HomeMy WebLinkAbout08-City Manager
o CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
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From: Fred Wilson, City Manager
Subject: Resolution authorizing
execution of a Master Services
Memorandum of Understanding by and
between the City of San Bernardino and
the Water Department for City-provided
services for FY 2008/09.
Dept: City Manager's Office
Date: May 30, 2008
MICC Meeting Date: June 16,2008
Synopsis of Previous Council Action:
1997 through 2007 - Resolutions are adopted annually authorizing Master Services
Memorandums of Understanding with the Water Department for the provision of City
Services.
Recommended Motion:
Adopt resolution.
Contact person: TAn R..kAr
Phone:
5122
Supporting data attached: SR resolution & MOll Ward:
FUNDING REQUIREMENTS: Amount: Reimbursement to be made to various City
funds for services provided, as outlined in the staff
report.
Source: (Acct. No.)
(Ar.M necu"rirtinn)
Finance:
Council Notes:
Agenda Item No.
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o CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
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Subiect:
Resolution of the City of San Bernardino authorizing the City Manager of the City of San Bernardino to
execute a Master Services Mernorandum of Understanding with the Water Department for provision of
City services for Fiscal Year 2008/2009.
Back2round:
The Water Department contracts with the City for various services. Below is a summary of the services
provided by the City to the Water Department which shall be reimbursed pursuant to the attached MOU.
These charges have been adjusted to reflect current costs of providing services.
Section I. Equal Employment Officer:
Section 2. City Attorney:
Section 3. Civil Service:
Section 4. Human Resources and Finance:
Section 5. Employee Assistance program:
$ 42,400 (flat rate to the General Fund)
$181,800 (flat rate to the General Fund)
$ 69,200 (flat rate to the General Fund)
$ 56,200 (flat rate to the General Fund)
$650 per month, plus $2,200 for proportionate share of
administrative costs ($10,000 total to the Workers'
Compensation Fund)
$5,200 (flat rate to the AB 2766 Fund)
Reimbursement for actual costs, plus proportionate share
of fixed costs.
Reimbursement for actual costs of claims, plus
proportionate share of administrative costs
$71 0,700 (flat rate to IT Fund) IT Contract Services
Section II.
$500,000 (flat rate to General Fund)
The City receives 10% of net revenue from
each land sale
Section 6. Rideshare Coordinator:
Section 7. Telephone services:
Section 8. Workers' Compensation:
Section 9. Information Technology:
Section 10. Police and Fire Depts.:
Section II. Water Dept. Land Sales
The cost for Information Technology Services (See Exhibit "A") has increased to $710,700 (from
$539,600 in FY 07/08) plus anticipated contract reimbursements in the amount of$171,100, which totals
$710,700 for the upcoming fiscal year. Except for Public Safety, the reimbursement rate for the balance
. of the services provided to the Water Department by the City (General Fund portion) represents a 3.3%
increase over that ofFY 07/08.
Financial Imoact:
Anticipated reimbursement amounts from the Water Department Master Services Memorandum of
Understanding will be included in the FY 2008/09 adopted budget, as follows:
General Fund: $849,600
IT Fund: 710,700
AB 2766 Fund: 5,200
Telephone Support Fund: 126,400
Workers' Comp Fund: 412,000
The revenue is already factored into the budget for FY 08-09.
Recommendation:
Adopt resolution.
RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE A
MASTER SERVICES MEMORANDUM OF UNDERSTANDING WITH THE WATER
DEPARTMENT FOR PROVISION OF CITY SERVICES FOR FISCAL YEAR
2008/2009.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
WHEREAS, The City of San Bernardino ("City") provides certain services to the
Water Department ("Department") for which the Department compensates the City; and
WHEREAS, it is the desire of the City and the Water Department to enter into a
Memorandum of Understanding to memorialize these services;
NOW, THEREFORE, BE IT RESOLVED by the Mayor and Common Council of
the City of San Bernardino that the Master Services Memorandum of Understanding between
the City and the Water Department setting forth the services that are to be provided by the City
to the Water Department and the compensation to be paid therefore, a copy of which is attached
hereto and incorporated herein as Attachment I, is hereby adopted.
SECTION 1. The City Manager of the City of San Bernardino is hereby authorized
and directed to execute on behalf of said City the Master Services Memorandum of
Understanding.
SECTION 2. The authorization granted hereunder shall expire and be void and of no
further effect if the agreement is not executed and returned to the Office of the City Clerk
within 60 days following the effective date of this resolution.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE A
MASTER SERVICES MEMORANDUM OF UNDERSTANDING WITH THE WATER
DEPARTMENT FOR PROVISION OF CITY SERVICES FOR FISCAL YEAR
200812009.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
and Common Council of the City of San Bernardino at a
meeting thereof, held
on the
day of
, 2008, by the following vote, to wit:
Council Members:
AYES
NAYS
ABSTAIN ABSENT
ESTRADA
BAXTER
BRINKER
DERRY
KELLEY
JOHNSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
day of
2008.
Patrick J. Morris, Mayor
City of San Bernardino
24 Approved as to Form:
25
26 (l-~L. -. C ~ J7f/
27 James F. Penman, City Attorney
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1
2 MASTER SERVICES
3 MEMORANDUM OF UNDERSTANDING
4
5 THIS MEMORANDUM OF UNDERSTANDING is made and entered into by and
6 between the City of San Bernardino, a charter city ("City"), and the Board of Water
7 Commissioners of the City of San Bernardino ("Board"), who agree that the City shall provide
8 services and the Board shall compensate City therefore as follows:
9 I. EQUAL EMPLOYMENT OFFICER. The City shall provide to the City of San
10 Bernardino Municipal Water Department ("Department") the services of its Equal Employment
11 Officer and support staff at a flat annual rate of $42,400.
12 2. CITY ATTORNEY. The City Attorney shall act as General Counsel to the
13 Department and perform all of its legal work. The City Attorney shall assign sufficient staff to
14 perform the legal services needed by the Department, and such services shall be given priority.
15 A. Outside Counsel. The parties contemplate the continued need for the
16 Department to utilize services of outside special counsel, particularly in water rights matters.
17 The City Attorney and the Department shall jointly determine when the services of outside
18 counsel are required and Department staff shall consult with and obtain the approval of the City
19 Attorney prior to the employment of outside counsel and prior to the assignment of matters to
20 such counsel. All outside counsel shall keep the City Attorney informed of their work and
21 provide to the City Attorney copies of any and all correspondence and documents filed in any
22 court on Department matters and any agreements to hire outside counsel shall be required.
23 B. Support Staff. In connection with providing the foregoing services, the
24 City Attorney's office will provide sufficient secretarial, paralegal and investigator support
25 services.
26 C. Data to be Furnished to the City. The following has been and will
27 continue to be furnished by the Department to the City: All records and information pertaining
28 to legal requirements of the Department, including any back-up materials, applicable
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1 regulations, correspondence, preliminary drafts of agreements, if any, and any other material
2 pertaining to the Department necessary for the performance of legal services.
3 D. Comoensation.
4 (1) Attornev Services. It is anticipated that the services to be
5 supplied by the City Attorney will constitute, on the average, an amount equal to fifty percent
6 (50%) of the time of one Senior Deputy City Attorney.
7 (2) Secretarial. Other Staff and Services. It is anticipated that the services to be
8 supplied by the Legal Secretary will constitute, on the average, an amount equal to fifty percent
9 (50%) of the time of one Legal Secretary 11 and 10% of the time of other staff. City Attorney
10 services shall be provided to the City of San Bernardino Water Department at a flat annual rate
11 of$181,800.
12 3. CIVIL SERVICE. Department shall pay to City for the services of its Chief
13 Examiner and for Civil Service Administration an annual flat fee of $69,200. Typical services
14 shall include, but not be limited to, testing and certifYing eligible employees for outside
15 recruitment and promotions, and testing standards for positions in the Department, and
16 administrative hearings on discharges and reductions in rank or compensation.
17 4. HUMAN RESOURCES AND FINANCE. Department shall pay to City for the
18 services of its Human Resources and Finance departments an annual flat fee of $56,200.
19 Typical services shall include, but not be limited to, conducting outside recruitments;
20 administering employee health, dental, vision, and life insurance programs; approving job
21 descriptions, minimum qualifications, and administering the Public Employees Retirement
22 System contract. Department shall also pay to City the actual costs of recruitment-related
23 advertising that is requested by Department.
24 5. EMPLOYEE ASSISTANCE PROGRAM. Department shall pay to City the
25 $650 per month for the Employee Assistance Program. Department shall also pay to City a flat
2 6 annual fee of $2,200 for its proportionate share of the administrative costs of the Employee
27 Assistance Program (total of$IO,OOO).
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1 6. RIDESHARE COORDINATOR. Department shall pay to City a flat annual rate
2 of $5,200 for the services of its Rideshare Coordinator, who shall provide services to
3 Department employees as required by the Air Quality Management District (AQMD) including,
4 but not limited to:
5 A. Developing, updating and implementing a Trip Reduction Plan and
6 complying with all other AQMD Regulation requirements, including the provision of trip
7 reduction incentives for Department employees;
8 B. Promoting the Trip Reduction Plan and rideshare activities, and tracking
9 and documenting employee participation;
10 C. Acting as a liaison with AQMD and attending all training, meetings and
11 workshops as required by AQMD.
12 7. TELEPHONE SERVICES. Department shall pay for the use of City's telephone
13 system at the actual monthly telephone charges attributable to the ports assigned to the Water
14 Department, Water Yards, Water Reclamation Plant and RIX Plant, plus a proportionate share
15 of the fixed costs of operations, debt retirement/system hardware, and leased lines, based upon
16 the portion of total telephone ports assigned to the Water Department, Water Yards, Water
17 Reclamation Plant and RIX Plant.
18 8. WORKERS' COMPENSATION ADMINISTRATION. Department shall pay
19 to City for the administration of its Workers' Compensation Program, its proportionate share of
20 the budgeted cost of administration based upon budget payroll costs, provided that the
21 Department provides to the City the budget figures for payroll within a reasonable time after
22 Department's budget is adopted. For any year in which payroll figures are not made available
23 to the City in a timely fashion, the percentage shall be the same as that used for the prior year.
24 For fiscal year 2008/2009, this shall be twenty percent (20%). In addition, the Department shall
25 pay the actual cost of the amount paid out on its claims.
26 9. INFORMATION TECHNOLOGY (IT).
27 A. Services. The IT Director will act as a private contractor to provide the
28 Department IT related services as defined in the attached agreement (Exhibit "A") incorporated
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1 herein by reference upon approval by the Board of Water Commissioners and the City of San
2 Bernardino.
3 B. Compensation. The agreed upon cost to provide this service is a flat fee of
4, $710,700.
5 10. POLICE AND FIRE DEPARTMENTS. Department shall pay to City a flat
6 fee of $500,000 as reimbursement for safety-related costs associated with the Water
7 Reclamation Plant.
8 II. WATER DEPARTMENT LAND SALES. Department shall pay to City 10%
9 (ten percent) of the net revenue from each land sale.
10 12. TERMS. This Memorandum of Understanding shall terminate as of June 30,
11 2009, unless terminated by either party at least thirty (30) days prior to July I, 2009.
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MASTER SERVICES
MEMORANDUM OF UNDERSTANDING
3 By and between the City of San Bernardino and the Board of Water Commissioners of the City
4 of San Bernardino for the provision of City services for Fiscal Year 2008/2009.
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BOARD OF WATER COMMISSIONERS
9 Date:
Toni Callicott, President
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Stacey Aldstadt, Secretary
CITY OF SAN BERNARDINO
15 Date:
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Fred Wilson, City Manager
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Approved as to Form:
ATTEST:
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Rachel Clark, City Clerk
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INFORMATION TECHNOLOGY CONTRACT SERVICES
FISCAL 200812009
This document details the services Information Technology proposes to provide to the Water
Department during fiscal 200812009 at a contract price of $ 710,700.
Office Automation
. Provide technical assistance for Water Department office automation servers and domain
controllers
. Troubleshoot "malfunctioning" Microsoft operating systems and Office products (Word,
Excel, Outlook, PowerPoint and Access).
. Provide use of the City's file, anti-virus, anti-spam and email servers and processes.
. Create, delete, and alter network accounts, scripts, and user folders on the City office
automation server as required.
. Create, delete, set security and alter email, public folders and mailboxes.
. Maintain anti-virus software on client and server PCs. Includes installation and upgrades
of anti-virus software (semi-annual), anti-virus scan engine (quarterly), and new virus
pattern files as they become available.
. Provide introductory Outlook training classes as requested.
. Audit email content and usage upon request.
. Department-wide upgrade to Microsoft Office 2007
GIS
. Provide maps and/or reports as requested. (Large maps, map series and special papers
are available at cost of materials.)
. Add Water district layers as required to ArcGIS.
. Continue ArcGIS training and establish an internal City ArcGIS user group.
. Provide access to County Assessor data through the parcel layer.
. Provide access to year 2000 census data.
. Provide access to appropriate GIS layers.
. Provide assistance to Water GIS personnel.
Web Site
. Provide web site hosting on the City web server.
. Facilitate direct access to Water Department content on the City web server through the
Civica Content Management System (CMS).
. Provide Civica CMS user training.
. Provide limited web page design and development services.
. Publish web site content provided by the Water Department to the City web server.
Exhibit "A"
. Provide web server administrative services including performance monitoring, system
tuning, system security, and installation of server software upgrades and service packs.
. Maintain sbcitywater.org domain name system service.
Network
. Provide access to the City's TCP/lP network via digital spread spectrum radio bridges.
. Provide access to the Intemet.
. Set up and maintain Intemet access accounts to facilitate web browsing by authorized
individuals.
. Provide secure inbound and outbound Intemet mail service using the SMTP protocol.
. Design, configure, install and maintain WAN network links utilizing digital spread spectrum
radio bridges, fiber gigabit links and switched frame relay.
. Provide assistance in designing, configuring, installing and maintaining all components of
the City's network infrastructure.
. Provide access to the City's intranet utilizing the City's high-speed switched gigabit
Ethemet backbone.
. Administer 2 Unix-based firewalls that provide security to the City's network and Intemet
connection and also provide virus filtering on all protocols.
. Provide DNS naming service, including name registration and name server management.
. Administer maintenance and service contracts for SSC Intemetworking, SSC, NPA
Computers Inc., Citrix, Accent Computers, Secure Computing and Hewlett
Packard/Compaq Inc.
. Provide and maintain authorized access to the City's local network through a secure web
based Remote access system and standards-based VPN.
. Install, maintain and troubleshoot Cat Ve UTP cable plant including cables, jacks, wall
plates and punch down assemblies. (Major cabling projects, drilling, or new conduit work
may be subcontracted, and would represent a cost to Water).
. Provide for 'first-defense' anti-spam protection at the firewall level.
Financials (WFS)
. Provide technical assistance for Harris software (Technical assistance does not include
assistance in the use of Harris application software).
. This system has been discontinued from active use. However, IT will continue to house
and support this system.
Exhibit " A"
2
Financials lSunaard Public Sector)
. Administer system at operating system level, including installation and upgrades of the
following software:
. IBM operating system (OS/400)
. HTE Naviline
. HTE application software (GMBA, payroll, purchasing/inventory, fleet, etc.)
. Develop form and check definitions as required (ACOM EZeDocs)
. Perform accounts payable backups on request prior to weekly final register and check
processing, and transmit positive pay data to Wells Fargo.
. Transmit direct deposit and positive pay data to Wells Fargo.
. Provide after hours access and technical assistance to maintenance vendors as
necessary.
Document Imaaina
. Administer system at server level, including installation and upgrades of the following
software:
. Microsoft operating system (Windows 2000, 2003 Server)
. Microsoft database (SQL Server 2000, 2005)
. Provide assistance to Water Department personnel in installation and troubleshooting of
client applications.
. Act as technical liaison to the software vendor in resolving problems as needed.
. Provide after hours access and technical assistance to maintenance vendors as
necessary .
. Provide implementation support of Laserfiche document imaging system. Implementation
services include:
. Participation in project planning and implementation meetings.
. Review of interface configurations.
. Technical assistance for installation and configuration of hardware and software.
. Assist with the installation and integration of OptiView/OptiSpool. Integration to include
working with Water staff to develop back-end interface to Laserfiche.
Exhibit" A"
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Permit Trackina
. Provide access to the Accela Permits+ system.
. Perform server administrative services including performance monitoring, system tuning,
and installation of software upgrades and patches.
. Act as technical liaison to the software vendor in resolving problems.
City Business Svstem (Linus)
. Provide access to County Assessor parcel information.
Utility Billina (UB)
. Administer system at operating system level, including installation and upgrades of the
following software:
. IBM Operating system (OS/400)
. Existing UB related software programs (Sungard Public Sector (SPS), Naviline,
HTEDMS, Itron, Acorn, ITRAN (Remittance Processor), Cog nos QREP)
. Act as technical liaison with operating system vendor (IBM), utility billing software vendors
(SPS, Itron, Acorn, Cognos), and remittance processor vendor (TUI).
. Provide assistance with setup of user accounts, access, and security at lletIl the operating
system levels.
. Provide after hours access and technical assistance to maintenance vendors as necessary.
. Provide technical assistance for Naviline software and existing third party applications (Itron,
Acorn, Standard Register, Cognos). (This does not include assistance in how to use Naviline or
third party software.).
. Maintain support for internally created interface applications (ECC, positive pay, bank drafting).
. Provide Cognos Impromptu (QREP) training to report writing staff.
. Create and/or assist users in creating reports using Cognos Impromptu (QREP).
. Provide bill design and modification services (QREP).
. Provide notification design and modification services using HTEDMS.
. Monitor and maintain the automated derogatory file updates for the remittance processor
(ITRAN).
. Generate and transmit refund check positive pay data to Wells Fargo.
. Transmittal of bank drafting data to Wells Fargo.
. Establish methods for customers to directly access account information.
. Establish procedures for correction and maintenance of service addresses.
. Maintain Microsoft SQL 2000 database for Remittance Processing.
Exhibit" A"
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Miscellaneous Water Svstems
Employee Training Tracking System
· Provide administrative, technical and application support to end-users of system.
. Provide additional development as needed
Maintenance Contract Tracking System
· Provide administrative, technical and application support to end-users of system.
Vehicle and Equipment Rental Management System
. Provide administrative, technical and application support to end-users of system.
Maximo
. Assist in performing system administration functions such as application software upgrades.
. Act as technical liaison to the vendor in resolving problems.
. Perform server migration to new hardware as needed.
DataQuick
. Act as technical liaison to the vendor in resolving problems.
Experian Credit Check System
. Act as technical liaison to the vendor in resolving problems.
J.J. Keller & Associates (Compliance Information Manager & Workplace Safety Management
software)
. Act as technical liaison to the vendor in resolving problems.
Exhibit" A"
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Ooerations
. Perform daily backups (Monday - Friday) of Sungard application data, Cimage DMS,
Triton (HRlRemittance), WUServer, and office automation servers.
. Perform weekly, monthly, and year-end full system backups of Sungard, Cimage DMS,
Triton (HRlRemittance), WUServer, and office automation servers.
. Provide remote backup monitoring for remote servers (ARIEL)
. The IT Division is not responsible for backing up data that is not saved to these
aforementioned servers.
. Provide offsite storage for selected weekly, monthly and year-end full system backups in a
secure off-site media storage facility.
. Provide backup media and related supplies.
. Maintain tape library.
. Retrieve off-site tapes and restore data as required.
. Ship equipment to vendors for repair.
. Provide utility billing print services including:
. Initial, Cycle, Off-cycle, and Final Bills
. Delinquent Notices
. 48 Hour Disconnect Notices
. Multi-family Disconnect Notices (10 Day Notice)
. Return Check Letters
. Tenant Letters
. Customer refund checks
. Bill Notices
. Install PC software including SB Client, Client Access, Maximo, HTE GUI, HTE Naviline,
Cog nos Impromptu, virus protection, Microsoft operating systems and Office suite.
. Troubleshoot PC and printer malfunctions.
. Provide preventative maintenance for printers.
. Install and relocate PCs and printers.
. Maintain inventory of PCs, laptops, printers and desktop software, on equipment
connected to the City network.
. Daily service walk-through for 2nd and 5th floors.
. Service walk-through at Water Yards Monday through Thursday.
. Service walk-through at WRP each Tuesday and Thursday.
. On-site business-hours support from 6:00 AM to 5:30 PM, Monday through Thursday, and
6:00 AM to 4:30 PM on Fridays.
. On-site after-hours support for special processing, report printing, upgrades, etc.
. Administer maintenance contracts for desktop pes & printers, laptops, and line printers.
Exhibit" A"
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C"
Other
. Provide training and guidance to Water Department BSG staff.
. IT representative attendance at department meetings (agenda setting/debriefing, WTC,
Web site committee) as requested and/or possible.
. Obtain annual hardware and software maintenance contract quotes for systems and
software supported by IT.
. Provide hardware / software maintenance tracking and payments for items listed in
Attachment 'A'. Water Department shall be responsible for costs in excess of, or in
addition to this attachment.
. Review & sign-off of requests for technology purchases, monitoring for department wide
compatibility and standardization.
. Keep the Water Department informed of City technology projects of interest.
. Develop simple Microsoft Access and Visual Basic applications.
. Complete disaster management plan for mission-critical systems.
. Create IT Strategic plan for technology resources.
. Develop tools for management to more easily access reports and data from systems.
. Manage catalog of all applications, systems and databases that identifies assets available
to management.
. Manage and coordinate technology projects.
. Attend training provided by systems vendors and provide follow-up training to Water
Department staff.
Notes: The following notes represent information that may have an impact on Water and/or reminders of topics that
have been brought up from a technology perspective for consideration in planning for the future.
. A technology replacement fund should be considered (i.e. major server hardware and software
upgrades, network upgrades, PC replacements, printers, etc.)
. Additional Civica licensing has been acquired for Intranet Development. Water may wish to review
this option for internal needs.
. See Attachment A for Hardware / Software I Subscription costs
. Enterprise backup system has been placed on hold for current fiscal year, but should be addressed
in 09/10.
Tom Marek, Director of Information Technology
City of San Bernardino
Stacey Aldstadt, General Manager
San Bernardino Municipal Water Department
Date
Date
Exhibit" A"
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