ALL PSiRA OFFICES - Private Security

Returnable Documents:

APPOINTMENT OF A PANEL OF SERVICE PROVIDERS FOR SUPPLY, DELIVERY AND INSTALLATION OF OFFICE FURNITURE AS AND WHEN REQUIRED TO ALL PSiRA OFFICES FOR A PERIOD OF 5 YEARS. 1. PURPOSE. The purpose of this bid is to appoint a panel of service providers for Supply, Delivery and Installation of office furniture. PSiRA aims to procure high-quality furniture for its offices from time to time as and when required to enhance the functionality, comfort, and aesthetic appeal of the workspace. This initiative seeks to equip the offices with durable and ergonomically designed furniture that meets the needs of a modern work and office environment for a period of 5 years.. 2. BACKGROUND. The Mandate of PSiRA is derived from the Private Security Industry Regulation Act (hereinafter referred to as the PSiRA Act). The primary objective of the Authority is to regulate the private security industry and to exercise effective control over the practice of the occupation of security service providers in the public and national interest. 3. SCOPE OF WORK. 3.1 The Authority is required to meet its obligations in terms of the PSiRA Act. In order to meet its objectives, supply, deliver and assemble/install all furniture and equipment items listed in Annexure A amongst others covered by this proposal. The service provider will be required to manufacture/supply, deliver and assemble the procured furniture in less than 4 weeks from the date of request for furniture as part of the agreement: The supplier must be able to supply related services of 11 Private Security Industry Regulatory Authority 420 Witch-Hazel Avenue, Block B-Eco Glades 2 Office Park, Highveld Ext 70 Tel. 086 10 (PSiRA) 77472 Int. +27 12 337 5500 Fax no.: 086 242 7180 / 086 246 7750 Email.: info@psira.co.za Website.: www.psira.co.za nationally to all PSiRA offices. The supplier may be required to provide any or all of the following services, including additional furniture-related services, if any: 3.1.1 Performance or supervision of on-site assembly and/or commissioning of the supplied goods; 3.1.2 Furnishing of tools required for assembly and/or maintenance of the supplied goods; 3.1.3 Furnishing of a detailed operations and maintenance manual for each appropriate unit/furniture supplied; 3.1.4 Performance, supervision or maintenance and/or repair of the supplied goods, for a period of time agreed by the parties, provided that this service shall not relieve the supplier of any warranty obligations under this contract; 3.1.5 Training of the Authority’s personnel, at the supplier’s plant and/or on-site, in assembly, start-up, operation, maintenance, and/or repair of the supplied goods. 3.1.6 Space-planning services for the accurate space allocation for the new furniture at PSiRA offices to ensure proper fitting of the furniture in our available office space. This service will be accompanied by furniture layouts by a qualified draughtsman/architect on ad hoc basis in addition to the contracted services. 3.2 Prices charged by the supplier for incidental, specialised (e.g. orthopaedic/medical chairs etc.), customised or ad hoc furniture-related goods or services, which are not included in the contract price for the goods, shall be agreed upon in advance by the parties and shall be subject to approval of the quotation per request for the duration of the contract. These prices must be market-related and the Authority reserves the right to source from other of 11 Private Security Industry Regulatory Authority 420 Witch-Hazel Avenue, Block B-Eco Glades 2 Office Park, Highveld Ext 70 Tel. 086 10 (PSiRA) 77472 Int. +27 12 337 5500 Fax no.: 086 242 7180 / 086 246 7750 Email.: info@psira.co.za Website.: www.psira.co.za suppliers should the Authority not be satisfied with quoted prices for Ad Hoc quotation provided by the service provider. 4. PROJECT DURATION Successful bidders will form part of a panel of Service Providers for supply, delivery and installation of office furniture as and when required to PSiRA and will be required to provide these services on rotational basis for a period of five (5) years from the date of signing the Service Level Agreement by both parties. 5. SPECIAL CONDITIONS OF CONTRACT 5.1 Bidders are requested to submit a clear agreement regarding joint ventures or subcontracting. 5.2 PSiRA will be at liberty to conduct site inspections validating the existence of the business aligned to the scope of work when the need arises. 5.3 Bidders will need to provide samples of work where applicable, and approval of work must be granted by PSiRA. 5.4 Warranty confirmation on items provided will be required. As specified, the supplier may be required to provide any or all of the following materials, notifications, and information pertaining to spare parts manufactured or distributed by the supplier. Such spare parts as the Authority may elect to purchase from the supplier, provided that this election shall not relieve the supplier of any warranty obligations under the contract; and following such termination, the supplier shall furnishing at no cost to the Authority, the blueprints, drawings, and specifications of the spare parts, if requested demand specific performance of this agreement and to take such action as may be necessary in order to implement and fulfil its rights in terms hereof and to recover any damage which it may suffer as a result of the defaulting party’s breach of contract 5.5 Bidders will be provided a turnaround time of four (4) weeks to create, provide samples and deliver work to any PSiRA office. Exceptions will be granted should the need arise with valid reasons. of 11 Private Security Industry Regulatory Authority 420 Witch-Hazel Avenue, Block B-Eco Glades 2 Office Park, Highveld Ext 70 Tel. 086 10 (PSiRA) 77472 Int. +27 12 337 5500 Fax no.: 086 242 7180 / 086 246 7750 Email.: info@psira.co.za Website.: www.psira.co.za 5.6 The scope of work stipulated under section 3 of these terms of reference may be expanded as and when the need arises, responding to any requirements within the Authority during the 60-months’ period. 5.7 Bidders will need to have stringent measures regarding protection and confidentiality of information of PSiRA and its brand, no information shall be shared with a third party prior to written consent from PSiRA ▪ NB: Successful bidders will be appointed on a rotational basis for a specific service aligned to the scope of work. Samples to be provided prior to production, where applicable. Site inspection of premises may be conducted. 6. EVALUATION CRITERIA. The evaluation for this bid will be carried out in two (02) phases: ▪ Phase 1: Pre-screening/Mandatory requirements ▪ Phase 2: Functionality/Technical evaluation including specific goals 6.1 Criterion 1 – Compulsory Requirements Bidders will first be evaluated in terms of the minimum requirements / gatekeepers. Bidders who do not fulfil all the requirements or do not submit the required documents will be disqualified. Those who fulfil all the minimum requirements or have submitted the required documents will be further evaluated on criterion 2 - which is the technical evaluation. 6.1.1. The tender must be submitted in the prescribed format. Standard bidding documents should be filled in (not re-typed). These standard bidding documents include the following: a) SBD 1 Invitation to Bid. of 11 Private Security Industry Regulatory Authority 420 Witch-Hazel Avenue, Block B-Eco Glades 2 Office Park, Highveld Ext 70 Tel. 086 10 (PSiRA) 77472 Int. +27 12 337 5500 Fax no.: 086 242 7180 / 086 246 7750 Email.: info@psira.co.za Website.: www.psira.co.za c) SBD 4 Declaration for Interest. d) SBD 6.1 Preference Points Claim Form. e) General Conditions of Contract (ALL pages to be initialed and last page signed by the bidder). f) Terms of reference (ALL pages to be initialed and last page signed by the bidder). ALL forms should be completed and signed. Incomplete Bids will be disqualified. 6.1.2 Conditions of tender. ▪ All forms must be completed and signed. Incomplete and unsigned forms will be disqualified. ▪ Failure to comply with the mandatory requirements will lead to disqualification. ▪ Failure to initial each page of the TOR and the GCC will lead to disqualification. ▪ Failure to sign the TOR and the GCC will lead to disqualification. ▪ The use of correction fluid is strictly prohibited and will lead to disqualification. 7.2. Criterion 2 –Functionality/Technical i. Technical/Functionality Evaluation including specific goals – Bidders will be evaluated out of 100 points and are required to achieve minimum threshold of 70 points. ii. Bidders who score 70 points and more will form part of the panellists. Bidders who score less than 70 points on technical evaluation will therefore be disqualified. The functionality/technical evaluation is broken down as follows: of 11 Private Security Industry Regulatory Authority 420 Witch-Hazel Avenue, Block B-Eco Glades 2 Office Park, Highveld Ext 70 Tel. 086 10 (PSiRA) 77472 Int. +27 12 337 5500 Fax no.: 086 242 7180 / 086 246 7750 Email.: info@psira.co.za Website.: www.psira.co.za TECHNICAL EVALUATION CRITERIA WEIGHT COMPANY PROFILE 10 Bidders must submit a Company Profile indicating a minimum relevant experience of 3 years in the furniture-supply business. ✓ 10 points for company profile indicating 3 years or more in the furniture supply business. ✓ 5 points for company profile with 1 to less than 3 years’ experience in furniture supply business. ✓ 0 point for company profile with less than 1 year experience or no profile provided. PROJECT PLAN 30 The bidder must provide a detailed project plan - demonstrating the ability to source, supply, deliver and install furniture with timelines. ✓ 30 points for submission of a detailed project plan with activities and timelines incl. supporting documentation mentioned below. ✓ 15 points for submission of a project plan with partial activities and timelines incl. supporting documentation mentioned below. ✓ 0 point(s) for non-submission of a project plan with activities, and timelines or a subm that does not address all of the above requirements. NB: Should a third party be the manufacturer – the bidder must provide written agreement of both parties and acceptable source of funds proof on PP (e.g. financial institution confirmation letter or project/PO funding). REFERENCE LETTERS 40 Bidders must submit five (5) signed contactable reference letters from their respective of 11 Private Security Industry Regulatory Authority 420 Witch-Hazel Avenue, Block B-Eco Glades 2 Office Park, Highveld Ext 70 Tel. 086 10 (PSiRA) 77472 Int. +27 12 337 5500 Fax no.: 086 242 7180 / 086 246 7750 Email.: info@psira.co.za Website.: www.psira.co.za clients (not older than 36 months) from date of closing of the bid Indicating successful supply or installation of the furniture. The contact details can either be an email or telephone/cell number of the referee and must be on company letterhead ✓ 40 points for 5 valid reference letters. ✓ 30 points for 4 valid reference letters. ✓ 20 points for 3 valid reference letters. ✓ 10 points for 2 reference letters. ✓ 5 points for 1 valid reference letter. ✓ 0 points for no valid letter provided. Note: PSiRA may verify the information provided; and if your referee does not confirm the information provided the reference will not be considered. SPECIFIC GOALS 20 SPECIFIC GOALS POINTS Size of the company as per the CSD report (5) 5 ✓ 5 points for EME ✓ 3 points for QSE ✓ 1 point for GE Black ownership as per the CSD report (7) 7 ✓ 7 points for 100% black-owned ✓ 5 points for 75%- 99% black-owned ✓ 3 point 50% - 74% black-owned ✓ 1 point 1% - 49% black-owned ✓ 0-point 0% black-owned of 11 Private Security Industry Regulatory Authority 420 Witch-Hazel Avenue, Block B-Eco Glades 2 Office Park, Highveld Ext 70 Tel. 086 10 (PSiRA) 77472 Int. +27 12 337 5500 Fax no.: 086 242 7180 / 086 246 7750 Email.: info@psira.co.za Website.: www.psira.co.za Women ownership as per the CSD report (5) 5 ✓ 5 points for 75% - 100% women-owned ✓ 3 points for 50% - 74% women-owned ✓ 1 point 1% - 49% women-owned ✓ 0-point 0% women-owned Companies owned by people with disabilities (3) 3 ✓ 3 points will be allocated for ownership by people with disabilities Total Points 20 Total 100 7. ENGAGEMENT MODEL. 1) Only service providers that reach the minimum threshold as set out in the functional evaluation criteria will be eligible to participate on the panel as and when required. 2) A specific work assignment will be facilitated by the Supply Chain Management (SCM) in consultation with the relevant divisions. 3) For each service required, the service provider will be required to issue the written quotation and, upon award, will be required to accept the Purchase Order. The allocation of work will be conducted on a rotational basis. 8. SPECIAL CONDITIONS OF THE APPOINTMENT 1) Letter of Good Standing, issued by the Compensation Fund in terms of the Compensation for Occupational Injuries and Diseases Act, 1993 must be attached. The certificate must be valid by the closing date of the bid. 2) Bidder/s must provide proof of Public Liability Cover of not less than the value of R2 million of 11 Private Security Industry Regulatory Authority 420 Witch-Hazel Avenue, Block B-Eco Glades 2 Office Park, Highveld Ext 70 Tel. 086 10 (PSiRA) 77472 Int. +27 12 337 5500 Fax no.: 086 242 7180 / 086 246 7750 Email.: info@psira.co.za Website.: www.psira.co.za 3) Service provider/s will be selected and assigned work on a rotational basis 4) The Authority reserves the right to appoint more than one service provider/s for supply, delivery and installation of furniture items for a period of five (5) years. 5) In the event that there are vast differences / discrepancies in the prices of the recommended bidders, the Authority reserves the right to negotiate the rates/prices for standardization where required. 9. PSiRA RIGHTS. Notwithstanding anything else in this Request for Bids, and without limiting its rights at law or otherwise, PSiRA reserves the right, in its absolute discretion at any time: a. Cancel or Call for new Tenders. b. To appoint more than one bidder or contractor. c. Reject any Tender received after the Closing Time. d. Consider and accept or reject any alternative tender. e. Alter the structure and/or the timing of this bid or the Tendering Process. f. Reject any Tender that does not comply with the requirements of this bid. g. Terminate the participation of any Bidder or any other person in the Tendering Process. h. Vary or extend any time or date specified in this bid for all or any Bidder or other persons. i. Cease to proceed with or suspend the Tendering Process prior to the execution of a formal written contract. j. Require additional information or clarification from any Bidder or any other person or provide additional information or clarification. k. PSiRA is not obliged to accept the lowest or any bid thereof and reserves the right to withdraw this bid. of 11 Private Security Industry Regulatory Authority 420 Witch-Hazel Avenue, Block B-Eco Glades 2 Office Park, Highveld Ext 70 Tel. 086 10 (PSiRA) 77472 Int. +27 12 337 5500 Fax no.: 086 242 7180 / 086 246 7750 Email.: info@psira.co.za Website.: www.psira.co.za 10. GENERAL INFORMATION. a. Bid documentation will be made available from National Treasury E-Tender Website, ready to be downloaded by bidders; b. All compulsory forms contained in the bid documentation must be completed and signed in full. c. Received bids will be opened in public on the closing date at 11h30. d. Bids should be submitted at the correct address, before or on the closing date and time. No late bids will be accepted under any circumstance. e. Only original bid documents will be accepted. No e-mailed or posted copies will be accepted (one original, one copy and USB). f. Bidders may make use of courier services and must confirm bid acknowledgement with SCM office. g. Sealed and clearly marked bids indicating the Bid Reference No. i.e. PSiRA/2025/RFB/XX must be deposited in the PSiRA Head Office tender box situated at 420 Witch Hazel Avenue, Eco Glades, Block B2, Eco Park, Centurion, Pretoria. 11. INSTRUCTIONS TO SERVICE PROVIDERS. a. The bidder is required to confirm that it will hold its proposal valid for 120 days from the closing date of the tender, during which time it will remain without change, their proposed rates and prices as well as proposed personnel. b. Bidders are required to submit 2 indexed hard copy (1 original and 1 copy) and 1 USB containing the original proposal (bidders must ensure that the documentation on the USB are the same as the one submitted as a hard copy document). c. All queries must be sent to Supply Chain Department: bids@psira.co.za 12. REPORTING OF INCIDENTS. of 11 Private Security Industry Regulatory Authority 420 Witch-Hazel Avenue, Block B-Eco Glades 2 Office Park, Highveld Ext 70 Tel. 086 10 (PSiRA) 77472 Int. +27 12 337 5500 Fax no.: 086 242 7180 / 086 246 7750 Email.: info@psira.co.za Website.: www.psira.co.za Bidders are encouraged to report any incidents of • fraud • corruption • theft • misconduct or • unethical behavior to the PSiRA Fraud Hotline. Contact number 0860 333 036| Email: Psira@thehotline.co.za 13. CONTACT PERSONS. The contact person for this assignment (Technical Enquiries) Mr. Thulane Motaung/ Mr. Azwifaneli Tshisikamulilo | Email: bids@psira.co.za Bidding Procedures Enquiries Ms. Nkhuliseni Masikhwa / Ms. Nomathemba Mendu Tel: 012 003 0524/0519 Email: bids@psira.co.za Mr. Azwifaneli Tshisikamulilo (Chairperson) 24/11/2025 Bid Specification Committee Signature Date Name of Service provider Date Service provider’s Signature of 11 SBD1 PART A INVITATION TO BID YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE (NAME OF DEPARTMENT/ PUBLIC ENTITY) BID NUMBER: PSiRA/2025/RFB/18 CLOSING DATE: 04 FEBRUARY 2026 CLOSING TIME: 11:00 APPOINTMENT OF A PANEL OF SERVICE PROVIDERS FOR SUPPLY, DELIVERY AND INSTALLATION OF OFFICE FURNITURE DESCRIPTION AS AND WHEN REQURED TO ALL PSiRA OFFICES FOR A PERIOD OF 5 YEARS. BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID BOX SITUATED AT (STREET ADDRESS) PSiRA HEAD OFFICE: 420 WITCH HAZEL AVENUE BLOCK B – ECO GLADES 2 OFFICE PARK HIGHVELD EXT 70 CENTURION BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO TECHNICAL ENQUIRIES MAY BE DIRECTED TO: Ms. Nkhuliseni Masikhwa CONTACT PERSON Ms. Nomathemba Mendu CONTACT PERSON Thulane Motaung TELEPHONE NUMBER 012 003 0524/0519 TELEPHONE NUMBER 012 003 0524/0519 FACSIMILE NUMBER FACSIMILE NUMBER E-MAIL ADDRESS bids@psira.co.za E-MAIL ADDRESS bids@psira.co.za SUPPLIER INFORMATION NAME OF BIDDER POSTAL ADDRESS STREET ADDRESS TELEPHONE NUMBER CODE NUMBER CELLPHONE NUMBER FACSIMILE NUMBER CODE NUMBER E-MAIL ADDRESS VAT REGISTRATION NUMBER SUPPLIER TAX CENTRAL COMPLIANCE STATUS COMPLIANCE SUPPLIER OR SYSTEM PIN: DATABASE No: MAAA B-BBEE STATUS TICK APPLICABLE BOX] B-BBEE STATUS LEVEL SWORN [TICK APPLICABLE BOX] LEVEL VERIFICATION AFFIDAVIT CERTIFICATE Yes No Yes No [A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs) MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE] ARE YOU THE ACCREDITED ARE YOU A FOREIGN BASED REPRESENTATIVE IN Yes No SUPPLIER FOR THE GOODS SOUTH AFRICA FOR Yes No /SERVICES /WORKS OFFERED? THE GOODS [IF YES, ANSWER THE /SERVICES /WORKS [IF YES ENCLOSE PROOF] QUESTIONNAIRE BELOW ] OFFERED? QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES NO DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES NO IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 BELOW. SBD1 PART B TERMS AND CONDITIONS FOR BIDDING 1. BID SUBMISSION: 1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL NOT BE ACCEPTED FOR CONSIDERATION. 1.2. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED–(NOT TO BE RE-TYPED) OR IN THE MANNER PRESCRIBED IN THE BID DOCUMENT. 1.3. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, 2000 AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2017, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT. 1.4. THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (SBD7). 2. TAX COMPLIANCE REQUIREMENTS 2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS. 2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE THE ORGAN OF STATE TO VERIFY THE TAXPAYER’S PROFILE AND TAX STATUS. 2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA E-FILING THROUGH THE SARS WEBSITE WWW.SARS.GOV.ZA. 2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID. 2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT A SEPARATE TCS CERTIFICATE / PIN / CSD NUMBER. 2.6 WHERE NO TCS PIN IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER MUST BE PROVIDED. 2.7 NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE, COMPANIES WITH DIRECTORS WHO ARE PERSONS IN THE SERVICE OF THE STATE, OR CLOSE CORPORATIONS WITH MEMBERS PERSONS IN THE SERVICE OF THE STATE.” NB: FAILURE TO PROVIDE / OR COMPLY WITH ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID. SIGNATURE OF BIDDER: ................................................... CAPACITY UNDER WHICH THIS BID IS SIGNED: ................................................... (Proof of authority must be submitted e.g. company resolution) DATE: ................................................... SBD4 BIDDER’S DISCLOSURE 1. PURPOSE OF THE FORM Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with the principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution of the Republic of South Africa and further expressed in various pieces of legislation, it is required for the bidder to make this declaration in respect of the details required hereunder. Where a person/s are listed in the Register for Tender Defaulters and / or the List of Restricted Suppliers, that person will automatically be disqualified from the bid process. 2. Bidder’s declaration 2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any person having a controlling interest1 in the enterprise, employed by the state? YES/NO 2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable, state employee numbers of sole proprietor/ directors / trustees / shareholders / members/ partners or any person having a controlling interest in the enterprise, in table below. Full Name Identity Number Name of State institution 2.2 Do you, or any person connected with the bidder, have a relationship 1 the power, by one person or a group of persons holding the majority of the equity of an enterprise, alternatively, the person/s having the deciding vote or power to influence or to direct the course and decisions of the enterprise. SBD4 with any person who is employed by the procuring institution? YES/NO 2.2.1 If so, furnish particulars: ................................................................................................ ................................................................................................ 2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners or any person having a controlling interest in the enterprise have any interest in any other related enterprise whether or not they are bidding for this contract? YES/NO 2.3.1 If so, furnish particulars: ........................................................................................ ........................................................................................

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