HomeMy WebLinkAboutMINUTES - 01241989 - 2.2 TO: BOARD OF SUPERVISORS
FROM: Phil Batchelor, County Administrator
DATE: January 24 , 1989
SUBJECT: County Computerized Mapping System (CMS)
Specific Request(s) or Recommendation(s) & Background &
Justification
I. RECOMMENDATION
ACCEPT and APPROVE the report from the County Ad-
ministrator recommending implementation of a County
Computer Mapping System (CMS) , and
1. AUTHORIZE the Public Works Director to commence
implementation of the proposed CMS by computerizing the
County Base Maps, and
2 . APPROVE adding two project positions for computer aided
drafting functions in the Public Works Department, and
Continued on attachment: X yes Signature:
bt4
Recommendation of County Administrator
Recommendation of Board Committee
Approve Other:
Signature(s) :
Action of Board on: JAN 2 4 1989
Approved as Recommended_ Other
Vote of Supervisors I HEREBY CERTIFY THAT THIS IS
A TRUE AND CORRECT COPY OF AN
Unanimous (Absent ) ACTION TAKEN AND ENTERED ON
Ayes: Noes: THE MINUTES OF THE BOARD OF
Absent: Abstain: SUPERVISORS ON DATE SHOWN.
Attachment A: Policy on Outside Attested JAN 2 4 1989
Agency Participation PHIL BATCHELOR,
in C.C.C. Computer CLERK OF THE BOARD
Mapping System OF SUPERVISORS AND
Attachment B: October 26, 1988 memo COUNTY ADMINISTRATOR
Computerization of County
Base Maps
Attachment C: Summary Schedule of Events �--
to Implement CMS/GIS By
Attachment D: Responses from Cities and DEPUTY CLERK
and Special Districts . regarding
their interest in CMS/GIS
Orig: County Administrator' s Office
cc: County Assessor
County Building Inspector
County Auditor/Controller
County Counsel
Community Development Dir.
Public Works Director
Data Processing Division
Land Information Steering Comm. via Wick Smith
3 . APPOINT the Land Information System Steering Committee
to also function as the CMS Steering Committee, and
4. DESIGNATE the LIS Coordinator, Wick Smith, as Coor-
dinator for CMS, and
5. ADOPT the attached policy on Outside Agency Participa-
tion in the Contra Costa County Computerized Mapping
System, and
6. REQUEST County Counsel to prepare a standard CMS
membership agreement for execution by participating
cities and special districts, and
7 . DIRECT the Public Works Director and LIS Coordinator to
submit a report to the Board in ninety days time
documenting their success in attracting cities and
special districts to membership in the CMS program.
II. FINANCIAL IMPACT
Implementation of the CMS is expected to cost the Public
Works Department a total of $732 , 000 over Fiscal Years
1988-89, 1989-90, and 1990-91. The Department has developed
an internal funding package of $765, 000, which includes a 5%
contingency. The Department' s funding consists of $100, 000
in new fee revenue, $165, 000 in equipment charge revenues,
$200, 000 from the road and drainage programs, and $300, 000
from the Department' s overhead. It is expected that the
Department will realize annual savings of at least
$150, 000 per year in mapping costs and an increase in annual
revenues of approximately $100, 000 from the sale of com-
puterized map data to the cities and special districts. The
estimated payback for the program is less than four years.
Additional hardware and software costs of approximately
$180, 000 will be incurred in Fiscal Year 1990-91 to provide
access to the CMS for the Assessors Office, Building
Inspection and Community Development Departments. These
costs will be funded by the proceeds from the sale of map
data and equipment use charges.
III. REASONS FOR RECOMMENDATION/BACKGROUND
On May 23 , 1988, staff presented to the Board the report
"Contra Costa County Geographic Information System Feasibil-
ity and Benefit-Cost Study" which recommended the implement-
ation of a Geographic Information System (GIS) . At that
time the Board requested that the County Administrator and
the Land Information System Steering Committee report back
to the Board on how the system could be funded.
As indicated in the report, the first step in implementation
of such a system must be the computerization of the County
Base Maps. Realizing the need for computerized Base Maps
and the need for computer design of public improvements, the
Public Works Department has acquired over the past two years
equipment and knowledge that allows computerization of the
base maps at this time. A detail discussion of their
proposal is contained in the attached October 26, 1988,
memo.
There are four compelling reasons for proceeding with the
computerizing of the base maps at this time.
* Significant cost savings to the Public Works mapping
program are attainable through computerization. The
volume of new parcels and continued map maintenance
dictates that the Department' s mapping program must be
computerized if we are to continue the program without
continual increases in annual budget.
* The Public Works Department is expending considerable
effort in manually maintaining inventories and retriev-
ing data relating to public improvements and work
performed. A reduction in this effort is not possible
without a CMS data base for geographic storage of
data.
* Many of the cities and special districts need an up-to-
date computerized map of the quality of our base map.
The needs of these cities and districts must be met if
we want to maintain a standardized map for countywide
use. Otherwise, they will proceed to implement
individual maps which will result in our having a dozen
different maps that are not compatible.
* Other County departments can also realize significant
cost savings through the use of computerized maps
combined with land information data, i.e. GIS.
The Public Works Department road and drainage programs have
been subventing the County Base Mapping Program because of
its importance to the operation of the department. Without
base maps, Public Works office and field personnel cannot
efficiently respond to complaints and organize daily work
assignments. County liability exposure demands that the
Department maintain infrastructure inventories. They must
evaluate the frequency of accidents. They must evaluate
their maintenance activities to document timely response to
deficiencies in the operating road and drainage systems.
The Department cannot afford to continue manual maintenance
and retrieval of road and drainage system data. The
$500, 000 in road, drainage, and overhead funding will
quickly be returned to these programs via the cost saving
from a computerized system. Implementation of the system
will not result in any reduction of road maintenance effort.
It will eliminate the future need for road and drainage
program subvention of the base mapping program.
Attached is a program schedule outlining the major ac-
tivities that will occur in the implementation of the CMS.
Of particular note is activity #4 which calls for active
marketing of the map data base to potential users. Through
this effort it is expected that an annual revenue of at
least $100, 000 will be attainable for further implementation
and maintenance of the CMS. Staff has contacted many of the
cities and special districts that will benefit from a
CMS/GIS. A report will be submitted to the Board in ninety
days indicating the progress and success of our marketing
efforts.
The first revenues will be used to finance the purchase of
computer equipment for the County Assessor, Building
Inspection and Community Development departments. These
departments will pay back the advanced funds through an
hourly computer terminal charge as the equipment is used to
access the CMS data.
The Public Works Department needs additional temporary staff
to complete the tasks needed to implement the CMS. Their
present staff is fully committed to current projects which
have a high priority. The Department will explore with the
Personnel Department the feasibility of filling the tempor-
ary project Computer Drafter positions with college students
from Diablo Valley College or the University of California
or with persons referred to us by the Center for Independent
Living.
We have indicated below some of the many anticipated uses
for the CMS and attachable data.
* Accident and Crime Scene Mapping
* Analysis of Land Use and Non-Point Source Pollution of
Storm Waters
* Countywide Flood Insurance Maps
* Land Use Mapping
* Mapping of Geologic Data Relating to Slides and
Earthquake Faults
* Mapping of Hazardous Materials Sites
* Mapping of Riparian Areas to be Preserved
* Road and Drainage Facility Inventories
* Road and Drainage Complaints and Work Records
As noted above, the Public Works Road and Drainage Programs
will benefit significantly through the computerization of
the Base Maps and the recording of inventories, accidents,
complaints, and work records. Considerable time is present-
ly being spent manually recording and retrieving these
data. The cost saving to this program will quickly offset
their initial financial participation in CMS. The funds
from these programs are to be returned via road and drainage
data entry into the CMS database.
IV. CONSEQUENCES OF NEGATIVE ACTION
Failure to computerize the mapping system at this time,
will result in the creation of many non-integrated mapping
systems countywide. Further, the Public Works Department
will be unable to maintain a current County Base Map
without a significant increase in budget. The anticipated
savings to other departments will not be attained. Finally,
the Road and Drainage programs will suffer from continuation
of manual systems for tracking inventories, complaints,
accidents and work activity.
MFK:rs
BO: 17.tl
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A'ITAC SvOlYr A
BOARD OF SUPERVISORS POLICY ON OUTSIDE AGENCY PARTICIPATION
IN THE CONTRA COSTA CO= CCKR= MAPPING SYSTEM (CMS) .
A countywide computer mapping system based on the County base maps will
yield numerous benefits to other agencies. To insure that the recipients of
the benefits help finance some of the system development and maintenance
costs, this Board adopts the following policy:
1.. The County shall convey CMS membership to any city that:
a) adopts a $25/lot new parcel fee payable to Contra Costa
County for the purpose of updating the system to reflect new
parcels, and
b) pays an annual membership fee of $.05 per parcel for all
parcels located in said city.
2. The County shall convey CMS membership to any special district that
pays an annual. membership fee of $0.10 per parcel for all parcels
located in said district.
3. The county shall provide the following services to CMS members.
a) County base map books, individual basemap sheets, and
special composite base maps shall be provided. User shall
pay the cost of providing the maps.
b) Computer data tapes shall be provided upon request.. User
shall pay the cost of the tape, data maintenance, computer
time, and staff labor for processing.
c) On line computer to computer access will be allowed. User
shall pay the cost of computer time, monthly connection
charge, and staff labor for interface.
d) Dedicated files for individual agency geographic data
storage will be provided. Users shall pay the cost of
computer time, staff labor for any processing time, and an
annual storage fee.
4. Non-CMS members will be allowed to purchase County base map books,
individual base map sheets, and special composite base maps at a fixed
price for each item which shall reflect the items prorate cost share
for-development of the data.
5. Non-CMS members will not be allowed to secure computer data tapes, on-
line computer access, or data storage files.
MFK:.j eo
bosup.tl
ATTAC-R J B
PUBLIC WORKS DEPARTIMMENT -
CONTRA COSTA COUNTY
DATE: October 26 , 1933
TO: Phil Batchelor, Counts Aaministrator
FROM: J. Michael Wal ford, Public Worts Director
i
SIIBJE=: Ccnputer_zation of County Base maps
For several vears we have been exploring howt«e could financa a
Geographic Information System (GIS) and, at a lower level, how we could
finance the digitizing or the existing County base maps to vield a
Computer Mapping Sys tem (CIS) . The purpose of this repot` is to obtain
Your approval to move ahead with digitizing the base maps. The report
addresses:
* why we must move ahead. with at least the full computerization.
of the base maps yielding the desired CIS.
* Who will receive an immediate benefit from the CIS.
* Raw much implementation of the CMS will cast.
* How we will finance the short-term cos-1-s.
* Now we- will recover a significant portion of the short-term
and fu-cu=e cost; by selling C:2S. servlcas to others.
* Howthe C:TS: will reduce the costs for the GIS" pilot study and
ultimate GIS .
Our inmediata problem
The County has maintained a base mapping systam. for many years. The
maps are. drawn at 100 and. 300 scale and produced in book form at 600
scale.. The -*laps are used by the public. and 'many agencies, i. e. cities,
special districts, ane. other County depar ents. In the past, we
updated the maps continuously, and we published a completa set of up-
to-data Maps , in book form, every other year.
For some tize, we have been drawing the new man updates on. our
Intagraph CA.00 System- By using the. c--=utas we aet more accurat_ :Naps
in approximately one-half the time; the department' s goal is to attain
even. greater savings by fully computerizing all. of our base maps.
Next. year we need to publish the updatad mans. However, au_?- base maps
are c:zrntly in t-da pieces, i.e. the old maps are still
r=- on myiar
(hard copy) and all of our updates are in digital form in the computer.
We es'imata that Lour person years of labor will be needed to t_ansf_r
the digital map data onto the old mylar map sheets . This worst will
cast $230 , 000 , and it will be wasted when we digitize the base maps in
1990 or 1991 as a part of a CMS or GIS. We must move ahead with the
digitizing of the old base maps at this time to save this cost.
'�el1�r• `� '-,_ a r'^*�rr-�.-: _ter: ti1aDDinC �'•lSt�!?i ((".TCS
Numerous r=_per:s and ar-_iclas have ,een cn the Gene=_-s c=
C1aVi_.0 a CMS .
" t-acted.eQ as F.:Cnlblt5 �s aP.C: a=? C D1S5 CL `:vC re-nor
pracared eXmr?ssly. for Contra Costa County_ on c^.mDu'Cer_zed zapping.
'T he =_.St repor:, "I=f -mentation Stratagy :or D1C2.tiz2.nG the Ccunt_r-
. *aide Base Maps into the Centra Cassa Count-,, -w
Decarent or Pr1b11C '�vor.'<S
Computer ;Tapping Svsz--rq, " 1s' a draft repot, by 3SI -Consultants , :na.
It discusses the benefits or a CXS to the various County departments
and the ex-mectad. 5av=ngs that are possible =rom having a digital parcal
man. The report indicates a combined annual savings of $250 , 000 fcr
seven depa-mments, and 'ie estimated savings do not include savings on
map updates for new parcels using the computer, which, is tries as Last
as hand drafting. Nor does the report reflect the benefits to the
Sherif=' s Departaent in being able to graphically annotate locations of
various t-7mes of crime.
Similar benefits are achievable by the cities and special districts
includi_nc the Flood Control District. Two cities have alreadv star-ted.
their own computer mapping systems because the County is not showing
progress in develop_ mens of a Count,,-wide CIS.. The useability and
economic savings of a Countywide CXS will be significantly Less if all
of the cities develop their individual mapping systems.
The second report is the "Contra Costa Ccunt�r Computer Mapping System
Executive Summary, " prepared by Plangraphics Inc. , and reczntlrr
presented to the Board or Sumervisors. The razor-- also discuss.as the
advantages of GIS/CTAS to government, and on Page 11 it shows a proposed
=S' configuration serving the County departments mentioned above.
As indicated. in both reports , a C:-.S is the. gateway to graphically
storing and retrieving all kinds of data. ,:rom. stop sign locations to
Land use activities., from assessed proper-y values to armed robbers
sites . Our. _crop_ osed G=S is needed for all three aiternarive GTS systams
identified in the repot-. The report indicates $800, 000 to $1, 000 , 000
for digitizing a parcel map laver. Eights percent of. these costs will
be behind us when all of the base maps are loaded into the comnutar.
What eve *cant to do
We want to immediately start a course of action leading to the complete
digitizing of the Counter Base Map System and all of the recently
Created subdivision lots. We wane to allocate resources to keep the
resultant CMS constant-1v up-to-data to provide to the Assessor' s Offlcs
drawn base mans or all new Subdivisions within t7,;a weeks of _==e
recording of the map . Similar service would be provided for the fire
districts , cities, and other County deparcents.
To+ accomplish the above we must complete the following tasks. The
first Live tasks are the same as discussed. in the BSi Consultants
Remo= (Ex-ftibit A, Pages 12-15)
2
Taste C^S�
1. $ 20 , 000
and database Sty:C�Ilre :aCulr 2 Ze ltS.
2 . Canvey- the Caunty-wide parcel-basad map to 275 , 000
digital format.
3 . Configure the database structura, and program the soft- 50, 000
war= tc perform high-priority applications.
4 . 3c-ui_e additional hardware and saft'vare necessary to 163 , 000
store the database and produce quality mans upbri
demand.
S. Establish C:IS systam manaaement and apnlicat_an 50 , 000
operational procedures ; link CMS to LIS database.
6.. Allocate t*ao person years of department Labor, to 172 , 000
completa systam implementation and data-graphic files.
ESTIMIATZ TOTAL. COST $732, 000
Tasks 1, 3 , 5 and 5 will reguire staff labor from our department. We
propose hir=ng two pro]ect position (MBD operators for fie teen months
to absorb the extra workload. To avoid the cost of additional. comcutar
terminals and. work space. for these new positions , we promose
implementing a "siring shi.,11 in our CADD operations. One at. our
(=ux -ens seri cr Drafters would be assigned to super-rise the swing- shift
work.
As prsviously noted, we have pressing needs fcr a CMS , i. e. more
e=_icient mapping, road and drainage inventories, t_af,ic safety
monitoring, etc. We believe other denar,ents, i. e. the Assessors
Off:ca, also have an immediate need far CMS. To. help them get szarzad,
we propose. that they useour unoccupied t_rminals during theswing
shi:t. cost of the assessors mans could be made under an arrangement
of. this sort until they can purchase their own hardware, software, and
communication equipment to access the C:?S from their office.
How will we -finance the costs in the short-term
We propose to use a multitude of sources to fund the estimated $732 , 000
cost plus a 20% contingency of $146, 000 . ;3e have indicated the funding
sources below. Because the activities will be oc:srr_nq over two
fiscal. .rears , the demand on the funding sources will also be spread
over two fiscal vears, as shown in Exhibit C attached.
3
.-.e �'1.^.de,4
=curry �na_�es aca_:-,sz a-- prcjac_s usi^g DD.
2 . Th_ Flccd (:on7:_c1 Dis:.r_cc (FCD) has al_sadv 2 , 000
acreec _Z =ur.d o he :-gaps ear Dry 29 30 and 56 .
3 . _ lood Ccrtrol Diszri c- . (FCD) ccrit_ibution to 50 , 000
es_ablis&'n CIS far Dist= c_ Drainage maintenance
inventories.
4 . Countv Drainage maintenance ccnt_ibut_cn to establish 25, 000
CMS for Counzy Drainage maintananca inventories.
5 . Count:r Road Fund ccnty_buzion to establisft. C:4S for 1-00 , 000
road -riainzananca inventarj and traffic safety data.
6 . Por-ion or Public YJer'{s 0650 Bucket that must be 230 , 000
allocated to complete manning update.
7 . Portion of Public Works 0650 Budget allocation Lor 30 , 000
C UDD prcgramming supnor- activity.
3 . Base mapping revenue from development Lee. 100 , 000
9 . Advance or funds from Public Worts 0650 Budget 153 . 000
TOTAL FTJDJDING (including 20% contingency) $378 , 000
The equipment and soft-aar=_ costs will be smread� to all users or our
Intaaraph terminals , . i..e. enaineer_ng and base mapping users. The
electrostatic pl,c=ar, and_ soLtaare_ will. eliminate the current delav
being experiencad. in the platting or engineering- drawing. The
contributions from the Flood Control Diszrict, County Drainage.
Maintenance and Road Fund will be annUed toward the- futsra
development c--sts far the various graphic data bases needed in their
_esmective programs . These ccszs are eligible engineering charges that
can be charged acgainst these restrict-ad revenue sources . The $230 , 000
represents the 0650 Budget cost that will be incurred if the base :nap
book is produced without Computerizing the man. The $30 , 000 represents
a par-icn of our annual overhead allocation for the next t:No Years for
CADD syst=m development, i. e. , a para of the 0650 Budget overhead. rate.
The base mapping revenue from development zees is esti.-mated to be
$100 , 000 . It, is based on 4 , 000 new lots in the unincor'aorated Ccunty
area during the next. t:qo _years. The fee is $25/lat. The last source
is a. $153 , 000 advance by the P'.iblic Works 0630 Budget. The above
allocations rNi11 r=qui;=_ additional tightening or our overhead
and these ccs--s will prevent us =tom lowering cur 65% overread rate
back to 60% as we had hoped.
Orr vune 24 , 1983 we sent a memo to DeRavca Bell e: --ioring the
feasibility of a Public Facilities. Loan to. help =inanca p- Cos—
Cost.
after fur-her discussion, he and Milton Kubica, have concluded that the
costs far tie CMS do not cualifv under the Public Facilities loan
program guidelines . Realizing the sign-ficant future_ benefits to us
and other government entities, by Lziplementing the CMS now, we are
prepared to bear these costs within our budget constraints .
4
' 'LaT'lC�rnr-. =' -�anr- - ^'o^i -a "ter-:V�r•i _ ^rlyC^ S2'_�"'' r'� r 'a Ce5
We have .our paten.-a_ mem h-- s =�.i users or =e Sy seem
be C.;aar"ed e1_ _a1_ SL-tare of, z::e acs-ZZ . i br=e= ci-iscusslon of t.%,�ese
potential revenue sources is _Jrpvi ded below. k portion of these new
revenues `Mould be used to raimburse p he 06 0 ?lldget advance and the
funds provided by Roads , Ccunt-r Ora i nate and 7=).
I. New 7 ct devslocer `ee Our 4ng the past Live years, Contra C.csta
Caunty has axper encad develacment creatine an average of 6 , 500
new lots each year. Las` year the Board of Supervisors adopted a
$25 per lot vee to be assessed an all developments creating ne*a
lots. The tee was established to help finance ..scme of the base
mapping costs. The fee will generate approximately $50 , 000
annualiv in the uninccrporated County area. We propose asking all
of the cities to adopt a similar Lae schedule; This would v_ ield
an additional $100 , 000 Lar updating the maps.
2. Sell acc=ss to CMS . We pian to explcre the feasibility of selling
access to CMS to the cities and sa_ ecial dist=cts. The cast far
access would be based an the man area used (size of city) , the
extent of use with regard to graphic data. storage, and computer
processing time. To prevent. multipie users from degrading our C?U
processing t me, we would regulre all. users to use "stand alone"
units , i . e. our C?U becomes a Ll le ser•rer. The users would bear
all. of. the necassary hardware, sof—wars and, communication costs to
iumniement their use. iff one—;1al= of the cities carticinatad in a
program of this kind wewould expect to realize a revenue of at
least S60 , 000 annually. By us ina this- annraach., the cost to each
city wouldbe: less than one auarnar of. the cost. of. developing- anti.
maintaining their- own map base.
3 . uam crcducticn. We anticiaata a significant. increase in demand
I= Special maps once the CIS is operational. We procose charging
a surcharge on aur production Costs to recover some or our CIS
develatment costs. The surcharge would also apply tc all of the
County base *pan books that we sell.
4.. Final nal man checkinC. We plan to exlore the feasibility of
providing a servica to the cities in the- area of final map closure
checking. Each new subdivision must be checked for mathematical
accurac-r. In the process of loading- all neva lots into the
campuzar for updating the base man, the, computer- automatically
notes anv mathematical errors in the Final Mian that are related to
the dimensions an the new lots. We believe some cities may want
us to do this checking work `or them prior to their accenting the
mad.
We. fully exec_ to recover the total CAS investment. before 1992 through
production labor savings and revenues from ser�rica to others, a three
year pay back.
r-•z 1n_cabin Sen (C-` '
The GIS ='eDCr', "Contra Ccsza Counzv Computar ?app nq Sys-am
Summary" _ndicatas :tat all _~ram altar:ative systems should have a
digitized parcal map laver. Our proccs2d CMS ,gill provide this laver,
and _c r_presents a s_cniricanzinvestment toward implementation of- the
GIS pilot study and ;he ultimata GIS . In addition our wcrk will star=
developnent of Linkage bet-ween the CMS and the County Land Information
Systa-m (Task =5 above) . It is conceivable that our work to implement a
=S using our base :naps will reduce the GIS pilot study by up to
$100 , 000 .
What we need 'From your office
Listed below are the ammrovals we need from your office to imp_ lenient
t+zis proposal.
* Clearance for Data Processing and Public Works to start the
tasks needed for full commuterization of the base mamms and
development of the LIS linkage.
* Clearance to hire two project position CADD operators (or
Senior Drafters) .
* Clearance to purchase necassary hardware and software.
* Clearance that our financing plan is acceptable.
Su=ar*r
We must move ahead with digitizing our bassmaps to provide a
Computerized. Mapping System'.. By proceeding with the CHS now our-
department can allocate $230 , 000 to. the task in lieu of spending the
money to manually draft' the u-cdate lots on the old mv_ lar mans. =n
addition, we expect to save at least $130 , 000 a vear ?.-n *'utT.=e map
updating costs, i. e. $50 , 000 by using the computer to draw the new lots
and $100 , 000 by avoiding the manual drafting to updating the mylars.
Fuirther, the BSI Consultants Report estimates that there is a
cmllective cost. savings of $250 , 000 per year for seven County
demaz=ents if, a CAS is in place. We :gust move ahead now.
JMW:11F'K.md.
carpt. tl0
Attactments: Exhibit A BSI Consultants, Inc. Reeort
Exhib it. B - Plangraphics, Inc. Reno r-
Exhibit. 0 Estimated Cash Flow for CMS Proaram
mmlementation
Exhibit D - Board Order an GIS Presentation
cc: K. Harts-Tavlo r, CAO R. Nash, Auditor/ControLler
F. Ward, CAO W. Smith, Auditor/Controller
J. Gregory, CAO J. Causev, Public Works
*. _{ubicek, Public Worts . R. Nugent, Public Worts
M. Mitchell, Public Works M. Bensal, Public Worsts
M. Johnson, Data Processing C. Hansen, Public Worsts
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