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A short course of lectures
«The cor/cotr answer book»





When must a multiple award be made?What is a letter contract?What are the elements of a letter of designation?What is involved when monitoring technical compliance for noncommercial requirements?PrefaceTHE COR'S DELEGATED DUTIESWith whom should the COR have meetings and what are the basic benefits of such meetings?Why use telephone records? What should be included in them?When are phone calls best used in monitoring performance?What are the government's rights with regard to contract termination?Who should keep the minutes? To whom should they be distributed?NegotiationWhy should the COR carefully review and accept or reject delegated duties in the letter of designation?What kind of performance failures may occur during contract performance?What is the federal acquisition process?How does the COR help the CO track progress on the contract?What is the COR's role in fielding preaward inquiries and providing technical responses and advice on other issues to the CO?Assisting the co in Resolving DisputesInspecting Products or ServicesWhat is a contract financing payment?What are the COR's primary tasks related to reviewing and recommending modifications?What information should a technical evaluation report include?What information may not be given to bidders prior to the opening of a sealed bid?What is forbearance?What are allocable costs?What rules of conduct does the COR need to follow when making an onsite visit?How are terminations conducted under commercial contracts?How does the COR determine if government property should be used on the proposed procurement and what government property should be used?When does the Service Contract Act apply, and when does it not apply?What techniques does the COR use to monitor the contract?What are noncommercial requirements?What selection criteria does an agency use to select the COR?What is the COR's role regarding inquiries or requests for information from contractors?When should a COR be selected and designated for a contract?What is the COR's role when an unsolicited proposal is received?What are the criteria for providing government financing for noncommercial contracts?What may GAO recommend when a protest is filed?What is the COR's role in maintaining evaluations?How are terminations of noncommercial contracts conducted?What tools are best used to monitor schedule compliance?What does the contract file include?What is the formal protest process?What is the commercial activities (CA) program?What is the COR?Should the COR investigate his or her suspicions of fraud or other illegal activity?What steps does the COR take to notify interested parties regarding contractor performance?What are the types of contracts?What are the differences between single- and multiple-award task order contracts?What type of contract is used for a single award?What is prompt payment?Why does the COR need to read and understand the contract?What is a surveillance plan, and what is the COR's role in developing it?What other responsibilities might the COR have during closeout?What is the COR's role in the event of negotiations?How are individual costs monitored?What are unsolicited proposals?What is the advantage of sealed bidding?What tasks must the COR perform to successfully perform monitoring actions as authorized by the CO?What must the CO do, and what must he or she consider, when working on a multiple-award task order contract?What tasks will the COR need to perform regarding remedies?What are some available alternatives to termination the CO and COR may consider?What types of documentation should the COR use to document monitoring of contractor and government performance?What does the presolicitation phase of the contracting process involve?What is a dispute?TERMINATIONWhat are the differences between requirements for services and requirements for supplies?When must the notice of rejection be in writing?What is a statement of work?What is the COR's role in supervising the initial transfer of government property?What is ratification?What types of payments are applicable to commercial item purchases?Why is it important to track planned or budgeted expenses?Termination and the COR's and Contractor's DutiesWhat evaluation factors are used in sealed bidding?What techniques are used to monitor individual costs?How can the COR anticipate, and therefore most effectively respond to, contractor requests?What is alternative dispute resolution?What constitutes a violation of a federal statute during contract performance?What should be considered when determining if a change is outside the scope of the contract?Unsolicited ProposalsThe Technical Evaluation PanelWhat general guidance should the COR follow in making the determination of whether service contracts are personal or nonpersonal?CLAIMS AND DISPUTESWhat does the CO expect from the TEP evaluation?Preparing the Technical Evaluation ReportCalculating the Payment AmountWhat conditions can lead to disputes under a contract?Assisting the CO in Evaluating the Contractor's ResponseWhat types of contracts may be used with sealed bidding?How do inherently governmental functions relate to the COR's duties?What should the technical analysis include? Who should receive copies of the technical analysis?What is government policy regarding performance-based payments?What is the COR's role in reviewing the task cost plan?CONSIDERING COMPETITION REQUIREMENTSWhat steps are involved in the review of the letter of designation?Communication and Documentation DutiesWhat steps does the COR take in identifying and verifying a delay in performance under the contract?How does the COR help the CO determine the need for, and possible impact of, an option?How does the COR monitor the contractor's use of government property?What evaluation factors are used in a negotiated procurement?What is the COR's role in providing assistance to the CO on other terms and conditions and responsibility evaluation?What is the COR's role at the postaward orientation conference?What tasks will the COR need to perform to successfully inspect contractor delivery or performance and to inform the CO when accepting or rejecting deliverables?Notifying the CO of the Technical Impact of the DelayWhat are the COR's responsibilities in the case of a claim?What is the Contract Disputes Act of 1978?Conduct of the Preliminary MeetingWhat is a termination for default (or cause), and when does it occur?What are the COR's communication and documentation responsibilities?Contract Termination and CloseoutWhat are the types of delays?Noncommercial and Commercial Contract TerminationsWhat general guidance on ethics does the FAR provide?How are CORs selected and designated?The Federal Acquisition ProcessWhat is a warranty of merchantability?Why is it important to prepare a good SOW?What ethical concerns and issues of integrity are relevant to the COR's work?What are the criteria for determining when payments to the contractor are allowable under a contract?What is the COR's role in the event of a protest?What is the COR's role in monitoring fixed price contracts?What is the FAR's policy on administration of government property?What if the CO finds elements of the PR missing or deficient?What will the COR need to do to process an option?What are some good practices for the COR to follow in maintaining the contract file?What is the COR's role in monitoring cost reimbursement contracts?What information should the COR provide the CO regarding recommended rejection?How does the SOW relate to measuring contractor performance?What is a cure notice?How should a COR notify the CO after identifying a potential constructive change?What are the elements of a contract?What is past performance information?Accepting the Payment Document for ProcessingWhat is the COR's role in assisting the CO with termination proceedings?Recommending Rejection If Products Do Not Conform to RequirementsTHE COR'S AUTHORITYHow does the CO determine whether to require bonds for a contract?What is market research?What does the COR do to assist the CO in resolving disputes?What is the technical evaluation panel?PRESQLICITATIQN TECHNICAL ASSISTANCEWhat should the COR know about conducting past performance surveys?What is the commercial activities competitive process and who are the officials responsible for its execution?To whom should the COR report any suspicions of fraud or other civil or criminal offenses?What is the objective of discussions?Standard competitionWhat are wage determinations?What is a technical cost analysis?How is the Procurement Integrity Act enforced, and what penalties can be imposed for violating it?How are postaward orientation conferences used to brief the contractor on, and prevent, fraud or other civil or criminal offenses?What techniques are used to monitor technical compliance?Inspection and AcceptanceWhat types of bonds are available for the CO's consideration?Why is the acceptance procedure important?What is a stop work order? When are these orders issued by the government?When is a preaward survey typically conducted?What are the available methods of soliciting offers?What are reasonable costs?When is nonconformance determined?Termination for convenience and termination for DefaultSingle- and Multiple-Award Task Order ContractsPQSTAWARD ORIENTATIONThe Contracting Officer's Representative and Contract FundamentalsWhat should the COR document?What is the COR's role in conducting the past performance survey?What types of documents are considered to be evidence of final inspection or acceptance?Delinquency NoticesWhat are the contractor's duties upon receiving a termination notice?How can agency be terminated?What are the sample rating areas the COR may use to rate contractor performance?What terms or roles can be confused with those of the COR?How is the COR's role in documenting past performance significant to future source selections?What is the COR's role in issuing a stop work order?When does the government initiate financial monitoring?What tasks will the COR need to perform to validate delegated duties, establish and maintain files, and plan for the performance of COR responsibilities?What is an allowable cost?What steps are involved in monitoring statutory and regulatory requirements?Negotiations and DiscussionsOther Contract TypesHow does the COR respond to contractor requests for information or action?STANDARDS OF PERFORMANCEWhat is an option?What does the COR do if the CO determines the change is permissible?Maintaining EvaluationsWhat should be included in memorandums to the file?What key terms does the COR need to be familiar with regarding modifications?What steps does the COR take in developing the technical evaluation plan?What kind of documentation about an option should the COR develop and provide to the CO?What funding clauses are related to the cost-reimbursement contract?What does the COR do to prepare the task order and associated documents?Why must the COR avoid conflicts of interest?Why is a timely response to contractor requests important?What is actual authority?What should the COR do in the case of minor nonconformance?What is an invoice payment?What if market research information is not available?What are task monitors and when does the CO appoint them?What market research information regarding a proposed option should the COR submit to the CO?What are gross mistakes amounting to fraud?What are debriefings? When are they conducted? What is the COR's role in them?What is the COR's role in the contract modification process?What is the source of the COR's authority?Researching the Market for the Latest Pricing InformationWhat is the COR's role in protecting proposals from unauthorized disclosures?What information might be included with the termination decision?What should be avoided, and what must be included, when creating a requirements document?CLOSEOUTWhat are the goals of the federal acquisition process?What steps does the COR take in processing a payment?Who may identify a potential constructive change?The Preliminary MeetingWhat is a protest?Sealed BiddingMonitoring the Contractor's Use of Government PropertyWhat kind of analysis or recommendations should the COR provide to the CO?In what areas of contract administration are CORs usually assigned duties and responsibilities?What is the COR's role in planning the conference?In what instances may a CO decide not to hold a postaward orientation conference?Recommending Acceptance if Products Conform to RequirementsHow does a notice of rejection affect the contractor's delivery schedule?What is a delinquency notice?What are the methods by which a bidder may file a protest?What is involved in monitoring technical compliance for commercial requirements?The Postaward Orientation ConferenceMay the COR make a contract modification?What is the COR's role with regard to contractor requests during performance of the contract?What are mandatory sources and what type of contract is typically used to acquire services or supplies from these sources?Why is it important to be aware of limits on communications with contractors?What steps are involved in monitoring contractor performance?The COR and Past Performance InformationWhen is a single award made?What is cost monitoring?When may onsite visits not be necessary?Assisting the CO in Negotiating the ModificationWhat are negotiation objectives?What types of invoices can a contractor submit?What do production contract reports include?Evaluating Available OptionsCONTENT AND STRUCTURE OF THE BOOKWhat should the COR do if he or she thinks work should be stopped?What is a technical analysis?What is the uniform contract format?Monitoring Contract PerformanceTask Order Documentation and Cost PlanWhy is careful monitoring of a contractor's performance essential?How does the COR help conduct a risk analysis?What is a preaward survey?COORDINATING FUNDING INFORMATIONWhat and where is the point of acceptance?What is an inherently governmental activity?What types of market research should the COR consider conducting?What should a claims file include?What is the COR's role regarding remedies?What is the COR's role in commercial activities?How does the COR assist the CO in making contract modifications?Notifying the co of Performance FailuresDEVELOPING THE ACQUISITION PLANWhat is the acquisition plan?SPECIAL CONSIDERATIONS WHEN CONTRACTING FOR SERVICESWhat are the differences between noncommercial and commercial contract terminations?How does the COR prepare a discussion paper?ProtestsTask Order ContractingWhat is the COR's role in interpreting technical requirements?What is the COR's role in financing and bond needs assessment?What are the types of fixed price contracts and what is the role of risk in each?When the COR recommends rejection of items received, what is the first step he or she must take?What criteria are used in selecting negotiation as a solicitation method?Notifying Interested Parties Regarding Contractor PerformanceWhat may a COR review of contractor requests reveal?What acquisition background information and objectives should the COR provide when he or she assists in preparing the acquisition plan?What general criteria must the CO apply in determining whether to provide for government financing in the initial solicitation?Monitoring Statutory and Regulatory ComplianceWhat can the COR expect when the CO briefs the TEP?What should the COR do in the case of major nonconformance?What is the purpose of the postaward orientation conference?What are some examples of performance standards?Recommending a work stoppage to the coWhat are the potential conditions under which a stop work order might be issued?What kinds of communication does the COR have with subcontractors?What are some strategies that the acquisition team can use to meet these standards of performance?THE CONTRACTING OFFICER'S REPRESENTATIVEWhat are commercial requirements?Notifying the CO of Potential DisputesWhat else must the COR know about gratuities and gifts?What format should the notice of change follow?Documenting Performance InformationWhat tasks does the COR perform during the evaluation and source selection phase?What tasks does the COR perform to develop a work package?What are the advantages of negotiation as a solicitation method?Why use required reports? Who prepares them?What are latent defects?What tasks will the COR need to perform in order for a stop work order to be issued?CONTRACT FUNDAMENTALSWhat are the major goals of the postaward orientation period?What is the advantage of reviewing contractor reports or daily logs?Notification of Contract TerminationWhat is an "inherently governmental function"?When may nonconformance be accepted?How do the quality of requirement definition and the level of potential risk help determine the contract type that will be used?What is the agency past performance file?Contract Type SelectionAssisting the CO in Evaluating the Contractor's Reply to a Notice of RejectionWhat other means of designation do agencies use to outline the duties of a COR?What is a requirements document?When does the government assume responsibility for damages?What typical occurrences require the COR to communicate with the CO?What two steps should the COR take before submitting the work package to the CO?THE FEDERAL ACQUISITION PROCESSPlanning for Contract AdministrationMay the COR issue instructions to stop work?What is the COR's role in contract closeout?Reviewing the ContractAssisting the co in Processing Formal claimsWhat is the COR's authority on a contract?What is the allowable cost and payment clause?What are delinquency notices?When should advisory and assistance services be used, and in what situations can they not be used?What should the COR do if the contractor disagrees with the amount the government proposes to pay?What methods of government financing are available?What are work packages?What should the COR do with his or her files upon closeout?What authority may be delegated to the COR?How does the COR notify the CO of the use of government property, and what property-related issues should the COR consider in his or her notification?Preaward Inquiries, Technical Advice, and ConfidentialityWhy Terminate a Contract?What information must a voucher include?What is a wrongful termination for default?What are the types of cost reimbursement contracts?What role does the COR play in evaluating available options?Who attends the preliminary meeting?What is task order contracting?What is a letter of forbearance? When is it issued?Preaward Technical AssistanceWhat are the advantages of onsite visits?What steps are involved in monitoring financial conditions?When is a contract considered closed?REPORTING FRAUDNoncommercial Contract TerminationsWhat monitoring functions are CORs routinely delegated?Selecting the Techniques Used for MonitoringWhat are advisory and assistance services, and how are they classified?What can the COR or other government officials do if they are concerned that they may have violated the Procurement Integrity Act?How does the COR coordinate funding information with the contracting office before solicitation to determine if funds are available for the government to enter into a contract?What sources of information can assist the COR in identifying these acquisition-related needs?What is the basis for rejection of an unsolicited proposal?What are concurrent or commingled delays?How does the COR assist in identifying acquisition-related needs from program and project plans?What are the requirements for proper documentation of communications?What is an agreement?What are government warranty clauses?How does the COR select the monitoring techniques to be used?What are the COR's performance objectives as a member of the contracting team?The Postaward Orientation ConferenceWhat are contractors generally asked for in their response to the delay?What report does the TEP provide the CO?Ordering Officers and Task MonitorsSTOP WORK ORDERSCommercial Contract TerminationsPreparing the Technical Analysis and Notifying the CO That a Technical Analysis Has Been PreparedEVALUATION AND SOURCE SELECTION TECHNICAL ASSISTANCEWhat is the COR's role if there are differences between the submitted invoice and the amount the government will pay?Cost MonitoringWhat are evaluation factors, and what is the COR's role in preparing them?Payments under Noncommercial Item contractsWhat is the postaward orientation conference or start of work meeting?When government property is no longer needed, what should theWhat is partial payment?DELAYSTHE CQR WQRKPLANHow is the postaward orientation conference documented?What if the COR is not asked to maintain a contract file?Agency and AuthorityHow does the COR provide assistance to the CO in receiving, processing, and evaluating proposals?What steps does the CO take in planning and conducting the pre-bid or preproposal conference?What is a payment?What are the main reasons the government may choose to discontinue a contract?What are some typical indicators of fraud?What does the COR do to close out the contract file?What are the phases, steps, and functions of the federal acquisition process?Identifying the Actual Changes to the ContractHow does the COR prepare the COR workplan?What are the two general types of evaluation factors?What is an interested party?Why is it important to consider the scope of the contract?What documents can be consulted when monitoring total costs in a cost-type contract?What tasks will the COR need to perform in providing technical assistance during the presolicitation phase?What procurement integrity requirements apply to the COR?THE COMMERCIAL ACTIVITIES PROGRAMFinancial MonitoringDetermining What Functions Need to Be MonitoredWhat government property issues may arise after a solicitation has been issued?DEVELOPING THE WORK PACKAGEHow does the COR document performance information?Monitoring the Disposition of Government PropertyWhat is fraud?What is a show cause notice?What is the vision of the federal acquisition process?When a breach of contract has been identified, what should the COR provide to the CO?What is the preliminary meeting prior to the postaward orientation conference?Who is the chairperson for the preliminary meeting?What are the tasks the COR will need to perform with regard to delays?What information should be included in the purchase request?What is "agency"?How does the COR document inspections?What is a constructive change?What are the exceptions to full and open competition?What is a claim?Payments under Commercial Item ContractsWhat are the general duties of a COR?What is the COR's role in resolving constructive changes?What tasks will the COR need to perform to provide technical assistance during solicitation?How and when does a contractor notify the CO of a potential constructive change?PAYMENTGOVERNMENT PROPERTY CONSIDERATIONSWho is authorized to exercise an option on a contract?What is the COR's role in developing a negotiating strategy?What is termination for convenience, and when does it occur?What is a market survey and why is it conducted?What kinds of disputes often develop into claims?What usually takes place at the postaward orientation conference, and what should the COR prepare before the conference?What tasks will the COR need to perform during the postaward orientation period?What does the COR typically do to provide technical assistance to the CO in the event of a performance failure?SOLICITATION TECHNICAL ASSISTANCEHow does a dispute become a claim?What is the Service Contract Act?OPTIONSWhat is ordering officer authority?When should the COR not proceed with a contract modification?Cost Reimbursement ContractsFixed Price ContractsWhat qualities are considered in the evaluation of an unsolicited proposal?What is the COR's role in making wage determinations?When is a proposed change considered to be within the scope of the contract?When does the transfer of ownership occur?How is contractor responsibility determined?What is government property?What does the Procurement Integrity Act restrict?What are typical agenda items for the preliminary meeting?Winning the competitionIdentifying and Verifying a Delay in Performance Under the contractWhat is a remedy?What are standards of performance? Why are they important?What is a product description, and what are the different types of product descriptions?What must the notice of rejection include?What is financial monitoring?Government FinancingWhat are negotiations, and what are discussions?What is government policy regarding advance payments for noncommercial item contracts?What is included when inputting information in tracking systems?KEY TERMSWhat is performance-based acquisition (PBA)?MONITORING THE CONTRACTOR'S PERFORMANCEWhat are liquidated damages?What is a contract?What is an independent government cost estimate?Why use trip reports? What should be included in them?What is the purpose of contract closeout?When is a technical evaluation plan not required?CONTRACT MODIFICATIONSHow does the COR calculate the payment amount?What are the differences between formal and informal communications with a contractor?What is the COR's role in a contract termination action?What should be included in minutes of meetings?What is apparent authority?Reviewing Contractor RequestsAdministering the ContractIdentifying the Need to Change the ContractDocumenting the Option in the COR Contract File and Providing Written Data to the COWhat is an independent contractor, and what is an agent?What are cost allowability factors?What assistance may the COR be asked to provide in preparation for, and during negotiation of, a contract change?What is a warranty for a particular purpose?What should be included in the COR's notification to the CO of possible contract termination?When may government property be commingled with the contractor's property?The Prebid or Preproposal ConferenceHow are performance-based finance payments to be liquidated?The Significant Milestone MemorandumWhen is sealed bidding used as a solicitation method?Responding to Requests from ContractorsETHICS AND INTEGRITYWhat are the warning signs of a potential dispute?What are excusable delays?DebriefingsWhat tasks will the COR need to perform to successfully administer government property?REMEDIESWhat are some circumstances that can prompt a change to the contract?What tasks does the COR need to perform to document a contractor's performance in the agency's past performance file?Why is correspondence a good method of documentation?What are some of the different types of incentives that can be used in PBA?What are the prescribed bases for performance-based payments and how are they established?How does the COR help the CO process formal claims?How does the COR assist the CO after notifying him or her of the delay?What is the COR's role in providing information on the effect of a contract change on cost or price? How can contract changes be classified?When may final payment be made to a contractor?What is market research, and why is it important? How are market data classified?Assisting the CO with NegotiationsWhat are some key terms the COR needs to know to successfully carry out his or her property administration duties?How much time is allowed for acceptance?When is a letter of designation used?The Discussion PaperWhen may acceptance be implied?Interpreting Technical RequirementsWhat must the COR do to encourage government offices to provide the appropriate information when determining the government's needs?What must be done to close out a contract?What are indefinite delivery contracts?Termination ProceedingsWhat are the COR's roles on the contract with regard to government property?What should the source selection team take into account when evaluating past performance?What are the five sample rating factors and their associated scores?When may a CO accept an unsolicited proposal on a sole source basis?What kind of documentation should be created when making phone calls?What is included in R&D contract reports?How does a contractor notify the government when it has a problem that could result in an equitable adjustment or a claim, and how does the government respond to this notification?What responsibilities will the COR need to carry out when working with task order contracts?SELECTION OF THE CORWhat does the COR need to do to prepare for the preliminary meeting?What kind of information do progress reports include?In establishing a contract file, what must the COR consider?In a negotiated procurement, what information may not be given to the contractor prior to an award?What is a waiver in the case of a termination?Providing Technical Assistance to the COWhy is the maintenance of the contract file so important?In what cases might the CO ask the COR to investigate and resolve government property problems?What are the three types of competition?AcknowledgmentsWhat is a tradeoff analysis?What is the contractor's performance responsibility?What tasks will the COR need to perform to successfully authorize payments?PURPOSE OF THIS BOOKWhat factors must the COR consider when rejecting nonconforming supplies or services?When are cost reimbursement contracts typically used, and what is the risk involved?How does the COR determine whether services are personal or nonpersonal?What are the three steps the COR should follow in performing his or her inspection and acceptance duties?What are other useful sources of ethical guidance?What is a prebid or preproposal conference?What may the government do when a breach of contract occurs?What are the criteria for providing government financing for commercial contracts?How may a contractor reply to a notice of rejection?Using Past Performance Information and Evaluating and Documenting PerformancePlanning for the AcquisitionRecord-Keeping and the Contract FileWhat ethical principles apply to the COR, and why are these principles important?Determining How to Document Monitoring ActionsWhat is the postaward orientation conference report?Assisting the co in Issuing the stop work orderWhat are the COR's record-keeping responsibilities during performance of the contract?What is the gratuities clause?What is past performance, and how is it used to evaluate contractors?CONDUCTING MARKET RESEARCHDetermining the need for Additional supplies, services, or timeWhy is it important to resolve identified problems before the contractor begins work?Streamlined competitionWhat is the contractor's task cost plan?What criteria must an unsolicited proposal meet to be valid?What are the most important items in the contract for the COR to review?What should the COR take into consideration when determining whether to accept supplies or services?The Preaward SurveyADMINISTRATION OF GOVERNMENT PROPERTYAbout the AuthorWhat steps should the COR take in preparing the technical evaluation report?What methods of payment may the CO select?What are the elements of a PBA?Identifying Potential Conditions Under Which a Stop Work Order Might Be IssuedWhat should the COR do if he or she suspects that fraud or other civil or criminal offenses have been committed during the performance of the contract?What are recoverable expenses?What must the COR be aware of when reviewing tracking and management systems?What are the overall objectives of PBA?How does the COR perform market research?What is the role of the SOW in the contract?What is the overall role of the COR in monitoring the contract?What are the COR's responsibilities with regard to past performance information?What other terms do some agencies use in place of "COR"?What is a commercial activity?What are required supply sources?Evaluating Contractor ResponsibilityWhen does the CO delegate ordering officer authority?Evaluating Past PerformanceWhat role does the COR play in assisting in contract type selection?What are warranties?What is the COR's role in payment authorization?What are time-and-materials and labor, hour contracts, and what are the risks involved in using these contracts?What is the technical direction clause?What is the COR's role in exercising an option?When the CO decides to authorize a stop work order, what is the COR's role?THE COR'S DUTIESSupervising the Initial Transfer of Government PropertyIf the contractor submits a proposal in response to a notice of rejection, what are the COR's resulting responsibilities?Why does the COR need to document and report meaningful communications with the contractor?What is the COR workplan, and when should it be developed? What are the COR's responsibilities with regard to the plan?What is a delay?What is the preferred method of contract termination?Contract Monitoring, Inspection, and AcceptanceWhat is the COR's role in conducting a preaward survey?
 
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