positive co-benefits statewide.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Marino, California as follows:
SECTION 1. The recitals set forth above are true and correct and incorporated herein as if set forth in full.
SECTION 2. The following list of newly proposed projects will be funded in-part or solely with Fiscal Year 2023-24 Road Maintenance and Rehabilitation Account revenues:
A. Local Street Rehabilitation Project 23-9271; which involves:
a. Resurfacing Ashbourne Drive from Cul-de-sac to Los Robles Avenue b. Resurfacing Canterbury Road from Santa Anita Avenue to Palomar Road
c. Resurfacing Chaucer Road from Chester Avenue to Canterbury Road
d. Resurfacing Del Mar Avenue from Lorain Road to Longden Avenue e. Resurfacing Lombardy Road from Sierra Madre Boulevard to Santa Anita Avenue
f. Resurfacing Mesa Road from Virginia Road to Oak Grove Avenue g. Resurfacing Monterey Road from Virginia Road to Cambridge Road h. Resurfacing Old Mill Road from North City Limit to Monterey Road i. Resurfacing Old Mill Road from El Molino Avenue to Los Robles Avenue
j. Resurfacing Orlando Road from Cameron Drive to San Marino Avenue
k. Resurfacing Oxford Road from Orlando Road to Euston Road l. Resurfacing Raleigh Drive from Sierra Madre Boulevard to Winston Avenue
m. Resurfacing Roanoke Road from Old Mill Road to St Albans Road n. Resurfacing Roanoke Road from Granada Avenue to Chelsea Road o. Resurfacing Sherwood Road from N Granada Avenue to St Albans Road
p. Resurfacing St Albans Road from Mill Lane to Monterey Road q. Resurfacing Urmston Place from Cul-De-Sac to Wilson Avenue This project has a 20-year estimated useful life; to be constructed in FY 2023- 24 PAGE 327 of 375
CITY OF SAN MARINO RESOLUTION NO. R-23-14
SECTION 3. The City Clerk shall certify to the adoption of the resolution and shall cause a certified resolution to be filed in the book of original resolutions.
PASSED, APPROVED AND ADOPTED, at a meeting of the City Council of the City of San Marino, California, on this 10th day of May, 2023.
STEVE TALT, MAYOR
ATTEST:
CHRISTINA BAKER, CITY CLERK
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.
CITY OF SAN MARINO )
I, Christina Baker, City Clerk of the City of San Marino, California, hereby certify that Resolution No. R-23-14 was adopted by the City Council of the City of San Marino at a regular meeting held on the 10th day of May, 2023, and that the same was adopted by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
________________________________
CHRISTINA BAKER, CITY CLERK
CITY OF SAN MARINO
PAGE 328 of 375
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PICO RIVERA
POMONA
RANCHO PALOS VERDES
REDONDO BEACH
ROLLING HILLS(2)
ROLLING HILLS ESTATES
ROSEMEAD
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SAN DIMAS
SAN FERNANDO
SAN GABRIEL
SAN MARINO
SANTA CLARITA
SANTA FE SPRINGS
SANTA MONICA
SIERRA MADRE
SIGNAL HILL
SOUTH EL MONTE
SOUTH GATE
SOUTH PASADENA
TEMPLE CITY
TORRANCE
VERNON
WALNUT
WEST COVINA
WEST HOLLYWOOD
WESTLAKE VILLAGE
WHITTIER
ꢀꢆꢌꢀ-DQXDU\ꢀꢊꢈꢊꢄ CaliforniaCityFinance.com 3DJHꢀꢇꢀRIꢀꢆꢇ PAGE 329 of 375 Document Path: P:\Active Projects\San Marino City - 295\295.16.30 - 2022 & 2023 Street Rehab Program\GIS\AGP\MSamara\Project - MS.aprx
SOURCE JOB NUMBER DRAWN DATE REVISED APPROVED
FIGURE
295.16.30 MSamara 12/16/2022 - -
1 Project
FY 2023 Street Rehabilitation (Base Bid) 2023 & 2024 Street Rehab Program FY 2024 Street Rehabilitation (Bid Alternate)
110
110
110
110
S Arroyo Pkwy
State St
SOUTH
PASADENA
MIDDLE
SCHOOL
S Los Robles Ave
E Glenarm St
S Oak
Knoll Av
e
E California Blvd
CALIFORNIA
INSTITUTE OF
TECHNOLOGY
S
Oak
Knoll Ave
S Oak Knoll Ave
S
Los
Robles
Ave S Los R
obles Ave
Mission St
Garfield
Ave
Huntington Dr
BLAIR HIGH
SCHOOL
SOUTHWESTERN
ACADEMY
Oak Knoll
E California Blvd E California Blvd
Monterey Rd
W Roses Rd
San Marino
Av
e
Alhambra R
d
N San Marino Ave
SAN GABRIEL
CEMETERY
LACY PARK
VALENTINE
(WILLIAM L)
ELEMENTARY
SCHOOL
San Marino
E California Blvd E California Blvd
S
Sa
n
Gabriel Blvd
S San Ga
Madre St
Sierra Madre Blvd
CLAIRBOURN
SAN MARINO
HIGH SCHOOL
Longden Dr Longden Ave
Duarte Rd
N San Gabriel Blvd
Del Mar Ave N
Del Mar Ave
Huntington Dr
SAN GABRIEL
COUNTRY
CLUB
N
Del Mar Ave
URMST
MONTE
LOMBA
CHAUC
OLDM
SHERW
ORLAN
RALEI
MESA
OLDM
ROANO
ROANO
ASHBO
STAL
CANTE
DELM
OXFOR
¯
0 1,000 2,000
ft.
Scale: 1:15,000
Note:
Labels as shows in table 3 street ID.
PAGE 330 of 375
TO: Mayor and City Council
FROM: Mario Rueda, Acting City Manager
BY: Amber Shah, Parks & Public Works Director
DATE: May 10, 2023
SUBJECT: APPROVAL OF AGREEMENT AMENDMENT NO. 2 WITH
DUDEK FOR PROFESSIONAL DESIGN SERVICES FOR THE
LIFT STATION IMPROVEMENT PROGRAM IN THE AMOUNT
OF $47,100 AND EXTENDING THE TERM THROUGH
DECEMBER 31, 2023
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Fiscally Responsible and Transparent City Government
Well-Maintained Infrastructure
BACKGROUND
The City operates and maintains its own sanitary collection system consisting of approximately 50 miles of gravity pipelines and three (3) City-owned sewer lift stations: Orlando, Avondale, and Monterey. To comply with State Water Resources Control Board (SWRCB) Orders, the City is required to develop, implement and fund a Sewer System Management Plan (SSMP) which establishes minimum requirements under which the system must be operated and maintained to prevent sanitary sewer overflows (SSOs). In conjunction with the completion of the City’s 2019 SSMP, a Sewer Condition Assessment (SCA) report was also completed to identify priority projects for inclusion in the City’s Capital Improvement Program and ensure the sustained reliability of the sewer system. As a result, rehabilitation of all three City-owned sewer lift stations was recommended based on the deficiencies and issues identified at each sewer lift station in the 2019 SCA.
Steve Talt, Mayor
Steven W. Huang, DDS, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Gretchen Shepherd Romey, Council Member
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DISCUSSION
On February 10, 2021, the City Council awarded a professional design services agreement to Dudek for the preparation of plans and specifications to upgrade all three (3) of the City’s sewer lift stations, which have been a recurring part of the Capital Improvement Plan since FY 2018-19. The improvements were intended to modernize each facility, improve operations, improve reliability, increase efficiency, and provide uniformity in lift station controls and equipment.
On June 8, 2022, the City Council approved Amendment No. 1 extending the agreement term through June 30, 2023.
Following completion of the 100% design plans and specifications earlier this year, a third-party vendor, retained by staff due to the complexity of sewer lift station design and specialization, performed a multi-disciplinary constructability review consisting of civil, mechanical, electrical, and instrumentation review. The constructability review confirmed two design issues the Dudek team originally identified during the preliminary design phase but were excluded due to previous staff direction. The third-party vendor recommended the inclusion of the two design issues in the project based on standard engineering best practices. Revisions to the plans are now necessary in order to address these issues before the project is advertised for bid. The cost to revise the 100% design plans and specifications to incorporate the recommended revisions is $47,100 and requires approval of a contract amendment by the City Council. The recommended design changes include:
1. Full pump control panel replacements, which will increase the longevity of the lift stations and significantly reduce the chance of the City having to revisit each station for additional rehabilitation in the next few years. The existing pump control panels are estimated to be 20 – 30 years old, and at or near the end of their useful service life.
2. Full replacement of the Orlando Lift Station wet well structure, which will allow for easy removal and reinstallation of pumping units during routine maintenance and emergency scenarios. Fully replacing the entire wet well structure with a new precast concrete structure allows for the installation of a properly sized wet well access hatch opening with a complete pump guide rail system.
Contract Amendment No. 2 is required in order to increase the compensation amount by $47,100 to allow the design team to incorporate the recommended revisions to ensure that the lift station program upgrades result in a modern, functional system. Ultimately, these design changes will improve the longevity PAGE 332 of 375
of the lift stations and ensure they meet engineering standards and best practices.
The current agreement with Dudek expires on June 30, 2023 and an extension is also required in order to allow Dudek sufficient time to revise the 100% plans and specifications before the project is advertised for bid. As such, the proposed Contract Amendment No. 2 also extends the contract duration through December 31, 2023.
FISCAL IMPACT & PROCUREMENT REVIEW
The City’s adopted FY 22-23 budget has appropriated $907,309 for the lift station improvement project, which includes the completion of the design and beginning of the construction phase of the project. The project life-to-date has spent $64,766 in design.
The proposed FY 23-24 budget includes new funding for the project in the amount of $340,060 (primarily due to inflationary cost increases), which will supplement unused FY 22-23 funds to help cover the project costs, including those related to the additional design cost associated with this contract amendment. No additional appropriation is requested at this time. However, the Engineer’s opinion of probable construction cost will be updated as part of this contract amendment to reflect the inclusion of the recommended design changes in the project, and additional appropriation may be necessary at the time of contract award for construction.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the City Council approve Amendment No. 2 increasing the compensation amount by $47,100 and extending the term of the Professional Design Services Agreement through December 31, 2023. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to approve Amendment No. 2 to the professional design services agreement with Dudek, increasing the compensation amount by $47,100 and extend the agreement through December 31, 2023, for their continued services for the Lift Station Improvement Program, and authorize the City Manager to execute the amendment on behalf of the City.” PAGE 333 of 375
ATTACHMENTS
1. Draft Amendment No. 2
2. Original Professional Design Services Agreement with Amendment No. 1
3. Cost Proposal from Dudek for recommended changes
PAGE 334 of 375
Doc No. 2547482
AMENDMENT NO. 2 TO AGREEMENT BETWEEN THE CITY OF SAN MARINO
AND DUDEK
THIS AMENDMENT NO. 2 TO THE AGREEMENT (“Amendment No. 2”) by and between the CITY OF SAN MARINO (“City”) and DUDEK a California corporation (“Contractor”) is effective as of May 10, 2023. City and Contractor are collectively referred to as the “Parties.”
RECITALS
A. City and Contractor entered into that certain Agreement for Professional Services dated February 10, 2021 (“Original Agreement”) whereby Contractor agreed to provide those professional services specified in the Original Agreement.
B. City and Contractor entered into Amendment No. 1 to the Original Agreement between the City and Contractor dated June 9, 2022 to include an additional twelve months of services from July 1, 2022 through June 30, 2023
C. City and Contractor now desire to amend the Original Agreement, as amended by Amendment No. 1, in accordance with Section 16 of the Agreement to increase the compensation amount by $47,100 and to include an additional six months of service from July 1, 2023 through December 31, 2023.
TERMS
1. Contract Changes. The Original Agreement is amended as provided herein.
A. Section 2 of the Original Agreement is amended to read as follows:
2.0 Term
The term of this Agreement shall commence as of the Effective Date and shall continue through December 31, 2023, unless sooner terminated as provided in Section 5.0 of this Agreement.
B. Section 3 of the Original Agreement is amended to read as follows:
3.0 Consultant’s Compensation
City will pay consultant in accordance with the fee schedule set forth in Exhibit B but in no event will the City pay more than $120,175. Any additional work authorized by the City pursuant to Section 1.4 will be compensated in accordance with the fee schedule set forth in Exhibit B, unless otherwise approved by the City in writing. Pursuant to Section 2.06.05 of the San Marino City Code, this Agreement shall not be effective unless previously approved by the City Council if it is for professional services greater than thirty thousand dollars ($30,000.00) PAGE 335 of 375
Doc No. 2453984
2. Continuing Effect of Agreement. Except as amended by Amendment No. 1 and by this Amendment No. 2, all provisions of the Original Agreement shall remain unchanged and in full force and effect. From and after the date of this Amendment No. 2, whenever the term “Agreement” appears in the Agreement, it shall mean the Original Agreement, as amended by Amendment No. 1 and Amendment No. 2.
3. Authority. The persons executing this Amendment No. 2 on behalf of the Parties hereto warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Amendment No. 2 on behalf of said party, (iii) by so executing this Amendment No. 2, such party is formally bound to the provisions of this Amendment No. 2, and (iv) the entering into this Amendment No. 2 does not violate any provision of any other agreement to which said party is bound.
IN WITNESS WHEREOF, the Parties hereto have executed this Amendment No. 2 as of the date and year first hereinabove written.
City of San Marino Dudek
By:_____________________________ By:______________________________ Mario Rueda, Signature
Acting City Manager
______________________________
Print Name and Title
Date:____________________________ Date: ____________________________ ATTEST: APPROVED AS TO FORM:
___________________________ ________________________________ Christina Baker Joseph Montes
City Clerk City Attorney
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Contract Amendment #1 - Lift Station Improvement Program 1 April 24, 2023
Amber Shah, P.E.
Parks & Public Works Director/City Engineer
2200 Huntington Drive
San Marino, CA 91108
Subject: Lift Station Improvement Program – Contract Amendment #1 Request for Mechanical, Structural, and Electrical Design Changes
Dear Ms. Shah,
As you are aware, Dudek has previously prepared and submitted the 100% design plans for the Lift Station Improvement Program, which includes proposed rehabilitation improvements to the Orlando, Avondale, and Monterey Sewer Lift Stations. Following the City’s recently added third-party constructability review of the 100% design plans and specifications, Dudek and the City have agreed that the design direction and limitations on proposed improvements given by the City’s previous Public Works Director/Engineer (City Engineer) may not result in the best long-term solution for rehabilitation of these lift stations. Since these agreed upon design changes are outside of the original scope of work direction provided by the previous City Engineer, Dudek is respectfully submitting this Contract Amendment #1, which requests the City to provide additional design budget to complete the requested design changes.
As such, the two proposed design changes that were discussed with the City included:
1. Full pump control panel replacement at each of the lift stations – Dudek’s original recommendation during the preliminary design phase of the project was to fully replace the aging pump control panels at each of the lift station sites. Since these existing pump control panels are estimated to be 20 to 30 years old, these panels are expected to be at or near the end of their useful service life. Due to the limitations of the improvements directed by the previous City Engineer, replacement of the control panels was excluded from the design phase. Moving forward, full replacement of these control panels as a part of this improvements project will increase the longevity of the lift stations for years to come and significantly reduce the chance of the City having to revisit each station for additional rehabilitation in the next few years. This change to the 100% design package will require complete replacement/redesign of Drawings E-2, E-4, and E-6, revisions throughout the rest of the electrical design drawings to update cross references and notes, as well as creation of 7 additional required electrical drawings. Below is a list of the additional electrical drawings required:
DWG E-8. Orlando Lift Station – Pump Controller Control Schematic Diagram DWG E-9. Orlando Lift Station – Pump Controller Enclosure Details DWG E-10. Avondale Lift Station – Pump Controller Control Schematic Diagram DWG E-11. Avondale Lift Station – Pump Controller Enclosure Details DWG E-12. Monterey Lift Station – Pump Controller Control Schematic Diagram DWG E-13. Monterey Lift Station – Pump Controller Enclosure Details DWG E-14. Construction Details
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Contract Amendment #1 - Lift Station Improvement Program 2 Due to the difference between each lift station, a new pump controller control schematic diagram and a new pump controller enclosure detail drawing needs to be created for each individual station. Since these lift stations have different pump types (submersible/dry-pit) and also different pump arrangements (simplex/duplex) these additional drawings are necessary to provide the individual control panel design for each station’s different setup. In addition, incorporation of each lift station’s level control system and new telemetry equipment requires custom panel design layout, limiting the use of an off-the-shelf panel.
This change will also require revision of technical specifications Divisions 1, 11, and 16, with possible addition of another specification in Division 11. The included electrical engineer’s design fee for electrical revisions includes time to review and respond to one round of City review comments. The 100% Engineer’s opinion of probable construction cost will also be updated to reflect these changes.
2. Full replacement of the Orlando Lift Station wet well structure - Dudek’s original recommendation during the preliminary design phase of the project was to fully replace the Orlando Lift Station’s wet well structure due to the existing brick structure not allowing for proper installation of a complete pump guide rail system. A full pump guide rail system for submersible pumping units allows for easy removal and reinstallation of pumping units during routine maintenance procedures and emergency scenarios. Due to the limitations of the improvements directed by the previous City Engineer, Dudek excluded the full replacement of the existing wet well structure, and instead worked with the previous City Engineer to provide a less-expensive rehabilitation design that kept the existing brick wet well structure. The previous City Engineer’s design direction resulted in a more reliable design (rigid pump discharge piping as opposed to the existing flexible hose pump discharge piping), but would also result in a difficult protocol for operations staff to reinstall the pumping unit back into the wet well during future routine maintenance.
Fully replacing the entire wet well structure with a new precast concrete structure allows for installation of a properly sized wet well access hatch opening with a complete pump guide rail system. This change to the 100% design package will require significant revision of Drawings D-1, and C-1, complete replacement/redesign of drawing M-1 (including two new mechanical details for hatch and guide rail system), and minor revisions throughout the rest of the general, mechanical, and civil drawings to update cross references and general construction notes. This change will also require revision of technical specifications Divisions 1, 2, 3, 9, 11, and 15. The 100% Engineer’s opinion of probable construction cost will also be updated to reflect these changes.
The following section outlines our anticipated scope to support the required plans, specifications, and cost estimate revisions, and includes our assumptions of the level of effort required.
Scope of Work
Task 8 Structural, Mechanical, and Electrical Design Changes (Plans, Specifications, and Estimates)
8.1 100% Structural, Mechanical, and Electrical Design Changes – Dudek will revise all design drawings included in the 100% Design plans to reflect the agreed upon changes to the Orlando Lift Station wet well structure, hatch opening, guide rail system, and associated connection to the existing upstream gravity sewer.
These drawings will be revised and provide required detail at the 100% design level. Dudek will revise all the necessary technical specification sections as well as the Bid Documents to provide complete contract documents for the City. Dudek will also update the 100% Engineer’s opinion of probable construction cost estimate (EOPCC) to reflect these revisions.
Dudek’s electrical engineering subconsultant, DTN, will revise all electrical design drawings included in the 100% Design plans, as well as creation and provision of seven (7) additional electrical design drawings, to reflect the agreed upon changes for full replacement of the control panels at each of the included lift stations (Orlando LS, PAGE 367 of 375
Contract Amendment #1 - Lift Station Improvement Program 3 Avondale LS, Monterey LS). DTN will include all necessary additional electrical details to design for a complete operational pumping system. DTN will revise all the necessary technical specification sections as well as the Bid Documents to provide complete contract documents for the City. Dudek will also update the 100% Engineer’s opinion of probable construction cost estimate (EOPCC) to reflect these revisions.
Deliverables: Dudek will submit the revised 100% plans, specifications, and EOPCC to the City in electronic PDF format.
8.2 Preparation of Revised Final Bid Documents – Following the submittal of the revised 100% plans, specifications, and EOPCC to the City for review, Dudek anticipates a 2-week City review period to review the 100% design package and provide any final comments. Following receipt of the final City comments, Dudek will schedule and conduct a virtual review meeting with the City to discuss any final comments or required revisions to be implemented into the Final Contract Documents. Dudek will incorporate or address all of the City’s final design package comments and provide the city with Final Design plans, specifications, and EOPCC.
Deliverables: Dudek will submit the Final Design plans, specifications, and EOPCC (Final Contract Documents) to the City in electronic PDF format. Hard copies will be available upon request.
Note that time has been included for Dudek too conduct the 100% Design review meeting. The table below summarizes the anticipated level of effort for each task included in this Contract Amendment #1. Note that the electrical engineering fee includes a 5% subconsultant mark-up for coordination and quality control of subconsultant deliverables.
Total Time and Materials Not to Exceed...............................................................................................$47,100.00 Thank you for the opportunity to be of continued service to the City, if you have any questions or require any additional information, please do not hesitate to contact me at [email protected] or 760.479.4106. We look forward to speaking with you more about this project in the near future.
Respectfully Submitted,
Brandon Lacap, PE
Project Manager
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PAGE 369 of 375
TO: Mayor and City Council
FROM: Mario Rueda, Acting City Manager
BY: Cathi Johnson, Community Services Director
DATE: May 10, 2023
SUBJECT: ACCEPTANCE OF 2018 POLARIS GEM E2 GOLF CART FROM
ED MNOIAN
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government
BACKGROUND
In March 2023, the Community Services Department, Recreation Division received an unsolicited donation of a 2018 Polaris GEM e2 Golf Cart from Mr.
Ed Mnoian, a San Marino resident.
DISCUSSION
Mr. Mnoian delivered the golf cart to Lacy Park on March 13 for use by the Community Services Department during special events at Lacy Park. No goods or services were provided in exchange for the contribution.
Special events such as the Egg Hunt, Memorial Day Service, Lacy Park After Dark Camp Out, 4th of July Celebration, Concert Series, and Trunk or Treat are all labor intensive programs, creating physically long work days with significant set-up and take-down efforts. The new e-Golf Cart will greatly support staff before, during, and after these large-scale events are produced.
The City’s Parks and Public Works Fleet Division staff have inspected the egolf cart and reported that the vehicle is in great condition and acceptable for donation. When and if approved for acceptance by Council, the golf cart will be placed into the Department’s vehicle fleet and approved for use by staff. If Steve Talt, Mayor
Steven W. Huang, DDS, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Gretchen Shepherd Romey, Council Member
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the donation is accepted by Council, fleet staff will register the golf cart with the Department of Motor Vehicles to obtain a California license plate. Human Resources / Risk Management Director Guerrero will add the vehicle to the City’s insurance policy.
FISCAL IMPACT & PROCUREMENT REVIEW
The subject donation will have no impact on the City’s Donation Fund this fiscal year, as it is a non-monetary donation. There will be a nominal impact on the General Fund annually to add the golf cart to the City’s insurance policy (less than $100 annually), and a replacement battery will be budgeted for in future years.
This report requires no procurement review.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the Council accept the donation of a 2018 Polaris GEM e2 Golf Cart from Ed Mnoian. If the City Council concurs with Staff’s recommendation, an appropriate motion would be:
“I move to accept the donation of a 2018 Polaris GEM e2 Golf Cart from Ed Mnoian.”
ATTACHMENTS
1. Donation Receipt Letter
2. City’s Donation Policy
3. Photo of Donation
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