HomeMy WebLinkAboutR-95-0051J-95-23
12/30/94
RESOLUTION NO, 9 5 " 51
A RESOLUTION, WITH ATTACHMENT, AUTHORIZING
THE CITY MANAGER TO ISSUE A REQUEST FOR
PROPOSALS (RFP), IN SUBSTANTIALLY THE
ATTACHED FORM, TO SOLICIT A PROFESSIONAL
SERVICES FIRM FOR THE PREPARATION OF CENTRAL
SERVICES COST ALLOCATION PLANS ON A CONTRACT
BASIS FOR A PERIOD OF THREE (3) YEARS WITH
THE OPTION TO RENEW SAID CONTRACT FOR AN
ADDITIONAL TWO (2) YEAR PERIOD; FURTHER
ESTABLISHING AND APPOINTING MEMBERS TO A
SELECTION COMMITTEE TO REVIEW AND EVALUATE
SAID PROPOSALS.
WHEREAS, federal regulations allow the charge of central
services cost allocation to federal grants; and
WHEREAS, an annual central services cost allocation plan
needs to be prepared for such purpose;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the
Preamble to this Resolution are hereby adopted by reference
thereto and incorporated herein as if fully set forth in this
Section.
Section 2. The City Manager is hereby authorized to
issue a Request for Proposals, in substantially the attached
sATT: `
CITY COMMMSSSION
MEETING OF
JAN 1 2 1995
Resolution No.
95— 51 ;
form, to solicit a professional services firm for the preparation
of central services cost allocations plans on a contract basis
for a period of three (3) years with the option to renew said
contract for an additional two (2) year period.
Section 3. */A five member selection committee is hereby
established and the following members are hereby appointed to
review and evaluate said proposals.
APPOINTEE
[appointment pending]
[appointment pending]
[appointment pending]
[appointment pending]
_[appointment pending]
NOMINATED BY
Stephen P. Clark, Mayor
J.L. Plummer, Jr.
Vioe-Mayor
Miller J. Dawkins
Commissioner
victor De Yurre
Commissioner
Wifredo Gort
Commissioner
Section 4. This Resolution shall become effective
immediately upon its adoption.
PASSED AND ADOPTED this 12th
ATTEST:
MATTY HIRAI
CITY CLERK
day of January 1995.
k"'a' Q a-L-
S PHEN P. CLA K, MAYOR
*Note: Appointments deferred to February meeting.
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-2-
PREPARED AND APPROVED BY:
DEPUTY CITY AT30KNEY
APPROVED AS TO FORM AND CORRECTNESS:
A( QUZRW "JO ;' II
ROD:esk:M4862
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-3-
REQUEST FOR PROPOSAL
FOR THE PREPARATION
OF CENTRAL SERVICES COST ALLOCATION PLAN
RFP No.
ISSUING DEPARTMENT: FINANCE DEPARTMENT
CONTACT PERSON: PHILLIP E. LUNEY
TELEPHONE No.: 579-6355
SUBMISSIONS ARE DUE AT THE ADDRESS SHOWN BELOW
NO LATER THAN
CITY OF MIAMI
CITY CLERK'S OFFICE
MIAMI CITY HALL
3500 PAN AMERICAN DRIVE
MIAMI, FLORIDA 33133
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SECTION I - REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES
A. INTRODUCTION/BACKGROUND
The City of Miami is soliciting proposals and qualifications from
professional services firms for the preparation of annual central
services cost allocation plans in accordance with federal
regulations for a three (3) year period with one two-year renewal
option.
B. RFP TIMETABLE
The anticipated schedule for the RFP and contract approval is
as follows:
RFP available for distribution
Deadline for receipt of questions
Deadline for receipt of proposals
Evaluation/Selection process
Projected contract start date
C. RFP AVAILABILITY
Copies of the RFP are available by contacting the City of Miami
General Services Administration (GSA) -Procurement Management
Division at the following address:
City of Miami
General Services Administration
Procurement Division
1390 N.W. 20 Street
Miami, Florida 33142
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D. PROPOSAL SUBMISSION
An unbound original and nine (9) copies (a total of ten (10)) of
the complete proposal must be received by
Proposals will be opened by the City Clerk at 2:00 p.m. the same
day. The original, all copies and the separate contract
commission envelope, must be submitted in a sealed envelope or
container stating on the outside the proposer's name, address,
telephone number, due date, the RFP title, Procurement Management
Division RFP Control number, and Proposal Due Date to:
City of Miami
City Clerk's Office
3500 Pan American Drive
Miami, Florida 33133
The proposal must be signed by an officer of the company who is
legally authorized to enter into a contractual relationship in
the name of the proposer, and proposer(s) must affix their firm's
corporate seal to the proposal. In the absence of a corporate
seal, the proposals must be notarized by a Notary Public.
The submittal of a proposal by a proposer will be considered by
the City as constituting an offer by the proposer to perform the
required services at the stated fees.
E. CONTACT PERSON
The contact person for this RFP is Phillip Luney, Assistant
Director of Finance, telephone (305) 579-6355. Explanations
desired by proposer(s) regarding the meaning or interpretation of
this RFP must be requested from the contact person.
Proposers are advised that from the date of release of this RFP
until award of the contract, NO contact with City personnel
related to this RFP is permitted, except as authorized by the
contact person. Any such unauthorized contact shall not be used
as a basis for responding to this RFP and also may result in the
disqualification of the proposer's submittal.
F. ADDITIONAL INFORMATION/ADDENDA
Requests for additional information or clarification must be made
in writing no later than the date specified in the RFP Timetable.
The request must contain the proposer's name, address, phone
number, and facsimile number. Electronic facsimile will be
accepted at (305) 372-4656. Facsimiles must have a cover sheet
which includes, at a minimum, the proposer's name, address, RFP
number, RFP title, number of pages transmitted, phone number, and
facsimile number.
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The City will issue responses to inquiries and any other
corrections or amendments it deems necessary in written addenda
issued prior to the Proposal Due Date. Proposers should not rely
on any representations, statements or explanations other than
those made in this RFP or in any addendum to this RFP. Where
there appears to be a conflict between the RFP and any addenda
issued the last addendum issued will prevail.
It is the proposer(s responsibility to assure receipt of all
addenda. The proposer should verify with the designated contact
person prior to submitting a proposal that all addenda have been
received. Proposers are required to acknowledge the number of
addenda received as part of their proposals.
G. RFP POSTPONEMENT/CANCELLATION
The City may, at its sole and absolute discretion, reject any and
all, or parts of any and all proposals; re -advertise this RFP;
postpone or cancel, at any time, this RFP process or waive any
irregularities in this RFP or in the proposals received as a
result of this RFP. Also the determination of the criteria and
process whereby proposals are evaluated, the decision as to who
shall receive a contract award, or whether or not an award shall
ever be made as a result of this RFP, shall be at the sole and
absolute discretion of the City which shall be fairly exercised.
Furthermore, no damages shall be recoverable by any challenger as
a result of these determinations or decisions by the City;
provided, however, that in the event a court of competent
jurisdiction finally determines that the actions of the City are
arbitrary and capricious or void, then said challenger may
recover only actual, necessary and reasonable costs. Any
attorney's fees or costs associated with recovery of preparation
costs, including costs of litigation against the City shall not
be recoverable by the challenger.
H. COSTS INCURRED BY PROPOSERS
All expenses involved with the preparation and submission of
proposals to the City, or any work performed in connection
therewith shall be borne by the proposer(s). No payment will be
made for any responses received, nor for any other effort
required of or made by the proposer(s) prior to commencement of
work as defined by a contract approved by the City of Miami
Commission.
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I. PROPRIETARY/CONFIDENTIAL INFORMATION
Proposers are hereby notified that all information submitted as
part of or in support of proposals, will be available for public
inspection in compliance with Chapter 286, Florida Statutes,
commonly known as the "Government in the Sunshine Law".
J. NEGOTIATIONS
The City may award a contract on the basis of initial offers
received, without discussions. Therefore, each initial offer
should contain the proposer's best terms from a cost or price and
technical standpoint.
The City reserves the right to enter into contract negotiations
with the selected proposer. If the City and the selected
proposer cannot negotiate a successful contract the City may
terminate said negotiations and begin negotiations with the next
selected proposer. This process will continue until a contract
has been executed or all proposers have been rejected. No
proposer shall have any rights against the City arising from such
negotiations.
K. RIGHT TO PROTEST
Participants in this contract
recommendations for contract
procedures contained in City of
L. MINORITY PROCUREMENT PROGRAM
solicitation may protest any
award in accordance with the
Miami Ordinance 11072.
Ordinance No. 10062, as amended, entitled the Minority and Women
Business Affairs and Proguremgnt Ordinance of the City -of Miami.
Florida sets forth "...a goal of awarding at least 51 percent of
the City's total annual dollar volume of all expenditures for all
goods and services, to Black, Hispanic and Women minority
business enterprises on an equal basis". A minority business
enterprise is defined as a business firm" ... in which at least 51
percent of said enterprise is owned by Blacks, Hispanics, or
Women whose management and daily business operations are
controlled by one or mare Blacks, Hispanics or Women.
To achieve the goal established by Ordinance No. 10062, as
amended, participation in providing goods and services to the
City by minorities is being encouraged in a number of ways. All
vendors doing business with the City are encouraged to include
the participation of minority firms in their request for
proposals. In evaluating request for proposals for determination
of awards, minority participation may be a factor. Failure to
adequately involve minority firms may be a basis for rejecting
any and all request for proposals.
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Possible ways to include minority participation would involve:
1.
Joint venture with
a minority
2.
Utilizing minority
firm(s) as
3.
Utilizing minority
firm(s) to
4.
Successful implementation of
program.
5.
Other forms of
minority
documented.
firms(s)
subcontractor(s).
supply goods and/or services.
well defined affirmative action
participation, if properly
Included in this package is a copy of Ordinance No. 10062, as
amended. Additionally, a MINORITY STATUS INFORMATION SHEET has
been provided to assist proposers in presenting information
concerning minority participation.
Minority business firms are encouraged, but not required, to
register with the City prior to submitting proposals. The
Procurement Office will provide the necessary forms and
instructions upon request.
ALL VENDORS (OR PROPOSERS) ARE URGED TO SUBMIT PROPOSALS FOR ANY
GOODS OR SERVICES THAT THEY ARE ABLE TO SUPPLY, REGARDLESS OF
MINORITY CLASSIFICATION. However, compliance with all requests
for information regarding Minority Status or Participation is
required. Proposers cooperation is greatly needed to aid the
City in achieving its goal.
Each Proposerd/'must also submi
Affirmative Action Plan (AAP)
participants, joint venture
suppliers or other parties to the
to submit such plans.
M. LOCAL VENDOR PREFERENCE
t
along with the proposal an
Any significant equity
participants, subcontractors,
proposal shall also be required
The City of Miami has a local preference provision for the
purpose of providing preference in the award of contracts to
local vendors whose primary office is located within the City
limits. (See enclosed copy of Ordinance 11087).
N. RULES; REGULATIONS; LICENSING REQUIREMENTS
The proposer shall comply with all laws, ordinances and
regulations applicable to the services contemplated herein,
especially those applicable to conflict of interest and
collusion. Proposers are presumed to be familiar with all
Federal, State and local laws, ordinances, codes and regulations
that may in any way affF:ct the services, especially Executive
Order No. 11246 entitled "Equal Employment Opportunity" and as
amended by Executive Order No. 11375, as supplemented by the
Department of Labor Regulations (41 CFR, Part 60).
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SECTION II - PROPOSAL FORMAT
Instructions to proposers: Proposals must contain each of the
below enumerated documents, each fully completed, signed and
notarized as required. Proposals submitted which do not include
the following items may be deemed non -responsive and may not be
considered for contract award.
A. CONTENTS OF PROPOSAL
1. Proposal Page
This page shall include the following information:
Name of Organization
Business address
Business telephone
Contact person
The Proposal Page must be signed by a representative of the
proposer who is legally authorized to enter into contractual
relationships on behalf of the proposer. This document must
have affixed the proposer's corporate seal; or it must be
notarized by a Notary Public.
2. Table_of_Contents
The table of contents should outline in sequential order the
major areas of the proposal, and that all pages of the
proposal, including the enclosures, be clearly all
consecutively numbered and correspond to the table of
contents.
3. Proposal
The proposal is comprised of the following:
a. Qualifications -
Proposers must provide documentation which
demonstrates their ability to satisfy all of the
minimum qualification requirements outlined below
(Section II, Paragraph B, Qualifications). Proposers
who do not meet -the minimum qualification
requirements or who fail to provide supporting
documentation will not be considered for award. If a
prescribed format, or required documentation for the
response to minimum qualification requirements is
stated below, proposers must use said format and
supply said documentation.
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b. Scope of Services_
The Scope; of Services is a narrative which addresses
the scope of work, the proposed approach to the work,
the schedule of work compensation, and any other
information called for by this RFP which the proposer
deems relevant. These requirements are described
below (Section III, Scope of Services).
B. QUALIFICATIONS
Minimum qualification requirements must include all
requirements and documentation described below. Proposers
should follow the format of this section` closely when
preparing the proposal.
Proposals must include responses to the following items in
order that consideration be given:
1. Provide a narrative describing the organization,
including history, structure, management and other
applicable information.
2. Describe the proposer's knowledge of federal regulations
as they relate to central services cost allocation plans.
3. Provide evidence as to the proposer's experience in the
preparation of central services cost allocation plans for
the last three (3) years.
4. Provide at least five (5) references for whom your
organization has prepared central services cost
allocation plans.
5. Describe your organization's EDP approach to this type of
engagement.
C. PROPOSAL SUBMISSION REQUIREMENTS
All proposals must be submitted on 8-1/2" x 11 paper, typed,
double-spaced and normal margins. Proposers shall include
their complete return address on the outer envelope wrapper
enclosing any materials submitted in response to this RFP.
Such outer envelop or wrapper should be addressed as follows:
95- 51
Proposer
Address
Phone No.
City of Miami
City Clerk
Miami City Hall
3500 Pan American Dr.
Miami, Florida 33133
Title of RFP
RFP Control No.
Nand -carried proposals may be delivered to the _above address
ONLY between the hours of 8:00 a.m. and 4:30 p.m., Monday
through Friday, excluding holidays observed by the City.
Proposers are responsible for informing any commercial
delivery service, if used, of all delivery requirements and
for ensuring that the required address information appears on
the outer wrapper or envelope used by such service.
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SECTION III - SCOPE OF SERVICES
A. SERVICES
Proposer is expected to provide the following professional
services as requirements under the agreement with the City of
Miami:
1. Review current federally funded City programs and evaluate
the contribution of central services for their support.
2. Review current enterprise operations and evaluate the
contributions of central services to their support.
3. Review City central service expenses that can be allocated to
an indirect cost pool.
4. Based on the reviews mentioned above, prepare a Central
Services Cost Allocation Plan that meets current federal
guidelines.
5. Proposer shall negotiate and have accepted by the cognizant
federal agency the Central Services Cost Allocation Plan.
Negotiations shall be substantiated with comprehensive work
papers, which shall become the property of the City.
G. Provide instruction sessions with personnel to ensure the
perpetuation of the plan and to enable to annually update the
indirect cost rate proposals in the most efficient manner.
7. Monitor recoveries to ensure all allowable recoveries are
realized.
B. COMPENSATION
The proposer shall state the maximum compensation for the
services to be provided under paragraph A of this section,
inclusive of out-of-pocket expenses, for the period covered under
the agreement beginning with the fiscal year ended September 30,
1994.
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SECTION IV - REVIEW OF PROPOSALS
Each proposal will b� reviewed to determine if the proposal is
responsive to the submission requirements outlined in the RFP. A
responsive proposal is one which follows the requirements of the
RFP, includes all required documentation, is submitted in the
format outlined in the RFP, is of timely submission, and has the
appropriate signatures as required. Failure to comply with these
requirements may deem your proposal non -responsive.
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SECTION V - EVALUATION/SELECTION PROCESS
Following the opening of the proposal packages, they will be
evaluated by a Selection Committee appointed by the City
Commission and comprised of individuals, with the appropriate
experience and/or knowledge, striving to ensure that the
committee is balanced with regard to both ethnicity and gender.
The Selection Committee will evaluate and rate all responsive
proposals and their respective weights as follows:
A. Scope of Services/Compensation (50%)
This includes the services and compensation covered in
Section III of this RFP.
B. Qualifications (30%)
This includes the requirements described in Section II,
Paragraph B of this RFP.
C. Minority Procurement Program/Local Preference (20%)
This includes the programs described in Section I,
Paragraphs L and M of this RFP.
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SECTION VI - GENERAL PROVISIONS
A. CONTRACT AWARD
The award(s), if any, shall be made to the proposer whose
proposal shall be deemed by the City of Miami Commission to be in
the best interest of the City. The City of Miami Commission's
decision of whether to make the award(s) and which proposal is in
the best interest of the City shall be final.
B. CONTRACT PERIOD
The term of the contract to be awarded is anticipated to be for
a three (3) year period with one two-year renewal. The contract
shall commence upon the City of Miami Commission's approval and
will be effective for the fiscal year 1993-94 plan.
C. ARREARS
No proposal will be accepted from, nor will any contract be
awarded to any person or firm that is in arrears to the City upon
any debt or contract; that owes any City taxes; or which is a
defaulter, as surety or otherwise, under any obligation to the
City, or that has failed to perform faithfully any previous
contract with the City.
D. PROPOSALS
In no event will the City permit proposer(s) to submit or have an
interest in more than one proposal, or to modify their proposal
after it has been submitted, except upon the request of the City,
and after all proposals have been evaluated and ranked as
originally submitted.
E . EQUAL OPPORTUNITY EMPLOYMENT (�1
Proposers agree that there will b no discriminati n as to race,
sex, religion, color, age, creed G-r-national origin in regard to
obligations, work, and services �erformed under the terms of any
contract ensuing from this RFP. Proposers must agree to comply
with Executive Order No. 11246 entitled "Equal Employment
Opportunity" and as amended by Executive Order No. 11375, as
supplemented by the Department of Labor Regulation (41CFR, Part
60) .
95- 51
F. INDEMNIFICATION
The successful proposer shall indemnify and save the City
harmless from any and all claims, liability, losses and causes of
action that may arise out of the fulfillment of the contract.
The proposer shall pay all claims and losses of any nature
whatever in connection therewith and shall defend all suits, in
the name of the City when applicable, and shall pay all costs and
judgments that may issue thereon.
G. INSURANCE
Proposer shall not commence any work until all the required types
of insurance have been furnished to the City and such insurance
has been approved by the City.
All insurance policies shall be with qualified insurers and doing
business in the State of Florida and shall have an "A" rating.
The City shall be furnished proof of coverage of insurance by
Certificates of Insurance.
H. PROPOSER LIABILITY AND OBLIGATION
Compliance with the foregoing requirements shall not relieve the
proposer of his liability and obligation under this subsection or
under any other subsection of this Agreement. Execution of a
contract is contingent upon receipt of the insurance documents
within fifteen (15) calendar days after the City of Miami
Commission's approval. If the insurance certificate is received
within the specified period, but not in the manner prescribed in
this Request for Proposal, the proposer shall be verbally
notified of the deficiency and shall have an additional five (5)
calendar days to submit a corrected certificate to the City.
I. CERTIFICATE CONTINUITY
The proposer shall be responsible for assuring that the insurance
certificates required in conjunction with this subsection remain
in force for the duration of the contractual period, including
any and all option years, if applicable. If insurance
certificates are scheduled to expire during the contractual
period, the proposer shall be responsible for submitting new or
renewed insurance certificates to the City at a minimum of thirty
(30) calendar days before such expiration.
95- 51
In the event that expired certificates are not replaced with new
or renewed certificates that cover the contractual period, the
City shall suspend the contract until the new or renewed
certificates are received by the City in the manner prescribed in
the Request for Proposals; provided, however, that this suspended
period does not exceed thirty (30) calendar days. If such
suspension exceeds thirty (30) calendar days, the City may, at
its sole discretion, terminate the contract for cause.
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SECTION VII - SPECIAL TERMS AND CONDITIONS
A. CONFLICT OF INTEREST
The successful proposer shall not be an employee of the City of
Miami.
B. AUDIT AND INSPECTION OF RECORDS
The successful proposer agrees that the City, or their duly
authorized representatives shall, for the purposes of audit and
examination, be permitted to inspect all work, materials,
payrolls, and other data and records with regard to this
contract, and to audit the books, records and accounts with
regard to this contract. Further, the successful proposer agrees
to maintain all required records for at least five (5) years
after the termination of the contract.
C. ASSIGNMENT
The successful proposer shall not enter into subcontracts, retain
consultants, or assign, transfer, convey, sublet, or otherwise
dispose of the ensuing contract, or any or all of its rights,
title or interest herein, or its power to execute such contract
to any person, company or corporation or transfer more than fifty
percent of its ownership to a third party without prior written
consent of the City.
D. TERMINATION FOR CONVENIENCE
The City may at any time, at its sole discretion, without cause,
terminate this contract for its convenience by written notice to
the successful proposer. The City will calculate the outstanding
payments due the City. The City will notify the successful
proposer of the amount owed to the City, which must immediately
be remitted to the City.
E. TERMINATION FOR CAUSE_ �
J rMwAl
tvin default under the contract if -
commit/ja breachof the contract deemed material by the City.
Where such a deult occurs e City may terminate the contract
and suspend theo�r►tra- o-r for period of one year. The City
may also require the c-ontTac't-6rA to reimburse the City for the
reprocurement cost incurred by the City as a result of reawarding
or completing the contract.
The City may at its sole discretion waive a default by the
-r-apt-o-r, but no such waiver, and no failure by the City to
take action shall be deemed a waiver of any subsequent default.
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F. PERSONNEL
In submitting proposals, proposers are representing that
personnel described in their proposal shall be available to
perform the services described, barring illness, accident or
other unforeseeable events of a similar nature in which case the
proposers must be able to provide a qualified replacement. Any
and all personnel replaced after the date of proposal submission
will require the prior written approval of the City.
Furthermore, all personnel shall be considered to be, at all
times, the sole employees of proposer(s) under its sole
direction, and not employees or agents of the City.
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SECTION VIII - APPENDICES
CITY OF MIAMI, FLORIDA ��
INTER OFFICE MEMORANDUM
To ' Honorable Mayor and Members
of the City Commission
FROM
Cesa c io
City r.
Recommendation.
DATE : DEC 2 2 1994 FILE
SUBJECT Agenda Item for City
Commission Meeting
REFERENCES:
ENCLOSURES.
It is respectfully recommended that the attached resolution be
approved authorizing the City Manager to issue the attached
request for proposals (RFP) to solicit, evaluate and select a
firm for the preparation of central services cost allocation
plans, and appointing a selection committee.
$ackgroP_amd_;
Federal guidelines require that a new central services cost
allocation plan be prepared each year to support charges to
federal grants, allocating administrative costs through an
indirect cost. plan. Such plans would allow the City to recover
in excess of $600,000 annually.
The Finance Department recommends having the attached request for
proposals approved to solicit, evaluate and select a firm for the
preparation of central services cost allocation plans for a
period of three (3) years;ith one two-year renewal option, and
appointing a selection committee.
95- 51
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