HomeMy WebLinkAboutC08-147DEPARTMENT OR AGENCY NAME
COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT
State Tobacco Education & Prevention Partnership
DEPARTMENT OR AGENCY NUMBER
FLA
CONTRACT ROUTING NUMBER
09-00206
LIMITED AMENDMENT FOR TASK ORDERS #1
This Limited Amendment is made this 14th day of April, 2008, by and between the State of
Colorado, acting by and through the DEPARTMENT OF PUBLIC HEALTH AND
ENVIRONMENT, whose address or principal place of business is 4300 Cherry Creek Drive
South, Denver, Colorado 80246, hereinafter referred to as the "State"; and, BOARD OF
COUNTY COMMISSIONERS OF EAGLE COUNTY, (a political subdivision of the State
of Colorado), whose address or principal place of business is 500 Broadway, Eaale, Colorado
81631, for the use and benefit of the EAGLE COUNTY HEALTH & HUMAN SERVICES,
whose address or principal place of business is 551 Broadway, Eagle, Colorado 81631,
hereinafter referred to as the "Contractor".
FACTUAL RECITALS
The parties entered into a Master Contract, dated 1/23/2007 with contract routing number 08
FAA 00016 "the Master Contract").
Pursuant to the terms and conditions of the Master Contract, the parties entered into a Task Order
Contract, dated 4/20/2007 with contract encumbrance number PO FLA PPG0800140 and
contract routing number 08 FLA 00140 referred to herein as the "Original Task Order Contract,
whereby the Contractor was to provide to the State the following:
The Contractor will conduct activities to prevent youth from using tobacco, reduce
tobacco use, help people who use tobacco to quit, assist in the reduction of exposure
to secondhand smoke and reduce tobacco use among groups that are
disproportionately affected and/or at high risk for disease.
The State promises to pay the Contractor the sum of Fifty-four Thousand Five Hundred
Eighteen Dollars, ($54,518.00) in exchange for the promise of the Contractor to continue to
perform the work identified in the Original Task Order Contract for the renewal term of 12
months, ending on June 30, 2009.
NOW THEREFORE, in consideration of their mutual promises to each other, stated below, the
parties hereto agree as follows:
Consideration for this Limited Amendment to the Original Task Order Contract consists
Page 1 of 3
of the payments and services that shall be made pursuant to this Limited Amendment,
and promises and agreements herein set forth.
2. It is expressly agreed to by the parties that this Limited Amendment is supplemental to
the Original Task Order Contract, contract routing number 08 FLA 00140. referred to
herein as the Original Contract, which is by this reference incorporated herein. All terms,
conditions, and provisions thereof, unless specifically modified herein, are to apply to
this Limited Amendment as though they were expressly rewritten, incorporated, and
included herein.
3. It is expressly agreed to by the parties that the Original Task Order Contract is and shall
be modified, altered, and changed in the following respects only:
A. This Limited Amendment is issued pursuant to paragraph 5 of the Original Task
Order Contract identified by contract routing number 08 FLA 00140. This
Limited Amendment is for the renewal term of July 1, 2008 through and
including June 30, 2009. The maximum amount payable by the State for the
work to be performed by the Contractor during this renewal term is Fifty-four
Thousand Five Hundred Eighteen Dollars, ($54,518.00) for an amended total
financial obligation of the State of ONE HUNDRED FIFTEEN THOUSAND
NINE HUNDRED SIXTEEN DOLLARS, ($115,916.00). The revised
Statement of Work is incorporated herein by this reference and identified as
"Attachment 1". The revised Budget is incorporated herein by this reference
and identified as "Attachment 2". The Original Task Order Contract is modified
accordingly. All other terms and conditions of the Original Task Order Contract
are reaffirmed.
4. The effective date of this Limited Amendment is July 1, 2008, or upon approval of the
State Controller, or an authorized delegate thereof, whichever is later.
S. Except for the Special Provisions and other terms and conditions of the Master Contract
and the General Provisions of the Original Task Order Contract, in the event of any
conflict, inconsistency, variance, or contradiction between the terms and provisions of
this Limited Amendment and any of the terms and provisions of the Original Task Order
Contract, the terms and provisions of this Limited Amendment shall in all respects
supersede, govern, and control. The Special Provisions and other terms and conditions of
the Master Contract shall always control over other provisions of the Original Task Order
Contract or any subsequent amendments thereto. The representations in the Special
Provisions to the Master Contract concerning the absence of personal interest of state of
Colorado employees and the certifications in the Special Provisions relating to illegal
aliens are presently reaffirmed.
6. FINANCIAL OBLIGATIONS OF THE STATE PAYABLE AFTER THE CURRENT
FISCAL YEAR ARE CONTINGENT UPON FUNDS FOR THAT PURPOSE BEING
APPROPRIATED, BUDGETED, AND OTHERWISE MADE AVAILABLE.
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IN WITNESS WHEREOF, the parties hereto have executed this Form Amendment on the day
first above written.
* Persons signing for Contractor hereby swear and affirm that they are authorized to act on
Contractor's behalf and aclrnowledge that the State is relying on their representations to that
effect and accept personal responsibility for any and all damages the State may incur for any
errors in such representation.
CONTRACTOR:
Board of County Commissioners of Eagle County
for the use and benefit of Eagle County Health
& Human Services (,apolitical subdivision of the
State of ColoradoY ~~
By:,~~
Name: Pe,~er
Title: C~Inair mn n ~ ~
FEIN: 846000762
By:
STATE:
STATE OF COLORADO
Bill Ritter, Jr. Governor
For the Executive Director
DEPARTMENT OF PUBLIC
HEALTH AND ENVIRONMENT
PROGRAM APPROVAL:
By:
ALL CONTRACTS MUST BE APPROVED BY THE STATE CONTROLLER
CRS 24-30-202 requires that the State Controller approve all state contracts. This limited
amendment is not valid until the State Controller, or such assistant as he may delegate, has
signed it. The contractor is not authorized to begin performance until the contract is
signed and dated below. If performance begins prior to the date below, the State of
Colorado may not be obligated to pay for goods and/or services provided.
STATE CONTROLLER
David J. McDermott, CPA
By:
Date:
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Attachment 1
Wark Plan
Grantee Name: Eagle County Government
Grant Period: 2008-2009
Contact Name: Sondra Manske
Project Name: Tobacco Free Eagle County
Contact email address: SONDRA.MANSKE~EAGLE000NTY.US
STEPP Strategy # I. Systems Integration:
Develop, integrate, and leverage community-level systems and partnerships (such as health care, mental health, education, wellness
programs and other applicable services dedicated to priority populations) to support tobacco control initiatives.
Rationale: According to the Colorado Behavioral Risk Factor Surveillance System, 20% of Eagle County residents smoke. TABS data
(Tobacco Attitudes and Behaviors Survey) is able to provide some local demographic about County tobacco users, although not enough
to determine prevalence among Hispanics; those with a below high school education; and those with a low income. The data do tell us
that 20% of Caucasian residents in Eagle County smoke, and women are twice as likely to smoke as men. In the income category of
$25,000 - $50,000 per year, 20% of people reportedly smoke; and in the income category of $50,000 + per year, 13% reportedly are
smokers. We also know from local cardiologists that there are a lot of "closet smokers" or people who smoke but don't identify with
being asmoker-given the culture of health in Eagle County (home of Vail Resorts). Low to middle income Caucasians will be accessed
through the Eagle County Wellness Program, the Community College and local Medical Providers.
There are two major medical systems that serve Eagle County residents (including a bilingual, indigent care clinic), and these entities
could identify and connect tobacco users with the Quitline, using standards from the Colorado Clinical Guidelines Collaborative.
According to TABS data, only 35% of tobacco users in Eagle County have been told by their doctor to quit.
In terms of special populations, there are currently no tobacco control systems integrated with mental health substance abuse treatment
centers; however, the need is great given the high prevalence of co-occurring addictions, and the correlation between drug use and mental
health issues. Additionally, Eagle County has a population that is 25% Hispanic. While it is not clear the prevalence of tobacco use, there
is a need to integrate tobacco control efforts among the systems accessed by this community, including the local indigent care clinic,
Community Outreach and Screening program, and the community college, where this population is taking English and vocational classes.
Page 1 of 9
Attachment 1
Work Plan: Systems Integration, continued .. .
S.M.A.R.T. Outcome Objective #1: For an average of 10 Eagle County residents to access the Colorado Quitline per month, between
July 1, 2008 and June 30, 2009, from an average baseline of 5 per month in 2007.
Staff
Activity Timeline by person/Organizatio
Implementation ("Process") Project Quarter
Fiscal Year 2008-2009 n Responsible for
Objective Activity Implementation Objectives Implementation
Measure Ql Q2 Q3 Q4 Activity
1.1. By August 1, 2008, implement an educational and System is set up and advertised X Tobacco Coordinator,
Quitline referral process into the Eagle County to Eagle County employees Eagle County;
Government Wellness Pro ram Wellness Contractor
1.2 By September 1, 2008, partner with Colorado System is set up and advertised X Tobacco Coordinator,
Mountain College (CMC) to implement bilingual to students Eagle County; CMC
Quitline referral system. Wellness Coordinator
1.3 By October 1, 2008, implement tobacco education Outreach Worker begins X Tobacco Coordinator,
and Quitline referral activities into health screenings providing education and referral Eagle County;
conducted by S anish Community Outreach Worker. to communit clients. Outreach Worker
1.4 By January 1, 2009 implement CU's mental health Took kit implemented X Tobacco Coordinator;
center tool kit within Colorado West Regional Mental Clinical Supervisor,
Health Center (CWRMHC) to reduce tobacco use CWRMCH; Chad
among clients with mental health and substance abuse Morris, CU
issues. Psychiatric Unit
1.5 By March 1, 2009 evaluate and update education Evaluation completed, X Tobacco Coordinator,
and Quitline referral process by physicians at Vail physicians trained, system Eagle County;
Valley Medical Center (VVMC) and Eagle Care tested. VVMC
(indigent care clinic), based on Colorado Clinical
Guidelines Collaborative.
Page 2 of 9
Attachment 1
1.6 By April 1, 2009 assess and implement education Assessment completed, X Tobacco Coordinator,
and Quitline referral process by physicians at Colorado physicians trained, system Eagle County; Vice
Mountain Medical, based on Colorado Clinical implemented and tested. President Colorado
Guidelines Collaborative. Mountain Medical
Page 3 of 9
Attachment 1
Work Plan
Grantee Name: Eagle County Government
Grant Period: 2008-2009
Contact Name: Sondra Manske
Contact email address: Sondra.manske@eaglecounty.us
Project Name: Tobacco Free Eagle County
Addressing Smoke-free Public Places and Youth Access through a community coalition.
Rationale:
1) Tobacco Free Eagle County will use multiple community partners to reach tobacco users and provide Quitline information; to enforce
the state's indoor smoking ban and Eagle County's outdoor smoking ban; to reduce access for youth; and to reach special populations like
Spanish speakers, adolescents, and those with mental health or substance abuse issues. By bringing multiple partners together and adding
consumers, we can better plan our interventions, coordinate community systems, and be advocates to support tobacco reduction policies.
2) According to a 2005 Eagle Care Survey of local high school students, 34% of students reportedly ever smoked and 3% report smoking
more than'h a pack per day. We will work to reduce access to youth and assess whether a GetReal! Program would be viable during the
2009- 2010 grant cycle.
Page 5 of 9
Attachment 1
S.M.A.R.T. OUTCOME OBJECTIVE #1: By June 2009, develop an active coalition that includes representatives from health care, mental health,
large employers, environmental health, law enforcement, education, restaurants, the Latino community, adolescents and consumers. This coalition
will have created a 2009-2010 tobacco control plan for the Eagle County community, helped to implement and evaluate this year's plan (cessation,
enforcement and access), and rovided advocac for communit olicies.
Staff Person/Organization
Activity Timeline by Responsible for
Im lementation ("Process")
p Project Quarter
Fiscal Year 2008-2009 Implementation Activity
Objective Activity Implementation
Objectives Measure QI Q2 Q3 Q4
1.1: By October 15, 2008, assemble community Meeting held. X Tobacco Program Coordinator,
coalition and hold first meeting. Eagle County;
1.2: By January 20, 2009, determine systems and Coalition strategic X Tobacco Program Coordinator,
policy-level tobacco strategies for FY 2009-2010 planning session held Eagle County; Public Health
and the FY 2009-2010 Manager Eagle County;
rant written. communit Coalition
1.3: By June 30, 2009, meet with Coalition to reflect Meeting Held X Tobacco Program Coordinator,
on whether outcomes of FY 2008-2009 were met Eagle County; Community
and otential chan es for 2009-2010. Coalition
1.4: Through June 30, 2009, one staff person will Number of meetings X X X X Tobacco Program Coordinator,
participate on the Community Mobilization Learning Eagle County
Communities conference call.
Page 6 of 9
Attachment 1
S.M.A.R.T. OUTCOME OBJECTIVE #2: By June 2009, strengthen the Colorado Clean Indoor Air Act in Eagle County by utilizing the community
coalition.
Staff Person/Organization
Activity Timeline by Responsible for
« „
Implementation ( Process) Project Quarter
Fiscal Year 2008-2009
Implementation Activity
Objective Activity Implementation
Objectives Measure Ql Q2 Q3 Q4
2.1: By May 15, 2009, coordinate outdoor smoking Planned activities are X Project Coordinator, Eagle
ban education and enforcement strategies, then implemented. County; Law Enforcement of
implement. Eagle County and Town of
Avon; Environmental Health
Department, Eagle County;
Community Coalition
2.2: By January 30, 2009, explore the feasibility of Community coalition X Project Coordinator, Eagle
smoke-free housing policies and activities in Eagle strategic plan County; American Lung
County. Association; Community
Coalition
Page 7 of 9
Attachment 1
S.M.A.R.T. Outcome Objective #3: By June 2009, work with State and local partners to increase youth access activities by utilizing the
communit coalition.
Staff Person/Organization
Activity Timeline by Responsible for
Implementation ("Process") Project Quarter
Fiscal Year 2008-2009 Implementation Activity
Objective Activity Implementation
Objectives Measure Ql Q2 Q3 Q4
3.1: By December 1, 2008 meet with school Meeting held. X Tobacco Program Coordinator,
counselors, school nurses, and Eagle River Youth Eagle County; Eagle River
Coalition to determine feasibility of coordinating a Youth Coalition
GetR!eal Coalition in FY 2009-2010
3.2: By June 15, 2009, collaborate with the CO Compliance checks X Tobacco Program Coordinator,
Department of Revenue to support Synar and non- completed. Eagle County; local Law
Synar compliance checks to assess youth access to Enforcement; Community
tobacco roducts b June 30, 2009 Coalition
Placement of statewide media at the community level to support state and local efforts, and coordination of educational campaigns with
other state, local, and agency initiatives.
Rationale:
1) According to the Behavioral Risk Factor Surveillance System, 20% of Eagle County residents smoke, the majority of which are
Caucasians with incomes between $25,000 and $50,000. However, Latinos make up 25% of our population and we do not know the
tobacco prevalence of this community, but need to target this group as well. The use of local media to support our prevention efforts has
proven successful in both English and Spanish in terms getting the community to access services. This includes advertising in local
newspapers, the regional Spanish newspaper, and on radio. This will be done to promote the Quitline and targeted between November and
January to support community education around the Great American Smokeout and New Year's resolutions. We will partner with
Summit County Prevention Alliance on shared media outlets.
Page 8 of 9
Attachment 1
S.M.A.R.T. Outcome Objective #1: During the months of November & December 2008 and January 2009, increase Quitline participation
by 50% over the previous three months by utilizing State media campaigns around National smoking observances and by collaborating with
counties close in proximity.
Staff Person/Organization
Activity Timeline by Responsible for
Im lementation ("Process")
p Project Quarter
Fiscal Year 2008-2009 Implementation Activity
Objective Activity Implementation
Objectives Measure Q1 Q2 Q3 Q4
1.1: By October 15, 2008, determine community Meeting held; plan X Tobacco Program Coordinator,
education strategies around Great American developed Eagle County; Community
Smokeout and New Year's Resolutions with Coalition
Community Coalition
1.2: By November 1, 2008 develop press releases, Media released X Tobacco Program Coordinator,
assemble print ads and radio ads for placement around Eagle County; Summit County
the Great American Smokeout. Run over two weeks, Prevention Alliance
alternating with Summit County Prevention Alliance.
1.3: By December 15, 2008 develop press releases, Media released X Tobacco Program Coordinator,
assemble print ads and radio ads for placement around Eagle County; Summit County
New Year's resolutions. Run over two weeks Prevention Alliance
alternatin with Summit Count Prevention Alliance.
Page 9 of 9
APPLICATION BUDGET FORM Attachment 2
State Tobacco Education & Prevention Grants Program
For the period: July 1, 2008- June 30, 2009
APPLICANT: Eagle County Government-Public Health Division
PROJECT TITLE• Tobacco Free Eagle County
~~~
Other Source' (1) Other Source' (2)
Enter name here if Enter name here if
Requested CDPHE applicable applicable
PERSONAL SERVICES FTE Total Monthly Total Monthly # of Eagle County Vail Valley Medical
Employee Name Position on protect Salary Benefits Months on project Center
Sondra Manske, MPH Coordinator 0 50 $4,279.00 $1,497.00 12 0 $34,656.00 $0.00 $0.00
Jill Hunsaker, MPH Public Health Manager 0.064 $6,720.00 $2,352.00 12.0 $6,95500 $000 $0.00
Vacant oommuniryoutreacn 0.25 $3,200.00 $1,120.00 12.0 0 $0 $12,960.00
0 00 $0.00 $000 0.0 $0.00 $0 00 $0.00
0 00 $0.00 $000 0.0 $0.00 $000 $0.00
Subtotals. 081 $41,611.00 $0.00 $12,960.00
Total Personal Services 541,611.00 $0.00 512,960.00
DIRECT OPERATING COSTS
Printing/Copymg $2,161.00 $0.00 $0 00
Postage/Shlpping 50.00 $000 $000
Office Supplies $500 00 $0 00 $0.00
Meeting Expenses $a50 00 $0 00 $0 00
Telephone,, Fax, Internet Access $0.00 $0 00 $0 00
Rent and Utilities $0.00 $0.00 $0.00
Equipment $0.00 $0.00 $0.00
Staff Development $0.00 $0.00 $0.00
Other Program Cost -Radio Ads $2,925.00 $0.00 $0.00
Total Operating Costs $6,036.00 $0.00 50.00
TRAVEL
In-State $1,91520 $000 $000
Out of State $0 00 $0.00 $0.00
Total Travel Costs 51,915.20 50.00 50.00
CONTRACTUAL
Subcontractors $0.00 $0.00 $0.00
Mini-grants $0.00 $0.00 $0.00
Total ConVactual Costs 50.00 $0.00 50.00
SUBTOTALS 549,56220 50.00 512,960.00
E;4kt8 °fa {~ >;'iCa~
INDIRECT COSTS: 10% Duect Costs, less contractual, enter CDPHE approved rate or 10%) 54,956.00
INDIRECT COSTS. 0% Salary and Fringe, enter CDPHE approved rate or 10%) $0.00
INDIRECT COSTS 0% Salary only, enter CDPHE approved rate or 10 %) $0.00
INDIRECT COSTS : 2% Contractual only 50.00
Total Indirect Cost (Calculated on Amount Requested from CDPHE Only) 54,956.00
TOTAL AMOUNT REQUESTED FROM CDPHE S5a,518.20
"Other: Please indicate additional revenue if applicable on the summary sheet
Attachment 2
APPLICANT: Eagle County Government
FOR THE PERIOD: July 1, 2008- June 30, 2009
Requested
~
Other Source`
$t
Other Source'
2
P~RSONAi. SERVICES
Total Personal Services $ 41,611 $ - $ 12,960
DIRt*CT QPF-RASINGi CASTS
Total Direct Operating Costs $ 6,036 $ - $
VEI.
Total Travel $ 1,915 $ - $
Ct3WTRACTt1Ai»
Total Contractual $ - $ - $ -
IAIf~ECT
Totallndirect $ 4,956 $ - $
TOTAL PROJECT COSTS $ 54,518 $ - $ 12,960
*Source of Funding for "Applicant and Other" (in-kind)
Foundation Grants $ -
OtherState Funds (list) $ -
Cash Fees $ -
Local Funds $ 12,960
Other $ -
Total A licant and Other $ 67,478
Attachment 2
Budget Narrative
PERSONAL SERVICES: Benefits were calculated at 35% of salary.
Name Position Title Position Responsibilities Program Annual
Costs for the osition
Sondra Manske, .50 FTE Program coordinator: $34,656
MPH Tobacco Program implementation of system's
Coordinator/Health integration strategies; local
Educator policy work; management of
coalition; management of
bud et and re orts; evaluation
Jill Hunsaker, MPH .064 FTE Supervision of staff, program $6,955
Supervisor/ Public and budget; consultation on
Health Mana er evaluation
Vacant .25 FTE Provides tobacco education and $12,906 (In Kind)
Bilingual Outreach referral to Quitline for Spanish-
Worker speaking residents who are part
of a chronic disease screening
ro ram.
DIRECT OPERATING COST5:
Office Supplies:
• Office Supplies -general office supplies, such as paper, staples, printer cartridges, pens,
etc.: $500 annually
Total Supplies: $500
Meeting Expenses:
• Coalition meetings held quarterly with approximately 15 attendees x $5.00 refreshments
_ $300
Individual lunch meetings held to recruit coalition members or talk to policy makers: $1 S
per attendee x 10 attendees.
Total Caalition/Partner Meeting Expenses: $450
Printing:
• La Tribuna weekly newspaper (Western Slope circulation of 9,000): 2, '/ page black and
white STEPP ads placed at $158 per ad; 2, 1/4 page full color STEPP ads placed at $210
per ad. Total = $736
• Vail Daily (Eagle County circulation of 15,000): 2, 2x3 black and white STEPP ads
placed at $39.27 per day; 2 full color 2x3 STEPP ads placed at $134.27 per day; 21/a
page STEPP ads placed at $210 per day; and 1 black and white'/a page STEPP ad
placed at $158 per day. Total = $925
Attachment 2
Miscellaneous Printing=printing costs for coalition, state STEPP products that need
modified for County use (example: our no smoking ordinance is 25 ft vs. 1 S ft statewide),
etc. Total = $500
Total Printing: $2,161
Other (Radio Ads): Ads will run between the months of October and February in conjunction
with Summit County.
• Zephyr Radio (Eagle County): $15/30 second slots X I Sspots/month X 5 months =$1,125
• Eagle Radio (Eagle, Summit, Clear Creek, Gilpin, partial Boulder, Grand, partial
Jackson, Routt, Moffat, Rio Blanco, Garj~eld, Mesa, Delta, Gunnison, Chaffee, Park,
Lake, and Pitkin Counties): $15/60 second spot X I Sspots/month X Smonths=$1,125
• La Nueva Mix (Eagle, partial Garfield, and partial Pitkin Counties): Hispanic target =
$15/60 second spot X 15 spots/month X 3 months=$675
Other Program Total: $2925
TRAVEL:
In-State Travel: Eagle County pays a mileage reimbursement rate of .405.
• Coalition and partner meetings: 52 miles per week @ .405 per mile = $1,095 Total
Travel to STEPP trainings in Denver, for Eagle County Tobacco Program Coordinator has
been calculated as follows:
• Regional Training: (1 employee, 2 days)
$113.40 mileage (280 miles X .405)
$100.00 hotel ($100/night)
$ 60.00 food ($30/day)
$273.40 Total
• Regional Training: (1 employee, 2 days)
$113.40 mileage (280 miles x .405)
$100.00 hotel ($100/night)
$ 60.00 food ($30/day)
$ 273.40 Total
• Annual Contractor Meeting: (1 employee, 2 days)
$113.40 mileage (280 miles x .405)
$100.00 hotel ($100/night)
$ 60.00 food ($30/day)
$273.40 Total
Total In-State Travel = $1915.20
Attachment 2
INDIRECT EXPENSE:
Indirect expenses are charged at 10 percent of direct costs and include executive management
time, finance division time, administrative assistant time, facility rent/lease, postage, telephone,
equipment and utilities.
Total Indirect Charge = $4,953
OTHER SOURCES OF FUNDING:
Eagle County will be collaborating on a chronic disease prevention and screening program with
the Vail Valley Medical Center. We will share a bilingual (Spanish) Community Outreach
Worker, who is paid for by a grant from Denver Health. This staff person will provide tobacco
assessment, education and Quitline referral, according to grant guidelines. They will spend .25%
of their time on tobacco for an in-kind total of $12,960 (benefits figured at 35% of salary).
