may render bid invalid and it MAY BE REJECTED. Late bids cannot 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: E-MAIL:
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Bid Number: 10-IFB-2327427522-PLK Vendor: ____________________________________
VALIDITY PERIOD
Offer shall be valid for at least sixty (60) days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual
agreement in writing of the parties. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this IFB.
BID ACCEPTANCE
If your bid is accepted, all provisions of this IFB, 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 NCDA&CS)
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Bid Number: 10-IFB-2327427522-PLK Vendor: ____________________________________
1.0 PURPOSE AND BACKGROUND .......................................................................................... 4
1.1 CONTRACT TERM................................................................................................................. 4
2.0 GENERAL INFORMATION .................................................................................................... 4
2.1 INVITATION FOR BID DOCUMENT ....................................................................................... 4
2.2 E-PROCUREMENT FEE ........................................................................................................ 4
2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS ................................ 4
2.4 IFB SCHEDULE ..................................................................................................................... 5
2.5 BID QUESTIONS ................................................................................................................... 5
2.6 BID SUBMITTAL .................................................................................................................... 6
2.7 BID CONTENTS ..................................................................................................................... 6
2.8 ALTERNATE BIDS ................................................................................................................. 7
2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ............................................................ 7
3.0 METHOD OF AWARD AND BID EVALUATION PROCESS .................................................. 7
3.1 METHOD OF AWARD ............................................................................................................ 7
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION ......... 7
3.3 BID EVALUATION PROCESS ................................................................................................ 8
3.4 INTERPRETATION OF TERMS AND PHRASES ................................................................... 8
4.0 REQUIREMENTS ................................................................................................................... 9
4.1 PRICING ................................................................................................................................ 9
4.2 PRODUCT IDENTIFICATION ................................................................................................. 9
4.3 TRANSPORTATION AND IDENTIFICATION ......................................................................... 9
4.4 DELIVERY .............................................................................................................................. 9
4.5 AUTHORIZED RESELLER ................................................................................................... 10
4.6 WARRANTY ......................................................................................................................... 10
4.7 REFERENCES ..................................................................................................................... 10
4.8 VENDOR'S REPRESENTATIONS ....................................................................................... 11
4.9 FINANCIAL STABILITY ........................................................................................................ 11
4.10 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................ 11
4.11 SECRETARY OF STATE REGISTRATION .......................................................................... 11
4.12 SUSTAINIBILITY EFFORTS ................................................................................................ 12
5.0 PRODUCT SPECIFICATIONS ............................................................................................. 12
SPECIFICATIONS ................................................................................................................ 12
5.2 DEVIATIONS ....................................................................................................................... 13
6.0 CONTRACT ADMINISTRATION .......................................................................................... 14
6.1 INVOICES ............................................................................................................................ 14
6.2 DISPUTE RESOLUTION ...................................................................................................... 14
6.3 PRODUCT RECALL ............................................................................................................. 14
6.4 CONTRACT CHANGES ........................................................................................................ 14
6.5 ATTACHMENTS ................................................................................................................... 14
ATTACHMENT A: PRICING FORM ...................................................................................................... 15
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Bid Number: 10-IFB-2327427522-PLK Vendor: ____________________________________
1.0 PURPOSE AND BACKGROUND
The NC Department of Agriculture and Consumer Services, on behalf of Research Stations, is seeking a qualified Vendor to provide
a walk-in freezer to house elite Christmas tree seeds. The seeds will be stored as needed until distributed to NC growers. The new
seed center is located at the Upper Mountain Research Station in Laurel Springs.
The Research Stations Division maintains and supervises 18 research stations (twelve owned by NCDA&CS, six owned by NC State
University). Research station personnel cooperate with scientists at land-grant universities to develop new agronomic products,
improve livestock and poultry breeds, and develop better management practices.
The intent of this solicitation is to award an Agency Specific Contract.
To comply with Governor Cooper's Executive Order 80 (October 2018), North Carolina's Commitment to Address Climate Change
and Transition to a Clean Energy Economy, the contract resulting from this solicitation intends to provide sustainability features
in accordance with industry standards.
1.1 CONTRACT TERM
The Contract term shall begin upon completion and acceptance of all requirements within the scope of work described in section
Product Specifications 5.0.
Bids shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto.
2.0 GENERAL INFORMATION
2.1 INVITATION FOR BID DOCUMENT
The IFB is comprised of the base IFB 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 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 IFB 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 IFB and comply with all requirements and
specifications herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be
issued in connection with this IFB.
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Bid Number: 10-IFB-2327427522-PLK Vendor: ____________________________________
If Vendors have questions, issues or exceptions regarding any component within this IFB, those must be submitted as questions in
accordance with the instructions in the BID QUESTIONS Section. If the State determines that any changes will be made as a result
of the questions asked, then such decisions will be communicated in the form of an IFB addendum. The State may also elect to
leave open the possibility for later negotiation and amendment of specific provisions of the Contract that have been addressed
during the question-and-answer period.
Other than through the process of negotiations 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 bid. This applies to any language appearing in
or attached to the document as part of the Vendor's bid that purports to vary any terms and conditions or Vendors' instructions
herein or to render the bid non-binding or subject to further negotiation. Vendor's bid shall constitute a firm offer that shall be
held open for the period required herein ("Validity Period" above).
The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this IFB 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 to during negotiations and incorporated by way of a
Best and Final Ofer (BAFO). Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient
grounds to reject Vendor's bid as non-responsive.
2.4 IFB SCHEDULE
The table below shows the intended schedule for this IFB. The State will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue IFB State July 24, 2026
Submit Written Questions Vendor July 29, 2026, by 10:00 am ET
Provide Responses to Questions State July 31, 2026
Submit Bids Vendor August 5, 2026, at 2:00pm ET
Dial in by phone
+1 984-204-1487,,301052918# United States, Raleigh
Find a local number
Phone conference ID: 301 052 918#
Join on a video conferencing device
Tenant key: ncgov@m.webex.com
Video ID: 112 772 005 7
Contract Award State TBD
2.5 BID QUESTIONS
Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB in order to submit the best bid
possible. To accommodate the Bid Questions process, Vendors shall submit any such questions by the "Submit Written Questions"
date and time provided in the IFB 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 IFB SCHEDULE Section of this IFB.
Vendors will enter "IFB # 10-IFB-327427522-PLK- Questions" as the subject of the message. Question submittals should include a
reference to the applicable IFB section. This is the only manner in which questions will be received.
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Bid Number: 10-IFB-2327427522-PLK Vendor: ____________________________________
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 IFB. 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 IFB, shall be considered authoritative or binding. Vendors shall rely only on written material
contained in an Addendum to this IFB.
2.6 BID 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 bid has been received as described in this IFB by the specified
time and date of opening. Failure to submit a bid in strict accordance with instructions provided shall constitute sufficient cause
to reject a Vendor's bid(s). Solicitation responses are subject to Sealed Bidding requirements.
Vendor's bids 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 responses 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 Bids submitted through the Content Section of the Ariba Sourcing Event will be considered. Bids submitted
through the Message Board will not be accepted or considered for award.
2.7 BID CONTENTS
Vendors shall provide responses to all questions and complete all attachments for this IFB 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 bid, in the State's
sole discretion.
Vendors shall upload the following items and attachments in the Sourcing Tool:
a) Title Page: Include the company name, address, phone number and authorized representative along with the Bid Number.
b) Completed and signed version of EXECUTION PAGES, along with the body of the IFB.
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Bid Number: 10-IFB-2327427522-PLK Vendor: ____________________________________
c) Signed receipt pages of any addenda released in conjunction with this IFB, if required to be returned.
d) Completed version of ATTACHMENT A: PRICING
e) Completed and signed version of ATTACHMENT E: CUSTOMER REFERENCE FORM
f) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION
g) Completed and signed version of ATTACHMENT H: VENDOR REQUEST FOR EO50 PRICE-MATCHING, if applicable
2.8 ALTERNATE BIDS
Unless provided otherwise in this IFB, Vendor may submit alternate bids for comparable Goods, various methods or levels of
Service(s), or that propose different options. Alternate bids must specifically identify the IFB requirements and advantage(s)
addressed by the alternate bid. Each bid must be for a specific set of Goods and Services and must include specific pricing. Each
bid must be complete and independent of other bids offered. If a Vendor chooses to respond with various offerings, Vendor shall
follow the specific instructions for uploading Alternate Bids in the Sourcing Tool
2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS
Relevant definitions for this IFB are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found Sourcing Tool, which
are incorporated herein by this reference.
3.0 METHOD OF AWARD AND BID 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 responsive bids will be reviewed, and award(s) will be based on the responsive bid(s) offering the lowest price that meets the
specifications provided herein, to include any required verifications set out herein, such as but not limited to past performance,
references, and financial documents..
While the intent of this IFB is to award a Contract(s) to a single Vendor for all line, the State reserves the right to make separate
awards to different Vendors for one or more line items, to not award one or more line items or to cancel this IFB in its entirety
without awarding a Contract, if it is considered to be most advantageous to the State to do so.
If a Vendor selected for award is determined by the State to be a non-resident of North Carolina, all responsive bids will be reviewed
to determine if any of them were submitted by a North Carolina resident Vendor who requested an opportunity to match the price
of the winning bid, pursuant to Executive Order #50 and G.S. 143-59 (for more information, please refer to ATTACHMENT H:
VENDOR REQUEST FOR EXECUTIVE ORDER #50 PRICE MATCHING. If such bid(s) are identified, the State will then determine
whether any such bid falls within the price-match range, and, if so, make a Contract award in accordance with the process that
implements G.S. 143-59 and Executive Order #50.
The State reserves the right to waive any minor informality or technicality in bids received.
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION
While this IFB is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging
in conversations intended to influence the outcome of the evaluation. See the Paragraph of the Instructions To Vendors entitled
COMMUNICATIONS BY VENDORS.
Each Vendor submitting a bid to this IFB, including its employees, agents, subcontractors, suppliers, subsidiaries and affiliates, is
prohibited from having any communications with any person inside or outside the using agency; issuing agency; other government
agency office or body (including the purchaser named above, any department secretary, agency head, members of the General
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Bid Number: 10-IFB-2327427522-PLK Vendor: ____________________________________
Assembly and Governor's office); or private entity, if the communication refers to the content of Vendor's proposal or
qualifications, the content of another Vendor's proposal, another Vendor's qualifications or ability to perform a resulting contract,
and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of
directly or indirectly influencing the evaluation of proposals, the award of a contract, or both.
Any Vendor not in compliance with this provision shall be disqualified from evaluation and award. A Vendor's proposal may be
disqualified if its subcontractor and/or supplier engage in any of the foregoing communications during the time that the
procurement is active (i.e., the issuance date of the procurement until the date of contract award or cancellation of the
procurement). Only those discussions, communications or transmittals of information authorized or initiated by the issuing agency
for this IFB or inquiries directed to the purchaser named in this IFB regarding requirements of the IFB (prior to proposal submission)
or the status of the award (after submission) are excepted from this provision.
3.3 BID EVALUATION PROCESS
Only responsive submissions will be evaluated.
The State will conduct an evaluation of responsive Bids, as follows:
Bids will be received according to the method stated in the Bid Submittal section above.
All bids must be received by the issuing agency not later than the date and time specified in the IFB SCHEDULE Section above,
unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and
the State reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best
interest of the State.
At the date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum, the bids from each responding
Vendor will be opened publicly and all offers (except those that have been previously withdrawn, or voided bids) will be
tabulated. The tabulation shall be made public at the time it is created. When negotiations after receipt of bids are authorized
pursuant to G.S. 143-49 and 01 NCAC 05B.0503, only the names of offerors and the Goods and Services offered shall be tabulated
at the time of opening. Cost and price shall become available for public inspection at the time of the award... Interested parties
are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and
therefore may not be an exact indicator of a Vendor's pricing position.
At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to amplify
the materials presented in any part of the bid. Vendors are cautioned, however, that the evaluators are not required to request
presentations or other clarification-and often do not. Therefore, all bids should be complete and reflect the most favorable
terms available from the Vendor. Prices bid cannot be altered or modified as part of a clarification.
Bids will generally be evaluated, based on completeness, content, cost, and responsibility of the Vendor to supply the requested
Goods and Services. Specific evaluation criteria are listed in Section 3.1 METHOD OF AWARD.
Upon completion of the evaluation process, the State will make Award(s) based on the evaluation and post the award(s) to the
electronic Vendor Portal (eVP), https://evp.nc.gov, under the IFB number for this solicitation. Award of a Contract to one
Vendor does not mean that the other bids lacked merit, but that, all factors considered, the selected bid was deemed most
advantageous and represented the best value to the State.
The State reserves the right to negotiate with one or more Vendors, or to reject all original offers and negotiate with one or
more sources of supply that may be capable of satisfying the requirement, and in either case to require Vendor to submit a Best
and Final Offer (BAFO) based on discussions and negotiations with the State.
3.4 INTERPRETATION OF TERMS AND PHRASES
This IFB serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the State; and (2)
to provide (together with other specified documents) the terms of the Contract resulting from this procurement. The use of phrases
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