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Customs Clearing & Forwarding Coordination Service (Medical Devices) in Sao Tome and Principe
Engineering Excellence & Technical Support
Customs Clearing & Forwarding Coordination Service (Medical Devices) High-standard technical execution following OEM protocols and local regulatory frameworks.
Expedited Medical Device Clearance
Leverage our deep understanding of Sao Tome and Principe's customs regulations for medical devices, ensuring swift and efficient clearance to minimize transit times and preserve product integrity.
Specialized Handling & Compliance
Expert coordination for the secure and compliant transportation of sensitive medical devices, including temperature-controlled shipments and adherence to all necessary import/export permits and certifications.
End-to-End Logistics Management
Seamlessly manage the entire supply chain for your medical devices in Sao Tome and Principe, from port of origin to final destination, including pre-shipment documentation, customs brokerage, and last-mile delivery.
What Is Customs Clearing & Forwarding Coordination Service (Medical Devices) In Sao Tome And Principe?
Customs Clearing and Forwarding Coordination Service (Medical Devices) in Sao Tome and Principe refers to the comprehensive management and facilitation of the import and export processes for medical devices, encompassing all logistical, regulatory, and administrative tasks required to move these goods across the national borders. This specialized service ensures compliance with Sao Tome and Principe's customs regulations, health authority requirements, and international shipping standards pertaining specifically to medical devices.
| Who Needs This Service? | Typical Use Cases | ||||||
|---|---|---|---|---|---|---|---|
| Manufacturers of medical devices seeking to export to or import from Sao Tome and Principe. | Importation of diagnostic equipment (e.g., X-ray machines, laboratory analyzers). | Exportation of locally manufactured medical supplies or prosthetics. | Healthcare institutions (hospitals, clinics) requiring specialized medical equipment or consumables. | Importers and distributors of pharmaceuticals and medical devices. | Research and development organizations involved in clinical trials requiring imported medical devices. | Government agencies procuring medical equipment for public health initiatives. | Non-governmental organizations (NGOs) involved in health sector development and humanitarian aid, involving the donation or procurement of medical devices. |
Key Components of the Service:
- Document Preparation and Submission: Compiling and filing all necessary import/export documentation, including commercial invoices, packing lists, bills of lading/air waybills, certificates of origin, import/export licenses, and specific medical device registration or approval certificates.
- Customs Declaration and Clearance: Preparing and submitting customs declarations, managing tariff classifications, calculating duties and taxes, and coordinating with Sao Tome and Principe Customs authorities for physical inspection, duty payment, and final release of goods.
- Regulatory Compliance Assurance: Ensuring adherence to the regulations set by the Sao Tome and Principe Ministry of Health and other relevant health authorities regarding the importation and distribution of medical devices. This includes verifying product registrations, permits, and certifications.
- Logistics and Transportation Management: Coordinating the end-to-end transportation of medical devices from origin to destination, including freight booking, warehousing, and last-mile delivery, with particular attention to temperature-controlled or specialized handling requirements.
- Consignment Tracking and Visibility: Providing real-time updates on the status and location of shipments throughout the transit process.
- Risk Management and Mitigation: Identifying and addressing potential customs-related issues, such as valuation disputes, incorrect classifications, or documentation discrepancies, to minimize delays and costs.
- Liaison with Stakeholders: Acting as the primary point of contact between the importer/exporter, shipping lines, airlines, freight forwarders, customs brokers, and relevant government agencies in Sao Tome and Principe.
Who Needs Customs Clearing & Forwarding Coordination Service (Medical Devices) In Sao Tome And Principe?
In the vital sector of healthcare, the efficient and compliant import and export of medical devices to and from Sao Tome and Principe is paramount. Customs clearing and forwarding coordination services are indispensable for ensuring a smooth, timely, and legally sound flow of these critical medical goods. These services are not merely logistical conveniences but crucial enablers for healthcare provision, research, and development within the nation. Without expert guidance, the complexities of international trade regulations, specific medical device classifications, licensing requirements, and the potential for delays can have severe consequences, impacting patient care, operational efficiency, and financial stability.
| Target Customer/Department | Specific Needs & Responsibilities | Impact of Customs Clearing & Forwarding |
|---|---|---|
| Hospitals and Clinics (Public & Private) | Procurement of essential medical equipment, consumables, and specialized devices. Ensuring timely availability for patient treatment and surgeries. | Ensures uninterrupted patient care, prevents stock-outs of critical medical supplies, and maintains operational efficiency. |
| Medical Device Manufacturers & Distributors (Local & International) | Importing new medical technologies, exporting finished medical devices, and managing their supply chains to reach the Sao Tomean market. | Facilitates market entry and expansion, ensures product availability to end-users, and supports business growth. |
| Pharmaceutical Wholesalers & Distributors | Importing a range of medical devices, including diagnostic tools, surgical instruments, and home healthcare equipment, often alongside pharmaceuticals. | Streamlines the import process for a diverse range of medical products, improving inventory management and accessibility. |
| Government Health Ministries & Agencies | Managing national healthcare infrastructure, procuring large-scale medical equipment for public health programs, and regulating medical device imports. | Ensures public health initiatives are supported by necessary medical technologies, aids in compliance with national regulations, and optimizes public expenditure. |
| Research Institutions & Universities | Importing specialized laboratory equipment, diagnostic tools for research projects, and advanced medical devices for academic purposes. | Enables cutting-edge medical research and educational advancements by providing access to necessary scientific and medical technology. |
| Non-Governmental Organizations (NGOs) & Humanitarian Aid Organizations | Importing medical supplies, equipment, and humanitarian aid for specific health projects and disaster relief efforts. | Ensures rapid and efficient delivery of life-saving medical resources to vulnerable populations and during emergencies. |
| Diagnostic Laboratories | Importing specialized diagnostic instruments, reagents, and consumables for accurate and timely medical testing. | Guarantees the availability of critical tools for disease detection and diagnosis, supporting effective healthcare management. |
| Medical Supply Companies | Sourcing and distributing a wide array of medical supplies, from basic consumables to advanced equipment, to various healthcare providers. | Optimizes the supply chain, reduces lead times, and ensures a consistent and reliable flow of medical products to the market. |
Target Customers & Departments for Medical Device Customs Clearing & Forwarding Coordination Services in Sao Tome and Principe
- Hospitals and Clinics (Public & Private)
- Medical Device Manufacturers & Distributors (Local & International)
- Pharmaceutical Wholesalers & Distributors
- Government Health Ministries & Agencies
- Research Institutions & Universities
- Non-Governmental Organizations (NGOs) & Humanitarian Aid Organizations
- Diagnostic Laboratories
- Medical Supply Companies
Customs Clearing & Forwarding Coordination Service (Medical Devices) Process In Sao Tome And Principe
This document outlines the comprehensive workflow for the Customs Clearing and Forwarding Coordination Service for Medical Devices in Sao Tome and Principe. It details the process from the initial client inquiry to the successful execution and delivery of the medical devices, ensuring compliance with all local regulations and efficient logistical handling.
| Stage | Activity | Responsible Party | Key Documents/Actions | Potential Challenges & Mitigation |
|---|---|---|---|---|
| Client contacts the service provider with a request for customs clearing and forwarding of medical devices. Provider gathers detailed information about the shipment. | Client, Service Provider (Clearing & Forwarding Agent) | Client inquiry, shipment details (type of device, quantity, origin, destination, value), Incoterms, required timelines, any special handling instructions, previous import experience. | Incomplete or inaccurate shipment details. Mitigation: Proactive and detailed questioning, clear communication channels. |
| Service provider begins the preparation of all necessary documentation for customs clearance and arrangements for forwarding. | Service Provider (Clearing & Forwarding Agent), Relevant Authorities (e.g., Ministry of Health, Port Authorities) | Bill of Lading/Air Waybill, Commercial Invoice, Packing List, Certificate of Origin, Import Permit/License (if applicable for medical devices), Quality/Health Certificates, previous import declarations (if any), application for pre-approval from Ministry of Health. | Delays in obtaining Import Permits or specific health certificates for medical devices, bureaucratic hurdles. Mitigation: Early engagement with relevant ministries, understanding specific regulatory requirements for each device type, maintaining a database of common requirements. |
| Upon arrival of the medical devices at the port of entry (e.g., Sao Tome International Airport, Port of Sao Tome), the service provider initiates the formal customs declaration process. | Service Provider (Clearing & Forwarding Agent), Customs Authorities | Submission of import declaration (Declaração Aduaneira de Importação - DAI), presentation of all pre-prepared documents, electronic filing where applicable. | Port congestion, communication delays with customs officers. Mitigation: Regular follow-up with port authorities and customs, building good working relationships. |
| Customs authorities conduct an examination of the shipment to verify its contents and compliance. Duties and taxes are assessed and paid. | Customs Authorities, Service Provider (Clearing & Forwarding Agent), Client (for payment authorization) | Physical inspection of goods, verification of documents against physical goods, assessment of customs duties, VAT, and other applicable taxes. Payment of duties and taxes. | Discrepancies between declared and actual goods, re-evaluation of declared value, unexpected tax assessments. Mitigation: Accurate and detailed packing lists, pre-shipment inspections if possible, transparent communication of potential duty/tax liabilities to the client. |
| Once customs clearance is granted and all duties/taxes are paid, the goods are released. The service provider coordinates the onward transportation and delivery to the client's designated location. | Customs Authorities, Service Provider (Clearing & Forwarding Agent), Transport Provider | Issuance of customs release order, arrangement of local transportation (trucking, etc.), delivery to client's facility, confirmation of receipt. | Delays in customs release, logistical issues with local transport, damage during transit. Mitigation: Efficient communication with customs for prompt release, pre-arranged and reliable local transport partners, insurance coverage for transit. |
| The service provider ensures client satisfaction and handles any post-clearance issues. | Service Provider (Clearing & Forwarding Agent), Client | Confirmation of successful delivery, addressing any client queries, archiving of relevant documentation, feedback collection for service improvement. | Client dissatisfaction due to unforeseen issues during the process. Mitigation: Proactive communication throughout the process, a clear escalation path for issues, prompt resolution of post-delivery concerns. |
Key Stages of the Customs Clearing & Forwarding Coordination Service (Medical Devices)
- Inquiry & Information Gathering
- Pre-clearance & Documentation Preparation
- Shipment Arrival & Customs Declaration
- Customs Examination & Duty/Tax Payment
- Release & Final Delivery
- Post-Service Follow-up
Customs Clearing & Forwarding Coordination Service (Medical Devices) Cost In Sao Tome And Principe
Navigating the import and export of medical devices through customs in Sao Tome and Principe requires specialized Customs Clearing & Forwarding Coordination Services. This service is crucial for ensuring timely, compliant, and efficient movement of these sensitive goods. The cost of these services is not fixed and is influenced by a variety of factors, making it difficult to provide a single definitive price. However, we can outline the key pricing factors and offer estimated ranges in the local currency, the Dobra (STN).
| Service Component / Scenario | Estimated Range (STN) | Notes |
|---|---|---|
| Basic Customs Declaration Fee (per shipment) | 500 - 2,500 STN | Covers standard documentation processing and liaison with customs authorities for straightforward shipments. |
| Complex/High-Value Shipment Clearing Fee (percentage of CIF) | 1% - 5% of CIF value | Applies to shipments with significant value, specialized requirements, or requiring extensive documentation review. CIF value includes Cost, Insurance, and Freight. |
| Consolidation/Deconsolidation Fees | 200 - 800 STN per shipment/lot | For shipments requiring splitting or combining of goods. |
| Phytosanitary/Health Certificate Endorsement | 300 - 1,000 STN | Fee for facilitating and endorsing necessary health or plant health certificates. |
| Warehousing (per day/per cubic meter) | 50 - 200 STN | Cost of storing goods at customs-bonded or general warehouses, depending on space and duration. |
| Port Dues/Terminal Handling Charges | Variable (dependent on port and container size) | These are imposed by the port authority and are often passed on by the forwarding agent. Can range from a few hundred to several thousand STN. |
| Inland Transportation (per km/per truckload) | 100 - 500 STN per km, or 2,000 - 10,000 STN per truckload | Depends on distance, road conditions, and type of vehicle required. Refrigerated transport will be more expensive. |
| Expedited Service Fee | Additional 50% - 100% on base service fees | For urgent shipments requiring priority processing. |
| Consultation/Documentation Preparation Fee | 200 - 800 STN | For advising on regulations and assisting with preparing necessary paperwork. |
| Overall estimated total for a medium-complexity medical device shipment | 3,000 - 15,000 STN+ | This is a broad estimate and can be significantly higher for very complex or high-value shipments. Does not include duties and taxes. |
Key Pricing Factors for Customs Clearing & Forwarding Services (Medical Devices) in Sao Tome and Principe:
- {"title":"Nature and Value of Medical Devices","description":"High-value, complex, or specialized medical equipment will likely incur higher clearing fees due to increased scrutiny, potential for specialized handling, and insurance considerations. The declared value of the goods is a primary determinant for customs duties and taxes, which in turn influence the overall service cost."}
- {"title":"Import/Export Volume and Frequency","description":"Larger shipments or frequent consignments may allow for negotiation of bulk discounts. Conversely, single, small, or infrequent shipments might have a higher per-unit cost."}
- {"title":"Complexity of Documentation and Compliance","description":"Medical devices are often subject to stringent regulations and require specific permits, licenses, and health certificates. The effort involved in preparing, submitting, and ensuring the accuracy of this documentation significantly impacts the service fee. Any discrepancies or issues with documentation can lead to delays and additional charges."}
- {"title":"Customs Duties and Taxes","description":"While not directly a service fee, the amount of customs duties, VAT, and other applicable taxes is calculated based on the value and type of goods. Forwarding agents often include these estimations and manage their payment on behalf of the client, influencing the perceived total cost of the service."}
- {"title":"Port of Entry/Exit and Transportation Logistics","description":"The specific port (e.g., Sao Tome International Airport, Port of Sao Tome) and the complexity of inland transportation from the port to the final destination can affect costs. Distance, road conditions, and the need for specialized transport (e.g., refrigerated trucks for certain medical supplies) will be factored in."}
- {"title":"Required Services","description":"The scope of services requested is paramount. This can range from basic customs declaration to comprehensive door-to-door logistics, including warehousing, insurance, and specialized handling. Additional services like fumigation or inspections will increase the cost."}
- {"title":"Urgency of Shipment","description":"Expedited clearing and forwarding services, often required for time-sensitive medical supplies, typically come with premium charges."}
- {"title":"Customs Brokerage Fees and Agency Markups","description":"This is the direct fee charged by the customs clearing and forwarding agent for their expertise, time, and administrative efforts. This fee is often a percentage of the CIF (Cost, Insurance, Freight) value of the goods or a flat fee per consignment, with variations based on the agent's experience and reputation."}
- {"title":"Potential for Inspections and Special Permits","description":"Medical devices may be subject to random or mandatory inspections by health authorities or customs. Obtaining specific permits for controlled substances or devices can also add to the complexity and cost."}
Affordable Customs Clearing & Forwarding Coordination Service (Medical Devices) Options
Navigating the complexities of customs clearing and forwarding for medical devices requires specialized knowledge and efficient processes. Our service offers affordable solutions designed to minimize your costs and maximize your operational efficiency. We understand the critical nature of medical device logistics, including regulatory compliance, temperature control, and timely delivery. This section outlines our value bundles and cost-saving strategies.
| Value Bundle | Description | Included Services | Cost-Saving Benefits | Target Client |
|---|---|---|---|---|
| Basic Clearance | Essential customs processing for standard medical devices. | Documentation review, customs declaration, duty/tax calculation and payment, basic status updates. | Reduced administrative burden, avoidance of penalties due to errors, faster initial clearance. | Small to medium-sized businesses with straightforward import/export needs. |
| Standard Forwarding & Clearance | Comprehensive logistics solution including freight booking and customs handling. | Includes Basic Clearance plus, freight negotiation and booking (air, sea, land), cargo insurance coordination, origin/destination port handling. | Competitive freight rates through our network, optimized transit times, reduced insurance costs, consolidated shipments. | Businesses requiring end-to-end logistics management for regular shipments. |
| Premium Device Management | Specialized handling and expedited clearance for high-value, temperature-sensitive, or time-critical medical devices. | Includes Standard Forwarding & Clearance plus, dedicated temperature-controlled logistics, expedited clearance options, specialized handling protocols, real-time temperature monitoring, pre-clearance services. | Minimized spoilage/damage risks, reduced inventory holding costs due to faster delivery, enhanced patient safety, avoidance of costly delays. | Manufacturers of sensitive pharmaceuticals, advanced medical equipment, and devices with strict shelf-life requirements. |
| Consolidated Solutions | Tailored packages for businesses with recurring, multi-item shipments. | Customizable bundles based on volume, frequency, and specific device types. May include integrated warehousing and distribution. | Significant volume discounts on freight and fees, streamlined invoicing, optimized supply chain efficiency, reduced overall logistics expenditure. | Large-scale medical device distributors, healthcare providers with substantial equipment procurement, research institutions. |
Key Features of Our Service
- Expert handling of medical device import/export regulations (FDA, CE marking, etc.)
- Streamlined customs documentation and clearance processes
- Global network of reliable freight forwarders and carriers
- Temperature-controlled and specialized handling for sensitive devices
- Real-time tracking and visibility of shipments
- Proactive risk management and problem resolution
- Dedicated account management for personalized support
Verified Providers In Sao Tome And Principe
Navigating healthcare in a new country can be challenging. In Sao Tome and Principe, identifying reliable and qualified healthcare providers is crucial for ensuring your well-being. Franance Health stands out as a beacon of trust, offering a curated network of verified providers who meet the highest standards of medical excellence. Their credentialing process is rigorous, ensuring that every practitioner within their network possesses the necessary qualifications, licenses, and demonstrable experience. Choosing Franance Health means opting for a healthcare experience that prioritizes patient safety, ethical practices, and effective treatment.
| Provider Type | Franance Health Verified Criteria | Why it Matters for Patients |
|---|---|---|
| General Practitioners | Medical degree from accredited institution, valid Sao Tome and Principe medical license, minimum 3 years post-graduation experience. | Ensures a broad range of medical knowledge and practical experience for your primary healthcare needs. |
| Specialists (e.g., Cardiologists, Pediatricians, Dermatologists) | Board certification in their specialty, advanced training and fellowships, extensive clinical experience in their field. | Guarantees expert diagnosis and treatment for specific health concerns by highly trained professionals. |
| Surgeons | Surgical residency completion, board certification in surgical specialty, proven track record of successful procedures with low complication rates. | Provides confidence in the safety and efficacy of surgical interventions. |
| Dentists | Dental degree from recognized university, Sao Tome and Principe dental license, specialized training in restorative or cosmetic dentistry (if applicable). | Ensures competent and high-quality dental care for oral health. |
| Diagnostic Laboratories | Accreditation by national or international health bodies, adherence to strict quality control protocols, use of advanced diagnostic equipment. | Guarantees accurate and reliable test results for informed medical decisions. |
Why Franance Health Credentials Matter:
- Rigorous qualification verification
- Licensing and regulatory compliance checks
- Assessment of experience and specialization
- Commitment to ethical medical practice
- Patient-centric approach
Scope Of Work For Customs Clearing & Forwarding Coordination Service (Medical Devices)
This Scope of Work (SOW) outlines the requirements for Customs Clearing & Forwarding Coordination Services for Medical Devices. The service provider will be responsible for the end-to-end coordination of customs clearance and freight forwarding processes for imported and exported medical devices, ensuring compliance with all relevant regulations, timely delivery, and efficient management of associated logistics. This SOW details the technical deliverables and standard specifications expected from the service provider.
| Technical Deliverable | Description | Standard Specifications / Requirements |
|---|---|---|
| Customs Declaration & Filing | Preparation and submission of accurate customs declarations (e.g., import/export declarations, manifest). | Filing must be completed within 24 hours of shipment arrival/readiness for export. Declarations must comply with HS codes for medical devices. All required permits, licenses, and certificates (e.g., regulatory approvals from health authorities) must be submitted as supporting documents. Use of approved electronic customs systems is mandatory. |
| Duty & Tax Calculation & Payment | Accurate calculation of applicable duties, taxes, and other governmental charges, and facilitating their timely payment. | Calculation to be based on current tariff schedules and tax laws. Payment must be made within the stipulated deadlines to avoid penalties. Provider must provide detailed breakdowns of all charges. |
| Regulatory Compliance Management | Ensuring all shipments comply with specific regulations for medical devices, including registration, licensing, and labeling requirements. | Proactive identification of any changes in regulatory requirements. Verification of all required health authority approvals (e.g., FDA, CE marking, local equivalents) for each device type. Adherence to Good Distribution Practices (GDP) where applicable. |
| Freight Forwarding & Logistics Coordination | Selection of appropriate carriers, booking of cargo space, and coordination of transportation from origin to destination. | Selection of carriers with proven experience in handling temperature-sensitive or specialized medical devices. Real-time booking and confirmation of freight. Coordination of door-to-door or port-to-port services as per agreement. Consideration of mode of transport (air, sea, road) based on urgency, cost, and product requirements. |
| Shipment Tracking & Reporting | Providing real-time visibility of shipment status from origin to destination, including customs clearance progress. | Daily or bi-daily status updates via a web-based portal or agreed communication method. Automated notifications for key milestones (e.g., shipment departure, arrival, customs clearance, delivery). Provision of final delivery confirmation reports. |
| Documentation Management | Collection, organization, and secure storage of all relevant shipping and customs documents. | Digital archiving of all documents for a minimum of 7 years. Ensuring all documents are legible and properly filed. Provision of requested documents within 24 hours. |
| Risk Management & Problem Resolution | Identification and mitigation of potential risks in the supply chain, and swift resolution of any issues that arise. | Proactive identification of potential delays (e.g., port congestion, customs inspections). Development and implementation of contingency plans. Immediate notification of any shipment exceptions or issues, with proposed solutions. |
| Communication & Reporting | Regular and transparent communication with the client regarding shipment status, costs, and any challenges. | Weekly summary reports on all active shipments, including key metrics (e.g., transit time, cost per shipment). Ad-hoc reporting as requested. Designated point of contact for all inquiries and issue resolution. |
| Invoice and Payment Reconciliation | Accurate and detailed invoicing for all services rendered, and efficient reconciliation of payments. | Invoices to be itemized and clearly state all charges. Payment terms to be clearly defined. Reconciliation of payments to be completed within 5 business days of receipt of funds. |
| Insurance Coordination | Assisting with the arrangement of cargo insurance for shipments as required. | Facilitation of insurance application process. Verification of insurance coverage details. Assistance with claims processing in case of loss or damage. |
Key Objectives
- Ensure seamless and compliant customs clearance for all medical device shipments.
- Facilitate efficient and cost-effective freight forwarding and transportation.
- Maintain accurate and up-to-date documentation for all transactions.
- Provide real-time tracking and status updates for all shipments.
- Minimize transit times and potential delays.
- Adhere to all national and international regulations pertaining to medical device import/export.
- Manage and mitigate risks associated with international trade and logistics.
Service Level Agreement For Customs Clearing & Forwarding Coordination Service (Medical Devices)
This Service Level Agreement (SLA) outlines the response times and uptime guarantees for the Customs Clearing & Forwarding Coordination Service provided for medical devices. This SLA is an integral part of the overall service agreement between [Your Company Name] (hereinafter referred to as "Provider") and [Client Company Name] (hereinafter referred to as "Client").
| Service Component | Response Time Guarantee | Uptime Guarantee | Notes/Exclusions |
|---|---|---|---|
| Initial Inquiry Acknowledgment | Within 2 business hours of receipt | N/A | Applies to inquiries received during business hours ([Business Hours]) |
| Submission of Required Documentation for Customs Clearance | Within 4 business hours of receiving complete and accurate documentation from Client | N/A | Assumes Client provides all necessary information promptly. |
| Response to Customs Authority Queries/Requests | Within 6 business hours (unless immediate customs response is required) | N/A | Depends on the complexity and nature of the query. |
| Proactive Status Updates (per shipment, daily) | Within 24 business hours | N/A | Applies to shipments in active customs processing. |
| Coordination of Urgent Customs Interventions (e.g., inspections, rejections) | Immediate acknowledgement and action plan within 1 business hour | N/A | Requires clear notification from customs or Client. |
| Service Availability (Coordination Platform/Communication Channels) | N/A | 99.5% during business hours ([Business Hours]) | Excludes scheduled maintenance, force majeure events. |
Service Scope
- Coordination of all customs clearance procedures for imported and exported medical devices.
- Liaison with customs authorities, regulatory bodies, and other relevant government agencies.
- Management of required documentation, permits, and licenses.
- Facilitation of shipment tracking and communication throughout the customs process.
- Proactive identification and mitigation of potential customs delays or issues.
- Expertise in specific medical device classification and import/export regulations.
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