Request for Proposals - To Conduct Category 1 EMS Continuing Education and EMS Auxiliary Courses

The Peninsulas EMS Council (the “council”) is seeking proposals from qualified EMS educators, organizations and localities (“vendors”) to plan and conduct Category 1 EMS continuing education courses and/or EMS “auxiliary” courses. Funding for these courses is provided through a contract between the council and the Virginia Department of Health Office of Emergency Medical Services (the “OEMS”). The council intends to contract with one or more vendors or optionally employ individuals to plan and conduct these courses. Various terms and conditions specified by OEMS apply equally to the council, its employees and selected vendor(s). Funding associated with this program is available for approved courses conducted between October 1, 2017 and June 30,2018.

Interested vendors shall submit a proposal indicating their interest in and stating how each of the following items will be accomplished. A proposal may address only the Category 1 EMS continuing education courses or the EMS auxiliary courses, or both. If both types of courses are proposed, the proposal should clearly differentiate between the Category 1 EMS continuing education courses and EMS auxiliary courses in addressing the following:

Category I EMS Continuing Education

Plan and conduct two thirty-three (33)-hour Category I EMS live, in-person continuing education (CE) courses, based on the content in the National Registry NCCP and the Virginia EMS Education Standards Category I program. A maximum of two 33-hour CE courses will be funded in each of the sixteen localities served by the Peninsulas EMS Council (shown below). The vendor can propose to teach one 33-hour CE Course in one locality, thirty-two 33-hour CE courses in all sixteen localities, or any combination in between. The vendor can propose to conduct more than two 33-hour CE courses in a particular locality, however, funding is limited to two 33-hour CE courses per locality. These 33-hour CE courses cannot be comingled with another funded CE or auxiliary course.

  • City of Hampton
  • City of Newport News
  • City of Poquoson
  • City of Williamsburg
  • James City County
  • York County Department of Fire and Life Safety
  • Essex County
  • Gloucester County
  • King and Queen County
  • King William County
  • Mathews County
  • Middlesex County
  • Lancaster County
  • Northumberland County
  • Richmond County
  • Westmoreland County
  • Identify and provide for a convenient location with a suitable classroom environment and necessary instructional equipment for each course, ideally centrally located within each locality, meeting the geographic needs of the EMS providers within that locality. The course may be taught in one stationary location or rotated to different suitable locations within each locality.
  • Indicate, by name, OEMS certification number (if applicable), and with a brief background of qualifications, the instructor(s) to be utilized to teach any part of the course(s). This information can be updated during a course, but must be provided to the council at least 30 days in advance of instructor utilization.
  • Complete and submit an OEMS Course Approval Request form for each 33-hour CE course at least 45 days in advance of each course and provide a copy of the course approval request to the council when it is submitted to OEMS. Each 33-hour course may be conducted in a block of several days or spread out over a period of time. The vendor shall specify the course as a "combined" BLS and ALS CE course. The vendor shall also indicate a council-provided "assisting instructor" on each course approval request for the purposes of receiving course information only.
  • Conduct and teach each course consistent with, and in compliance with, all applicable OEMS regulations and the Virginia EMS Training Program Administrative Manual (TPAM), most current edition.
  • Conduct each 33-hour CE course in a block of several days or spread out over a period to conclude on or before June 30, 2018. The topics should be scheduled and conducted with participant/EMS agency needs, shifts and convenience in mind.
  • Announce each course as an “open” course with reasonable accommodation to include Virginia certified EMS providers who do not live in or are not affiliated with the EMS agency (ies) within the locality where the course is being offered. The vendor must provide sufficient information to the Peninsulas EMS Council to allow each 33-hour course to be announced and advertised.
  • Scan and electronically submit course attendance to OEMS upon completion of topic.
  • Administer and collect post-course student evaluations (to include minimum information requested by the council), and provide copies of completed evaluations to the council at the conclusion of each course.
  • Submit a signed course roster, including only Virginia certified EMS providers, to the council within 10 days of completion of each topic. The roster shall include, at minimum, the students’ name, OEMS certification number, topic information, and location where taught as well as the instructor’s name(s), OEMS certification number if applicable, address, telephone, email, and course or class role. The OEMS roster shall be utilized. Required information not already included on the roster shall be added.
  • Submit once each year, prior to payment, a Federal W-9 (Request for Taxpayer Identification Number and Certification) to the council for any payee(s).
  • Abide by General Terms and Conditions related to state purchasing, as well as special terms and conditions, attached as the end of this request for proposals.

Compensation: The vendor will be paid at $35 per hour (inclusive of all vendor costs) for each 33-hour Category 1 CE course taught. The vendor will not charge Virginia certified EMS providers any fee for participating in these Category 1 CE courses.

The cumulative total for each 33-hour CE course will be $1155.00 and the total for two courses per locality will be $2310.00.

EMS Auxiliary Courses

EMS auxiliary courses are various one-and multi-day courses developed by various national organizations, which are recognized by the OEMS for this purpose. EMS auxiliary courses include, at this time:

  • ACLS (American Heart Association Advanced Cardiac Life Support)
  • ADHR (National Association of EMT's All Hazards Disaster Response)
  • AMLS (National Association of EMT's Advanced Medical Life Support)
  • EMS Safety (National Association of EMT's EMS Safety)
  • EPC (National Association of EMT's Emergency Pediatric Care)
  • GEMS (National Association of EMT's Geriatric Education for EMS)
  • ITLS (International Trauma Life Support)
  • ITLS Pediatric (International Trauma Life Support Pediatric)
  • PALS (American Heart Association Pediatric Advanced Life Support)
  • PEARS (American Heart Association Pediatric Emergency Assessment Recognition and Stabilization)
  • PHTLS (National Association of EMT's Prehospital Trauma Life Support)
  • PEPP (American Academy of Pediatrics Pediatric Education for Prehospital Professionals)
  • TCCC (National Association of EMT's Tactical Combat Casualty Care)
  • TECC (National Association of EMT's Tactical Emergency Casualty Care)
  • Plan and conduct EMS auxiliary course within any of the sixteen localities served by the Peninsulas EMS Council (shown above), and not comingle these courses with another funded CE or auxiliary course.
  • Identify and provide for a convenient location with a suitable classroom environment and necessary instructional equipment for each course, ideally centrally located within each locality, meeting the geographic needs of the EMS providers within that locality.
  • Indicate, by name, OEMS certification number (if applicable), and with a brief background of qualifications, the instructor(s) to be utilized to teach any part of the course(s). This information can be updated during a course, but must be provided to the council at least 30 days in advance of instructor utilization.
  • Complete and submit an OEMS Course Approval Request form for each EMS auxiliary course at least 45 days in advance of each course and provide a copy of the course approval request to the council when it is submitted to OEMS. The vendor shall indicate a council-provided "assisting instructor" on each course approval request for the purposes of receiving course information only.
  • Announce each course as an “open” course with reasonable accommodation to include Virginia certified EMS providers who do not live in or are not affiliated with the EMS agency(ies) within the locality where the course is being offered. The vendor must provide sufficient information to the Peninsulas EMS Council to allow each EMS auxiliary course to be announced and advertised.
  • Conduct and teach each course consistent with, and in compliance with, all applicable OEMS regulations and the Virginia EMS Training Program Administrative Manual (TPAM), most current edition and as designed by the certifying, sponsoring, approving or parent organization for each course.
  • Scan and electronically submit course attendance to OEMS upon completion of each course.
  • Administer and collect post-course student evaluations (to include minimum information requested by the council), and provide copies of completed evaluations to the council at the conclusion of each course.
  • Submit a signed course roster, including only Virginia certified EMS providers, to the council within 10 days of completion of each topic. The roster shall include, at minimum, the students’ name, OEMS certification number, topic information, and location where taught as well as the instructor’s name(s), OEMS certification number if applicable, address, telephone, email, and course or class role. The OEMS roster shall be utilized. Required information not already included on the roster shall be added.
  • Process and complete all administrative work required by the certifying, sponsoring, approving or parent organization for each course to ensure that each student receives the requisite certification.
  • Submit once each year, prior to payment, a Federal W-9 (Request for Taxpayer Identification Number and Certification) to the council for any payee(s).
  • Abide by General Terms and Conditions related to state purchasing, as well as special terms and conditions, attached as the end of this request for proposals.

Compensation: The vendor will be paid at $60.00 per Virginia EMS provider for each auxiliary course successfully completed. The vendor may also charge a course fee, however, that fee must be reduced by $60.00 for each Virginia EMS provider participant under terms of this program. Documentation must be provided indicating the fees charged to attendees and showing the $60.00 reduction for Virginia certified EMS providers.

The Peninsulas EMS Council will:

Solicit requests for proposals to conduct the EMS CE and auxiliary courses described above. Proposals will be reviewed, scored and awarded based on the council’s Fiscal Management Policy and the additional terms and conditions that follow.

Assist with the advertisement and promotion of scheduled EMS CE and auxiliary courses throughout the EMS region via the council’s website, social media outlets and email newsletter.

Monitor the quality of instruction via random in-person visits to scheduled courses, and review of student evaluations.

Submit rosters and invoices quarterly to OEMS for reimbursement to the council.

Pay vendors within 10 days of receipt of reimbursement payment from OEMS.

Submit quarterly and annual training reports to OEMS in the required format.

Notify OEMS of any withholding of vendor payment due to performance or any other reason.

SUBMISSION DEADLINE, PRE-SUBMISSION CONFERENCE:

A pre-submission conference to review this RFP and address questions from potential vendors will be held on 21 September at 10:00 a.m. at the Council office, 6876 Main Street, Gloucester, Virginia 23061. Potential vendors are not required to attend. Any RFP changes as a result of the conference, as well as answers to questions, will be posted on the council's website at www.peninsulas.vaems.org (found under top tab, "Regional Resources", "Education and Training", "CE and Auxiliary EMS Training Program") and distributed to vendors who have expressed an interest in submitting a proposal.

The deadline for submission of proposals for Category I EMS Continuing Education Courses is 3 October 2017.

The deadline for submission of proposals for Auxiliary courses is open and continues until May 30, 2018 or until designated Auxiliary course funding for the Peninsulas EMS Council service region is fully obligated, whichever comes first.

Submit written proposals to the council at the address or email below, or electronically using the CE/Aux Course Proposal form on the council's website at www.peninsulas.vaems.org (found under top tab, "Regional Resources", "Education and Training", "CE and Auxiliary EMS Training Program").

Peninsulas EMS Council, Inc.
PO Box 1297
Gloucester, Virginia 23061
This email address is being protected from spambots. You need JavaScript enabled to view it.

GENERAL TERMS AND CONDITIONS:

  1. VENDORS MANUAL: The council's agreement with VDH, and any subsequent agreement with vendors, is subject to the provisions of the Commonwealth of Virginia Vendors Manual. A copy of the manual is available for review at www.eva.virginia.gov under "Vendors Manual" on the vendors tab.
  2. APPLICABLE LAWS AND COURTS: This solicitation and any resulting agreement shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The vendor shall comply with all applicable federal, state and local laws, rules and regulations. All parties are encouraged to resolve any issues in controversy or dispute arising from any agreement using Alternate Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366) and as described in Chapter 9 of the Vendors Manual.
  3. ANTI-DISCRIMINATION: By signing any agreement related to this solicitation, the vendor certifies they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4366.1E).

In every agreement over A$10,000 the provisions in 1. and 2. below apply:

  1. During the performance of the agreement the vendor agrees as follows:
    1. The vendor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability or any other basis prohibited by state law related to discrimination in employment except where there is a bona fide occupational qualification reasonable and necessary to the normal operation of the vendor. The vendor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this non-discrimination clause.
    2. The vendor, in all solicitations or advertisements for employees placed for or on behalf of the vendor, will state that such vendor is an equal opportunity employer.
    3. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purposes of meeting these requirements.
    4. The vendor will include the provisions of 1. above in every subcontract or sub agreement for purchase order above $10,000, so that the provisions will be binding upon each subcontractor or vendor.
    5. ETHICS IN PUBLIC CONTRACTING: By signing any agreement as a result of this solicitation, the vendor certifies that their contracts are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other contractor, supplier, manufacturer or subcontractor in connection with any agreement as a result of this solicitation, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.
    6. IMMIGRATION REFORM AND CONTROL ACT OF 1986: The vendor certifies that the vendor does not, and shall not during the performance of any agreement as a result of this solicitation knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.
    7. DEBARMENT STATUS: By participating in this procurement, the vendor certifies that they are not currently debarred by the Commonwealth of Virginia from submitting a response for the type of goods and/or services covered by this solicitation. Vendor further certifies that they are not debarred from filling any order or accepting any resulting order, or that they are an agent of any person or entity that is currently debarred by the Commonwealth of Virginia.
    8. PRECEDENCE OF TERMS: The following General Terms and Conditions shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.
    9. ASSIGNMENT OF AGREEMENT: Any agreement resulting from this solicitation shall not be assignable by the vendor in whole or in part without the written consent of the council.
    10. DEFAULT: In case of failure to deliver goods or services in accordance with the terms and conditions of any agreement resulting from this solicitation, the council, after due oral or written notice, may procure them from other sources and hold the vendor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies that the council may have.
    11. DRUG-FREE WORKPLACE: During the performance of any agreement resulting from this solicitation, the vendor agrees to (i) provide a drug-free workplace for the vendor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the vendor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the vendor that the vendor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every sub agreement or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific agreement awarded to a vendor, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

  1. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the council and OEMS shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.
  2. AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH: A vendor organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Any business entity described above that enters into a contract with a public body pursuant to the Virginia Public Procurement Act shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. A public body may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.

VIII.    SPECIAL TERMS AND CONDITIONS:

  1. AUDIT: Any vendor entering into an agreement with the council as a result of this solicitation shall retain all books, records, and other documents relative to any agreement entered into as a result of this solicitation for two (2) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. The council, the OEMS, and/or state auditors shall have full access to and the right to examine any of said materials during said period.
  2. CANCELLATION: The council reserves the right to cancel and terminate any agreement as a result of this solicitation, in part or in whole, without penalty, upon 60 days written notice to the vendorc. Any cancellation notice shall not relieve the vendor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

The council reserves the right to immediately cancel and terminate any agreement as a result of this solicitation for cause if any of the following conditions are determined to have occurred:

  1. For purposes of this paragraph, “for cause” includes violating the terms of the agreement, the submission of falsified records to the council, or to the OEMS, or the distortion, forgery, or misrepresentation of information to the council, the OEMS, EMS Providers, or students.
  2. Any agreement as a result of this solicitation may be terminated if the council determines that a breach exists that endangers the health, safety or welfare of the population to be served or jeopardizes the financial or programmatic provision of functions and services.

Termination for cause may result in the council refusing to entertain contracts or agreements with vendor for a period of five (5) years. If the submission of falsified records or the distortion, forgery, or misrepresentation of information is discovered after disbursement of funds, the vendor shall return all funds disbursed. Nothing in this section shall be construed to prohibit the council from taking legal action against the vendor.

  1. VENDOR DISQUALIFICATION FOR THIS PROGRAM: Neither the vendor submitting a request for funding, nor any subcontractor, employee or instructor who will teach in any program as a result of this solicitation shall have had any enforcement actions by OEMS within the last five (5) years. An enforcement action is defined in 12VAC5-31, EMS Regulations. The vendor and any subcontractors shall not be on the Vendor Debarment List maintained by the Commonwealth’s Department of General Services.
  2. INDEMNIFICATION: The vendor agrees to indemnify, defend, and hold harmless the Commonwealth of Virginia, its officers, agents, and employees from any claims, damages, and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the vendor, any services of any kind or nature furnished by the vendor, provided that such a liability is not attributable to the sole negligence of the using agency or to failure of the using agency to use the materials, goods, or equipment in the manner already and permanently described by the vendor on the materials, goods, or equipment delivered.
  3. CHANGES TO THE AGREEMENT:   Any and all changes, modifications, or revisions to any agreement resulting from this solicitation shall only be made by the council and shall be mutually agreed upon by the Parties in writing and executed by the Parties at least 30 days prior to taking effect.
  4. CONFIDENTIALITY OF PERSONALLY IDENTIFIABLE INFORMATION: The vendor assures that information and data obtained as to personal facts and circumstances related to patients or clients will be collected and held confidential, during and following the term of this agreement, and unless disclosure is required pursuant to court order, subpoena or other regulatory authority, will not be divulged without the individual’s and OEMS written consent and only in accordance with federal law or the Code of Virginia. Vendors who utilize, access, or store personally identifiable information as part of the performance of a contract are required to safeguard this information and immediately notify OEMS of any breach or suspected breach in the security of such information. Vendors shall allow the council and/or the OEMS to both participate in the investigation of incidents and exercise control over decisions regarding external reporting. Vendors and their employees working on this project may be required to sign a confidentiality statement.
  5. PENALTY: If the Vendor does not provide services as specified in any agreement resulting from this solicitation, the funding amount for said vendor may incur a penalty of 25% of its face value or may result in nonpayment for failure to complete services.
  6. SUBCONTRACTS: The vendor may subcontract portions of the work, provided, the subcontractors meet the requirements as specified in 12VAC5-31 of the state EMS regulations, the OEMS Training Program Administration Manual (TPAM) and the terms of any agreements resulting from this solicitation. The vendor shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of any agreements resulting from this solicitation. The vendor shall notify the council of the use of any subcontractors(s) holding the subcontractor(s) responsible for the requirements, terms and conditions set forth in any agreement resulting from this solicitation.
  7. MULTIPLE VENDORS: The council reserves the right to award multiple awards and/or select multiple vendors as a result of this solicitation.

Scoring of proposals

Completeness of the proposal (30 Points). This factor is scored based on the degree to which the proposal addresses each item in this RFP.

Vendor’s and/or its designated instructors' past successes in providing EMS CE courses and/or auxiliary courses, as applicable (30 Points). The council reserves the right to verify any claims of successful past performance. This factor also takes into consideration the number of years of experience the vendor has conducting these courses, and examples of successful outcomes and positive student evaluations.

The vendor is, or represents, a Designated Emergency Response Agency (20 Points).

Price (10 Points). While there is an established fixed compensation for each hour of Category 1 CE or each auxiliary course student, this factor will allow the vendor the opportunity to demonstrate additional return on investment for this funding. For example, a vendor proposes to conduct more than two 33-hour CE courses in a locality.

  Click here to download this document.

  Click here to download a RFP application form.

Locality coverage (10 Points). The vendor's proposal includes at least two 33-hour Category 1 CE courses in each of one or more localities.

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Changes to PEMS Committee Meeting Schedule

In our continuing efforts to improve efficiencies for our staff and committee representatives, PEMS is implementing the following schedule changes:

Performance Improvement Committee (PIC):  The PIC meetings are moving to the 2nd Thursday of December, March, June & September from 3:00 p.m to 5:00 p.m.  This begins with the previously scheduled October meeting, which is now scheduled for 14 December at 3:00 p.m.

EMS Operations Committee (EMS Ops):  The EMS Ops meetings are moving to 7:00 p.m. (no date change) and committee members are reminded that meals will no longer be provided.

Medical Advisory Committee (MAC):  The MAC meetings are moving to 7:00 p.m. (no date change) and committee members are reminded that meals will no longer be provided.

Please make appropriate changes to your calendars.

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Do you want to be a Virginia Office of EMS educator?

 The Office of EMS is going to initiate a Special Call EC Institute, one final Institute under the old process. To get this started, OEMS has reopened the EC Candidate Application in the EMS Portal as of today.

OEMS will accept the first 24 candidates that complete their application and testing process before October 31, 2017 for the Institute, set for December 9-13, in Chesterfield County. The Cognitive Exam will be the National Registry EMT Exam, and the Psychomotor will be taken at any CTS site in Virginia. The EC Candidate will be responsible for all fees associated with the NR Cognitive Exam and the CTS Exam. By going this route, OEMS will be able to certify everyone as an EC in December without the mentorship piece.

Interested candidates should log into their EMS Portal and follow the link <My Tests & Eligibility> Selecting the option <Eligibility Letters> and then on the right side should be the option to <Submit EC Candidate Application>. They will need to submit a copy of their highest Education Diploma, a Letter from their EMS Agency attesting to the 3 years of certification and 2 years of verified EMS Experience, the OMD Endorsement and any additional Education (OEMS is still honoring Fire Instructor and MEd for just the 2-day admin part)

Once the applications are complete and they are EC Candidates, they will need to register for the Cognitive and Psychomotor. They can be taken in any order. As applications are approved OEMS will forward the Instructions on Registering and their EC-C Letter of Eligibility for the CTS.

If there are any questions regarding the EC Process, please forward them to Greg Neiman @ This email address is being protected from spambots. You need JavaScript enabled to view it.

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Changes to PEMS Committee Meeting Schedule for November

In order to allow staff and committee members to attend the 2017 Virginia EMS Symposium without conflict, the Protocols, Policies & Procedures (PPP) Committee and the STEMI Task Force meetings scheduled for 9 November have been rescheduled for the 16th of November, regular time and location.

Please make appropriate changes to your calendars.

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