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                    Docklands Firelight Festival 28 to 30 June 2024

                    Two people dressed as pirates on stilts, on pier
                    The Docklands Firelight Festival has quickly become a cherished celebration of the Winter Solstice in Melbourne. The festivities take place annually within the unique surroundings of the Docklands precinct.

                    ​​​​​​​​​​​​​​​​​​​​​​​​​Aiming to drive visitation to the Docklands to celebrate the Solstice, the longest night of the year, the event revels in themes of family and community, food and feasting, singing and music and renewal and rebirth.

                    The City of Melbourne is seeking expressions of interest from catering operators to participate in Docklands Firelight Festival across all three nights, Friday 28 June to Sunday 30 June. With a directive to engage a broad range of catering options to suit our diverse audience, we encourage food and beverage items which exemplify and epitomise the themes of the Winter Solstice.

                    At this stage we are seeking interest from catering operators who operate fully self-contained outlets. Self-contained meaning all food preparation, wash up facilities and service frontage is contained within the space of the outlet itself.

                    Please note opportunities to be involved are limited and final selection of successful operators will be the sole responsibility of the City of Melbourne.

                    Key dates


                    ​Catering Expressions of Interest applications close

                    9pm, Friday 5 April 2024

                    ​Notification to successful and unsuccessful applicants

                    (No information will be available before this date)

                    Friday 19 April 2024

                    ​Catering contracts issued

                    Friday 3 May 2024

                    Signed catering contracts, deposit payments and City of Melbourne Health Services documentation due

                    ​Friday 31 May 2024



                    ​Event
                    Dates​
                    Daily operating times​
                    Location​
                    ​Docklands 
                    Firelight 
                    Festival 2024





                    ​Friday 28 June 2024
                    ​​5pm to 10.30pm
                    ​New Quay Promenade, Harbour Esplanade and Victoria Harbour Promenade

                    ​ ​ ​ ​
                    ​​Saturday 29 June 2024
                    5pm to 10.30pm
                    ​Sunday 30 June 2024
                    ​5pm to 10pm

                    Submission guidelines

                    How you can get inv​olved​

                    To apply, please read through the following information which includes key dates, site details, sustainability policies, contract documentation and requirements, selection criteria, fees, operating guidelines, and terms and conditions, then complete the online application form and submit along with all documentation requested, no later than 9pm, Friday 5 April 2024.

                    Submission process

                    • Due to the large number of submissions received for participation in the Docklands Firelight Festival, we cannot guarantee your selection. 
                    • Submission of the Docklands Firelight Festival Catering Operators Expression of Interest Application Form and any associated materials does not constitute acceptance of inclusion in the Docklands Firelight Festival. 
                    • The decision on which caterers will participate in the Docklands Firelight Festival remains at the sole discretion of Council. 
                    • Council maintains creative, directional and conceptual control of all event components including the catering program. 
                    • The catering precinct will include a mix of mobile vendors and large commercial vans. All catering precincts will be styled to look neat, clean, and tidy.
                    • Successful applicants will be required to adhere to all Council requirements outlined within (but not limited to) this online Expression of Interest.
                    • If your catering operation is selected to participate at the 2024 Docklands Firelight Festival, you will receive further detailed information after confirmation of participation within the Catering Program.

                    Contract documents

                    Successful applicants must submit the following documentation to Council (along with revenue sharing site fee advance payment​) by Friday 31 May 2024:

                    • Signed Catering Letter of Agreement
                    • Copies of Public and Product Liability to a minimum value of $20,000,000
                    • Insurance Certificate of Currency indemnifying Melbourne City Council 
                    • A copy of WorkCover Insurance as required under State Legislation (if applicable)
                    • Final menu and price list for approval 
                    • Foodtrader registration details
                    • A copy of Victorian Food Act Registration Certificate

                    Any additional information or guidelines will be detailed within the Docklands Firelight Festival Catering Operator Contract.

                    Contact details

                    ​Email: firelight@melbourne.vic.gov.au

                    Application closing date: 9pm, Friday 5 April 2024​​

                    Selection criteria

                    Mouth-watering food and appetising beverages form the very backline of Firelight Festival – successful menus will have items that warm and delight our patrons in celebration of winter.

                    Aromatic, noisy, busy and colourful– food is central to the event, offering not only sustenance but forming the ambiance – a feast for all the senses. Quality, variety and price are paramount – food needs to be affordable and offer a range of menu items that are accessible thus encouraging return visitation. Food preparation should be front and centre - theatrical and part of the entertainment – blazing BBQ, flaming grills, giant paellas, warming soups, hot drinks, and delicious desserts – plated up before the patron’s eyes. The possibilities are only limited by your imagination but the focus is on fresh, affordable and out of the ordinary – food that warms and entices, reminding us of winter and leaving us wanting more.

                    Submissions for the 2024 Docklands Firelight Festival event will be assessed by the appointed catering selection panel. All submissions received within the EOI period will be rated with consideration to the above theming and against the following criteria.

                    ​Operation
                    • Mobile outlets and large commercial vans only
                    • Size of operation relating to service frontage
                    • Size of operation relating to available sites
                    • ​Efficient set up and site management
                    • Proven capacity to cater to a large crowd
                    • Ability to maintain cleanliness around trade set up and managing waste correctly
                    ​Presentation 
                    • ​Presentation of product 
                    • Presentation of the outlet set up in keeping with the aesthetic of the event
                    • High level of presentation across vendor spaces, goods and services and staff
                    ​Quality
                    • ​Style of food/s provided
                    • Healthier options provided
                    • Price of goods and value of serves
                    • Consistency of quality
                    • Gluten free/vegan/vegetarian options provided 
                    ​Sustainability
                    • Please refer to the sustainability sections as outlined in the ‘Operating Guidelines’. Consideration will be given to the below:​
                      • Sustainability policy and initiatives in place​
                      • Environmentally aware and socially responsible organisations

                    Please be aware that successful catering operators for Docklands Firelight Festival 2024 may be asked to further consider their sustainable practices. Feel free to contact the team with any questions.​


                    Service and Experience
                    • ​Overall dependability, efficiency and professionalism
                    • Demonstrated customer service
                    • 2 x references (contact details) 
                    • Accountability for services and products 
                    ​​City of Melbourne operational history and Adherence to Guidelines at CoM events
                    • ​Past performance relating to adherence to festival or CoM guidelines and policies
                    • Past performance relating to  provision of registrations and relevant insurance documents
                    • Past performance relating to total revenue at City of Melbourne events​
                    • History of prompt payment of site fee advance payments and revenue sharing fees
                    Variety 
                    • ​Variety of goods provided
                    • Variety in context of the overall festival catering program
                    ​​Trade Registration
                    • ​The City of Melbourne is committed to providing opportunities for local businesses. Businesses registered within Victoria will therefore be granted a locality weighting in assessment of their application.
                    • Current Victorian FoodTrader Registration, if unregistered please register at FoodTrader.

                    Operating guidelines

                    All staff, contractors and service providers working with any catering operation must be advised of the below operating guidelines:

                    Outlet:

                    • The catering operator must supply all items including but not limited to equipment and staffing, as necessary to facilitate the outlet (excluding the below items provided by Council).
                    • Catering operators must operate only within the space agreed to with Council.
                    • Food preparation is not permitted outside of the mobile outlet – areas of site are very dusty and therefore pose a potential health risk.
                    • All costs associated with theming such as dressing, branded signage and menu boards must be borne by the catering operator. Council must approve all signage that is attached to temporary structures (container/kiosk outlets).

                    Trading times:

                    • Catering operators must operate during event times specified unless otherwise agreed to with Council or the  Docklands Firelight Festival management:
                      • Friday 28 June 2024, 5pm to 10.30pm
                      • Saturday 29 June 2024, 5pm to 10.30pm
                      • Sunday 30 June 2024, 5pm to 10pm

                    Bump-in and bump-out:

                    • Successful applicants will receive a bump in/out schedule and site plans by mid-June 2024. The bump in/out schedule will need to be adhered to in order to direct each mobile outlet into their allocated space. As a guide, catering bump-in commences Tuesday 25 June 2024. Catering bump-out concludes Sunday 30 June 2024.

                    Power:

                    • As part of the Mobile Outlet trade setup, if your outlet requires power connection the Council will provide it (within the operating parameters). 
                    • Catering operators are not permitted to bring alternate generators on-site.
                    • Catering operators must ensure that their power leads are tagged and tested by a licensed electrician and secured in a safe and appropriate manner. Electrical equipment must comply with relevant Australian standards and regulations.

                    Gas, sullage and water:

                    • Catering outlets are responsible for removing any gas bottles and or sullage from the event site at the conclusion of the event.  No bottles are to be left on site for collection by gas companies.
                    • Catering operators must adhere to the gas safety guidelines and complete a gas safety checklist once bumped-in onsite.
                    • Water is provided to catering operators that require it, however all plumbing and pipes need to be sourced by the catering operator.
                    • Each catering operator is required to have a hand washing and dish washing facility so wastewater will be created.
                    • Catering operators are responsible for managing their sullage disposal. Council can provide a daily pump out/collection where pre-arranged. It is important to keep sullage levels low.
                    • No wastewater is to be poured onto the ground, waterways or toilets.

                    Risk, OHS and compliance: 

                    • Catering operators must adhere to the safety and risk policies and procedures set out by the Council's Risk and Safety Manager. The catering operator is expected to understand the hazards and risks associated with their catering activities, and have an established system and procedures for managing OHS risks. 
                    • Catering operators must complete a pre event catering induction (online) and adhere to the event site rules. Further information will be supplied to successful applicants.
                    • The following certifications must be displayed on catering outlets where relevant:
                      • Mobile catering vehicles compliance plate as issued by the Energy Safe Victoria
                      • A valid Certificate of Electrical Compliance, completed by a licensed electrician. 

                    Food preparation:

                    • Food preparation is not permitted outside of the mobile outlet.
                    • All staff involved in food prep must adhere strictly to the City of Melbourne Health Services Regulations and Guidelines. Further information will be supplied to successful applicants.

                    Stock deliveries:

                    • Site deliveries are only permitted at specific times (outside of event hours). Details will be supplied to successful applicants.

                    Menus and pricing: 

                    • A full menu of items to be sold at the event (including a price list) will be required to be submitted as a part of the catering operator’s contract.
                    • Once approved, the menu must be displayed on the front of any outlet in clear view for customers.
                    • All overheads should be taken into account in pre event planning, menu price changes are not permitted during the event.
                    • Any costs associated with menu boards must be borne by the catering operator.

                    Exclusive product rights:​

                    In the case where sponsor food and/or beverage products are to be used exclusively, information will be supplied to successful applicants. Council is currently in discussions with sponsors in the coffee bean and hot chocolate category. Please make a note in your EOI application if it would be an issue for you adhere to supply rights and sponsor requirements in either of these categories.​


                    Cash registers: 

                    • Cash registers must be placed at the front of catering outlets to allow for clear view of price read.
                    • Council reserves the right to request a catering operator to move their register if it is obscured from public view.

                    Daily event sales data reporting

                    • Council will require all catering operators to provide sales data from each day of trade at Docklands Firelight Festival in a form acceptable to Council as part of daily reporting.
                    • Catering operators must submit each daily sales report to the Docklands Firelight Festival Catering Manager by 11.30pm on the day of trade. Sales reports can be printed and handed to or emailed to the Catering Manager. 
                    • Sales reports must be itemised and outline at minimum (where applicable) the following: 
                      • Total Food Sales ($) – Savoury/Mains 
                      • Total Food Sales ($) – Sweets/Desserts 
                      • Total Beverage Sales ($) – Water 
                      • Total Beverage Sales ($) – Soft Drink 
                      • Total Beverage Sales ($) – Alcohol 
                      • Total Beverage Sales ($) – Hot Beverages (coffee, tea etc.) 
                    • Sales reports should be in Z read format.
                    • Sales reports will be used for post Docklands Firelight Festival reconciliation to determine revenue sharing site fees. Please refer to Revenue Sharing Site Fee section below for further information. 
                    • Council may request sales reports at any point during trade to assist with auditing. 
                    Cleaning, sustainability, recycling and waste:
                    • All catering areas must be kept clean and tidy at all times.
                    • Catering outlets are responsible for making sure that each of their areas are kept clean, tidy and free of rubbish - this includes table, seating and condiment areas where applicable.
                    • Catering outlets must make appropriate use of the recycling and waste streams available back of house at the event. 
                    • Cartons and packaging must be flattened and kept within the compound area or removed to main rubbish containers for recycling.
                    • Council is committed to furthering its sustainable practice at Firelight Festival​. Please see below guidelines:

                      Purchasing:
                    • Prioritise buying seasonal products from local suppliers
                    • Carbon neutral (NCOS) certification of products and services 
                    • Forest Stewardship Council (FSC)
                    • Fair Trade products
                    • Rainforest Alliance certified products
                    • Australian Certified Organic
                    • Paper products such as napkins: use certified 100% post-consumer recycled material

                    Recycling and waste management: 

                    • Please be aware that single use plastic has been banned across Victoria since 1 February 2023.
                    • No single use plastic are permitted on site. This includes plastic items made from conventional, degradable and compostable materials, including bioplastics.
                    • The most sustainable option is to avoid any single-use items, with the next best option being replacing the item with an equivalent made from an alternative material like bamboo, wood or paper.
                    • Please visit Sustainability Victoria for more information on this ban. 
                    • Polystyrene is not permitted on site (code number / symbol  - 6)
                    • Plastic packaging bought on-site must display the symbol 1 – 5 or 7
                    • Catering operators must only use recyclable packaging at the event
                    • Recycle by ensuring all back-of-house waste is placed into the appropriate waste management stream
                    • Shrink wrap – please do not bring this on site. If you have to, dispose of in general waste.
                    • Council is committed to reducing beverage packaging waste. Successful applicants will be advised on types of beverage products that will be permitted at the event.  

                    Other tips:

                    • Avoid using packaging if it is not necessary
                    • Reduce the use of packaging e.g. use just a napkin instead of a napkin and a clam shell to serve.
                    • Straws, plastic bags and wooden stirrers are not recyclable. 
                    • Choose eco-labelled and locally produced products where possible.
                    • Recycle fats and cooking oils where possible and consider oil decontamination strategies. 
                    • Where possible, provide at least 50 per cent vegetarian and vegan options, and where possible choose chicken instead of beef to cut down on carbon emissions.

                    City of Melbourne Food Policy 

                    Council recognises the impact food can have on our lives and our community, it contributes to our physical and mental health, can strengthen our local economy and foster cultural and social connection. The City of Melbourne Food Policy outlines the commitment to improving the health and wellbeing of the community by creating a food system that is secure, healthy, sustainable, thriving and socially inclusive.​

                    Would you like to offer a healthy choice within your existing menu?

                    The City of Melbourne recognises the public demand for nutritious food and beverages; therefore Docklands Firelight Festival 2024 will aim to offer a range of healthy catering choices and prioritise caterers that opt to include healthy choices.

                    Applicants wishing to participate as a Healthy Choice Caterer will be working closely with council and will be supported to ensure your menu is offering healthy options without compromising your brand or bestselling products. Food and drink menus will be assessed and categorised according to a traffic light classification system, based on their nutritional value:

                    • Green = Best Choices
                    • Amber = Choose Carefully
                    • Red* = Limit

                    To be involved in the healthy choices program you must:

                    • Offer at least one healthy menu item.
                    • Offer at least two healthy beverage options (one of which can be water)
                    • Provide a list of your menu items and ingredients for those healthy options

                    What's in it for you?

                    You will receive recognition on-site and on the Docklands Firelight Festival website as offering a healthy choice – signified by our green apple logo.

                    Successful Healthy Choice Caterers will be integrated alongside all other successful catering operators.

                    Successful applicants will receive ongoing vendor specific information, menu assessment and support regarding nutrition and healthy menu options by the Health and Wellbeing Branch, leading up to and during the event.

                    View more information on the Healthy Choices Program.​

                    Revenue Sharing Site Fee

                    ​Category
                    ​Fee
                    ​Inclusion
                    ​Small Coffee / ​Dessert Outlets

                    (Category will be determined by size of outlet and capacity of outlet.)
                    ​10% inclusive of GST of total gross revenue per day and for the duration of Firelight Festival 
                    ​Allocated site at Firelight Festival, power, water and sullage disposal services and support 
                    ​All Other Catering Outlets
                    ​20% inclusive of GST of total gross revenue per day and for the duration of Firelight Festival
                    ​Allocated site at Firelight Festival, power, water and sullage disposal services and support


                    • The revenue sharing fee structure is set at 10% or 20% inclusive of GST of total gross revenue per day and for the duration of Docklands Firelight Festival (Fee). In consideration of the inclusions, the catering operator agrees to pay the Fee.
                    • The Fee and fee structure applies to every catering operator at Docklands Firelight Festival and is payable to Council post event. 
                    • The Fee covers an allocated site at Docklands Firelight Festival and all related site costs including power, water, sullage and associated service and support.
                    • Catering operators will be required to supply Council with daily sales reports at the close of each day of trade at Docklands Firelight Festival for Council to track revenue. All reports must contain all of the information reasonably required by Council and in a form acceptable to Council.
                    • Council will invoice each catering operator the Fee, namely 10 per cent or 18 per cent of their total gross revenue per day from the duration of Docklands Firelight Festival, at the close of the event. 
                    • Invoices will have seven day payment terms. 
                    • If requested by Council catering operators agree to provide further information to assist with auditing records in order to verify the reports and subsequently issue the invoices.  The Council reserves the right to inspect the books and records of the catering operator.
                    • To secure a position at Docklands Firelight Festival to supply catering, each catering operator will be required to pay a $1000 (excluding GST) site fee deposit, due four weeks prior to commencement date of Docklands Firelight Festival. This site fee deposit payment will be subtracted from the final revenue sharing invoice amount.
                    • If the Fee is less than the deposit paid, CoM will refund the difference between the Fee and deposit. 
                    • For the purposes of this Contract, GST and Tax Invoice have the meaning as set out in the A New Tax System (Goods and Services Tax) Act 1999 (Cth).

                    Terms and conditions

                    1. Requirements to note

                    1.1 Completion of this form does not guarantee selection into Firelight Festival.

                    1.2 To make selection decisions, Council assesses all catering operator expression of interest applications against the selection criteria outlined above.  

                    1.3 The selection decisions made by Council including but not limited to: final selection, site allocation and site fees, is final and at Council’s discretion, no further correspondence will be entered into after final selection. 

                    1.4 Notifications of the status of applications are sent via email by Friday 19 April 2024.  No information will be available prior to this date. 

                    If selected, Catering Operators agree to the terms and conditions set out in this application and agree to comply with all directions and requirements of Council and the Firelight Festival Team and will promptly pay the Revenue Sharing Site Fees to Council.

                    2. Obligations of caterer

                    2.1. At no added cost to Council, the catering operator, at its cost if relevant, must perform the following obligations:

                    (a) Provide and maintain all structures, plant, equipment and materials to enable the catering operator to provide the services and arrange removal of all such items promptly on completion of Docklands Firelight Festival with minimal damage and disruption to the site unless agreed otherwise and all times follow reasonable directions of the Council.

                    ​(b) Ensure the catering services are of a high quality and do not in any way bring the reputation of the Council or Docklands Firelight Festival into disrepute. As soon as is reasonably practicable after the catering operator becomes aware of anything that may or is likely to bring adverse publicity or in an way damage the Council or its reputation or Docklands Firelight Festival, the catering operator must notify Council in writing of this.

                    (c) Provide such personnel as are necessary with, and be responsible for all associated costs and requirements, including wages, uniforms, WorkCover insurance and superannuation noting that for the avoidance of doubt, any personnel engaged to provide the services are not employees or contractors associated with Council.

                    (d) Provide data lines, power and connections to electricity and water necessary to enable it to provide the services. The catering operator must ensure that all electrical and gas appliances comply with relevant Australian Standards and that the fit out of such items at the sites is undertaken by qualified personnel.  Evidence of compliance with this requirement must be provided to Council prior to Docklands Firelight Festival.  Council reserves the right (in its absolute discretion) to refuse entry to Docklands Firelight Festival for non-compliance with this requirement.

                    (e) Comply, and ensure its personnel provide, the services in a safe and lawful manner, and that they comply, with all reasonable directions and requirements given by Council or Docklands Firelight Festival event team.  In particular, the catering operator must ensure that all items sold or made available at Docklands Firelight Festival meet with relevant health standards and any quality or presentation standards advised by Council or its Health and Wellbeing team.

                    (f) Ensure the principal personnel at each of the catering operator sites have completed a food handler’s course with a registered health department.​​

                    3. Termination and cancellation

                    3.1 Completion of this form does NOT guarantee selection into Firelight Festival.

                    3.2 To make selection decisions, Council assesses all catering operator expression of interest applications against the selection criteria outlined above.  

                    3.3 The selection decisions made by Council including but not limited to: final selection, site allocation and site fees, is final and at Council’s discretion, no further correspondence will be entered into after final selection. 

                    3.4 Notifications of the status of applications are sent via email by Friday 19 April 2024.  No information will be available prior to this date. 

                    If selected, Catering Operators agree to the terms and conditions set out in this application and agree to comply with all directions and requirements of Council and the Firelight Festival Team and will promptly pay the Revenue Sharing Site Fees to Council.

                    4. Indemnity and insurance

                    4.1. The catering operator indemnifies and to keeps indemnified the Council, its servants and agents, and each of them from and against all actions, costs, claims, charges, expenses, penalties, demands and damages whatsoever which may be brought or made or claimed against them, or any of them, arising from the catering operator’ performance or purported performance of its obligations under this agreement and be directly or indirectly related to the negligent acts, errors or omissions of the catering operator/s.

                    4.2. The catering operator’s liability to indemnify the Council shall be reduced proportionally to the extent that any act or omission of the Council, its servants or agents, contributed to the loss or liability.

                    4.3. If selected, the catering operator must effect and maintain adequate insurance/s to cover their legal and/or contractual liabilities arising as a result of their participation in "Docklands Firelight Festival " activities, including Public Liability insurance to a minimum of $20 million per incident.  Insurance/s must be underwritten by insurers authorised to conduct insurance business in Australia and be appropriately endorsed to cover the catering operators  "operators “Docklands Firelight Festival " activities. The catering operator must provide the Council with a certificate of currency if selected. 

                    5. Other

                    5.1. No signage is permitted at Docklands Firelight Festival without written approval from Council. 

                    5.2. Catering operators must operate during Docklands Firelight Festival trading times specified in contract unless otherwise agreed to with Council.

                    5.3. The lawful directions of members of the Victoria Police, authorised Council Officers,  Docklands Firelight Festival team, staff and crew must be complied with at all times.

                    5.4. Council takes great care in planning and presenting a safe and happy festival. However it is understood that in being involved in Docklands Firelight Festival the catering operator fully indemnifies the Melbourne City Council against any claim laid against it, either by members of the public or persons engaged in any activity associated with Docklands Firelight Festival who, as a result of Docklands Firelight Festival, suffer personal injury, property damage or financial loss. 

                    5.5. The catering operator must advise Council immediately if there are any changes to their participation.  

                    5.6. The catering operator agrees that their image and/or voice as recorded, photographed or filmed during Docklands Firelight Festival (including all staff, employees, volunteers or agents of the catering operator) may be broadcast or published by the promoter in any media.  This includes but is not limited to: TV, Radio, Internet, Magazine, or any other advertising in connection with Docklands Firelight Festival and any future Council event, and those participants will not be entitled to any fee for such use.

                    5.7. The Docklands Firelight Festival site is an alcohol (except for red line areas) and smoke-free zone.  Smoking is not permitted nor shall a participant or visitor consume alcohol on the site, bring alcohol to the site or be under the influence of alcohol or any illicit drug in, on or around the Docklands Firelight Festival site. 

                    5.8. All catering operators engaged by Council must conform to the requirements of the Occupational Health and Safety Act (Victoria) 2004, Local Government Act and any Local-Laws, or Regulation made there under and shall be liable for any breach of such Acts, Local Laws, or Regulations. All other Acts, Statutory Rules, Provisions and Regulation of the Commonwealth of Australia or State of Victoria, for the time being in force shall be complied with.

                    5.9. The personal information supplied to Council in relation to this Contract are required in order to provide the service requested.  It will be used by Council staff and stored in our record system for only as long as necessary.  During this time, it can be accessed and amended by you, and will only be given to third parties with your consent or as required by legislation.

                    5.10. The catering operator’s contractors and staff are obliged to keep their work areas and surrounds clean and tidy throughout Docklands Firelight Festival and comply with the obligations under this Contract.

                    5.11. The catering operators consent to the disclosure of all information or publication of documents relating to the temporary food premises which may be revealed or contained as a result of an inspection and/or sampling conducted in relation to the Food Act 1984 during Docklands Firelight Festival by authorised officers of Council’s Health and Wellbeing Branch.​​

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