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Diplomacy in Action

FY 2013 Funding Opportunity Announcement for proposals for the Regional Resettlement Support Center (RSC) in Bangkok, Thailand

Funding Opportunity Announcement
Bureau of Population, Refugees, and Migration
March 21, 2012


Funding Opportunity Number: PRM-A-13-CA-SEA-03212012

Catalog of Federal Domestic Assistance (CFDA) number:

19.018-- Overseas Processing Entities (OPEs) for U.S. Refugee Resettlement

Announcement issuance date: Wednesday, March 21, 2012.

Proposal submission deadline: Wednesday, May 23, 2012 at 12:00 p.m. (EDT).

Proposals must be submitted through Proposals submitted after this deadline will not be considered.

Proposed Program Start Date: October 1, 2012.

Duration of Activity: An initial period beginning October 1, 2012, through September 30, 2013, subject to the availability of funds. This agreement may be renewable for up to two additional fiscal years based upon budget submissions on an annual basis, as long as there remains a need for the RSC and the organization operating the RSC provides satisfactory service, and subject to the availability of funds.

I. Purpose of the Resettlement Support Center

The admissions process for refugee applicants seeking resettlement in the United States is overseen by the Bureau of Population, Refugees, and Migration of the Department of State (the Bureau).

The purpose of the Resettlement Support Center (RSC) is to assist the Bureau in preparing the necessary casework for persons in East Asia eligible for interview by United States Citizenship and Immigration Services (USCIS) of the Department of Homeland Security (DHS) under the U.S. Refugee Admissions Program and, for those approved, to provide assistance in completing the additional requirements for refugee admission under Section 207 of the Immigration and Nationality Act. In addition, the RSC forwards the necessary data on all DHS-approved cases to the Refugee Processing Center (RPC) for distribution to Reception and Placement agencies according to procedures established by the Bureau.

The Bureau will make one award for the RSC in Bangkok, Thailand, for an initial period beginning October 1, 2012, through September 30, 2013, subject to the availability of funds. Through the award, the Bureau will provide full financial support to the selected organization, based on the proposal submitted in response to this request. This financial support may be renewable for up to two additional fiscal years based upon budget submissions on an annual basis, as long as there remains a need for the RSC and the organization operating the RSC provides satisfactory service, and subject to the availability of funds. At the end of three years, if the need to operate the RSC continues, the Bureau will re-compete the project, and the recipient of this award may participate in that process.

International Organizations (IOs) that are engaged in programs relevant to the assistance addressed by this PRM funding announcement should ensure that these programs are made known to PRM on or before the closing date of this funding announcement so that PRM can evaluate all IO and NGO programs for funding consideration.

The organization selected to operate the RSC is expected to:

1) Provide regional refugee processing services for all U.S. Refugee Admissions Program applicants in East Asia regardless of nationality or ethnicity, beginning on October 1, 2012.

2) Relate equitably to all domestic resettlement agencies. This includes sharing relevant biographic and other background information with domestic resettlement agencies working in the Reception and Placement program (to facilitate their provision of required sponsorship assurances).

II. Program Objectives

The Bureau has established the following objectives for the organization serving as RSC in Bangkok:

A. To provide refugee processing services in support of the U.S. Refugee Admissions Program using the Worldwide Refugee Admissions Processing System (WRAPS) and in accordance with procedures established by the Bureau, as needs arise, in the following countries: Bangladesh, Cambodia, China, Indonesia, Laos, Malaysia, Mongolia, the Philippines, Singapore, Thailand, and Vietnam.

B. To ensure that each potential refugee applicant is screened to determine if he/she is eligible for interview under the processing priorities established for his/her nationality.

C. To conduct pre-screening interviews and casework in the countries listed in section II (1) so as to capture all relevant information pertaining to the case, e.g. cross-referencing information, special medical needs, information about victims of torture, etc. To ensure that all necessary security name-checks are completed. To prepare the case file, including completion of all forms necessary for presentation of the case to USCIS for adjudication.

D. To enter all required information into WRAPS on a timely basis and to remain in close contact with the Refugee Processing Center (RPC), cooperating fully and at all times to ensure that the WRAPS system and related equipment remains functional and up to date.

E. For applicants approved by USCIS, to assist the refugees in completing all post-adjudication steps required for admission to the United States. This includes: coordinating with the Refugee Processing Center (RPC) to obtain sponsorship assurances from Reception and Placement agencies working under cooperative agreements with the Bureau; preparing travel packets; coordinating medical screening, conducting cultural orientation training, and coordinating with the International Organization for Migration on travel arrangements.

F. To develop a formal curriculum, in consultation with the Bureau, for cultural orientation training for refugees that will prepare them for travel and initial adjustment to life in the United States. To develop a training and management plan, in consultation with the Bureau, for RSC staff who will conduct cultural orientation training. To conduct cultural orientation in such a way as to achieve performance outcomes as delineated by the Bureau.

G. Provide quarterly reports to PRM/Admissions on RSC processing activities and cultural orientation.

III. Refugee Processing Caseload

While it is impossible to predict what the precise number of refugee applicants processed by RSC Thailand will be, as the FY 2013 regional refugee admissions ceilings have not yet been established, proposals and budgets should be prepared based on a projection of 17, 000 departures from the countries covered by Regional RSC Thailand. If before or during the agreement period the projected number of individuals to be processed either dramatically falls short of or exceeds the level anticipated in this announcement and the approved proposal, the Bureau will negotiate an amended budget for the RSC.

The following information regarding caseloads and circuit rides in FY 2012 may be helpful in formulating an organization’s proposal and budget for RSC Thailand for FY 2013:

The Bureau projects that the U.S. will admit some 17,000 individuals as refugees who will be processed in the countries covered by RSC Thailand in FY 2012, including some 7,000-8,000 in Thailand, 8,000-9,000 in Malaysia, and 500 total of various nationalities in Cambodia, China, Indonesia, Laos, Singapore, the Philippines and Vietnam.

In order to admit these 17,000 individuals in FY 2013, RSC Thailand will conduct more than 100 circuit rides to nine locations in Thailand, with each circuit ride averaging six staff and 12 days in duration; some 25 circuit rides to Malaysia averaging 13 staff and 17 days; and some 12 total circuit rides averaging three staff and seven days to countries in region.

IV. Funding and Funding Procedures

The Bureau intends to make a single award to a single qualified organization to provide the required services in the countries in East Asia, from a base located in Bangkok. The organization to which the Bureau makes an award for this RSC will be funded for all approved costs associated with providing the required processing services according to a budget submitted as part of this proposal (see Attachment B for budget preparation instructions) and based on the proposal submitted in response to this request. This financial support may be renewable for up to two additional fiscal years based upon budget submissions on an annual basis, as long as there remains a need for the RSC and the organization operating the RSC provides satisfactory service, and subject to the availability of funds. At the end of three years, if the need to operate the RSC continues, the Bureau will re-compete the project, and the recipient of this award may participate in that process.

V. Eligibility Requirements

Organizations eligible to submit proposals include entities that have demonstrated satisfactory performance working as a U.S. Department of State-funded organization with the United States Refugee Admissions Program, domestically or overseas, within the last five years.

Organizations must also meet the following requirements in order to be considered as candidates to operate the RSC:

Be authorized by the Royal Thai Government (RTG) to conduct activities relating to the welfare, protection, or maintenance of refugees in Thailand. This should be understood, when required by Thai law, to include registration with or receipt of project approval from any relevant RTG ministry, agency or other official organ with jurisdiction over any activity to be conducted by the RSC.

A. Have evidence of effective coordination with U.S. Government agencies, Non-Governmental Organizations and International Organizations involved with the refugee admissions program.

B. Possess management capacity at the agency’s headquarters sufficient to oversee the operation of the RSC.

Failure to satisfy the above requirements will preclude any further consideration of a proposal.

VI. WRAPS Requirements

The Worldwide Refugee Admissions Processing System (WRAPS) is deployed in all refugee processing sites. The use of WRAPS is mandatory, and the RSC must therefore establish itself as WRAPS-ready. Equipment that will be procured by the RSC and related costs must be included in the proposal. (See Attachment C for the required qualifications for the RSC’s information technology personnel required to maintain WRAPS including the qualifications for the RSC Network Administrator as well as a list of hardware and software items that are currently needed to operate WRAPS, including the equipment to operate the Circuit Ride functionality.)

VII. Application and Submission Procedures

Application Procedures:

Each organization requesting consideration for an award from the Bureau must submit all information as requested in Attachment I. All pages including appendices should be numbered in a single, consecutive numbering system.

Proposals that are incomplete and/or fail to respond to all required elements of this program announcement may not be found competitive. If the Bureau requests clarifications regarding information included in the proposal, failure to provide this information by the date specified may also preclude further consideration of the proposal.

If your application consists of multiple files you should pay careful attention to the guidance on's for file naming conventions:

A few tips:

  • Limit file attachment name. File attachment names longer than approximately 50 characters can cause problems to processing the application package.
  • Use numbers to indicate correct sequence (example: 1_proposal.doc; 2_budgetnarrative.doc)
  • Do not use any special characters (example: %, /, #) or spacing in the file name or for word separation. The exception is an underscore, which says can be used in naming attachments. (example: my_Attached_File.pdf)

If these guidelines are not followed, may reject your proposal.

VIII. Submission Procedures:

Proposals must be submitted electronically via by 12:00 p.m. (EDT), May 23, 2012.

Organizations not registered with should sign up well in advance of the May 23, 2012 deadline as it can take up to two weeks for a registration to be finalized (and sometimes longer for non-U.S. based NGOs to get the required registration numbers). To register with, organizations must first receive a DUNS number and register with the Central Contractor Registry (CCR) which can take weeks and sometimes months. See “Applicant FAQs” section on ( for complete details on registering.

Do not wait until the last minute to submit your application on Applicants who have done so in the past and experienced technical difficulties were not able to meet the deadline. We recommend that organizations, particularly first-time applicants, submit applications via at least one week before the deadline to avoid last-minute technical difficulties that could result in your application not being considered.

If you encounter technical difficulties with, please contact the Help Desk at or by calling 1-800-518-4726. Applicants who are unable to submit applications via due to technical difficulties and who have reported the problem(s) to the help desk and received a case number and had a service request opened to research the problem(s), should contact PRM/Admissions Office Deputy Director Kelly Gauger at (202)453-9268 or immediately to determine whether an alternative method of submission is appropriate.

The Bureau will fax each agency a letter confirming receipt of the documents. An agency not receiving this acknowledgement within five days after submitting its request should immediately notify Ms. Delicia Spruell at 202-453-9257.

IX. Proposal Evaluation Process

The Bureau will conduct formal competitive reviews of the submitted proposals, which meet the aforementioned requirements and which are submitted by an eligible organization. Review panels will evaluate submissions based on the above-referenced proposal evaluation criteria, the overall refugee processing experience of the proposing organization and the proposal’s cost effectiveness for providing comprehensive service provision to applicants of all ethnic groups.

PRM may request revised proposals and/or budgets based on feedback from the panel. PRM will provide formal notifications to NGOs of final decisions taken by Bureau management.

X. PRM Points of Contact:

Should NGOs have technical questions related to this announcement, they should contact the PRM staff listed below prior to proposal submission. (Note: Informal feedback from PRM does not indicate a commitment to fund the program discussed.)

· PRM/Admissions Office Deputy Director Kelly Gauger (202) 453-9268, Washington, D.C.


A. Required Information

B. Budget Preparation Instructions

C. WRAPS Requirements

D. Sample Budget Format

Attachment A

Required Proposal Information

Each agency interested in applying to operate the Thailand RSC from October 1, 2012, through September 30, 2013, must submit the information specified below. Responses should be presented in the same order as the requirements listed below, with each section numbered to reflect the corresponding section under Required Information. If any individual requirement is not applicable, that should be specifically stated and explained in the proposal.

I. Organizational Structure/Management and Oversight

The Agency should provide a narrative describing:

  • Its organizational structure, including the number of headquarters staff (to be described in terms of “Full Time Equivalent” positions) that will be assigned to oversee the RSC in Thailand ; the number of local and international staff to be assigned to the RSC; staffing patterns; training protocols for all staff;

  • How it proposes monitoring its processing and cultural orientation activities under the Cooperative Agreement.

  • How it will establish an operation to handle the processing of the caseload.

  • How it will develop a formal curriculum for cultural orientation training for refugees that will prepare them for travel and initial adjustment to life in the United States. How it will develop a training and management plan for RSC staff who will conduct cultural orientation training.

The Agency should identify the Bureau’s point of contact at the headquarters office and at the RSC.

II. Proposed Budget

Following the guidance outlined in Attachment B, the Agency should identify all costs within the specified budget categories it wishes the Bureau to consider funding for RSC activities.

III. Certifications

Each agency is required to complete the revised SF 424 (Version 02) as part of the application process. PRM also requires that Box 21 of the SF 424 Version 02 be checked. Completion of the electronic signature and date on the SF-424 (Version 02) form signifies compliance with all assurances and certifications as requested in block 21 of the form.

The SF 424 Version 02 can be found at using the following steps:

  • from the main screen use menu to the left;

  • click on “For Agencies”;

  • click on “Forms Repository”;

  • click on “Active forms”;

  • click on “SF 424 Family”; and

  • select the form named “Application for Federal Assistance (SF 424).

The SF 424 Version 02 can also be accessed directly at:

Attachment B

Budget Preparation Instructions

The following instructions explain the costs the Bureau wants organizations to include in each budget category when preparing a proposal for overseas processing activities. For policy guidance concerning U.S. Government regulations or admissible expenditure limits, etc., please refer to OMB circulars A-122 and A-110. A sample budget format is provided as attachment IV.


This category should include annual salaries, wages, stipends, consultant fees, allowances, bonuses or extra months salary, and any anticipated termination or severance pay for all personnel (regular or contractual) to be charged to the proposed agreement. Caseworker staff must be proficient in using WRAPS, e-mail, PC’s and Windows applications. Note that the plan for staffing must include information technology staff qualified to maintain WRAPS. The network administrator should be competent in Windows 2003, Windows XP, IIS, SQL Server 2005, Microsoft Exchange, Microsoft Office, router configuration and management. Include a staff roster with the above information, indicating existing and proposed positions, an organizational chart, and show total FTE (full-time equivalency) for each type of position in the designated column and actual number of employees occupying each position in the comments column. Information on COLA and proposed salary increase or adjustment should be noted in the narrative accompanying the budget worksheet. For consultants, show the proposed daily rate and indicate the number of days of consultant service anticipated in the comments column.

Attach a copy of your organization's established salary schedule showing different pay levels and step increases on which the budget is based.


The comments column of the budget worksheet should specify the number of employees being given each service; i.e., housing for 3 employees; education allowance for 2 children of 2 employees, etc.

Explain anticipated termination or severance expenses in the Narrative Section.


Show total cost of fringe benefits provided to International Hire and Local Hire employees. It is not necessary to identify individual benefits provided. Where applicable, the percentage of salaries used to calculate benefits should be shown. The benefits must be consistent with the organization's established personnel policies and practices for all of its employees.


List local program travel in this category (headquarters staff travel should be included in the Headquarters Expenses category below.) Provide one total for in-country project travel and one total for furlough/home leave travel. All anticipated international trips must be listed individually. Show only the total cost of each trip. Do not itemize by category; rather, list general categories included in the trip total (airfare, per diem, etc.) in the comments column.


This category should include both expendable and non-expendable equipment the organization expects to purchase for program activities. Non-expendable equipment is defined as tangible personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit. List items with a useful life of more than one year and an acquisition cost of $1,000 - $5,000 per unit separately as expendable equipment. Consolidate like items of lesser value by type of equipment (i.e., telephones, office furniture) with quantities or types to be purchased noted in the comments column. See Attachment III for WRAPS requirements.

If your organization has established levels for equipment at a lesser amount than $5,000, items may be shown according to organization policy, as long as the policy is explained in the Narrative Section. The organization must apply its definition consistently in all U.S. government funded arrangements.

Also include equipment to be leased, including vehicles, as well as anticipated maintenance and repair costs for equipment (including contracts.)


In this category include such items as office and automotive supplies and computer software.


Include here any anticipated sub-contracts, such as security guards, payroll services, etc. Do not include contracts for regular personnel, maintenance and repair of non-expendable equipment, or audits, which are listed elsewhere.


Please follow the attached format for inclusion of other direct costs of the program, indicating separately anticipated costs for utilities, space rental, communications, insurance, printing/duplicating, and audit, as well as other costs not included elsewhere in the budget.


This category should include any anticipated U.S. domestic or international travel of headquarters staff in support of this program as well as any personnel costs or other expenses to be directly charged by the organization to the program (for personnel, include percentage of time dedicated to this program.)


The organization operating the RSC will provide cultural orientation to approved refugees aged 15 and above in accordance with guidelines developed in conjunction with the Bureau by the Center for Applied Linguistics (CAL) and described in the publication “Welcome to the United States--A Guidebook for Refugees” (CAL, 2004) and other CAL materials (see ). The cultural orientation training will be for a period of three days and at a minimum address the following subjects:

  • Role of the Resettlement Agency

  • Rights and Responsibilities of Refugees

  • Transit

  • Early Employment Priority

  • Work plus English Study

  • Public Assistance Benefits

  • Cultural Adjustment

  • Education

  • Health Care

  • Housing


Please note your organization's percentage rate and attach a copy of the most recent negotiated indirect cost rate agreement with the cognizant U.S. government agency. Also note base of application in the comments column.


Comments are not required for every budget line item. This column provides space for further identification, as needed, of items included in the budget categories. For example, under travel, each individual trip should be identified and total cost for each trip provided under the “Proposed Budget” column, with items included in the costs, e.g., airfare, per diem, taxis, etc., specified under “Comments”. The Comments column is not intended to replace the Narrative section.


Include budget category totals on the summary page.


The Narrative section describes the proposed program and how refugee processing functions will be performed. It also explains the budget request. The Narrative should specifically identify any cost of living (COLA) request and provide a dollar amount for the total cost of the COLA (broken down by international-hire and local-hire, as appropriate).

Attachment C

WRAPS Equipment/Software Requirements



WRAPS requires four servers: one Domain Controller, one Domain Controller/Exchange, one Application Server, and one Database Server.

Server configuration availability changes as the manufacturer upgrades equipment. If the listed versions are not available, the current comparable versions should be substituted.

Following are the minimum configurations for each server:

Server Hardware

Domain Controller (e.g. HP Proliant DL320)

1 Dual Core Processor 64-bit


2 – 80 GB SATA Disk Drives


Domain Controller/Exchange & Application Server (e.g. HP Proliant DL370)

2 Dual Core Processors 64-bit


6 – 146.8 GB 10K RPM Disk Drives


RAID Controller

Tape Drive for backups

Redundant Power Supply

Redundant Fan Kit

Database Server (e.g. HP Proliant DL570)

4 Dual Core Processors 64-bit


10 – 146.8 GB 10K RPM Disk Drives


RAID Controller

Tape Drive for backups

Redundant Power Supply

Redundant Fan Kit

Server Software

All Servers

Windows Server 2003 R2 Standard Edition (upgrading to Windows Server 2008 R2 )

Anti-Virus Software

Microsoft .Net 3.5 SP1

Remotely Anywhere 9.0

Adobe Acrobat Reader


WinZip 10

Backup Software


Microsoft SQL Server 2008 R2 Enterprise


Crystal Reports 9 Advanced SP4

PKZip Command Line


Apache Geronimo

Exchange Server

Microsoft Exchange 2003 SP2 (upgrading to Exchange 2010)

Database Server

Microsoft SQL Server 2008 R2 Enterprise


Server Rack

Standard 22U Rack

R5500 UPS

4 Port KVM Switch

Rack Mount Keyboard/Monitor/Mouse

Network Components

Any standards compliant components will work, but the Refugee Processing Center supports Cisco as a networking platform. WRAPS connectivity requires the following network components:


Cisco 1941 with rack mount kit and 3DES/AES encryption license, or

Cisco 2901 with 3DES/AES encryption license


Cisco ASA 5505 for sites with 10 or less concurrent users and 3DES/AES encryption license

Cisco ASA 5510 with 3DES/AES encryption license


Cisco Catalyst 3560-X 10/100/1000 Ethernet Switch

Note: Number of switches and port density are locally determined.

All networking components listed above have a single power supply, so an adequate battery backup is recommended.

Required Peripherals (for WRAPS operation)

Network Printer(s)

Network Label Printer (Zebra LP2844 is utilized at the RPC)

Digital Camera

Double-sided Image Scanner

Workstation Desktops

Each caseworker and each supervisor at the RSC must have at least a 64-bit capable Pentium-class desktop computer with the following minimum requirements:

Workstation Hardware


80 GB Hard Disk


4 USB Ports

17-in Monitor

Workstation Software

Windows 7 Professional

Microsoft Office 2010

Microsoft Internet Explorer 9.0

Adobe Acrobat Reader

Anti-Virus Software

Structured Cabling

Cat 5E/6 UTP (plenum or low smoke)

Cable run from wall jacks to patch panel in wiring closet

RJ45 patch cables to connect PC to wall jacks

RJ45 patch cables to connect patch panel to LAN switches


Servers should be installed in a secure area to prevent unauthorized access to the server consoles

Router, firewall, and switches should be installed in a secure area to prevent unauthorized access to the management consoles


A minimum of two 15 Amp circuits for the servers


The RSC must have an Internet Service Provider (ISP) with a minimum of:

1024 Kbps dedicated link

IP subnet with at least 14 usable host addresses


RSC must supply personnel with the following minimum qualifications:

Network Administrator

Microsoft Windows Server 2003 R2 /2008 R2

Microsoft Windows 7 Professional IIS 7.5

Microsoft SQL Server SQL Server 2008 R2

Microsoft Exchange 2003/2010

Cisco Router/Switch/Firewall configuration and management

Microsoft Office 2010


Must be proficient in using e-mail, PCs, and Microsoft Windows applications

Circuit Rides

The following equipment is needed to support the Circuit Ride functionality of WRAPS. One set of equipment is needed to support a single circuit ride.

Hardware – minimum of 2 laptops per Circuit Ride

64-bit capable Intel Pentium class processor or higher(e.g. HP Compaq 6730b)

8 GB RAM or more

500 GB Hard drive – must be at least 4 times the size of the RSC database

4 USB Ports

Workstations and switches for circuit ride processing are determined by local circuit ride requirements.

Wi-Fi is an acceptable networking solution provided that a minimum of Wi-Fi Protected Access (WPA) security is enabled.

Not required, but recommended for system backups is a 500 GB USB External Disk Drive – only 1 needed per circuit ride

Software – one copy per laptop

Microsoft Windows Server 2003 R2 Standard Edition (upgrading to Windows Server 2008 R2 )

Microsoft Office 2007/2010

Microsoft SQL Server 2008 R2 Standard

Crystal Reports 9 Advanced SP4

Anti-Virus Software

PKZip Command Line

Microsoft .Net 3.5 SP1


Remotely Anywhere 9.0

Adobe Acrobat Reader


WinZip 15

Backup Software

Apache Geronimo

Additional Information:

The RPC utilizes HP equipment for servers, desktops, and network printers. Intel Xeon-based processors are preferred for server systems. Both AMD and Intel-based processors are acceptable for desktops. Also, Cisco is the preferred manufacturer for the networking/security infrastructure. Any subscription-based anti-malware/anti-virus products should be sufficient. Symantec is utilized at the RPC and has been verified to not interfere with WRAPS operations.

Attachment D

Sample Budget Format



    Agency and Location: Bangkok, Thailand 
        Budget   Comments
      FTE                     -        
International Hire Project Director          
    Deputy Director          
    Sup. Caseworkers          
Local Hire Caseworkers          
    FTE TOTAL:          
Allowances Housing/Utilities          
International Hire            
Local Hire            
Local Project            
  International (list each trip)          
  Home Leave            
Non-Expendable equipment (list items with              
acquisition cost of $5,000 or more):          
Expendable equipment (list items with acquisition              
cost of $1,000-$5,000):          
Other expendable equipment (consolidate like items):              
Maintenance & repair            
Leased Equipment            
Office supplies             
Computer software            
Automotive Supplies            
Space Rental            
Communications Telephone/Fax/Internet          
Other (explain in comments)          
       FTE                      -        
Headquarters Staff            
  U.S. Domestic            
  International (list each trip)            
       FTE                      -        
    International Hire          
    Local Hire          
  Allowances Housing/Utilitites          
    Other (explain in comments)          
    International Hire          
    Local Hire          
    Expendable (over $1,000)          
    Other equipment          
  Maintenance & Repair          
Expendable Supplies            
Contractual Services            
Other Direct Expenses          
  Space Rental            
  Other (explain in comments)          
Headquarters Expenses          
  Personnel (FTE:)          

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