HomeMy WebLinkAboutC-5192 - Grant Agreement for Special Event Support Program FY 12-13 - Race for the CureGRANT AGREEMENT
BETWEEN THE CITY OF NEWPORT BEACH AND
ORANGE COUNTY AFFILIATE OF THE
SUSAN G. KOMEN BREAST CANCER FOUNDATION, INC.
This Grant Agreement ( "Agreement ") is entered into this S day of
5 2012, by and between the City of Newport Beach, a California
municipal co oration and Charter City ( "City "), and ORANGE COUNTY AFFILIATE OF
THE SUSAN G. KOMEN BREAST CANCER FOUNDATION, INC., a California
nonprofit corporation located at 3191 -A Airport Loop Drive, Costa Mesa, CA 92626
( "Grantee "). City and Grantee are at times individually referred to as "Party" and
collectively as "Parties" herein.
RECITALS
A. It is the policy of the City Council that the City's budget specifically allows the City
Council to direct revenue towards non - profit agencies, community groups,
community events, or enhancement projects with worthy projects or programs
which the City Council deems beneficial to resident's quality of life.
B. Grantee requested a grant from the City for the Orange County Affiliate Susan G.
Komen Race for the Cure ( "Grant Proposal ").
C. The City Council determined the Grant Proposal is for a worthy project that will
benefit the City's residents quality of life.
D. The City Council approved a grant in the amount of Ten Thousand Dollars and
00/100 ($10,000.00) ( "Grant Funds ") to Grantee pursuant to certain conditions
regarding expenditure, reporting, and accounting requirements.
NOW, THEREFORE, the Parties agree as follows:
1. GRANT
1.1. City awards to Grantee Grant Funds in the amount of Ten Thousand Dollars
and 00/100 ($10,000.00) as requested by Grantee in the Grant Proposal attached
hereto as Exhibit A and incorporated herein by reference, or such other amount as
authorized by the City Council.
1.2. Grant Funds shall be disbursed by City to Grantee as follows (select one):
At the time of execution of this Agreement.
❑ On or before Click here to enter a date..
❑ In four (4) equal installments on the following dates: (a) Click here
to enter a date.(b) Click here to enter a date.(c)Click here to enter a
date.; and (d)Click here to enter a date..
2. TERM
The term of this Agreement shall commence on the date first written above
( "Effective Date ") and shall continue in full force and effect until June 30, 2013, unless
terminated earlier as provided herein.
3. RESTRICTIONS ON USE OF FUNDS
3.1. The Grant Funds are subject to the following expenditure conditions
( "Approved Uses "):
3.1.1. The Grant Funds shall be expended solely for the purposes
provided in Exhibit A;
3.1.2. The Grant Funds shall not be used for any activity that would
violate City, state or federal statutory or decisional law such as regulations affecting
non - profit or tax exempt organizations exempt from taxation pursuant to Section
501(c)(3) of the Internal Revenue Code; and
3.2. Grantee further warrants to City that the Grant Funds will be spent solely for
the Approved Uses and the Grant Funds shall be used by Grantee during this
Agreement's term otherwise the Grant Funds shall be returned to City, -as provided in
Section 5 below.
4. REPORTING AND ACCOUNTING REQUIREMENTS
4.1. At all times during the term of this Agreement, Grantee shall maintain true,
proper, and complete books, records, and accounts (collectively, "Books and Records ")
in which shall be entered fully and accurately all transactions taken with respect to the
operations of Grantee under the Grant Proposal and the expenditure of the Grant
Funds. Grantee shall maintain the Books and Records in accordance with Generally
Accepted Accounting Principles.
4.2. If the Grantee has been audited by an independent auditor or has been the
subject of a compliance audit /examination by a grantee or regulatory agency during the
past three years, audit reports and management letters indicating compliance violations,
fraud, illegal acts, material weaknesses in internal control structure or reportable
conditions, in connection with such audits shall be delivered to the City thirty (30) days
prior to the effective date of this agreement. If no audits or events as described above
have occurred during this period, the Grantee shall provide City a written assertion that
no audits or similar examinations have occurred during the three (3) year period and an
assertion that the Grantee is not aware of any events or conditions, described above, or
other information that might reasonable impact City's decision to fund the grant as
requested.
4.3. City reserves the right to designate its own employee representative(s) or its
contracted representative(s) with a Certified Public Accounting firm who shall have the
right to audit Grantee's accounting procedures and internal controls of Grantee's
financial systems as they relate to the Grant Proposal and to examine any cost,
revenue, payment, claim, other records or supporting documentation resulting from any
OC Affiliate of Susan G. Komen for the Cure Page 2
items set forth in this Agreement. Any such audit(s) shall be undertaken by City or its
representative(s) at mutually agreed upon reasonable times and in conformance with
generally accepted auditing standards. Grantee agrees to fully cooperate with any such
audit(s).
4.4. This right to audit shall extend during the length of this Agreement and for a
period of three (3) years or longer, if required by law, following the date of any Grant
Funds tendered under this Agreement. Grantee agrees to retain all necessary
records /documentation for the entire length of this audit period.
4.5. Grantee shall, upon conclusion of the event, furnish the City with a Balance
Sheet and Income Statement describing the receipt and disbursement activities of
Grantee with respect to the Grant Funds. In its sole and absolute'discretion the City
may also require Grantee to submit: (1) quarterly check registers and descriptions of
each disbursement; (ii) budget -to- actual - results; and (iii) a statement of position
describing the assets and liabilities associated with the Grant event. All reports,
including a post -event evaluation, shall be due to the City no later than forty -five (45)
days following the conclusion of the event. In the event that an independent audit is
conducted, Grantee shall forward a copy of the audited report tot eh City for review,
including any Management Letter, Report on Internal Controls, or Reportable Conditions
letter generated during the course of the audit.
4.6. Grantee agrees to exercise prudent financial management processes
including proper oversight of all assets, budget preparation, and timely reporting
including budget -to- actual- comparisons.
4.7. All Approved Uses shall be performed by Grantee or under Grantee's
supervision. Grantee represents that it possesses the professional and technical skills
required to perform the services required by this Agreement, and that it will perform all
services with a standard of care and in a manner commensurate with the community
professional standards.
4.8. If Grantee has supported Political Action Committees(s) (PACs) during the
past three (3) years, the Grantee shall hire an independent auditor to perform limited,
agreed -upon testwork procedures to provide City assurance that City sponsored event
profits did not subsidize the funding of Political Action Committees (PACs) and event
proceeds were adequately segregated from funds used to support PACs. Agreed upon
procedures may include a review of a detail list of the past three (3) years of PAC
contributions and expenditures, including:
a. An identifying donor number, date and amount of each reported
contribution; and
b. A detail of expenditures sufficient enough to determine that the
expenditures were solely for PAC - related expenses; and
c. Any retained earnings or fund balance at the end of each fiscal year.
Substantive documentation for the contribution and expenditure should be available
upon request. City shall approve the agreed -upon testwork procedures prior to the
commencement of fieldwork.
OC Affiliate of Susan G. Komen for the Cure Page 3
5. USE OF GRANT FUNDS
The Grant Funds shall be used solely by Grantee for the Approved Uses and for no
other use, including but not limited to political activity in support of a PAC. In the event
that the Grant Funds are not used for the Approved Uses, Grantee shall notify the City
in writing, and shall be obligated to return the Grant Funds in full to the City within ten
(10) days. If the Grant funds are not expended by or before June 30, 2013, Grantee
shall notify the City in writing and shall be obligated to return the unexpended Grant
funds to the City within thirty (30) days.
6. INDEMNIFICATION
6.1. To the fullest extent permitted by law, Grantee shall indemnify, defend and
hold harmless City, its City Council, boards and commissions, officers, agents,
volunteers, and employees (collectively, the "Indemnified Parties ") from and against any
and all claims (including, without limitation, claims for bodily injury, death or damage to
property), demands, obligations, damages, actions, causes of action, suits, losses,
judgments, fines, penalties, liabilities, costs and expenses (including, without limitation,
attorney's fees, disbursements and court costs) of every kind and nature whatsoever
(individually, a Claim; collectively, "Claims "), which may arise from or in any manner
relate (directly or indirectly) to this Agreement (including the negligent and /or willful acts,
errors and /or omissions of Grantee, its principals, officers, agents, employees, vendors,
suppliers, consultants, subcontractors, anyone employed directly or indirectly by any of
them or for whose acts they may be liable for any or all of them).
6.2. Notwithstanding the foregoing, nothing herein shall be construed to require
Grantee to indemnify the Indemnified Parties from any Claim arising from the sole
negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity
shall be construed as authorizing any award of attorney's fees in any action on or to
enforce the terms of this Agreement. This indemnity shall apply to all claims and liability
regardless of whether any insurance policies are applicable. The policy limits do not act
as a limitation upon the amount of indemnification to be provided by Grantee.
7. GRANTEE INDEPENDENCE
In the performance of this Agreement, the Grantee, and the agents and employees of
Grantee, shall act in an independent capacity and are not officers, employees or agents
of the City. The manner and means of performing the Approved Uses are under the
control of Grantee, except to the extent they are limited by statute, rule or regulation and
the expressed terms of this Agreement. Nothing in this Agreement shall be deemed to
constitute approval for Grantee or any of Grantee's employees or agents, to be the
agents or employees of City. Grantee shall have the responsibility for and control over
the means of performing the Approved Uses, provided that Grantee is in compliance
with the terms of this Agreement. Anything in this Agreement that may appear to give
City the right to direct Grantee as to the details of the performance or to exercise a
measure of control over Grantee shall mean only that Grantee shall follow the desires of
City with respect to the results of the Approved Uses.
OC Affiliate of Susan G. Komen for the Cure Page 4
8. PROHIBITION AGAINST TRANSFERS
Grantee shall not assign, sublease, hypothecate or transfer this Agreement or any of
the services to be performed under this Agreement, directly or indirectly, by operation of
law or otherwise without prior written consent of City. Any attempt to do so without
written consent of City shall be null and void.
9. NOTICES
9.1. All notices, demands, requests or approvals to be given under this Agreement
shall be given in writing and conclusively shall be deemed served when delivered
personally or on the third business day after the deposit thereof in the United States
mail, postage prepaid, first class mail, addressed as hereinafter provided.
9.2. All notices, demands, requests or approvals from Grantee to City shall be
addressed to the City at:
City Manager
Special Event Grant Funding
City of Newport Beach
3300 Newport Boulevard
P.O. Box 1768
Newport Beach, CA 92658 -8915
Phone: (949) 644 -3000; Fax: (949) 644 -3020
9.3. All notices, demands, requests or approvals from City to Grantee shall be
addressed to Grantee at:
Stacy Davis
Orange County Affiliate of the Susan G. Komen Breast
Cancer Foundation, Inc.
3191 -A Airport Loop Drive
Costa Mesa, CA 92626
Phone: 714 - 957 -9157
Email: sdavis @komenoc.org
10.TERMINATION
10.1. Termination for Cause. Grantee shall be in default if Grantee fails or refuses
to perform any duty required by the Agreement or performs in a manner inconsistent
with the terms, conditions and restrictions in this Agreement. In such event, City shall
give Grantee, thirty (30) days written notice to cure, if the default can be cured and City
shall be entitled to terminate this Agreement if Grantee has not cured the default within
the thirty (30) day cure period. City shall be entitled to immediately terminate this
Agreement if the default cannot be cured through corrective action. If terminated for
cause, Grant Funds shall be returned to the City pursuant to Section 5. This Agreement
is made on an annual basis, and as such is subject to non - renewal at its termination.
OC Affiliate of Susan G. Komen for the Cure Page 5
Grant Funds in Grantee's possession at the time of termination shall be returned to City
pursuant to Section 5.
10.3. Specific Performance. Grantee agrees that the City has the legal right, and
all necessary conditions have been satisfied, to specifically enforce Grantee's
obligations pursuant to this Agreement.
11. STANDARD PROVISIONS
11.1. Compliance With all Laws. Grantee shall at its own cost and expense comply
with all statutes, ordinances, regulations and requirements of all governmental entities,
including federal, state, county or municipal, whether now in force or hereinafter
enacted.
11.2. Waiver. A waiver by either Party of any breach, of any term, covenant or
condition contained herein shall not be deemed to be a waiver of any subsequent
breach of the same or any other term, covenant or condition contained herein, whether
of the same or a different character.
11.3. Inteprated Contract. This Agreement represents the full and complete
understanding of every kind or nature whatsoever between the parties hereto, and all
preliminary negotiations and agreements of whatsoever kind or nature are merged
herein. No verbal agreement or implied covenant shall be held to vary the provisions
herein.
11.4. Conflicts or Inconsistencies. In the event there are any conflicts or
inconsistencies between this Agreement and the Grant Proposal or any other
attachments attached hereto, the terms of this Agreement shall govern.
11.5. Interpretation. The terms of this Agreement shall be construed in accordance
with the meaning of the language used and shall not be construed for or against either
party by reason of the authorship of the Agreement or any other rule of construction
which might otherwise apply.
11.6. Amendments. This Agreement may be modified or amended only by a
written document executed by both Grantee and City and approved as to form by the
City Attorney.
11.7. Severability. If any term or portion of this Agreement is held to be invalid,
illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining
provisions of this Agreement shall continue in full force and effect.
11.8. Controlling Law And Venue. The laws of the State of California shall govern
this Agreement and all matters relating to it and any action brought relating to this
Agreement shall be adjudicated in a court of competent jurisdiction in the County of
Orange.
11.9. Equal Opportunity Employment. Grantee represents that it is an equal
opportunity employer and it shall not discriminate against any contractor, employee or
OC Affiliate of Susan G. Komen for the Cure Page 6
applicant for employment because of race, religion, color, national origin, handicap,
ancestry, sex or age.
11.10. No Attorney's Fees. In the event of any dispute or legal action arising under
this Agreement, the prevailing party shall not be entitled to attorney's fees.
11.11. Counterparts. This Agreement may be executed in two (2) or more
counterparts, each of which shall be deemed an original and all of which together shall
constitute one and the same instrument.
[SIGNATURES ON FOLLOWING PAGE]
OC Affiliate of Susan G. Komen for the Cure Page 7
IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed
on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date:iZ�%I�
By:
Aaron C. Harp
City Attorney
ATTEST:
Date.-
By:
ate:
By: 4- , -
Leilani I. Brown
City Clerk
Attachment: Exhibit A: Grant Proposal
CITY OF NEWPORT BEACH,
A California municipal corporation
Date: -)l rL) '110k -1-
B :
110kZ
By: Pl- t
Dave
City Manager
GRANTEE: Orange County Affiliate of the
Susan G. Komen Breast Cancer
Foundation, Inc., a California nonprofit
Date: 7 5 f LLA
By: tu-L�-
Name: L -t s A; w t `► c�s`yL-
Title:
Date:
By:
Name:
Title:
[END OF SIGNATURES]
OC Affiliate of Susan G. Komen for the Cure Page 8
Exhibit A
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Question
Value
Reference #
6211859
Status
Complete
Name Applicant.
Organization:
Orange County Affiliate of Susan G. Komen for the Cure
First Name
Stacy
Last Name
Davis
Street Address
3191 -A Airport Loop Dr.
Address Line 2'
City
Costa Mesa
State
California
Zip Code
92626
Phone Number
7149579157
Email Address
sdavis @komenoc.org
Type of Entity
Other 501 (c) (3)
Name of Event:
Orange County Affiliate Susan G. Komen Race for the Cure
Event Date(s):
Sunday, September 23, 2012
Is this an annual event?
yes
Type of event:
Sports
Event location /venue:
Fashion Island, Newport Beach, CA
We are requesting the following roads on the race route to be temporarily
closed to vehicular traffic from approximately 6 a.m. to 11 a.m. on Sunday,
September 23, 2012: Newport Center Drive (from north of Santa Rosa Drive to
north of San Nicolas and to just east of Pacific Coast Highway); Santa Cruz
Drive (from Newport Center Drive to San Joaquin Hills); San Clemente Drive
(from Santa Cruz Drive to Santa Maria Drive); Santa Maria Drive (from San
Clemente Drive to Newport Center Drive); Farallon Drive (from Newport
Center Drive to Avocado Avenue); Avocado Avenue (from San Miguel Drive
Are you anticipating
to just before Corona Del Mar Plaza entrance); San Miguel Drive (from
any road closures? If
Avocado Avenue to Newport Center Drive); Anacapa Drive (from Newport
so describe waste
Center Drive to Farallon Drive. Susan G. Komen for the Cure, Orange County
minimization and clean
will utilize a trash sanitation subcontractor (company TBD) for its 2012 Komen
-up plan for public
Orange County Race for the Cure at Fashion Island on Sunday, September 23.
spaces /roads.
0 The trash sanitation subcontractor will supply the event with 400 reusable
cardboard trash boxes. 0 These trash boxes as well as (8) 40 -yard roll -off and
(4) 3 -yard bins will be located throughout the event venue. 0 On Sunday,
September 23, volunteers will be trained on event trash removal. 0 Volunteers
will build and line each trash box with three plastic liners. Volunteers will
remove one full bag at a time and dump them into the trash dumpsters. 0 Trash
will come from the race course and will consist of water cups, banana peels,
orange peels, etc. 0 Cardboard boxes in reusable condition will be broken
down and saved for future events. 0 All roll -off dumpsters and trash will be
picked up on Sunday, September 23.
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[s there a fee to enter
:he event for the
general public?
Describe what, if any,
Dortion of the event is
FREE to the public.
Page 2 of 4
event is not free to the public as it is a breast cancer awareness 5K
-aising sporting event; however, it is open to the community at large.
)ne can enter the area on the day of the event.
The Susan G. Komen Race for the Cure(g) Series is the world's largest and most
successful education and fundraising event for breast cancer. Race for the Cure
serves as an annual call -to- action that challenges our supporters to be involved
and raise funds. The Komen Orange County Race for the Cure has raised $29
million since its inception 20 years ago and is the largest event of its kind in
California. Each year approximately 30,000 people from throughout Orange
County and beyond participate in the event on the morning of the last Sunday in
September. The 2012 annual Orange County Race for the Cure taking place in
Newport Beach utilizing Pacific Life Insurance Company as its main venue for
day -of -event registration, health expo and Survivor Tribute. The 5K route on
Newport Center Drive and adjacent streets basically circles Fashion Island.
Fashion Island supports the Race for the Cure with sponsorship and extensive
parking and is happy to welcome the participants as they shop and eat after the
event. The Newport Beach Marriot Resort and Spa is the official hotel of the
Description of Event: event and consistently sells out on Race weekend to house Race participants.
On Sunday, September 23rd the 1,700 volunteers will quietly begin to gather at
5 a.m. to carry out the event logistics. At 6:30 a.m. the Breast Cancer Survivor
Breakfast provided by Ralph's opens in the Survivor Pavilion and the Wellness
Expo opens. At 7:30 a.m. the first 5K Race for the Cure run /walk begins and at
8:00 a.m. a one -mile Fun Walk steps off. At 8:45 a.m. the Breast Cancer
Survivor Parade makes its way to the stage area on the back steps of the Pacific
Life building and a Welcome and Survivor Tribute takes place. At 9:45 a.m. the
second 5K run /walk starts. The roads are reopened by approximately 11:30 a.m.
and the grounds cleared at about noon. The Race for the Cure is also an
educational outreach program promoting the importance of early detection as
30,000 people receive key breast health messages. The Susan G. Komen Race
for the Cure is an essential fundraiser for the Orange County Affiliate of Susan
G. Komen for the Cure and enables the organization to support local women
and men as they struggle with breast cancer and advance research to eradicate
breast cancer forever.
2011 was the 20th annual Orange County Affiliate of Susan G. Komen Race for
the Cure(g) in Newport Beach. It is the largest event of its kind California, and
the fifth largest of 100 Races across the United States. A professional Komen
staff and group of volunteers have extensive experience producing the event. In
Motion, Inc. is a family owned and operated corporation, in business in
Summarize applicant's Southern California since 1981. During that time they have produced hundreds
prior event experience of events from San Diego to Seattle. They are a turnkey operation with three
(1/2 page maximum): decades of experience in marketing, operations, logistics, PR, sponsorship,
graphics and more. In addition to the Komen Orange County Race for the Cure,
In Motion currently produces the following events: the Komen San Diego Race
for the Cure, the Tri -City Medical Center Carlsbad Marathon & Half Marathon,
the Kids Marathon Mile at LEGOLANDO, the San Marcos Fitness Roundup,
the Shamu & You Family Walk for Rady Children's Hospital and Finish
Chelsea's Run for the Chelsea's Light Foundation.
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If the Applicant
conducts similar events
elsewhere, please
In conjunction with the Affiliate, In Motion successfully redesigned the race
provide details
course to accommodate the request of the Newport Beach Police Department to
including: where,
keep the intersection at Avocado and the Corona Del Mar Plaza open
when, safety issues,
throughout the event. In addition, we continue to work with the NBPD to fine -
and if applicable, why
tune the parking management plan to reduce the impact to local traffic in the
the event left its
impacted areas on race day.
previous location (1
page maximum):
Amount of cash
$20,000
requested:
$20,000 to cover City Services per the City estimate: Permit Fee, Police
How will the requested
Officers, Police Explorers, Parking Control, General & Street Services, Street
funds be used?
Signage posting & equipment, Banner placement, Other required by the City:
unknown.
Does the applicant
yes
hold IP rights?
Is there a contract with
yes
an Event Organizer?
Contact information
In Motion (Race Production Company) Leisha Battles Cell phone: (619) 846 -
for Event Organizer:
8706 8 a.m. - 5 p.m.
The City's support
should represent no
more than 25% of the
total event budget.
Volunteer hours may
not be counted toward
yes
the total event budget,
but the value of in -kind
goods and services
may be counted. Does
your request meet this
criterion?
The City's support
must be used for the
implementation of an
actual special event.
(i.e. event execution,
Yes
not planning the
event). Does your
request meet this
criterion?
The request for City
support must include a
list of other City
Yes
entities or groups and
private sponsors from
whom the applicant is
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seeking financial
support. (If yes, attach
list)
If applicable, upload
your
document (acceptable
2011 SGKRaceSnonsors xls (4tk)
file formats: word &
pdfl-
Community
Component - 5 pages
See uploaded document.
maximum
Upload a document -5
pages
maximum (acceptable
SectionTwoCommunitYComponent doer N 7k)
file formats: word &
Pdo:
Economic Impact and
Sponsorship Proposal -
See uploaded document.
10 pages maximum
Upload a document -10
pages
maximum (acceptable
SectionThree 2012RaceEconomieSponsorshipProposalDraft doe (1003k)
file formats: word &
pdf):
Date
2012 -02 -14 19:32:56
Start Time
N/A with Form Login
Finish Time
N/A with Form Login
Duration
N/A with Form Login
User
69.178.152.26
Browser
IE 9
OS
Windows
Referrer
littps: / /fs23.fornisite com /res /formLo rinRetLirn
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Race for the Cure 2011
Pledge
In -Kind
Confirmed
Sponsor Level
Participant Name
Cash Committed
Committed
for 2012
Cash & In -Kind Sponsors
Local
Presenting
Chevron $100,000
$0
Local
Presenting
Ralphs I Food 4 Less
$75,000
25,000
Local
Presenting
The Allergan Foundation
$100,000
$0
Local
The Orange County
Presenting
Register
$25,000
$95,000
Subtotal
$3004,,000
$120,0000
0 ' 4' -, i J .y��+sqa£SM�4R
b _
+.J� i �L�+Yy 3
1%1`s�Y'
Platinum Plus Pacific Life
$45500
$30,000
X
Subtotal
$45,000
$30,00.0
�9 f FT
+.a •. 3 y .1 s. *r'*..t
!'E' R
OEM!,,
Gold Experian
$20,000
R. 10V
$0
Gold Spa Gregorie's
$10,000
$16,200
Gold The PIMCO Foundation
$25,000
$0
Subtotal:
$55,000
$16200
Clarient Diagnostic
Diamond
Services, Inc.
$15,000
$0
SmileGeneration.com
Diamond
(Pacific Dental)
$10,000
$0
ibtotal
$25,000
$0
�4 ^:i�+'En"°�R
` ^'+c� .t -a '"75},x{
Rro
Bronze
ADP, Inc
$10,000 $0
Bronze
Allergen
$12,500 $0
$10,000 $0
Bronze
City of Newport Beach
The Edwards
Bronze
Lifesciences Fund
$7,500 $0
Larabar& Cascadian
Bronze
Farm
$5,000 $5,000
Kerrygold Cheeses and
Butters Imported from
Bronze
Ireland
$10,000 $2,500
$10,000 $0
$10,000 $0
$10,000 $0
$10,000 $0
Bronze
Monarch HealthCare
Bronze
Nordstrom
Bronze
Rockwell Collins
Bronze
Rutan &Tucker,LLP
Subtotal
$95,000 $7500
z
C.H. Robinson
Crystal
Worldwide, Inc.
$5,000 $0
Crystal
Enterprise Rent -A -Car
$5,000 $0
Crystal
Macy's
$5,000
$0
State Street Investment
Crystal
Manager Solutions LLC
$5,000
$0
Union Bank
'-ystal
$3,500
$0
stal
US LABS
$5,000
$0
02/15/2012 1 SGKRaceSponsors -2011
I
Pledge
In-Kind
Confirmed
jonsor Level Participant Name
Cash Committed
Committed
for 2012
Subtotal:
$28,500
$0
latinurn
SOCO
$0
$52,762
Diamond
Van Houtte Coffee
W1
$15,000
Diamond
I Mobile Edge
$0
$15,000
Bronze
m
$0
$50,200
Crystal LLC
$0
$7185
1
Crystal lanera Bread
In-Kind Sponsors (>$5,000) Total
WU
$274,835
go
Major In-Kind Media
Platinum
ABC7
$127,100
G - old
Churm Media
$0
$46,510
GO-ld
Cox Communications
$0
$25,200
Gold
$0
$26,750
Ljiamond
LA 18 KSCI-TV
G-Old
The Sound 100.3
$0
$35,750
Major In-Kind Sponsors Media fSr on P.>i $325,310
MaForIn-Kind(>$5,000 &-Medla) Grand $773,845
02/15/2012
2 8GKRacoGponsom'2011
Section Two — Community Component (5 pages maximum)
Considering the City of Newport Beach's criteria for evaluating requests for financial
support specifically'
1. The event should advance the City of Newport Beach as an exciting place to live,
work, play learn, and visit.
2. The event should give Newport Beach residents and businesses a sense of civic
pride and ownership.
3. The event need not always be free of charge, but should be accessible to the
community /public.
4. If the event is charitable in nature, it should benefit a local Newport Beach or Orange
County —based charitable organization.
Please provide a brief narrative describing how the event enhances serves involves
benefits, and or promotes a sense of community for the residents of Newport Beach
(50 points, 5 pages maximum)
* Community Component - 5 pages maximum
The Orange County Affiliate of Susan G. Komen for the Cure is a 501 (c) 3 non - profit
organization dedicated to providing breast health education and facilitating early
detection of breast cancer amount all populations, but particularly those that are
underserved and uninsured in Newport Beach and Orange County, California. The
Affiliate was established in 1991 works to remove the social, financial and cultural
conditions that prevent every woman from receiving quality breast health care. Since its
inception, we have raised and invested more than $29 million dollars in breast cancer
prevention, screening, awareness, education and support programs and are the key
breast health and breast cancer resource for Orange County. Race for the Cure makes
all this possible and serves as an annual call -to- action that challenges supporters (25%
of whom live and work in Newport Beach) to be involved and raise funds.
The Affiliate is laser- focused on reducing the local breast cancer incidence and mortality
within the next decade with an emphasis on implementing evidence -based strategies
and promising practices to make a positive impact on the disparities in breast cancer
mortality and late state diagnosis amount populations at highest risk in Orange County.
The Race for the Cure is about improving and saving lives right here in our community.
The funds that are raised help local women gain access to quality breast cancer
screening and diagnostic services as well as provide breast health education and risk
reduction information.
While this event is not free to the public as it is a breast cancer awareness 5K
fundraising sporting event; it is open to the community at large. Anyone can enter the
area on the day of the event. 100% of the event is charitable fundraising for Susan G.
Komen for the Cure®. The organization's vision is a world without breast cancer. We
work to save lives and end breast cancer forever by empowering people, ensuring
quality care for all, and energizing science to find the cures(s). 75 %, or about
$2,250,000, supports the Orange County Affiliate of Susan G. Komen for the Cure to
provide local breast health education, early detection breast cancer screening, outreach
and treatment. 25 %, or about $750,000, goes into the Susan G. Komen for the Cure
Award and Research Grant Program for groundbreaking cancer research.
Fashion Island is the hub around which the Race for the Cure has taken place for the
last 20 years and we believe this huge event showcases Newport Center and Fashion
Island as one of Newport Beach's premiere commercial, retail and residential living
areas. The influx of 30,000 Race for the Cure participants on a Sunday morning in
September is good for the spirit of our community. Breast cancer does not just affect
the woman who is diagnosed — it affects the family, the husband, sister, mother and
child; the home and the workplace. Breast cancer knows no boundaries of age, race,
ethnicity or economic status. The City of Newport Beach can be proud of supporting its
residents being a part of the fight to save lives.
Businesses with a location in Newport Beach, indeed the entire county, also benefit
from the goodwill generated by the media exposure gained throughout the many
months of the campaign as they come to know that Newport Beach is the home of the
Race for the Cure.
PA
0
suson G..E l.. q f�
Ko 1 r' E Orange County Affiliate
Fon ree C y g re 3191 -A Airport Loop DriveCosta Mesa, CA 92626
LL11 714- 957 -9157, Helpline 1 -877 GO KOMEN
www.komenoc.org
Section Three — Economic Impact and Sponsorship Proposal (10 pages maximum)
Please provide and breakdown the expected attendance between Newport Beach residents, Orange
County residents, and attendees from outside the local area. The event should increase the
number of people who would normally come into the city at that time, thereby providing potential
benefit to local businesses. Events that bring in new money and result in people staying overnight
in Newport Beach are highly desirable.
Attendance
Number of People Expected NB Residents US Residents
Participants 5,747 22,641
Volunteers/Workers/Vendors 340 1,360
Totals: 6,087 24,001
2. Also, please provide the expected overnight accommodations (rooms) for Newport Beach hotels,
Anticipated Number of Room Nights: 102
All accommodations will be in Newport Beach: Newport Beach Marriott Resort & Spa.
It is anticipated that the average stay in Newport Beach for participants and spectators is two — four days.
3. The Applicant must demonstrate the ability to produce and market a well - planned and safe event.
Please provide your Event Business Plan, summarized (1 page maximum).
2012 Komen Oranqe County Race for the Cure Business Plan
The goal of the Orange County Race for the Cure on September 23, 2012 is to celebrate survivors, co-
survivors, volunteers and advocates as we work toward a world without breast cancer and to raise funds for
local breast health education and services and cutting edge breast cancer research.
The Orange County Race for the Cure fundraising goal is $3.1 million. 75% of the funds raised will support
local breast cancer awareness and education programs, breast self- examination classes, medical and
diagnostic services for uninsured and underinsured women, and other unmet community needs. The other
25% is invested in the Komen Award and Research Grant Program to fund groundbreaking breast cancer
research.
The Race for the Cure planning and preparation is year -round with a focused marketing campaign from April —
October. A multi -page extremely detailed time line with responsibilities, milestones and time frames is
available upon request since it does not meet the one page restriction of this application.
General Planninq & Preparation Time Line
Determine Overall Vision, Tone & Feel (motivation, perception, focus, etc.) January
Contract with Production Company and Registration Company January
Align Race Messaging with Komen OC Strategic Plan /Goals /Objectives January
0
SI 1 C p
usan G.
KQ n Orange County Affiliate
Fox ME cure re 31 g1-A Airport Loop DmeCosta Mesa, CA 92626
U 1. 714- 957 -9157, Helpline 1 -877 GO KOMEN
w Aomenoc.org
• Secure Venue & Municipality Support
Jan - March
• Secure Cash & In -Kind Sponsorships
Dec - May
• Define Target Markets /Audiences (fundraising profile)
Feb
• Develop Key Messages for Various Markets /Audiences
Jan - May
• Implement Registration Methods /Materials (paper, mail, team, on -line, in person) April - Sept
• Engage Key Distribution Channels for Various Markets /Audiences
April - Sept
(media, personal, web /e -mail, new media, mail, general visual et al)
• Track Registration & Fundraising Progress
April — September
• Implement All Logistics
September
• Appreciation & Celebration
Sept - Dec
• Debrief Meetings (staff, event production company, volunteers, committees)
November
4. The Applicant must demonstrate strong financial management and effective management controls
over the event, including cost effectiveness. Successful applicants must agree to provide the
event's financial statements and allow the City to conduct its own review of them if desired. Please
provide your Event Budget (2 pages maximum). See below (FYI 2 Event Budget will become
available 411/12.)
2
0
suson G.
YY r p
7(®I 9 1 e Y Orange County Affiliate
FOR THE C p I-e 3191 -A Airport Loop DriveCosta Mesa, CA 92626
a,.Y C 714- 957 -9157, Helpline 1 -877 GO KOMEN
w .komenoc.org
In Kind
Totalw /IK
Totalw /o_IK
iAccount bex`r31iS19A��1
.z4+,..x�
a
c
Contrlbutionslncome
2;950,000.00
-
100,000.00
952,500.00
4,002,500.00
3,050,000.00
Contributions - Corporate
-
-
-
64,267.00-
64,267.00
-
C.oldbutions- Matching
30,000.00
-
-
-
30,000.00
30,000.00
Entry Fees /Event Fees
815,000.00
-
-
-
815,000.00
815,000.00
Pledges
1,605,000:00
-
-
-
1,605,000.00
1,605,000.00
Spo sorshi,
5001000,00
100000100
888;23300
1488233.00
600000.00'
h dD��5�51li0" ai A54';'¢bo X03
Salon. &Benefits
g06,0w9.00
35,336.00
-
-
141;315.00
141,345:00
Salaries
- 85,005:00
28,358.00
-
-
113;433.00
113,433.00
PaVrolltaxes.
8508:00
2,536100
-
-
11;304,00
11,344.00
Insurance -hea hh
9,512,00
3,171.00
-
-
12,683.00
12,683.00
403(b) Empbyer Cogtributpn
2,914:00
971.00
-
-
3(885.00
.3;885.00
ContreR tabor/ Professional Fees
90,152:00
51,052.00
-
10,000,00.
151,204.00
141,204.00
Consulting
-
-
-
10,000.00.
10,000.00
-
Prafessional5er,ka,
36,152.00
16,052.00
-
sz,ioa.DO
52,Z04.00
Accounting fees
1,600.00
-
-
�
1,600.00
1,600.00
Contract iabor.
52,400,00
35,000.00
-
-
87,400,00
87,400.00
Service Fees
.96,846.00
3,400.00
-
-
100;246.00
100;246.00
Bank fees
450.00
150.00
-
-
600.00
600.00
Credit Card Processing Fees
49,305,00
-
-
-
49,305.00
49,305.00
On -Line Donor Datahse Fees
47,09L00
3,250.00
-
-
50,34L00
50,341.00
Occupanry Expenies
.15,496.00
5,166.00
-
-
20,662,00
20,662.00
Rent
11;034.00
3,678.00
-
-
14;712.00
14,712.00
utilities
1,597.00
533,00
-
-
2;130.00
2,130.00
Telephone
2;100.00
700.00
-
-
2,800.00
2,800.00
Facility Maintenance
765100
255.00
-
-
1,020.00
1,020.00
Travel Expenses
3,650.00
-
-
-
31650.00
3,650.00
Lodging
2,500.00
-
-
-
2,500.00
2,500.00
Other Traveland entertainment
1,150.00
-
Advertising Expense
-
-
-
-
-
670,000.00,
1,150.00
670,000.0
1;150.00
-
Adverror,
-
-
-
670,000.00
670,000.00
Office Expense
45,055,00
4,231.00
-
147,500.0
196,786.00
49,286.00
Food and beverage
11,000.00
-
-
7,500.00
18,500.00
11;000.00
Meeting costs
1,075.00
-
-
-
1,075.00
1,075.00
Graphics
3,500.00
1,500.00
5;000.00
10,000.00
5,000.00
Printing
11,850.OD
-
20,000.00
31,850.00
11,850.00
Photo and video
750.00
-
-
-
750.00
750.00
Giflsan 0 i ecognitioa
5,400.00
-
-
115,000.00
120,400.00
5,400.00
Supplies
2,700.00
900.00
-
3,600.00
3,600.00
Posed, and Delivery
8,780.00
1,831.00
-
-
IU;61100
10,611.00
Equipment / Software
9,097.00
1,200.00
-
-
10,297.00
10,297.00
Equipment - Rental
7,022.00
675.00
-
-
7,697.00
7,697.00
System & Software Maint & Sery
2,075.00
525.00
-
2,600.0
-
Event Expense
136,130.00
-
-
125,000,00
261,130.00
2,600.00
136,130.00
Volonteer Crew Prosram
51900.00
-
-
-
5,900.00
5,900.00
Race course production
120,000.00
-
-
125,000.00
245,000.00
120,000.00
Race - Food and Beverage
11750.00
-
-
-
1,750.00
1,750.00
T -shirts (RFrC)
1,000.00
-
-
-
1,000.00
1,000.00
Banners
1,000.00
-
-
-
1,000.00
1,000.00
Insurance - Evens
6,480.00
-
sxT,OtalE "'- .3003n5�00+ +�''7bit"`x'`!%
,yw,£952Si1001y,5�5120Od,
6,480.00 6,480.00
..a.g 4'3yr602 `$COZq,'�
2,447,565.00
1100,385.00)
100,000.00
-
2,447,180.00
2,447;180.001
susan G..q �t�
KO I E! I Orange County Affiliate
FOH THE C e `re 3191 -A Airport Loop DriveCosta Mesa, CA 92626
LLJ 714- 957 -9157, Helpiine 1 -877 GO KOMEN
w .komenoc.org
5. Please provide your Marketing and Promotional Plan (1 page maximum).
The Orange County Susan G. Komen Race for the Cure° is one of our strongest, most profitable
events of the year generating more than 50% of our total annual fundraising revenue. With more than
20 years of marketing and promoting the Race, our tactics have grown significantly to reach across
the wide array of audiences throughout Orange County. We work with local media partners and a
professional PR firm, HKA, Inc. Public Relations to increase visibility through traditional and social
media platforms. Both staff and Race committee members are responsible for ensuring the
successful execution of overall event logistics and outreach.
Goal: To increase awareness and visibility of the Race for the Cure throughout Orange County in
order to drive registration and fundraising.
Objective: Optimize our pre -race marketing efforts through Race entry form distribution, social
media, E- communications, sponsored advertising, and media outreach.
Strategies: Conduct a proactive placement program via Susan G. Komen for the Cure's volunteers,
committees and staff, leverage existing media opportunities, and implement engaging ways to reach
the community regarding the Race.
Distribution Channels: Distribution channels will be tiered in order of importance (reach /visibility).
The following is a preliminary list of these channels:
• Ads (all in -kind sponsor trades)
• Direct mail
• Komen Orange County newsletter and blog
• Komen mission /education events
• African American /Latino advisory groups
• National and local sponsors
• Community events
• Organized groups /clubs /associations
• Business associations
• Health clubs
• Health & beauty
• Schools /universities
• Local hospitals /doctors' offices
• Churches /temples
• Grocery stores
• Chamber of commerce
• Tradition and social Media
• Distribution company
Apt
Susan G.
ko 8 0 e1 1 �y
. Orange County Affiliate
FOR THE �p p�p 3191 -A Airport Loop DriveCosla Mesa, CA 92626
cure 714- 957 -9157, Helpiine 1 -877 GO KOMEN
w Aomenoc.org
6. Please provide any data you have regarding the Economic Impact of your event for the City of
Newport Beach.
The overarching purpose of Susan G. Komen for the Cure® is to save the lives of persons who have breast
cancer.
The human impact is typically discussed in terms of quality of life -- but there is also a significant economic
impact when measured in productive years that a person lives instead of dying of breast cancer.
Newport Beach economic impact includes:
Spending:
The economic activity generated by 30,000 participants coming to Newport Beach on a Sunday
morning and staying to eat and shop at local restaurants and stores.
Fashion Island personnel attest to the increase in sales on the day of the Race for the Cure.
During the entire month of September people can register and pick -up their Race for the Cure
bib and tee shirt at Fashion Island (pending donated space availability). This drives additional
traffic and spending to Fashion Island.
• The Newport Beach Marriott Resort & Spa is the official hotel of the Orange County Race for
the Cure which generates a minimum of 100 room nights.
• The Race also holds a VIP reception at the Marriott several weeks before the event.
• The Race uses area vendors, printers and suppliers.
Services for residents:
• Because of the Race participant fundraising, Komen Orange County can provide breast cancer
early detection programs and connect women and men to screenings and diagnostic services.
• The cost of breast cancer treatment when diagnosed at an early stage is significantly less than
late stage cancer treatment.
In 2011 alone, the Komen Fund for Breast Health Care spent $433,351 for mammograms and
diagnostic procedures for area residents.
The Komen Affiliate granted $1.5 million to a variety of 15 local community organizations to
provide breast health outreach, education and linkage to health care.
susa n G..b rr�pp
KO r 9 M el 1 Orange County Affiliate
FOR THE c p re 3191 -A Airport Loop DriveCosta Mesa, CA 92626
LLJ 714- 957 -9157, Helpline 1 -877 GO KOMEN
�.komenoc.org
7. Please provide a detailed proposal for the City of Newport Beach, including how the event will
positively promote Newport Beach and, if applicable, what sponsorship level your request falls
within and what the level includes (such as banners, logo placement, branding, etc.) (3 pages
maximum).
Fashion Island is the hub around which the Race for the Cure has taken place for the last 20 years and we
believe this huge event showcases Newport Center and Fashion Island as one of Newport Beach's premiere
commercial, retail and residential living areas. The influx of 30,000 Race for the Cure participants on a Sunday
morning in September is good for the spirit of our community. Breast cancer does not just affect the woman
who is diagnosed — it affects the family, the husband, sister, mother and child; the home and the workplace.
Breast cancer knows no boundaries of age, race, ethnicity or economic status. The City of Newport Beach can
be proud of supporting its residents by being a part of the fight to save lives.
Businesses with a location in Newport Beach, indeed the entire county, also benefit from the goodwill
generated by the media exposure gained throughout the many months of the campaign as they come to know
that Newport Beach is the home of the Race for the Cure. Corporations approach their contributions in
different ways, but it's a strategic approach, and they appreciate how impactful their dollars are.
Sponsorship Proposal
For 18 years the City of Newport Beach provided a cash sponsorship of $7,500 and waived all permit and
banner fees, police and general services personnel costs and fire inspection for the Orange County Susan G.
Komen Race for the Cure. In return, the City of Newport Beach was listed as a Diamond level sponsor of the
Race for the Cure on over 500,000 promotional materials widely distributed throughout Orange County, on the
Race for the Cure website and in print advertising in the Orange County Register, OC Metro magazine and
many others.
In 2010, the City Manager approved $15,000 worth of support of City services including police and fire
department safety services and street closure and signage services.
In 2011, the Affiliate was awarded a grant of $10,000 to mitigate expenses and was recognized at the Bronze
level.
The 2012 request of the Orange County Affiliate of Susan G. Komen for the Cure is that the City of Newport
Beach provide a $20,000 Gold level sponsorship of the Race for the Cure, which would be sufficient to cover
all City service costs, estimated to be $23,261.78.
In appreciation for this support the City of Newport Beach would be recognized as a Gold level Race for the
Cure Sponsor. Benefit details as follows:
C Logo (repeat up to 10x) on 2 Main Stage Jumbotrons
Complimentary booth space at Wellness Expo (10' x 10')
Three banners displayed throughout venue
i 1
su san G.
1\ /omen Orange County Affiliate
FOR THE C 1 prp 3191 -A Airport Loop OriveCosta Mesa, CA 92626
UJ C 714- 957 -9157, Helpline 1 -877 GO KOMEN
�.kamenoc.org
Four invitations to Race Kick -Off Luncheon
Six invitations to VIP Sponsor Reception in September
Eight complimentary Race entries
G Logo in printlelectronic media secured by Komen
• Logo on 25,000 Race t- shirts
• Name on 2,500 Race poster distributed throughout OC
• Logo on 300,000 Race Entry Forms
• Logo on 20,000 Race Information Brochures
Logo on full -page thank you acknowlegment in The Orange County Register
• Logo /Link on Race website
• Complimentary Team Tailgate Booth (10'x 10')
• All sponsorship contracts and logos must be received by May 11, 2012 to ensure full promotional
benefits.
7
xWPO ®- CITY 1 O F
n�
NEWPORT !PEART BEACH
City Council Staff Report Agenda Item No. 14
May 22, 2012
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: City Manager's Office
Dave Kiff, City Manager
949- 644 -3001, dkiff @newporibeachca.gov
PREPARED BY: Tara Finnigan
APPROVED:
TITLE: FY 12 -13 Special Event Support Recommendations
ABSTRACT:
Based upon the evaluations provided by the Special Events Advisory Committee, staff
recommends that the City provide financial assistance to 10 community events, for a
total of $180,560 in FY 12 -13.
RECOMMENDATION:
Approve the Special Event Support funding levels detailed in Attachment A for FY 12 -13
and authorize staff to execute agreements with each event organizer.
FUNNING REQUIREMENTS:
The proposed FY 12 -13 budget includes sufficient funding for this item. It will be
expensed to the Special Department Expense account in the City Council's budget,
0110 -8250.
DISCUSSION:
Background
The City adopted a new administrative process for allocating funding for local special
events in the spring of 2011. The process was designed to be transparent, comply with
the Newport Beach Municipal Code, contain City expenses, publicly and equitably
allocate City financial support, and provide a means for the City to help sustain local
events that encourage economic development, charitable fundraising, or enhance
community spirit and engagement.
FY 12 -13 Special Event Support Recommendations
May 22, 2012
Page 2
FY 2012 - 2013 Process
Applications for City support were made available December 20, 2011 and were due
February 15, 2012. Fifteen organizations submitted applications for a total of $489,400
in requested funding assistance.
From late February to late March, the SEAC members individually reviewed the
applications. On March 26 and April 2, the committee conducted brief interviews with
each applicant during open, public meetings. Each committee member scored the
applications individually and then the committee scores were collected and averaged.
The events were ranked according to their averaged scores. Before finalizing the
rankings, the committee reviewed the list as a whole and moved one event, the Newport
to Ensenada Yacht Race, one spot higher in its rankings. (The committee's meeting
minutes can be found at www.newportbeachea.gov /SEAC.)
We appreciate the time, expertise and efforts the SEAC members put into helping the
City with this challenging task.
FY 13 Funding Recommendations
SEAC's list of rankings was then reviewed by staff alongside the list of the applicants'
financial requests. The City Manager's draft FY 12 -13 budget includes about $180,000
for community event support, substantially less than the nearly half million dollars
requested. In response to this disparity, staff determined that recommending a
percentage of the funding requested - based upon the event's SEAC ranking - would
provide an equitable method for distributing the limited monies available.
SEAC Ranking -
Staff recor mended % of funding l
requested
1 & 2 _ --
70%
3 through 4 _— —
! 50% - - - - --
5 through 6
130%
7 through 10
110%
__
_ 11 through 15
0
Attachment A provides the list of events in the order in which the Committee ranked
them, the amount of City support provided in FY 11 -12 (if applicable), the amount of City
FY 12 -13 Special Event Support Recommendations
May 22, 2012
Page 3
support requested for FY 12 -13, and the staff committee's recairimanded funding levels
for FY 12 -13.
The five events ranked lowest on SEAC's list have no City funding recommendation
assigned. The total funding recommendation for the remaining 12 events is $180,556,
an amount slightly higher than the $180,000 set aside by in the City Manager's draft
budget.
The funding recommendations respect the rankings assigned by SEAL while
recognizing the limited dollars the City has available for community event support
ENVIRONMENTAL RE1(tEytT:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act ( "CEQK) pursuant to Sections 115060(0;(2) (the activity will
not result in a direct or reasonably foreseeable indirect physical change in the
environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378)
of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it
has no potential for resulting in physical change to the environment, directly or
indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
Submitted by:
Tara Finnigan /
Public information Manager
Aifachments: A. Event Rankings and Funding Recommendations
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