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REQUEST FOR PROPOSAL
Canadian Sport Institute Ontario
Website Development
Issue Date: February 17, 2015
Canadian Sport Institute Ontario
875 Morningside Avenue, Toronto, ON, M1C 0C7 – 416.596.1240
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TABLE OF CONTENTS
1.
2.
INTRODUCTION
1.1
WHAT IS CSIO?
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1.2
PROJECT SUMMARY
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1.3
CURRENT WEBSITE
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1.4
KEY DATES
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1.5
COMMUNICATION & SUPPORT DURING THE RFP
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1.6
RESPONSES TO THE RFP
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WEBSITE REQUIREMENTS
2.1
3.
4.
3.1
BUDGET
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3.2
TIMELINE
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SUBMISSION FORMAT AND REQUIREMENTS
SUBMISSION FORMAT FOR PROPOSALS
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EVALUATION
5.1
6.
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BUDGET AND TIMELINES
4.1
5.
WEBSITE REQUIREMENTS
RFP EVALUATION CRITERIA
LEGAL TERMS
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1.1
INTRODUCTIO N
WH AT IS C AN ADI AN SPORT INSTI TUTE ONTARIO?
Located at the new Toronto Pan Am Sports Centre, a legacy facility of the Toronto 2015
Pan/Parapan American Games, Canadian Sport Institute Ontario (CSIO) is committed to the
pursuit of excellence by providing world-class programs, services, and leadership to high
performance athletes and coaches to enhance their ability to achieve international podium
performances. CSIO offers athletes a range of sport science and sport medicine services including
nutrition, physiology, biomechanics, strength & conditioning, mental performance, sport therapy
and life services. CSIO also delivers programming and services to National and Provincial Sport
Organizations and coaches to work towards building a stronger sport system in Ontario and
Canada.
CSIO services approximately 700 high performance athletes and 250 coaches, at its main facility
at the Toronto Pan Am Sports Centre, its satellite location at the Mattamy National Cycling Centre
in Milton, and in daily training environments across Ontario. CSIO is part of a larger network of 4
institutes and 3 multi-sport centres across the country known as the Canadian Olympic and
Paralympic Sport Institute Network, working in partnership with the Canadian Olympic Committee
and Canadian Paralympic Committee. CSIO is further supported by the Ministry of Tourism,
Culture and Sport, Sport Canada, Own the Podium, and the Coaching Association of Canada,
along with the National and Provincial Sport Organizations within the sector.
1.2
PROJECT SUMM AR Y
CSIO is launching a project to create a new website that is professionally designed and developed
to be user friendly and easy to navigate, both on the front and back ends. We are looking for
expertise in the development of a website strategy, site design and structure, and the
implementation of a new, robust and flexible content management system (CMS).
It is important to note that the website solution provided must be bilingual, and offer users the
ability to navigate content in both English and French. CSIO, as mandated by our funding partner
Sport Canada, must, to the best of our ability, make all content available simultaneously to users in
both languages. CSIO currently utilizes a third party translator to assist in facilitating this
requirement.
One of the main objectives of the website project is to have the Bidder address current issues
regarding outdated technology and how to best move our website forward to current standards
and in a way that offers true value to our stakeholders, in particular the high performance athletes
and coaches that we work with. We want the new website to be our number one vehicle to deliver
a wide variety of content to, and engage, our diverse group of stakeholders, including but not
limited to:
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1,000+ High Performance Athletes and Coaches
National and Provincial Sport Organizations and their Administrators
Facility Partners
CSIO Staff and Board of Directors
Sponsors and Funding Partners
Media
External Clientele
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The new website must be easy to navigate to enable site visitors to find information without
difficulty, including:
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Program information
Sport science and sport medicine discipline information
Integrated social media platforms, including video
News stories and press releases
Contact information
Job Postings
Event Calendar
And new functionalities:
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Online Store
Online Event Registration (currently utilizing Eventbrite online registration system)
Two other functionalities that CSIO is looking to include in this project are a Staff Intranet Portal
and an Integrated Training Portal. The Staff Intranet should include, but is not limited to, the ability
for staff to post/share/utilize:
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News Stories
Social Media Content/Videos
Documents and File Sharing
Document Editing and Collaboration
Instant Messaging/Communication Tools/Forum
The Integrated Training Portal would be for CSIO staff to share training data and information with
athletes and coaches that they work with in a secure, password protected setting. As well, it would
be for athletes and coaches to share information back to their practitioners. The Integrated
Training Portal should include, but is not limited to:
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User Profiles
Results Tracking
Professional Development Tracking
Share Files and Documents
Instant Messaging/Communication Tools/Forum
Post and Access Videos
Online Form Creation/Submission
The ability and option to integrate these portals with CSIO’s existing Microsoft Dynamics CRM
would be ideal, but not required as we seek to find the best solution for functionality and ease of
use for all users.
Note, the Staff Intranet and Integrated Training Portals may be quoted separately in your proposal
and can be looked at as separate phases of the project if needed.
1.3
CURRENT WEBSI TE
The current design of the CSIO website was developed and put in place in 2013. While the
existing site functions adequately for front end users, as web technologies and CSIO’s needs have
developed the website has become outdated both in terms of design and functionality, and is not a
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responsive design. As well, the administrative back-end is difficult to manage providing workflow
challenges for staff.
Currently, CSIO’s Senior Communications Coordinator is the primary administrator responsible for
updating the site content on a regular basis. The only other staff person that has access and can
make updates is the Manager, Business Operations. While much of the content is static, there are
frequent updates required and news stories and releases added on a daily basis.
As mentioned previously, the CSIO website is bilingual in English and French, as mandated by our
funding partner Sport Canada. To the best of our ability all content is available simultaneously to
users in both English and French. CSIO utilizes a third party translator to assist in facilitating this
requirement. The administrative back-end of the existing website is divided in to two dashboards,
one for English content and the other for French content. Thus, the site administrator currently has
to post each content update twice.
CSIO’s current CMS system is WordPress - Version 3.6.1, however, we are open to moving to a
new CMS system and welcome the opportunity to find a new system that better meets our needs.
The current CSIO website has a few integrated platforms that will need to be transferred over to
the new website:
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CSIO E-newsletter posting and sign up (through Mail Chimp)
Social Media (Facebook, Twitter, YouTube, LinkedIn)
Google Analytics
Google Maps
With regards to existing database management software for our athletes and coaches, CSIO
currently utilizes Microsoft Dynamics CRM 2011.
For internal document sharing, CSIO staff currently uses a shared drive which is only accessible
on the CSIO network in the main CSIO office. This is not ideal for staff trying to access files while
working in the field or abroad. As well the shared drive has become a complex, disorganized group
of files that is not easy to navigate or find items. Staff also utilize Dropbox online file sharing, which
is not ideal because files can easily be overwritten and no collaboration options exist.
1.4
KEY D ATES
The following is the schedule to be followed for this process:
February 17, 2015
February 24, 2015
March 11, 2015
March 16, 2015
March 25 & 26, 2015
April 3, 2015
RFP Issued
Deadline to Submit Letter of Intent to Bid
Deadline to Submit Proposal
Shortlist Candidates Notified
Interviews with Shortlist Candidates
Probable RFP Selection/Notification
Shortlisted candidates will be required to come to the Canadian Sport Institute Ontario offices to
present their proposals to a selection committee for 1 hour on either March 25 or March 26, 2015.
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1.5
COMMUNICATION & SUPPORT DURING THE RFP PROCESS
The contacts for this project are:
Laura Albright
Senior Communications Coordinator
(416) 596.1240 Ext. 238
lalbright@csiontario.ca
1.6
John Grootveld
Director, Business Development
(416) 596.6766
jgrootveld@csiontario.ca
RESPONSES TO THE RFP
Letters of Intent to Bid are due to the Senior Communications Coordinator by 4:00pm on Friday
February 24, 2015 via email to lalbright@csiontario.ca.
Proposals will be received by the Senior Communications Coordinator, before noon (12:00PM) on
March 11, 2015, at the CSIO Head Office located at 875 Morningside Avenue, Suite 100, Toronto,
ON, M1C 0C7. Submissions received after the noted due time will not be considered. It is the sole
responsibility of the vendor submitting to deliver the Proposal to Head Office before the closing
date and time.
Submission method:
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Via hard copy: One (1) hard copy and one (1) electronic version in MS Word/PDF format
submitted in the form of a CD/DVD or flash drive in a sealed envelope delivered to
Canadian Sport Institute Ontario, C/O Laura Albright, 875 Morningside Avenue, Suite 100,
Toronto ON M1C 0C7.
Proposals should include a letter signed by an officer of the vendor in a position to legally bind
the company to the statements contained herein.
Revisions to a submitted Proposal must be in writing and received by the Senior
Communications Coordinator before the closing date & time.
A vendor may withdraw their Proposal upon written request received by the Senior
Communications Coordinator at any time.
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2.1
WEBSITE REQUIREMENTS
WEBSITE REQUIREMENTS
The purpose of this RFP is to select a vendor to provide the following website development and
design requirements for CSIO. Bids unable to fulfill the requirements in their entirety WILL NOT be
considered. Exception: CSIO will accept Bids that do not include details regarding the Staff Intranet
and Integrated Training Portal requirements outlined in the list below. However it is requested that if
these requirements are within the scope of your business that details are included in the bid, either as
part of the primary bid, or as special projects and quoted accordingly. Third party solutions for the
Intranet and Integrated Training Portal are also welcome.
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Website User Interface Design
• Clean, professional, modern, clutter-free page design
• Effective page layouts for a variety of content types
• Good use of whitespace
• Consistent web font style and font size
• Site colour palette in line with the CSIO brand standards and style guides
• Site background that doesn’t detract site usability
• Minimize distractions and animated graphics
Website Navigation
• Flat navigation structure
• Avoid excessive layering of fly-out menus
• Avoid horizontal scrolling
• Consistent use of breadcrumb navigation
• Home page used to provide quick site overview
• Clear page headings
• Interactive features
Browser Compatibility (at minimum)
• Internet Explorer 8.0
• Firefox 5.0
• Chrome 8.0
• Safari 5.1.1
• Optimized for mobile devices
Operating System Compatibility (at minimum)
• Windows 7
• Windows XP
• MAC OS X v10.7
Screen Resolution
• Resolution to be reflective of fluid design for various screen sizes and responsive for
mobile devices
Site URL
• www.csiontario.ca
• Create CSIO favicon
Content Management System
• Robust, flexible CMS tool
• WYSIWYG editing capability
• Content modules and integration platforms, i.e., News, Social Media, Event Calendar,
Videos, Photo Gallery, etc.
• Style guide for content editors
• Integration capabilities
Functions
• Printable version of pages
• Integration:
o Integrated Training Portal creation/existing Customer Relationship Management (CRM)
integration with Microsoft Dynamics CRM
o Intranet for internal staff access
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Social media integration (Facebook, Twitter, LinkedIn, YouTube, CSIO monthly Enewsletter through MailChimp, etc.)
o E-commerce solution integration with our current Square management tool for possibly
selling merchandise through a CSIO online store and event registration system
o Video and photo gallery capabilities
Avoid pop-ups
Redirect external links to a new window or browser tab (I.e. sponsor pages)
Full site search capability
Site map
Forms (i.e. feedback form)
Rotating banners
Quiz, surveys and voting mechanisms
Ability to sign up for the CSIO E-newsletter through MailChimp
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Development
• Full AODA Compliance and Testing
• Implementation of security measures
• Implement analytics for site use tracking (i.e. Google Analytics)
• Validate HTML and CSS
• Responsive design for mobile devices
• Home Screen icon for mobile devices
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3.1
BUDGET AND TIME LINE
BUDGET
CSIO’s project budget for the development and design of the website is limited to approximately
$20,000 - $30,000 (excluding applicable taxes). An additional $10,000 - $15,000 (excluding
applicable taxes) is available for both the Intranet and Integrated Training Portals.
While CSIO is limited to this budget, we welcome bids outside of these financial parameters as
financial considerations are one of six (6) weighed evaluation criteria outlined in Section 5 of this
document.
As well, CSIO recognizes that the Integrated Training Portal and Intranet may be quoted
separately outside of the scope of this budget. Please include quotes on the Integrated Training
Portal and Intranet functions as well, if they are within your business expertise (including third
party options, if appropriate).
3.2
TIMELINE
It is the intention of CSIO to have the new website launched by November 2, 2015.
As outlined in Section 4 below, please provide a Schedule of Deliverables indicating key dates and
milestones of the project reflective of our ideal launch date. CSIO understands that there may be a
multi-phase approach required (i.e. launch of new website, followed by Integrated Training Portal
and/or Intranet launch at a later date).
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Please note: The migration of content (text, photos, etc.) from the current site to the new site will
be done by CSIO staff. The coordination of training and launch plans will need to include the site
migration timeline as a constraint.
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4.1
SUBMISSION FORM AT AND REQUIREM ENTS
FORM AT FOR PROPOS ALS
1. Executive Summary
2. Technical Volume & Expertise - We’re looking to understand your approach to all
aspects of website provision and support.
a. Online Strategy - Please let us know how you would help facilitate the definition of
our online strategy.
b. Website Development Process - Please let us know about your services, expertise
and process (including major milestones) for the following:
• Requirements – Discovery and Consultations
• Design
• Development
• Security Implementation
• Testing
• CMS Training and User Guides
• Launch and Hand-Off Process
• Evaluation
c. Address any important technology information and specifications used in your
solution (languages, platform, etc.)
d. Address bilingual (English and French) development requirement
e. Address AODA compliance standards and testing
f. Content Management System: Please describe the tools you would use and how
our needs would be met by the CMS you recommend for us.
g. Potential Integrated Training Portal – Please describe a system you would use to
track athlete/coach development and share records and documents with athletes
and coaches
h. Potential Staff Intranet Portal: Please describe a system you would use to set-up a
portal for staff to share documents and information easily
i. Responsive design component
j. Integration matters for an online store, event registration, social media, enewsletter, google analytics, google maps, and other widgets as needed
k. Ongoing Support & Maintenance: Please list the services that you or a third party
you recommend provide, if applicable, including:
• Hosting Options
• Support and Service Timelines
• Back-up and Recovery Storage
• Maintenance
• Fixes & Enhancements
• Additional Training and User Guides
l. Project evaluation
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3.
Management Volume
a. Organizational structure: communication process; including lines of reporting and
any special tools used
b. Schedule of deliverables; include major milestones and testing proposal
4.
Budget
a. Break down cost by production hours, tools and functionalities
b. Maintenance and support: Identify any costs that should be assumed as part of the
site and ongoing costs for maintenance and support we need in the future
c. License Fees: Identify the costs we will need to pay to develop or host the site
d. Hosting: Identify what hosting options you or a third party you recommend offer and
the correlating pricing options. Note: CSIO reserves the right to stay with their
existing host if they so choose.
e. Training and Style Guide: Identify costs to train our staff to use site tools and
provide a style guide
f. Other Charge Areas: Please identify whether there will be other expenses,
consulting fees, future work, etc. to complete this project
5.
Attachments
a. Qualifications and Experience: relevant case histories with information on accessing
online demos or examples
b. Example sites - Please provide up to three (3) sample sites including a listing of
which parts of the work (strategy, CMS, requirements, design, development, testing,
training, launch, support, and maintenance) were provided/completed by your firm.
Please note: we will not be contacting these companies for references.
c. Names, titles, and biographies of all who will work on account
d. Minimum of three (3) references of similar current or past contracts, including
contact names and telephone numbers for each client
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5.1
EVALU ATIO N
RFP EV ALU ATION CRI TERI A
The following criteria, shown in order of importance, form the basis upon which the CSIO will
evaluate proposals.
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Financial Considerations - 30%
Technical Expertise - 25%
Proposal (ability to address outlined requirements) - 25%
Sample Sites Provided/References – 10%
Deliverable Schedule - 5%
Additional Value Added - 5%
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TERM S AND CONDITIONS
You must follow these guidelines and requirements when preparing and submitting your proposal:
A. Proposals received after 12:00PM, March 11, 2015 will not be accepted. Late proposals will
not be opened or read, under any circumstances. CSIO will not grant any exceptions to this
requirement.
B. Once the CSIO is in receipt of a vendor proposal, CSIO will only accept revisions and/or
changes in writing and received by the Senior Communications Coordinator before 12:00PM,
March 11, 2015.
C. Once submitted, a vendor’s proposal can be withdrawn at any time.
D. Any costs associated with preparing and presenting proposals in response to this RFP and for
providing any additional information required by the CSIO to facilitate the evaluation process
are the sole expense and responsibility of the vendor and will not be reimbursed or paid
by the CSIO. The CSIO also reserves the right to discontinue this procurement process at any
time, and makes no commitments, implied or otherwise, that this process will result in a
business transaction with one or more parties. All supporting documents and manuals,
submitted with this proposal, become the property of CSIO, unless explicitly requested, in
writing, by the vendor and approved by the CSIO.
E. The statements made in a vendor proposal are binding to the reliance of CSIO; therefore a
representative of the vendor that is authorized to do so, preferably an officer of the company,
must sign the vendor proposal.
F. If a vendor wishes to submit alternate solutions, they may do so. Alternate solutions should be
treated as separate proposals.
G. A vendor is required to provide CSIO with exact prices quoted in the proposal for at least 90
days from the date of submission. The price quoted should be inclusive. If the vendor price
excludes certain fees or charges, the vendor must provide a detailed list of fees with a
complete explanation of the nature of those fees.
H. If the execution of work to be performed by the vendor requires the hiring of sub-partners, the
vendor must clearly state this in their proposal. Sub-partners must be identified and the work
they will perform must be defined. In the vendor proposal, a vendor must provide the name,
address, telephone number & expertise of the sub-partner. The CSIO will not refuse a
proposal based upon the use of sub-partners; however we retain the right to refuse the subpartners selected.
I.
By submitting a proposal, a vendor agrees to all the terms and conditions of this Request for
Proposal.
J. The CSIO and vendor agree that all details of this Request for Proposal process, including
both financial information and proposal concepts, shall be confidential during this process, and
thereafter, and do whatever is reasonably necessary to preserve such confidentiality. The
contents of all media announcements, if any, regarding the selection of the CSIO’s vendor
shall be agreed upon by both parties prior to being released or published. Neither party shall
unreasonably withhold its agreement to an announcement.
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K. CSIO does not bind itself to accept either the lowest cost tender or any tender submitted.
L. CSIO will not be liable for any costs or expenses incurred in the preparation of a tender.
M. The vendor, if chosen, shall undertake to indemnify the CSIO against claims and litigation
(including legal fees) related to/arising from the activities of the vendor.
N. The vendor, if chosen, shall undertake to disclose any conflicts of interests in the provision of
the services.
O. The CSIO reserves the right to and may exercise any or all of the following rights and options
with respect to this RFP:
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To reject any and all proposals, to seek additional proposals, to enter into negotiations and
subsequently contract with more than one vendor if such action is in the best interests of
the CSIO. The CSIO will not be required to provide reasons for accepting or not accepting
any particular proposal;
To evaluate separately the individual components of each proposal and decide to contract
with such vendors for any such individual component(s);
At its sole discretion to cancel or withdraw this Tender with or without the substitution of
another Tender, to alter the terms and conditions of this Tender (including, without
limitation, extending the times and deadlines referred to in this document), and to conduct
investigations as to the qualifications of each vendor at any time;
To alter the proposed implementation schedule at its sole discretion.
To not be bound at any time to the acceptance of any Tender and in no way does this
invitation to treat process bind the CSIO into any contractual relationship whatsoever.
To contact vendor(s) to clarify or confirm information, without obligation to other vendors;
Invite vendors to provide brief presentations.
Negotiate with one or more vendors.
P. The selection of any vendor is conditional upon the negotiation and execution of a satisfactory
contract between CSIO and the vendor(s).
Q. CSIO may, in its sole and absolute discretion, enter into discussions or negotiations with one,
some or all of the vendors. Without limiting the generality of the foregoing, such discussions
and negotiations may deal with terms which are different or in addition to those in this Tender
or in a proposal. CSIO shall not be required to enter into discussions or negotiations on similar
or other terms or offer any modified terms to any vendor. CSIO shall incur no liability to any
vendor as a result of these discussions, negotiations or modifications. Such discussions and
negotiations shall not affect the irrevocability of the proposals as specified, which irrevocability
shall remain in full force and effect until such time as the proposal is accepted or the proposal
expires or the vendor and CSIO mutually agree in writing on any modified terms as a condition
to CSIO’s acceptance of the proposal.
R. The vendor(s) will indemnify and save harmless the CSIO, its agents, employees and elected
officials from and against any and all liability whatsoever for losses, liens, charges, claims,
demands, payments, suits, actions, recoveries, and judgments including legal fees and
expenses of every nature and description brought or recovered against either the CSIO, its
agents and employees, or the contractor by reason of an act, error or omission of the vendor,
its agents employees or licenses in providing the services, including, without limiting the
generality of the foregoing, loss or damage to property, injury to or the death of any persons,
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alleged copyright, patent or other intellectual property rights infringement or interference,
defective design or damage to the environment.
S. A successful vendor shall obtain and maintain for the duration of the services, at its own
cost, the following insurance, amounts to be approved by CSIO, on terms and from insurers
satisfactory to the CSIO:
a)
b)
c)
d)
Comprehensive General Liability coverage, covering premises and operations liability;
Completed Operations Liability coverage;
Contractual Liability coverage; and
Owned and Non-owned Automobile Liability Insurance coverage.
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