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Select Procurement and Purchasing Software Successfully

Procurement / Purchasing Software Selection RFP & Evaluation Templates - 2,100+ Criteria

The fastest & most reliable way to identify user needs, determine software requirements, prepare an RFP, evaluate system proposals, and select procurement / purchasing software.

Complete Purchasing and Procurement System Selection RFP

This RFP Template & Software Selection Toolkit includes EVERYTHING needed to quickly prepare and process an RFP, then accurately select the best RFP reply, all listed below. Each can use thousands of selection criteria to make selecting software easier through identifying requirements, distribute a meaningful RFP, evaluate vendor proposals, and accurately select procurement software:

Procurement / Purchasing System RFP Sample

  • RFP Template - Use 2,100+ purchasing & procurement criteria to reduce preparation time by up to 90%. View Table of Contents (TOC). Avoid Mistakes - Distribute Procurement / Purchasing proposals in a consistent, easily compared and evaluated format through the use of built-in, automated vendor input validation.

    This RFP template enables you to precisely communicate your company's unique porcurement requirements to vendors, and then elicit consistent, easily evaluated and compared answers from those vendors about HOW they will provide a purchasing system solution tailored to your needs in these areas:

    • Multi-Company, Multi-Location, Multi-Language
    • Procurement Dashboards
    • Mobile Apps for Procurement
    • Inventory Management
    • Budgeting
    • Fixed Assets
    • Self Service Portal
    • Collaboration
    • Purchasing Order Processing
    • Purchasing Reports
    • P.O. Interface Issues
    • Procurement
    • Requisitioning
    • Change History
    • Contract Administration
    • Document Management
    • Workflow Processing
    • Tracking Capabilities
    • Security
    • Implementation and On-going Support

    This RFP template for a software system enables you to quickly and reliably select a software system best for your needs.

  • Purchasing & Procurement Software Evaluation - Insure accurate Evaluation - Eliminate time wasted trying to manually clarify, score, and evaluate vendor proposals. Choose the best Procurement / Purchasing software using AUTOMATED response scoring that eliminates the need to manually score thousands of vendor responses. Quickly evaluate system proposals!  

    These templates includes a comprehensive set of vendor RFP response (proposal) evaluation tools that enables you to quickly and accurately compare vendor Procurement / Purchasing software system proposals to your company's requirements and to each other. A detailed "side-by-side" response comparison matrix with heat map, scorecard, and 3-D bar Charts are displayed about:

    • Weighted Grade Score
    • Supportability Score
    • Vendor Response Quality Analysis
    • Extensive Financial Ratios
    • Payback Analysis
    • Vendor Capabilities Profile
    • Vendor Response Quality Analysis
    • Detailed Side-by-Side "Heat Map"
    • Side-by-Side Comparison of Proposed System Feature

    This set of vendor response evaluation templates for procurement & purca systems ensures impartial and accurate analysis of all competing software proposals at the weighted grade score, supportability, and financial levels, all to assist you in selecting the best software system for your needs.

  • Select the Best purchasing & procurement software solution using meaningful, actionable information.

    New Feature  End-to-End (E2E) Business Process evaluation & comparison filters now included!  End redundant activities. Reduce Cycle times. Eliminate workflow bottlenecks. Easily select procurement and purchasing software based on the TRUE VALUE it delivers!  View Details...

  • Software Comparison - "Apples-to-Apples" comparison of Procurement / Purchasing system features - in detailed, "heat map" format, ensures accurate software selection. Select the best procurement and purchasing system!        

    This toolkit includes a powerful set of vendor RFP response (proposal) COMPARISON templates that enables you to easily compare vendor procurement software system proposals to each other as well as to your company's requirements. A detailed "side-by-side" response comparison matrix with heat map, and scorecard are displayed about:

    • Vendor Capabilities Profile
    • Vendor Response Quality Analysis
    • Detailed Side-by-Side "Heat Map"
    • Side-by-Side Comparison of Proposed System Feature

    These vendor response comparison templates for purchasing systems ensures impartial and accurate comparison of all competing vendor procurement software proposals at the detail feature, weighted grade score, supportability, and financial levels, all to help you select the purchasing software system best for your needs.

  • Requirements with Fit/GAP Analysis - Prevent Fatal Omissions - Use thousands of criteria to ensure all industry standard procurement / purchasing needs are addressed. Identify ALL crucial software selection needs.

    Today's purchasing & procurement experts stress that you must first determine your system requirements before trying to select procurement / purchasing software.  But just what does the phrase "determine your software requirements" really mean?  Efficiently managing the procurement and purchase environment involves many critical requirements and raises many questions.

    This Requirements Checklist with Fit-GAP analysis will help you identify your company's unique procurement system requirements, and answer many questions crucial to successful purchase software system selection and implementation.

    • Identify your organization's unique and hidden requirements. Answer questions such as "How could a new procurement system better correlate purchase processes for faster order delivery?" or "How can a purchasing & procurement system provide more efficient requisition, approvals, and purchase order management?", plus many others. All good questions when trying to select procurement software.
    • Identify the RFP questions needed to choose the best procurement software system for your organization.
    • Determine if your current system needs or problems are caused by workflow or software deficiencies.
    • Identify the solution to each workflow issue or procurement software deficiency.
    • Determine the priority of mitigating each need or problem be.

    The Procurement Requirements Checklist with Fit-GAP presents hundreds of operational system criteria in a form useful for performing the above tasks, all required to select the best procurement / purchasing software system.

ALL TEMPLATES INCLUDED! Quickly select the best procurement / purchasing software system by using these quantitative software requirements and software selection templates, all included in this Toolkit!

 

Procurement Software Selection Criteria

All procurement / purchasing system requirements are reviewed and updated on a monthly basis. Very easy to customize, these templates are pre-loaded with over 2,100 requirements criteria

 

Tools for Selecting Software for procurement / purchasing

 
EVERYTHING NEEDED TO CHOOSE SOFTWARE INCLUDED! This procurement / purchasing System RFP Template, and it's matching Vendor Response Comparison and Evaluation Toolkit, include all the following for making platform selection easier and more accurate:

Actual screens and questions from this RFP template are shown below to illustrate how it enables you to easily collect the unique metrics needed to successfully identify, select, acquire, and implement the procurement / purchasing software solution best suited to your organization's needs.

These Toolkits include the following to Help Select Software Successfully:  

  In-Depth RFP Functionality - This RFP Template INCLUDES ALL the following capabilities to Obtain Meaningful Responses that are Easily Compared and Evaluated! Scroll Down to View All:

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EASILY SELECT THE BEST SOFTWARE using over 2,100 state-of-the-art features criteria!

SAVE WEEKS, even MONTHS OF TIME with industry-leading criteria that ensure nothing is overlooked!

Quickly and accurately create a unbiased procurement / purchasing RFP that best communicates your specific requirements to vendors! Easily identify your exact needs, then simply delete those that are not needed!  This Excel-based template is universally understood, comes with online Help, and is highly customizable.  In addition, a detailed Feature to Cost Traceability function helps assure a smoother system implementation and maximum ROI.

All RFP questions are in quantitative format for accurately choosing the best software system.

View the state-of-the-art and extensive selection criteria categories in the procurement / purchasing System RFP Table of Contents.
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IDENTIFY FEATURE AVAILABILITY & DELIVERABILITY. Unlike other procurement / purchasing software RFPs, Infotivity RFP Masters template automatically collect the information needed to identify BOTH the AVAILABILITY of software features, and their DELIVERABILITY, i.e., HOW those features will be delivered. Each procurement / purchasing RFP Master includes a Feature Support Matrix™ (FSM) to automatically capture this information, which can be used to create very accurate and reliable procurement / purchasing software system implementation schedules. View samples here.
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DETERMINE RISK and SUPPORTABILITY. procurement / purchasing Software RFP Masters automatically evaluate vendor response data collected to quantitatively determine the SUPPORTABILITY INDEX™ of each proposed software system. This index ranks the potential support problems inherent in each proposal. Accurately compare the amount of ongoing support needed to keep each proposed procurement / purchasing software system up and running. Measure the true impact of each system on your business over the long term.  View sample here.
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 ENHANCEMENT COST TRACKING - This RFP template feature provides a facility for cross-referencing the cost of specific custom programming and/or scripting tasks with vendor invoices. This enables the RFP to become a very useful implementation cost management/audit tool. Ideal for Earned Value Management (EVM).
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CUSTOMIZABLE WEIGHTED GRADE SCORING - (automatically calculate suitability to unique company needs!)

Highly flexible weighted grade score based on user-defined weights down to the detail row and response level is calculated for each RFP question criteria. This user-defined, customizable weighting allows vendor RFP responses to be evaluated based on your company's specific needs priorities. Calculate weighted scores by department, by workflow process, by application, or by activity to calculate a score that reflect the true value and impact of a proposed software system.

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     WORKFLOW TOPICS ensure the proposed software for management can be fully integrated and utilized to enhance business procedures at all levels of the enterprise. View Workflow samples here.
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     VENDOR RESPONSE VALIDATION saves time and effort, and reduces errors, when evaluating vendor procurement / purchasing software proposals. View example here.
For a more detailed description of a vendor RFP response validation Click Here!
    EASILY CUSTOMIZED to meet your unique procurement / purchasing system needs, using basic Excel techniques.
    PROVEN MS EXCEL TECHNOLOGY. Everybody already knows Excel. Save time & effort across the board!
    No installation, no learning curve.
 
  All Vendor Response Evaluation & Comparison tools listed below are INCLUDED with this procurement / purchasing software RFP. EASILY Evaluate Proposed Software Based on Suitability, Quality, Supportability, and Financial Impact.
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 "APPLES-to-APPLES" FEATURE COMPARISON of vendor RFP responses (proposals) is assured by extensive use of quantitative RFP questions and full vendor response validation. Compare proposed procurement / purchasing system software features side-by-side faster and more accurately with the fully automated Color Comparison Chart™ matrix included with this RFP at no extra charge. View a typical comparison here.
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     "procurement / purchasing Response Evaluation Ratios (scores) indicate how a vendor is planning to provide the proposed solution, e.g. the pros and cons of a vendor proposal from a practical "is it doable?" perspective. See HOW a vendor is planning to address each of your requirements, and just how reliable it really is.. View a typical evaluation ratios here.
 
  Enjoy FAST Vendor Response (Proposal) Analysis with Detailed Comparison Scorecards!
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RESPONSE QUALITY ANALYSIS RATIOS - SIDE-BY-SIDE COMPARISON - (Compare proposal feasibility side-by-side!)

Compare the "doability", i.e., the feasibility, of vendor proposals compared to each other in detail. See HOW each vendor is planning to provide the solution to your needs, and if that solution is really viable.

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 "In-Depth Financial Analysis Ratios provide valuable insight into how proposed software will impact your organization immediately and over the long term. View and compare side-by-side key financial ratios such as Payback Period, Present Value (PV), Net Present Value (NPV), Internal Rate of Return (IRR), and others. View financial analysis ratios here.
 
  All Vendor Proposed Systems Can Be Quickly Evaluated & Compared! Scroll Down to See How to EASILY Evaluate & Compare Software Platforms Based on Weighted Score Suitability, Quality, Supportability, and Financial Impact.
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AUTOMATED WEIGHTED GRADE POINT SCORING

is a quantitative measure of how well a proposed procurement / purchasing system matches up to your business priorities. This graph compares the overall total scores for each proposed system. This Score is based on all procurement / purchasing vendor responses except Pricing and Vendor Background. View sample 3-D Bar Chart comparison here.
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     Feature Delivery Methods This graph compares HOW each procurement / purchasing vendor is planning to deliver the proposed system. The bars show how much of each competing system is going to be delivered Fully Supported "out-of-the-box", how much will be delivered using the Report Writer, a Configuration option or 3rd Party product, and how much is dependant on Custom Programming & Scripting. The scores used in this procurement / purchasing comparison are based on responses to procurement / purchasing system questions only, i.e., no vendor, pricing, or support responses are utilized. View sample 3-D Bar Chart comparison here.
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     Supportability Index A proposed system could look very good on paper, but once implementation begins the reality could be very different. The ease with which a system can be implemented and maintained over it's expected life is controlled in large part by the amount of custom programming and scripting required to build & maintain the system. The Supportability Index is based on responses to procurement / purchasing software system features only. This graph compares the potential support effort inherent in each proposed procurement / purchasing software system. View sample 3-D Bar Chart comparison here.
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     Overall Comparison This graph compares the total Weighted Score of each proposed procurement / purchasing system along with its Supportability Index and associated Vendor Profile. Use this when assessing the RISK of a proposed procurement / purchasing system and whether or not the system can indeed be implemented by the proposing vendor successfully. View sample 3-D Bar Chart comparison here.
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     Vendor Profile Scores This graph compares a score measuring the background, expertise, capabilities, and other data collected in the Vendor Global Issues section of the RFP for procurement / purchasing / manufacturing. The Vendor Profile Score provides a way of assessing the Capabilities PROFILE of a proposing procurement / purchasing vendor. View sample 3-D Bar Chart comparison here.

 

  The Supporting Documents below are INCLUDED with this procurement / purchasing Software RFP:

COVER LETTER SAMPLES - Make the task easier with this procurement / purchasing RFP cover letter template collection. Choose from Letter samples designed for all events, such as "RFP Response Request", "Intent to Respond", "No Intent to Respond", "RFP Change Enclosed", "Proposal Rejection" "Finalist Selection", and " Best & Final Offer Request" to meet your unique procurement / purchasing system needs.
FULL VERSION of the RISK ASSESSMENT MATRIX CHECKLIST focused on procurement / purchasing system acquisition and implementation projects for working sample "Click Here"
BPR / BPE / WORKFLOW Processing Checklists - Excel-based template for mapping the current "AS-IS" state of an existing business process down to the data element level, a time-saving organizer when developing the new "TO-BE" state, or when trying to determine what is required to implement a new process, or when preparing for data conversion.
The OPTIMIZED RFP GUIDE. Designed to be viewed in a browser off-line, this document outlines the best procedures for creating custom RFP questions for procurement / purchasing. Included or Sold Separately
The FOOD PROCESSING SOFTWARE CUTOVER CHECKLIST Helps Streamlines Implementation! Included or Sold Separately
MS Word DOCUMENTATION describing the organization and usage of the procurement / purchasing RFP and Evaluation/Comparison matrices.

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      A Detailed & Comprehensive List of:

procurement / purchasing System Features
Thousand plus of pre-defined procurement / purchasing RFP criteria ensure no important business requirements or software features "slip through the cracks".  All are in a quantitative format that guarantees vendor responses will be meaningful, consistent, and easy to compare. All questions are professionally prepared by application specialists to address BOTH the STANDARD features and EXCEPTION CASE software functions required.

procurement / purchasing table of content

      Utilize an Extensive List of:

procurement / purchasing Software Fit/GAP Analysis
Precisely identify, collect, & prioritize all procurement / purchasing functional and process deficiencies between the software system currently in use and client/company current or projected needs. Easily document the severity, category, and requirements type of missing functionality using GAP analysis, and then calculates a score, for each GAP. The GAP process creates a prioritized, detailed list of software requirements useful in all later phases of the procurement / purchasing software evaluation/selection process, i.e., in RFP creation, Software Demonstrations, Price (BAFO) negotiation, and software system implementation. View details at Fit/GAP Analysis Details.

 

      Identify BOTH procurement / purchasing Software Features Availability and Deliverability

Unlike other RFP templates that try (and fail) to gather useful solutions data about complex procurement / purchasing system features, RFP Masters are not constrained to the use of summary-level "Yes" or "No" answers. This RFP Master™ uses a Feature Support Matrix™ (FSM) that identify BOTH feature AVAILABILITY and DELIVERY Method. This RFP Master function is useful during both the software selection AND the system implementation phases of large projects because it enables effective Earned Value Management through detailed cross-referencing of usable software functionality and vendor invoicing.

procurement dashboard sample questions

 

      Determine the Risk & Supportability of Proposed

Procurement / Purchasing Software Solutions
Unlike other RFP templates, an time and management software RFP Master template can illustrate potential support problems (and risk) inherent in vendor software proposals. The Feature Support Matrix™ (FSM) used in each RFP Master™ categorizes the inherent risk posed for each criteria, and uses that information to calculate the SUPPORTABILITY INDEX™ for each vendor RFP response. For example, a feature delivered "out of the box" FULLY SUPPORTED is less risky than one delivered through custom programming, even if the programming is free. This RFP Master function is useful during both the software selection AND the implementation phases of a large system because it enables effective Earned Value Management through detailed cross-referencing of usable software functionality and vendor invoicing.

RFP sample of questions taken from the budgeting section

 

      Effectively Manage Implementation

Enhancement Cost Tracker

This RFP template provides an "Enhancement Cost" column for cross-referencing vendor invoices with the estimated cost of each custom custom script and/or source code modification proposed by the vendor. This makes the procurement / purchasing RFP an ideal tool for managing vendor invoices effectively. The uses of this are many: preventing payments to vendors from exceeding usable system progress, preventing vendor over-billing, and prevents proposed tasks from being omitted, and as an implementation audit tool.
 

 

      Workflow Topics Included.

The ability of the proposed software to successfully integrate with existing business process workflows, or implement new workflows, is critical to a achieving the high productivity increases and ROI expected of the new system. This software RFP Master examines all pertinent Workflow features in detail.

typical workflow criteria questions for procurement / purchasing

 

      Vendor Response Input Validation.

Vendors must answer each RFP question by choosing from a pre-defined list of possible responses. See below for an example of this drop-down list. This forces all vendors to respond to each procurement / purchasing software question in a consistent, standard manner. Eliminates the days of time typically wasted trying to compare the inconsistent or incomplete vendor responses obtained by using traditional, non-quantitative RFP questions! Ensures vendor proposals are easy to compare and evaluate!

electronic data interchange sample questions from the RFP Master template

 

      Color-Coded, "Apples-to-Apples" Comparison of Proposed Systems

Procurement / Purchasing Software Comparison
These comparison matrices automatically change vendor response cell background color to GREEN, YELLOW, or RED, to reflect how favorable each response is to your needs! Compared to the tedious task of reviewing hundreds of mono-color Yes/No answers, these colored responses allow problem areas to be spotted more easily, and risk assessment is made much more accurate. All required response comparison matrices are included and ready-to-use! Quickly and easily compare procurement / purchasing software system proposals side-by-side, feature by feature, in detailed comparisons you control! Keep your project on-schedule and under-budget.

sample of vendors procurement answers side by side to compare in the matrix

 

      Evaluation Ratios

Use an extensive set of ratio calculations to compare procurement / purchasing vendor proposals quickly and efficiently.

 

      WEIGHTED GRADE POINT SCORING

      These comprehensive and CUSTOMIZABLE Weighted Grade Point Scoring functions are used to determine how well MATCHED a vendor procurement / purchasing proposal is to your specific prioritized procurement / purchasing requirements

 

      Weighted Grade Score Graph

Compares the Weighted Grade Point Score calculated for each proposed system. This is calculated as follows: The vendor response to each RFP question is assigned an unweighted "raw" score. This raw score is then multiplied by the weight factor you entered previously (default = 1) for that procurement / purchasing software RFP question to calculate the weighted score for each response. All of these individual scores are then totaled for use in this comparison. This score is essentially a measure of how well a procurement / purchasing software system fits your business and software needs, prioritized by the weight (importance level) you assigned to each question in the RFP. In essence, this score measures the SUITABILITY of each proposed software system to your overall requirements. . NOTE this score measures just software functionality, and does not include any measure of vendor background, expertise, support, or programming ability.

 

      Feature Delivery Method Comparison:

An analysis of how each procurement / purchasing vendor is proposing to deliver the system feature/function contained in their procurement / purchasing proposal. The graph below shows the percentage that is Fully Supported "out-of-the-box", the percentage to be done via Report Writer, a Configuration Parameter, or Third-Party add-in, versus the percentage to be done via Custom Coding (Scripting / Programming). This information is very useful in terms of identifying RISK, since a Fully Supported (and tested) procurement / purchasing feature presents far less risk than that same feature done as a "custom programming" task. Also, see the Supportability Index, which sums up these detail risk factors.

 

      Purchasing and Procurement Supportability Index Graph:

The Supportability Index is a forecast of how much procurement / purchasing software support and maintenance may be required to keep each proposed software system running at full potential over it's lifetime. This score is determined by how much custom coding is required to implement the proposed procurement / purchasing software, and which business processes depend on the customized software.

 

      Overall Comparison Graph:

This graph compares both the Weighted Grade (Suitability) Score, Supportability Index, and the Vendor Capabilities Profile side-by-side for easy reference. It is important to see how much custom coding is in a proposed procurement / purchasing system that also has a high Weighted Score, along with the Vendor Profile. The more custom code, the higher the risk posed by that procurement / purchasing system. Therefore, the more custom coding, the more expertise and capabilities a vendor should have.

 

      Vendor Profile Score Graph:

The backgrounds, expertise, capabilities, and certifications of each vendor is obtained in the Vendor Global Issues section of the RFP for procurement / purchasing / manufacturing. The vendor responses to this section are totaled separately from the software functionality topics, and this data is used to calculate the "Vendor Profile Score". The higher the score, the more CAPABILITIES a vendor is probably going to be.

 

      Cost Savings Analysis:

Calculates and illustrates Yearly Savings, Payback Period, Return on Investment (ROI), Internal Rate of Return (IRR), and other decision making ratios pertinent to a software/platform selection project.

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PROCUREMENT / PURCHASING SOFTWARE REQUEST for PROPOSAL (RFP) TEMPLATE and RESPONSE EVALUATION TOOLKIT

  • 2,100+ Selection Criteria
  • INCLUDES for FREE the full Requirements Template
  • In-Depth, Detailed Request for Proposal (RFP) Template
  • Vendor Input Validation
  • Feature Availability & Delivery Evaluation
  • Vendor RFP Response Evaluation
  • Response Quality Analysis
  • Enhancement / Cost Cross-Reference
  • Weighted Grade Scoring
  • Supportability Index Scoring
  • Optimized RFP Guide
  • RFP Documentation
  • Side-by-Side Response Comparison with Heat Map
  • Vendor Response Quality Ratios
  • Response Evaluation Scorecard
  • 3-D Bar Chart Response Comparison Graphs
  • Evaluation Matrix Documentation
  • View all templates and tool details above
  • FREE LIVE SUPPORT - Chat/Telephone/Email

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Selection Requirements, RFPs, Evaluation & Comparison Matrix


  • RFPs for Accounting Software

  • RFP Template List for Customer Relationship Software

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  • Vendor Response Evaluation Templates INCLUDED

  • RFP Template Toolkit Usage Documentation

    • ALL the tools & features described above, i.e., everything needed to accurately identify Procurement / Purchasing user needs, quickly determine system requirements, prepare and distribute a procurement RFP, compare & evaluate vendor RFP responses (proposals), and select the best Procurement / Purchasing software system for your organization's needs, are included in or with each RFP Template!

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